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cp09-25-2012 cNO WORKSHOP AGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 25, 2012 1. CALL TO ORDER — 5:30 P.M. 2. INVOCATION — Hunter's Ridge Community Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY • INTERNATIONAL WALK/BIKE TO SCHOOL DAY PROCLAMATION — OCTOBER 3, 2012 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF SEPTEMBER 11, 2012 Action — Motion to approve as presented 7. CONSENT AGENDA (Purpose: only for items requiring Council approval by external entities that would otherwise ave een e egate tot the City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 14053 - RESOLUTION AUTHORIZING EXECUTION OF GRANT AGREEMENT WITH MINNESOTA DEPARTMENT OF PUBLIC SAFETY, OFFICE OF TRAFFIC SAFETY, FOR TRAFFIC SAFETY ENFORCEMENT PROJECTS (b) CONSIDERATION FOR APPROVAL OF ISSUING TATTOO LICENSE TO DOUGLAS T. MOLTON LOCATED AT 15 WASHINGTON AVENUE EAST (c) CONSIDERATION FOR APPROVAL OF AWARDING CONTRACT TO REPLACE LIQUOR HUTCH ROOF (d) CONSIDERATION FOR APPROVAL OF BAG FILM PURCHASE (e) CONSIDERATION FOR APPROVAL OF DESIGNATION OF VEHICLES /EQUIPMENT AS SURPLUS PROPERTY (f) CONSIDERATION FOR APPROVAL OF 2012 SPOOKY SPRINT EVENT (g) CONSIDERATION FOR APPROVAL OF ISSUING COMMERCIAL HAULING AND RECYCLING LICENSE TO WEST CENTRAL SANITATION, INC. (h) CONSIDERATION FOR APPROVAL OF ENTERING INTO GRANT AGREEMENT WITH CITY COUNCIL AGENDA — SEPTEMBER 25, 2012 DEPARTMENT OF NATURAL RESOURCES FOR TREE REMOVAL AND REPLANTING (i) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS - CHANGE ORDER NO. 1 — LETTING NO. 1, PROJECT NO. 12 -01 (5T" AVENUE NW) - CHANGE ORDER NO.4 — LETTING NO. 8, PROJECT NO. 12 -09 (LES KOUBA PARKWAY) 0) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Action — Motion to approve consent agenda 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose. to provide Council with information necessary to cra t wise po icy. A ways looking toward t e uture, not monitoring past) (a) UPDATE ON STOVE - TOP /FIRE -STOP PROJECT AND RENTAL REGISTRATION FUND ALLOCATION Action — Motion to reject — Motion to approve 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF PROVIDING FOR THE SALE OF $2,275,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2012C — ADOPTING RESOLUTION NO. 14054 Action — Motion to reject — Motion to approve (b) CONSIDERATION FOR APPROVAL OF 2012 CITY RECOGNITION EVENT Action — Motion to reject — Motion to approve 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the organization and Counci an manage the logistics of the Council. May include monitoring reports, policy development and governance process items) (a) PLANNING, ZONING AND BUILDING DEPARTMENT MONTHLY REPORT FOR AUGUST 2012 (b) CITY OF HUTCHINSON FINANCIAL REPORT FOR AUGUST 2012 (c) CITY OF HUTCHINSON INVESTMENT REPORT FOR AUGUST 2012 (d) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM AUGUST 21, 2012 13. MISCELLANEOUS 14. ADJOURN International Walk/Bike to School Day Proclamation October 3, 2012 Whereas, the lives of hundreds of children could be saved each year if communities take steps to make pedestrian and cyclist safety a priority. Whereas, a lack of physical activity plays a leading role in rising rates of obesity, diabetes and other health problems among children and being able to walk or bicycle to school offers an opportunity to build activity into daily routine. Whereas, driving students to school by private vehicle contributes to traffic congestion and air pollution. Whereas, an important role for parents and caregivers is to teach children about pedestrian and bike safety and become aware of the difficulties and dangers that children face on their trip to school each day and the health and environmental risks related to physical inactivity and air pollution. Whereas, community leaders and parents can determine the "walkability" or "bikeability" of their community by using a walkability or bikeability checklist. Whereas, community members and leaders should make a plan to make immediate changes to enable children to safely walk and bicycle in our communities and develop a list of suggestions for improvements that can be done over time. Whereas, children, parents and community leaders around the world are joining together to walk/bike to school and evaluate walking and bicycling conditions in their communities. Now Therefore, Be It Resolved that I, Steve Cook, Mayor, proclaim October 3, 2012, "International Walk/Bike to School Day" in Hutchinson, MN and encourage everyone to consider the safety and health of children today and every day. Issued this 25`h day of September, 2012 Steven W. Cook, Mayor City of Hutchinson, Minnesota 11 MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 11, 2012 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called t e meeting to order. Members present were Mary Christensen, Bill Arndt, Eric Yost and Chad Czmowski. Others present were Jeremy Carter, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION — Pastor Howard Anderson, Hunter's Ridge Community Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS Jim Fahey, 446 Main Street South, presented before the Council. Mr. Fahey spoke before the Council representing Historic Hutchinson. Mr. Fahey provided an update on the church the City purchased approximately one year ago on the corner of Hassan Street SE and Second Avenue SE. Mr. Fahey presented a check to the City of Hutchinson in the amount of $5000 to assist in offsetting costs to maintain the church. These funds were raised by Historic Hutchinson putting on a play in the church. In addition, meetings are being held in the church and the Center for the Arts is considering using it for a small venue for arts activities. Mr. Fahey also announced that the Harrington- Merrill House has been placed on the National Register. In addition, the church property has received information to review whether or not to pursue a National Register application. Mr. Fahey also announced that the next living history cemetery tour will be on September 23, 2012, from 1:00 — 2:30 p.m. Chief Hatten spoke to the topic of dogs in the community and that the police department and other departments are working together on updating the animal ordinance. A draft of a revised ordinance will be before the Council at one of the upcoming meetings. Once the first reading of the ordinance is before the Council, Chief Hatten noted that he will review it with the postal service so everyone understands the process. Discussion was held regarding specific issues with dogs in the 5`" Avenue SE neighborhood. 6. MINUTES (a) CANVASSING BOARD MINUTES OF AUGUST 24, 2012 (b) REGULAR MEETING OF AUGUST 28, 2012 Motion by Christensen, second by Yost, to approve the minutes as presented. Motion carried unanimously. 7. CONSENT AGENDA (Purpose. only for items requiring Council approval by external entities that would otherwise ave een e egate tot e City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES 1. ORDINANCE NO. 12 -0693 — AN ORDINANCE VACATING UTILITY AND DRAINAGE EASEMENTS LOCATED IN MONTREAL PLACE (SECOND READING AND ADOPTION) 2. ORDINANCE NO. 12 -0694 — AN ORDINANCE VACATING UTILITY AND DRAINAGE (S b-) CITY COUNCIL MINUTES —SEPTEMBER 11, 2012 EASEMENTS LOCATED IN STONEY POINT ADDITION (SECOND READING AND ADOPTION) (b) CONSIDERATION FOR APPROVAL OF SETTING PUBLIC MEETING FOR IMAGINE HUTCHINSON OPEN HOUSE AT THE CENTER FOR THE ARTS ON SEPTEMBER 20, 2012, FROM 6:00 — 8:00 P.M. (c) CONSIDERATION FOR APPROVAL OF ISSUING SUNDAY LIQUOR LICENSE TO LAMPLIGHTER LOUNGE II, INC. (d) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS - CHANGE ORDER NO. 1, 2 AND 3 — LETTING NO. 8, PROJECT NO. 12 -09 (LES KOUBA PARKWAY IMPROVEMENTS — PHASE 2) (e) CONSIDERATION FOR APPROVAL OF HDC PROPERTIES PETITION AND AGREEMENT — LETTING NO. 8, PROJECT NO. 12 -09 (f) CONSIDERATION FOR APPROVAL OF RENEWING JOINT POWERS AGREEMENT BETWEEN THE CITY OF HUTCHINSON AND THE STATE OF MINNESOTA FOR THE MINNESOTA INTERNET CRIMES AGAINST CHILDREN TASK FORCE (g) CONSIDERATION FOR APPROVAL OF ISSUING TATTOO LICENSE TO DOUGLAS T. MOLTON LOCATED AT 15 WASHINGTON AVENUE EAST (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Item 7(g) was pulled for separate discussion. Motion by Czmowski, second by Yost, to approve the consent agenda with the exception of Item 7(g). Motion carried unanimously. Item 7(g) had further discussion. Mayor Cook noted that with the tattoo license application there is some additional documentation that is required that has yet to be received. Motion by Czmowski, second by Christensen, to table Item 7(g) to September 25, 2012. Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose: to provide Council with information necessary to cra t wise policy. A ways looking toward t e uture, not monitoring past) (a) PRESENTATION ON PRELIMINARY 2013 GENERAL FUND BUDGET Jeremy Carter, City Administrator, presented before the Council. Mr. Carter provided a brief update on the proposed general fund budget for 2013. Mr. Carter provided property value information, which is declining nationwide. The proposed 2013 budget sees a 1.4% increase from 2012. The City is fortunate in that the insurance rates are proposed to remain flat with no increase. Mr. Carter spoke of the improvements made to cut expenses and increase revenues. The City has not seen an increase in the budget since 2009. Mr. Carter provided various scenarios should the Council decide to have general fund levy increases of 1 -2% and a debt levy increases of 2.5 -5% and combinations thereof. Mr. Carter provided a proposed five -year budget 2 c0 (A—) CITY COUNCIL MINUTES — SEPTEMBER 11, 2012 which includes a 0% levy increase. With this scenario, the budget deficit, with no other adjustments, increases substantially each year over the five years. Council Member Arndt commented that he does not like to see large unbalanced budgets and have to consider mass layoffs to balance the budget. Mr. Carter further detailed information pertaining to debt levies. 10 11. NEW BUSINESS (a) DISCUSSION OF MN/DOT TRUNK HIGHWAY 7/22 BOX CULVERT REPLACEMENT FEASIBILITY REPORT Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that MnDOT has completed its Trunk Hwy 7/22 Box Culvert Replacement Feasibility Study. The key points of the study include that the project is feasible with a replacement structure twice the existing length; construction limits and right -of -way impacts and property acquisition will need to be addressed by the City, due to the funds being utilized for the project, laws pertaining to recreational /park land would apply; soil borings and reports indicate that a 10 -foot subcut would be necessary to eliminate subgrade soils; hyydraulic capacity of the structure would be adequate; a coffer dam, dewatering and bypass pumping will be necessary; a detour will be necessary; if the project proceeds, the City would be the lead agency for the improvements and responsible for various aspects of the project. The preliminary cost estimate shows that MnDOT'S cost share would be $145,000 which is the estimated cost of the proposed mill /overlay. The total project is estimated at $1,372,000 with a City construction cost of $1.1 - $1.5 million. These costs are construction only and do not include other project delivery costs such as engineerin &, permitting, right -of -way, etc. A $250,000 grant is pending 2013 state legislature approval. City preliminary engineering /cost estimating is estimated to cost $15,000- $20,000. This project would gain three feet in height and six feet in width of the current culvert. Mayor Cook and Council Member Christensen noted that the project is not feasible at the costs associated. However, it was good to acknowledge the opportunity. Rob Wersal, 710 Walnut Street, presented before the Council. Mr. Wersal had concerns with the cost of the project. Motion by Czmowski, second by Arndt, to not proceed with the Trunk Hwy 7/22 box culvert replacement project. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF SETTING HUTCHINSON REDEVELOPMENT AUTHORITY 2013 PRELIMINARY TAX LEVY (ADOPT RESOLUTION NO. 14049) Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that the 2013 statutory amount available to the HRA is $153,284. The HRA Board requests a 2013 levy amount of $150,000. The 2012 tax levy was $140,000. The $10,000 increase is mainly to allow more loan funding dollars for grant programs that the HRA administers. The Council spoke of the importance of HRA programs and the maintenance and improvements made to homes in the community. Motion by Arndt, second by Czmowski, to approve setting Hutchinson Redevelopment Authority 2013 preliminary tax levy, adopt Resolution No. 14049. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF SETTING HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY 2013 PRELIMINARY TAX LEVY (ADOPT RESOLUTION NO. 14050) Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that the 2013 statutory amount available to the EDA is $150,218. The EDA Board requests a 2013 levy amount of $150,218. The 2012 EDA levy was $154,164.00. � ) CITY COUNCIL MINUTES — SEPTEMBER 11, 2012 Motion by Czmowski, second by Christensen, to approve setting Hutchinson Economic Development Authority 2013 preliminary tax levy, adopt Resolution No. 14050. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF SETTING CITY OF HUTCHINSON 2013 PRELIMINARY TAX LEVY (ADOPT RESOLUTION NO. 1405 1) Jeremy Carter, City Administrator, presented before the Council. The proposed levy includes a 2% general fund levy increase and a 5% debt levy increase. Mr. Carter noted that the City is able to adjust the levy to a general fund levy increase of 1% and a 0% debt levy increase still with a balanced budget. The only issue that could bubble up is open enrollment and adjustments to insurance coverages. Mr. Carter noted that if the Senior Center should open again on Fridays, as it has been requested, it would be an annual cost of $12,000- $13,000. Discussions have been held as to mechanisms to use to offset these costs. Mayor Cook would like staff to include this into the 2013 budget. He suggested considering charging a user fee. Other Council Members felt it was a good idea to include Fridays back into the budget, but to work with the seniors on raising funds or using user fees to offset the costs. Motion by Arndt, second by Christensen, to open Event Center /Senior Center on Fridays and include in 2013 budget. Discussion was held regarding how the levy would need to be adjusted with having the senior center open on Fridays. The Council felt that staff and the senior citizen users should have a discussion as to how much the seniors are willing to contribute. Council Member Arndt pulled his motion with the expectation that a meeting will be held in the very near future to discuss user fees at the senior center. Council Member Arndt and Council Member Christensen will meet with the senior citizens. Motion by Czmowski, second by Christensen, to schedule a meeting with senior citizens to discuss opportunities to have Senior Center open on Fridays. Motion carried unanimously. Motion by Czmowski, second by Christensen, to approve setting City of Hutchinson 2013 preliminary tax levy with a 1% general fund increase and 0% debt levy increase. A revised Resolution will be drafted. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF SETTING ENTERPRISE FUND BUDGET WORKSHOPS Jeremy Carter, City Administrator, asked that the Council consider setting enterprise fund budget workshops for October 9, 2012, and October 23, 2012. The Water /Sewer /Storm Water funds will be discussed on October 9 and the Refuse, Creekside, Liquor Store funds will be discussed on October 23. Motion by Arndt, second by Cook, to set enterprise fund budget workshops for October 9 and 23, 2012, at 4:00 p.m. Motion carried unanimously. (0 DISCUSSION OF CITY COUNCIL MEETING SET FOR DECEMBER 25, 2012 Jeremy Carter, City Administrator, noted that the fourth Tuesday in December is Christmas Day, December 25` . Motion by Czmowski, second by Arndt, to reset December 25, 2012, City Council meeting to December 20, 2012, at 5:30 p.m. Motion carried unanimously. 12. GOVERNANCE (Purpose: to assesspast organizationalperformance, developpolicy thatguides the organization and Councie the logistics of the Council. May include monitoring reports, policy development and governance process items.) (a) HUTCHINSON UTILITIES COMMISSION MINUTES FROM JULY 25, 2012 (b) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM JULY 17, 2012, AND ANNUAL BOARD MINUTES FROM AUGUST 16, 2011 4 ce L.) CITY COUNCIL MINUTES — SEPTEMBER 11, 2012 (c) FIRE DEPARTMENT MONTHLY REPORT FOR AUGUST 2012 (d) RESOURCE ALLOCATION COMMITTEE MEETING MINUTES FROM SEPTEMBER 4, 2012 (e) WEED NOTICE MONTHLY REPORT FOR AUGUST 2012 13. MISCELLANEOUS Eric Yost — Council Member Yost commented that emerald ash borer has been identified in the City of St. Paul. He asked that the City have their plan identified as to how to address the issue in our community. Mr. Carter spoke about funds that have been set aside to address the issue of an emerald ash borer outbreak. Mr. Carter also spoke about actions staff has taken and policies that have been put in place to address the issue. Mayor Cook — Mayor Cook mentioned that ordinances need to be revised pertaining to licensing. They could be strengthened to require that existing City ordinances must be adhered to or licenses could be revoked. Mr. Carter noted that the applications will be amended as well to better clarify code requirements. Mayor Cook also asked that the position of nuisance officer be discussed at the second Council meeting in October. Mayor Cook also spoke of Lindsay Whalen's accomplishments and the attempts made to have an event scheduled in her honor. Mayor Cook also mentioned that some have suggested that a street be named after her. Or, in the alternative, a street sub -named after her. Not officially change the name of the street but have an honorary street name, perhaps on the street or block that she grew up on. It was suggested that perhaps a sign could be placed at the city limits noting that Hutchinson is the home of Lindsay Whalen, similar to the Les Kouba birthplace sign. Motion by Yost, second by Christensen, to set September 23, 2012, from 4:00 — 6:00 pm as a public meeting for Council Members to attend the Center for the Arts fund raising event. Motion carried unanimously. 14. ADJOURN Motion by Arndt, second by Cook, to adjourn at 7:50 p.m. Motion carried unanimously. Lo (9�) RESOLUTION NO. 14053 RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT Be it resolved that Hutchinson Police Services enter into a grant agreement(s) with the Minnesota Department of Public Safety, Office of Traffic Safety, for Traffic Safety Enforcement projects during the period of October 1, 2012 through September 30, 2014. The Chief of Hutchinson Police Department is hereby authorized to execute such agreements and amendments as are necessary to implement the project on behalf of the Hutchinson Police Department and to be the fiscal agent and administer the grant. I certify that the above resolution was adopted by the City Council of Hutchinson, Minnesota on SIGNED: (Signature) (Title) (Date) WITNESSETH: (Signature) (Title) (Date) q(a) ( Alcohol and Gambling Enforcement Emergency Communication Networks Bureau of Criminal Apprehension Driver and Vehicle Services Homeland Security and Emergency Management Minnesota State Patrol Office of Communications Office of Justice Programs Office of Traffic Safety State Fire Marshal and Pipeline Safety Office of Traffic Safety 444 Cedar Street • Suite 150 • Saint Paul, Minnesota 55101 -5150 Phone: 651.201.7065 • Fax: 651.297.4844 • TTY: 651.282.6555 www.dps.state.mn.us June 28, 2012 Officer Greg Nadeau Hutchinson Police Department 10 Franklin St SW Hutchinson, MN 55350 Dear Officer Nadeau: I am happy to inform you that the Hutchinson Police Department's application for a 2013 TZD Enforcement Grant has been accepted and you have been awarded $53,928.00 according to the following breakdown: Activity Funding Seat belts, Distracted and Move over $ 23,814.00 Speed $ 13,986.00 Impaired $ 16,128.00 Total Enforcement $ 53,928.00 Dispatch $ .00 Equipment Alcohol $ .00 Equipment $ .00 Administration $ .00 Total Dispatch, Equip and Admin $ .00 Total Grant $ 53,928.00 We are joining a national effort of keep our citizens safe doing the most dangerous thing they may ever do Below is important information that you will need to know to finalize the grant agreement. Office of Traffic Safety (OTS) Coordinator — The OTS Coordinator that will manage your grant will be Shannon Swanson who can be reached at 651-201-7063 or shannon.swanson @state.mn.us. Grantee Meeting - A meeting will be scheduled very soon by the Law Enforcement Liaison in your area. Again this year joint meetings will be held in several areas of the state. It is very important that a person from each agency that is participating in the grant attend these meetings. It will be a chance for us to meet you again and pass on some additional information and for you to ask questions of us. 2013 Grant and Budget — Your budget and work plan may require some modification. If any changes need to be made your grant coordinator will be in touch with you. EQUAL OPPORTUNITY EMPLOYER 1M` Resolution - Only the lead fiscal agent is required to obtain a resolution from either the city council or county board for the agency to participate and sign the grant agreement. Remember that the Resolution must cover the 2 years of the grant. If you haven't already done so, start that process now so when the grant agreement is available for signature, the resolution is completed. Toward Zero Deaths (TZD) Conference — The TZD Conference will be October 22 -23, 2012 in Bloomington. We will need the list of attendees from you as soon as possible. Please keep us apprised of any changes to the list as time goes on. The OTS will cover the cost of registration and hotel room (if necessary) for one person from each agency in the grant. As always, you'll need to make hotel reservations and register for the conference on your own; you'll receive more information on making arrangements and attending the conference by e -mail soon. On the last day of the conference in the afternoon we will be hosting two training opportunities. Sgt. Rick Munoz of the Minnesota State Patrol will be conducting the 4 hour SFST refresher course. This is the only one scheduled in the metro area. Any officers that plan on attending this training should contact Amber at DWttraining@state.mn.us Also that afternoon the POST approved, 3 hour, Children and Restraint Systems (C.A.R.S) training will be offered. Both courses will be provided at no cost. This will be an opportunity for you to get the required training for your grant and to have additional officers trained in child passenger safety. If you plan on attending this training contact Heather Darby at heather.darby@state.mn.us E -grant System — The 2013 TZD Enforcement Grant will be managed through the E -Grant system. Any training needed for the reporting process will be available upon request. ROAR- All your activity must be reported through the Real -time Officers Activity Reporting system. Training on the system will also be available upon request. We will not leave you hanging with either of these systems. They make things easier for you and for us. October Seat Belt Mobilization — Publicity for the October Seat Belt Mobilization starts October 5 and enforcement begins October 12. These dates will be here soon and there is still a lot to be done to finalize the grants. Please do not hesitate to call your coordinator if you have any questions about the grant agreement. Congratulations on receiving the grant! All of us in OTS look forward to working with you as we work towards our goal of Toward Zero Deaths. Sincerely, Z�,AAA.� '4,,_ Bruce Johnson Enforcement Coordinator 651 -201 -7067 q 6-) � 2013 TZD Enforcement Organization: Hutchinson Police Department Agency Information Fiscal Agency Law Enforcement Agency Address City Zip Code +4 Police Department 110 Franklin St SW Federal to# DUNS# 41- 6005253 68169515 Law Enforcement Agency Address City 1 2 3 4 6 6 7 8 9 10 11 12 13 14 16 Partner Agencies Contact Name Email Zip Code +4 Contact Name Email A ENFORCEI3.2013 -HUTCH INSONPD -00025 Telephone Number Telephone Number McLeod County 801 10th St E Glencoe 55336 Deputy Billy Kroll Billy.Kroll@m.mcleod.mn.us (320) 864 -3134 Glencoe Police Department 630 10th St E Glencoe 55336 Ofc n-Jason Abbott 'abbott @ci.glencoe.mn.us (320) 864 -5171 Winsted Police Department 180 Main Ave W Wnsted 55395 Officer Justin Heldt Heldt5020winsted.nmus (320) 465 -2715 Meeker County 326 North Ramsey Ave Litchfield 55355 Deputy Jon Agre Jon.AgreQco.meeker.mn.us (320) 693 -5400 09/06/2012 Page 1 of 1 Attachment A Program Guidelines Office of Traffic Safety Grant Program Guidelines Financial Requirements: Payments under this grant agreement will be made from federal funds obtained by the State under the U. S. Department of Transportation's State and Community Highway Safety Program, Catalog of Federal Domestic Assistance (CFDA) numbers 20.600. 20.602, 20.608 and 20.609. The grantee is responsible for compliance with all federal requirements imposed on these funds and accepts full financial responsibility for any requirements imposed by the grantee's failure to comply with federal requirements. Reimbursement of Funds - Only costs associated with approved activities on this project can be claimed for federal reimbursement. The grantee will report on all expenditures and program income pertaining to this grant agreement. Claims shall be supported by written documentation including receipts, invoices, and personnel time reports. All costs reimbursed with these federal funds must be actual costs to the department. Grant funding cannot be used to supplant any currently funded programs or activities. Therefore, grant funding cannot be used to fund enforcement and dispatch activity that is regularly scheduled work; it must be used for additional costs to the department due to the enhanced patrolling efforts of the project. The costs to the department and the hours of patrolling efforts must both be over and above the usual. Therefore, the vast majority of the additional enforcement hours will be paid overtime hours and no reimbursement for compensation time is allowed. The State has an obligation to determine if fringe benefit costs to be reimbursed by this grant contract are reasonable. If requested, the grantee must furnish an explanation of the basis for such rates. Fringe benefits must be accounted for separately from salary costs on back -up documentation of invoices. Expenditures for each state fiscal year of this grant contract must be for services performed within applicable state fiscal years. Every state fiscal year begins on July 1 and ends on June 30. In addition, expenditures for each federal fiscal year of this grant must be for services performed within the applicable federal fiscal years. Every federal fiscal year begins on October 1 and ends on September 30. The final claim for reimbursement must be received no later than 30 days after the expiration of the grant agreement. Invoices must be submitted quarterly according to the following schedule: - Friday, January 18, 2013: All project costs incurred between October 1 and December 31, 2012. - Friday, April 19, 2013: All project costs incurred between January 1 and March 31, 2013. - Friday, July 19, 2013: All project costs incurred between April 1 and June 30, 2013. - Friday, October 20, 2013: All project costs incurred between July 1 and September 30, 2013. Match - Matching funds are only required for equipment purchases, for which 100 percent match is required for each piece of equipment purchased with grant funding. However, expenses related to the project that are paid for with state, county, municipal and/or private funding clearly demonstrate a vested interest and real commitment to the project. Appropriate matching funds should be reported on the invoice. Agencies can claim matching funds as any real costs that are not included in the grant - reimbursed budget such as: • Traffic safety equipment costs above the amount used by grant funding • Squad car mileage costs (the number of miles driven are required to be reported) as operating expenses • Estimated cost for a promised donation of an incentive item from a local business • Additional unfunded administrative costs for scheduling, paperwork, and time to do public information components of the program %)_1 Attachment A Program Guidelines Budget Revision - The grantee shall submit a written budget revision request and obtain approval from the OTS Coordinator before any expenditure may be made based on a revised budget. Record Retention - Under Minn. Stat. 16B.98, subd. 8, the grantee shall retain all financial records for a minimum of six years after the expiration of the grant agreement or until any audit findings and/or recommendations from prior audit(s) have been resolved between the grantee and DPS, whichever is later. Participation in Mobilizations All partner agencies are required to participate in the statewide scheduled mobilizations. The following short mobilization reports are required to be completed by 5 p.m. on the specified dates: • Number of seat belt citations written October 12 - 26, 2012 (due November 2). • Number of DWI arrests and seat belt citations during the entire month of December (due January 4, 2012). • Number of seat belt and child seat citations written May 20 - June 2 (due Friday, June 7, 2013). • Number of speed citations written during the entire month of July (due Friday, August 2, 2013). • Number of DWI arrests and seat belt citations written August 16 - September 2 (due Friday, September 6, 2013). Reporting Requirements: Enforcement activity reports are required to be completed quarterly according to the following schedule. Activity for these reports will be obtained from the ROAR system and submitted to OTS through E- Grants. - Friday, January 18, 2013: All activity that occurred between October 1 and December 31, 2013. - Friday, April 19, 2013: All activity that occurred between January 1 and March 30, 2013. - Friday, July 19, 2013: All activity that occurred between April 1 and June 30, 2013. - Friday, October 20, 2013: All activity that occurred between July 1 and September 30, 2013. Final Report Requirement A final progress report is due October 29, 2013. The final report must include the following: • Review of the enforcement activity as it pertains to partner agencies. • Review of the project budget as it pertains to partner agencies. • Review of the performance measures. Indicate whether the project is on track for reaching the three -year goal. • If progress toward the three -year goal was not made, describe changes that will be made to the project to improve on the outcomes. • Positive outcomes from the project. Enforcement Work Plan Project plans are required to be entered into the ROAR system. These plans include enforcement mobilization events and saturation events that will occur during the following time periods: - October 1 -December 31, 2012: Plan is due in the system by Friday, October 5, 2012. - January 1- March 31, 2013: Plan is due in the system by Friday, December 14, 2012. - April I- June 30, 2013: Plan is due in the system by Friday, March 15, 2013. - July 1- September 30, 2013: Plan is due in the system by Friday, June 14, 2013. 9 to) I Attachment A Program Guidelines Resolutions A Resolution from a city council and/or county board is only required from the fiscal agency. This resolution authorizing the agency to apply for and accept the grant funding is needed to conduct the project. Information and an example of a resolution can be found in Attachment E, Resolution Process. Deviations from the example (such as including a specific dollar amount or an individual's name rather than title, or changing the date) will likely cause delays in processing grants and may not be acceptable. The resolution must be submitted before the grant is executed by October 1, 2012. The OTS is unable to enter into an agreement until the resolution has been passed and a copy has been received. If the example resolution language is used, it will cover all grants from the OTS for the federal fiscal year. Equipment: Because of the strict timelines for final claims for reimbursement, it is usually not possible to order, receive, and pay for equipment during the last quarter. Any piece of equipment that costs more than $5,000 (including taxes, shipping, and installation) must be approved in writing by the NHTSA before it is ordered; contact the OTS coordinator to request that approval. Any equipment requested to be purchased with grant funding must be used to support traffic safety enforcement and authorized by the OTS. Further, it shall be used primarily for grant- related purposes during the life of the equipment. The grantee may not deviate from this requirement and may not dispose of any equipment unless it has first obtained permission from the State. Only equipment specified in the grant agreement may be purchased. The grantee shall be responsible for all operating, maintenance, and repair costs of equipment purchased under this grant contract unless otherwise specified. Title to equipment acquired under this grant contract shall vest upon the grantee. Seat Belt Survey Requirement Informal seat belt surveys are a good way to evaluate the success of the project. Indicate the number of sites where seat belt surveys will be conducted including dates and time of these surveys. Seat belt surveys must at least be conducted before and after the May Mobilization. Media and Community Outreach Requirement High - visibility enforcement, media relations, and community education regarding the enforcement activity are key factors in the success of the project. It is important for the individual responsible for media relations to have a plan for public information and media activities and to ensure the plan is executed. Roadway signs, vests, coasters, and business cards are some of the ways to increase the awareness of the enforcement activity. Training Requirements Officers working overtime enforcement hours funded by this grant must have completed the following training prior to working any project hours: • NHTSA's 16 -hour Standardized Field Sobriety Testing (SFST) course • Minnesota's Occupant Protection Usage and Enforcement (OPUE) course • NHTSA's Drugs That Impair Driving (DTID) course • Officers who last completed an SFST course of any kind before October 1, 2008 must complete an SFST /DWI Update class `l(0)1 Attachment A Program Guidelines One agency in the grant must have an officer trained in one of the following: Child Passenger Safety (CPS) Technician, CPS Practitioner, or the CPS three -hour Children and Restraint Systems training (C.A.R.S). A schedule of classes can be found on the OTS Web site at www.buckleupkids.mn.gov . A higher level of certification such as Instructor also qualifies. OTS is encouraging grantees to have this level of training in each agency in the grant. The three -hour C.A.R.S training has been approved for three POST credits and will be offered on the last day of the TZD Conference in October. DWI eCharging DWI eCharging is good for: • Law enforcement — helps to quickly and accurately complete forms required for a DWI arrest. • Prosecutors — provides for accurate charging information that leads to successful prosecution of DWI cases. • Driver and Vehicle Services — automatically revokes an offender's driving privileges within 24 hours of publishing the DWI information. • Office of Traffic Safety — provides DWI arrest data that helps with problem identification and media outreach. • Traffic Safety — provides swift certain sanctions, which is known to change behavior. For the above reasons, the OTS is strongly encouraging agencies to use the DWI eCharging system. If you have any questions regarding the system or would like to schedule training, contact Jeff Beahen, DWI eCharging Deployment Manager at the Bureau of Criminal Apprehension. Contact information: (651) 793 -2425 jeffrey.beahen @state.mn.us. Meeting Requirement The grantee shall attend meetings as required by OTS. Travel No travel reimbursements are allowed under this grant agreement. The Minnesota Toward Zero Deaths (TZD) Conference will be held in Bloomington, Minn. on October 22 -23, 2012. The project director for the grant should attend, but if a conflict arises, the project director must identify an alternate. At least one person in the grant is required to attend the TZD Conference. All agencies are invited to send a representative to the conference. OTS will pay the lodging costs (when distance makes necessary) and registration fee for one person per agency in the grant. The attendee is responsible to pay for any additional costs above the room charge. Individuals attending the conference will be responsible for obtaining a hotel reservation on their own credit card and register online for the conference. Indicate on the registration application that OTS will be paying the registration fee. Make sure to notify the OTS if there are changes to the names of people attending the conference. Note: If you list an officer as attending the TZD conference who does not attend the conference and does not cancel his or her registration and/or room, the costs of that registration and room will be deducted from your first invoice to the OTS, unless the reason the officer did not attend is an unforeseeable emergency. Approval of Subcontracts All sub - contracts must be reviewed and approved by the OTS Coordinator before the sub - contracting process begins. The OTS Coordinator must be provided with a copy of the sub - contract. Invoices from a sub - contract not approved by the OTS Coordinator may not be eligible for federal reimbursement. qw� Attachment A Program Guidelines Evaluation OTS shall have the authority, during the course of the grant period, to evaluate and monitor the performance and financial records of the grantee. Federal and State Provisions This grant agreement is subject to all applicable federal and state statutes and regulations, including, but not limited to the following: • Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794) and 49 CFR Part 27 which relates to handicapped persons. • 49 CFR Part 23 —Participation by minority enterprises in Department of Transportation Programs; 49 CFR Part 29 Subpart F — The Drug -Free Workplace Act of 1988; 23 U.S.C. 101 Note and 41 U.S.C.I Oa— Buy America Act; and 49 CFR Part 29 — Certification Regarding Debarment and Suspension. • Title VI of the Civil Rights Act of 1964, as amended. • The Grantee certifies that the Grantee has a current safety belt use policy. • The Grantee certifies that the Grantee has in place or is currently working on a policy for vehicular pursuits taking into account the model guidelines issued by the International Association of Chiefs of Police. • 31 U.S.C. 1352 — Grant contracts over $100,000 require the Grantee to complete and sign the Certification Regarding Lobbying form. • The Grantee certifies that the Grantee will adopt and enforce workplace safety policies including banning texting while driving in accordance with Minnesota Statute 169.475. The Grantee certifies that the Grantee will comply with the Federal Funding Accountability and Transparency Act. � Ca, I Attachment B Terms and Conditions Terms and Conditions for Grantees that are Not State Agencies The Grantee (which refers to the applicant's status after it has been awarded grant funds) shall comply with all applicable federal, state and local laws, ordinances, rules and regulations and provisions stated herein in the performance of the grant award. 1. Survival of Terms The following clauses survive the expiration or cancellation of the award: 9. Liability; 10. Audits; 11. Government Data Practices; 13. Publicity and Endorsement; 14. Governing Law, Jurisdiction and Venue; and 16. Data Disclosure. 2. Financial and Administrative Provisions The Grantee will comply with all program guidelines specified in the Grant Program Guidelines (Guidelines) and application which are incorporated herein by reference. Budget Revisions: The Grantee will submit a written change request for any substitution of budget items or any deviation in accordance with the Guidelines included in this application. Grantees whose requests have been approved will be notified in writing by the State's Authorized Representative to the Grantee's Authorized Representative. Requests must be approved prior to any expenditure by the Grantee. 3. Payment Terms Payment: The State will promptly pay the Grantee after the Grantee presents an invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services in accordance with the Guidelines included in this application. Expenditures for each state fiscal year (July through June) of the grant agreement must be for services satisfactorily performed within applicable state fiscal years. Under Minn. Stat. § 1613.98 subd. 1, the Grantee agrees to minimize administrative costs. 4. Time The Grantee must comply with all the time requirements described in the application and grant agreement. In the performance of the award, time is of the essence. 5. Consideration and Payment The State will pay for all services performed by the Grantee under the grant agreement as a reimbursement according to the breakdown of costs contained in the Guidelines and Grantee's application that will be incorporated into the grant agreement. Under Minn. Stat. § 16B.98, subd. 7, payments to the Grantee may not be issued until the grant agreement is fully executed. 6. Conditions of Payment All services provided by the Grantee under the grant agreement must be performed to the State's satisfaction, as determined at the sole discretion of the State's Authorized Representative so named in the grant agreement and in accordance with all applicable federal, state, and local laws, ordinances, rules and regulations. The Grantee will not receive payment for work found by the State to be unsatisfactory or performed in violation of federal, state, or local law. 7. Authorized Representative The State's Authorized Representative or his /her successor is so named in the grant agreement and has the responsibility to monitor the Grantee's performance and has the authority to accept the services provided under the grant agreement opportunity. If the services are satisfactory, the State's Authorized Representative will certify acceptance on each invoice submitted for payment. q L-) � Attachment B Terns and Conditions The Grantee's Authorized Representative is so named in the grant agreement. If the Grantee's Authorized Representative changes at any time during the grant agreement, the Grantee must immediately notify the State. 8. Assignment, Amendments, Waiver, and Grant Agreement Complete The Grantee may neither assign nor transfer any rights or obligations under the grant agreement without the prior consent of the State and a fully executed Amendment, executed and approved by the same parties who executed and approved the grant agreement, or their successors in office. Any amendment to the grant agreement must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original grant agreement, or their successors in office. If the State fails to enforce any provision of the grant agreement, that failure does not waive the provision or its right to enforce it. The grant agreement contains all negotiations and agreements between the State and the Grantee. No other understanding regarding the grant agreement, whether written or oral, may be used to bind either party. 9. Liability Grantee must indemnify, save and hold the State, its agents, and employees harmless from any claims or causes of action, including all attorneys' fees incurred by the State arising from the performance of the grant agreement by the Grantee or the Grantee's agents or employees. This clause will not be construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under the grant agreement and subsequent grant agreements. The liability for Grantees that are municipalities is governed by Minn. Stat. § 466 and any other applicable law, rule or regulation. 10. Audits Under Minn. Star. § 16B.98, subd. 8, the books, records, documents, and accounting procedures and practices of the Grantee or other party that are relevant to the grant agreement or transaction are subject to examination by the State, and/or the State Auditor or Legislative Auditor as appropriate, for a minimum of six years from the grant agreement end date, receipt and approval of all final reports, or the required period of time to satisfy all state and program retention requirements, whichever is later. Federal audits shall be governed by requirements of federal regulations. If applicable, if the Grantee (in federal OMB Circular language known as "subrecipient ") receives federal assistance from the State of Minnesota, it will comply with the Single Audit Act Amendments of 1996 as amended and Office of Management and Budget Circular A -133, "Audits of States, Local Governments and Non -Profit Organizations" for audits of fiscal years beginning after June 30, 1996; and, required audit reports must be filed with the State Auditor's Office, Single Audit Division, and with federal and state agencies providing federal assistance, and the Department of Public Safety within nine months of the Grantee's fiscal year end. 11. Government Data Practices The Grantee and the State must comply with the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13, as it applies to all data provided by the State under the grant agreement, and as it applies to all data created, collected, received, stored, used, maintained or disseminated by the Grantee under the grant agreement. The civil remedies of Minnesota Statutes, section 13.08 apply to the release of the data referred to in this clause by either the Grantee or the State. If the Grantee receives a request to release the data referred to in this clause, the Grantee must immediately notify the State. The State will give the Grantee instructions concerning the release of the data to the requesting party before the data is released. � ) 1 Attachment B Terms and Conditions 12. Workers' Compensation Grantee certifies that it is in compliance with Minnesota Statutes, § 176.181, subdivision 2, pertaining to workers' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota Workers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the State's obligation or responsibility. 13. Publicity and Endorsement Any publicity regarding the subject matter of the grant agreement must be in accordance with the Guidelines included in this application. The Grantee must not claim that the State endorses its products or services. 14. Governing Law, Jurisdiction, and Venue Minnesota law, without regard to its choice -of -law provisions, governs the grant agreement. Venue for all legal proceedings out of the grant agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 15. Termination Termination by the State. The State may cancel the grant agreement at any time, with or without cause, upon 30 days' written notice to the Grantee. Upon termination, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed. Termination by the Grantee. The Grantee may request termination upon 30 day's notice to the State's Authorized Representative. Upon termination, the Grantee is entitled to payment for services actually performed and agrees to return any unused funds to the State. Termination for Insufficient Funding. The State may immediately terminate the grant agreement if it does not obtain funding from the Minnesota Legislature, or other funding source; or if funding cannot be continued at a level sufficient to allow for the payment of the services under the grant agreement. Termination must be by written or fax notice to the Grantee. The State is not obligated to pay for any services that are provided after notice and effective date of termination. However, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that funds are available. The State will not be assessed any penalty if the grant agreement is terminated because of the decision of the Minnesota Legislature, or other funding source, not to appropriate funds. The State must provide the Grantee notice of the lack of funding within a reasonable time of the State receiving that notice. Termination for Failure to Comply. The State may cancel the grant agreement immediately if the State finds that there has been a failure to comply with the provisions of the grant award, that reasonable progress has not been made or that the purpose for which the funds were granted have not been or will not be fulfilled. The State may take action to protect the interests of the State of Minnesota, including the refusal to disburse additional funds and requiring the return of all or part of the funds already disbursed. 16. Data Disclosure Under Minnesota Statutes, § 270C.65, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification number, already provided to the State, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any, or pay other state liabilities. I tQ Attachment B Terms and Conditions 17. Other Provisions be it understood: a. By filing of this application, the applicant has therefore obtained the necessary legal authority to apply for and receive the proposed grant; b. The filing of this application has been authorized by applicant's governing body, and the official who has applied his/her signature to this application has been duly authorized to file this application for and on behalf of said applicant, and otherwise to act as the representative of the applicant in connection with this application; c. The activities and services for which assistance is sought under this grant will be administered by or under the supervision and control of applicant; d. Fiscal control and accounting procedures will be used to ensure proper disbursement of all funds awarded. �L,)1 Attachment C Federal Audit Requirements FEDERAL AUDIT REQUIREMENTS For subrecipients that are state or local governments nonprofit organizations or Indian tribes If the grantee expends total federal assistance of $500,000 or more per year, the grantee agrees to obtain either a single audit or a program- specific audit made for the fiscal year in accordance with the terms of the Single Audit Act Amendments of 1996. Audits shall be made annually unless the state or local government has, by January 1, 1987, a constitutional or statutory requirement for less frequent audits. For those governments, the federal cognizant agency shall permit biennial audits, covering both years, if the government so requests. It shall also honor requests for biennial audits by governments that have an administrative policy calling for audits less frequent than annual, but only audits prior to 1987 or administrative policies in place prior to January 1, 1987. For subrecipients that are institutions of hieater education or hospitals If the grantee expends total direct and indirect federal assistance of $500,000 or more per year, the grantee agrees to obtain a financial and compliance audit made in accordance with OMB Circular A -110 "Requirements for Grants and Agreements with Universities, Hospitals and Other Nonprofit Organizations" as applicable. The audit shall cover either the entire organization or all federal funds of the organization. The audit must determine whether the subrecipient spent federal assistance funds in accordance with applicable laws and regulations. 2. The audit shall be made by an independent auditor. An independent auditor is a state or local government auditor or a public accountant who meets the independence standards specified in the General Accounting Office's "Standards for Audit of Governmental Organizations, Programs, Activities, and Functions." The audit report shall state that the audit was performed in accordance with the provisions of OMB Circular A- 133 (or A -110 as applicable). The reporting requirements for audit reports shall be in accordance with the American Institute of Certified Public Accounts' (AICPA) audit guide, "Audits of State and Local Governmental Units," issued in 1986. The federal government has approved the use of the audit guide. In addition to the audit report, the recipient shall provide comments on the findings and recommendations in the report, including a plan for corrective action taken or planned and comments on the status of corrective action taken on prior findings. If corrective action is not necessary, a statement describing the reason it is not should accompany the audit report. 4. The grantee agrees that the grantor, the Legislative Auditor, the State Auditor, and any independent auditor designated by the grantor shall have such access to grantee's records and financial statements as may be necessary for the grantor to comply with the Single Audit Act Amendments of 1996 and OMB Circular A -133. 5. Grantees of federal financial assistance from subrecipients are also required to comply with the Single Audit Act and OMB Circular A -133. 6. The Statement of Expenditures form can be used for the schedule of federal assistance. 7. The grantee agrees to retain documentation to support the schedule of federal assistance for at least four years r) Lo,)_) Attachment C Federal Audit Requirements 8. Required audit reports must be filed with the State Auditor's Office, Single Audit Division, and with federal and state agencies providing federal assistance, and the Department of Public Safety within nine months of the grantee's fiscal year end. OMB Circular A -133 requires recipients of more than $500,000 in federal funds to submit one copy of the audit report within 30 days after issuance to the central clearinghouse at the following address: Bureau of the Census Data Preparation Division 1201 East 10th Street Jeffersonville, Indiana 47132 Attn: Single Audit Clearinghouse The Department of Public Safety's audit report should be addressed to: Minnesota Department of Public Safety Office of Fiscal and Administrative Services 444 Cedar Street Suite 126, Town Square St. Paul, MN 55101 -512 `l�jl 2013 TZD Enforcement Organization: Hutchinson Police Department ENFORCE 13- 2013- HUTCHINSON PD -00025 Agency Information Fiscal Agency Law Enforcement Agency Address City Zip Code +4 Contact Name Email Telephone Number Hutchinson Police Department 10 Franklin St SW Hutchinson 55350 Officer Greg gnadeau @ci.hutchinson.mn.0 3202344276 Natleau Federal ID# DUNS# 416005253 68169515 Law Enforcement Agency Partner Agencies Address City Zip Code +4 Contact Name Email Telephone Number McLeod County 801 10th St E Glencoe 55336 Deputy Billy Kroll Bily.Kroll @co.mcleod.mn.us (320) 864 -3134 Glencoe Police Department 630 10th St E Glencoe 55336 Officer Jason Abbott jabbott@ci.giencoe.mn.us (320) 864 -5171 Wnsted Police Department 180 Main Ave W Wnsted 55395 Officer Justin Heldt HeIdt502@winsted.mn.us (320) 485 -2715 Meeker County 326 North Ramsey Ave Litchfield 55355 Deputy Jon Agra 1on.AgreQco.meeker.mn.us (320) 693 -5400 J 09/18/2012 Page 1 of 1 2013 TZD Enforcement Organization: Hutchinson Police Department ENFORCE I 3-2013-HUTCHINSONPD-00025 Grant Information Number of locations at which informal seatbelt surveys will be conducted: 15 Must be 3 locations or greater. Seatbelt surveys must be conducted using the instructions provided. Locations, dates, and times of the surveys must be reported to OTS prior to the beginning of the grant (October 1st). Percentage of overtime hours during the seat belt wates that will be scheduled 50% between 16:00 and 1:00: Minimum of 50% is required Percentage of seat belt enforcement hours in which high - visibility enforcement tactics 50% will be used: Minimum of 20% is required Percentage of impaired driving enforcement hours in which high - visibility enforcment 100% tactics will be used: The counties that receive additional impaired driving enforcement funding must have 100% of their DWI enforcement as high visibility saturation patrol. Other counties must have 20% Percent of speed enforcement hours in which high - visibility enforcement tactics will be 50% used: Minimum of 20% is required Population of the jurisdiction served by the law enforcement agencies participating in 60131 the grant: Number of officers currently eligible to work this grant: 62 Name of project director: Sgt. Doug Johnson Years of grant 10 experience: Do agencies within your grant issue news Yes No If so, how many? releases jointly? Do you have kick -off events prior to the Yes v No If so, how many? mobilizations? How frequently do participating agencies meet to plan and discuss enforcement Quarterly activity? Are briefings conducted prior to each impaired driving enforcement event? Yes v No During high visibility events, what is the minimum number of officers scheduled? 09/18/2012 Page 1 of 2 2013 TZD Enforcement Organization: Hutchinson Police Department ENFORCE13- 2013- HUTCHINSONPD -00025 Grant Information 09/18/2012 Page 2 of 2 2013 TZD Enforcement Organization: Hutchinson Police Department ENFORCE 13- 2013- HUTCHINSONPD -00025 Comparative Report Prior Year Enforcement Activity Based on Attachment F in the RFP, complete the application with the prior year grant performance numbers. If your prior year grant numbers are highlighted in yellow in more than one category, explain what steps will be taken to improve your activity. These grants are highlighted in salmon on Attachment F. Measurement Statewide Prior Grant Contacts per hour 2.29 Citations per stop 0.54 Seat belt and child seat citations per hour 0.72 Percentage of seat belt and child seat citations 0.35% per stop DWI per hour 0.029 Percentage of DWI arrests per stop 0.023% Explanation Performance 1.79 0.38 0.44 0.27% 0.02 0.94% The percentage of DWI arrests per stop were low throughout the county along with the State Patrol during the saturations. I believe that with Meeker County being designated as one of the 25 Counties for sustained enforcement we should see those numbers increase, while we save lives. We will cordinate with Meeker County during their events throughout the year so that the public sees an increase in enforcement in both Meeker and McLeod Counties. 09/18/2012 Page 1 of 1 V) Lq-j 1 2013 TZD Enforcement Organization: Hutchinson Police Department ENFORCE I 3-2013-HUTCHINSONPD-00025 Performance Measures New Grant Performance Measures Performance standards measure the success of our state in achieving the goal of Toward Zero Deaths. Last year, OTS requested law enforcement to create local performance measures that support our state's 3 year traffic safety goal. Review your last year's grants performance measures and the County Population and Baseline Performance Measures (Attachment G in the RFP). Determine if the goals are still appropriate or if new goals should be set. Provide additional information if changes were made to the performance measures from last year. If multiple counties are participating in the grant, performance measures should be created using data from all counties. Performance measures tab of Plan A or Plan B worksheet (whichever is applicable) will assist you with this process. These worksheets are available on the Office of Traffic Safety website on the law enforcement partners page. Fatalities and Severe Injuries Baseline: To decrease fatalities and severe 113 injuries by from the 2007 - 2009 calendar base year average of: (obtain number from attachment G) Explanation of Changes: Alcohol Impaired Driving Fatalitites and Severe Injuries to: (provide last year s: 9 your goal) this year's: 9 by 12/31/15; 25% for a decrease of: To decrease alcohol impaired driving 0 to: (provide last years: 2 by 12/31/15; 25% fatalities and severe injuries by your goal) for a from the 2007 - 2009 calendar base decrease of: year average of: (obtain number from attachment G) this year's: 2 Explanation of Changes: Speed Related Fatalities and Severe Injuries To decrease speed related fatalities 2 to: (provide last years: 1 by 12/31/15; 25% and severe injuries by your goal) for a from the 2007 - 2009 calendar base decrease of: year average of: (obtain number from attachment G) this year's: 1 09/18/2012 Page 1 of 2 2013 TZD Enforcement Organization: Hutchinson Police Department ENFORCE 1 3-2013-HUTCHINSONPD-00025 Performance Measures Explanation of Changes: Unrestrained Passenger Vehicle Occupant Fatalities and Severe Injuries To decrease unrestrained passenger vehicle occupant fatalities and severe injuries in all seating positions by from the 2007 - 2009 calendar base year average of: (obtain number from attachment G) Explanation of Changes: Seat Belt Use Rate (Observed Seat Belt Use Survey) To increase observed seat belt use 92% using informal seat belt survey guidelines from the 2009 calendar year usage rate of: (provide your current seat belt usage rate) Explanation of Changes: 09/18 /2012 to: (provide last years: 3 your goal) this years: 3 to: (provide last year's: your goal) 95% this year's: 95% by 12/31/15; 25% for a decrease of: by 12/31/15; 25% for an increase of: f� 1P�age 2 o 2 /1 )1 ` Organization: Hutchinson Police Department 2013 TZD Enforcement Budget Summary EXHIBIT A ENFORCEI3. 2013 -H UTCHINSON PD -00025 Budget Budget Category Requested Amount Match Administration Administration $0.00 $0.00 Total $0.00 $0.00 Dispatch Dispatch $0.00 $0.00 Total $0.00 $0.00 Enforcement - BeIUDistracted /Move Over Enforcement- BeIUDistracted Driving $23,814.00 $0.00 Total $23,814.00 $0.00 Enforcement - DWI Enforcement - DWI $36,128.00 $0.00 Total $36,128.00 $0.00 Enforcement- Speed Enforcement - Speed $13,986.00 $0.00 Total $13,986.00 $0.00 Operating Expenses Operating Expenses $0.00 $0.00 Total $0.001 $0.00 Total $73,928.00 $0.00 p� 09/18/2012 Page 1 of 1 „ MEMORANDUM POLICE / EMERGENCY MANAGEMENT SERVICES TO: Mayor & Council FROM: Chief Dan Hatte� DATE: September 4, 2012 RE: Consent Agenda — Tattoo License — Douglas Moulton A background check was conducted on Douglas Moulton in reference to his obtaining a Tattoo and Piercing License in the City of Hutchinson. Moulton would be conducting his business at 15 Washington Avenue E, Evolution Tattoos and Piercing. Mr. Moulton's highest conviction level is a misdemeanor. He has one conviction on his criminal history, a Third Degree DWI in Willmar. He has one other citation on his driving record, a no fault conviction from March 2, 2001. Moulton has one lien filed against him. It was filed by the Rice Memorial Hospital on 9 -17 -09 for $813.00. In checking our local records, there has been no contact with Douglas Moulton. It would be my recommendation to grant the tattoo /piercing license to Douglas Moulton. /blm 2012 -01 -0020 q Ctryof 111 Hassan S=a Sou[hcut Hutcbinson, MN 55350 (320) 587- 5151/Fax: (320) 2344240 City of Hutchinson Application for Tattoo Service License yD1y tr..f 175.0 y Operating Year RO` Applicant Information 1 D1, Off` CZ� �-�� - 01)Ci!'/Jr Applicant Name Phone Number Lips i c-` AVc SW Are} 105 V ,, 1M&vc MN 5i15 0 i Applicant Address City State Zip Business Information i-3zo- yg1-39'TS Business Name Phone Number r %joLbonTA4-t,,0s akid ri�^�1s 1,6- f1 X3350 Business Address `T Ci_tV ( QState Zip Zoning District "verifb the prapawd uee iv allowed in thu zoning dbftici Corporate Information if applicable) Corporate Name Phone Number Corporate Address City State Zi Owner(s) /Corporate Officer(s) (list names and addresses of all persons have a beneficial interest in the business/corporation) I r _ Name: 5 15 —'Lire Swu Prof 10.6 Utlly r- M N S5&"gC Address I City State Zip Name: Address City State Zip `If necessary, list additional owners) /corporate officer(s) on a separate sheet of paper Operators list all individuals involved in giving tattoo services Name: T C6 1 v1 uok e— At sa AY4 jo5 Al 'r M(_ lo?Gi Address City State Zip Name: Address City State Zip *If necessary, list additional operators on a separate sheet ofpaper City of Hutchinson Application jar Tattoo Service Page l of 2 Checklist (all items must be checked "yes" in order for the application to be processed) The following items need to be completed and/or attached in order for the application to be processed: Application fee paid in full (check or money order): !ages ❑ no t11 Application completed in full and signed: yes ❑ no I hereby certify that I have completely filled out the entire above application and that the application is true, correct, and accurate. I fully understand that any person who violates any provision of the Tattooing Services Ordinance No. 6.41 is guilty of a misdemeanor and upon conviction thereof shall be punished by a fine not exceeding $500 or by imprisonment for a period not exceeding 0 days or both, plus, in either case, the costs of prosecution. IAZAAA4i - Sign(tture of Applicant Dafe Title NOTE: No application will be forwarded to the City Council unless received two weeks prior to the regular Council meeting, filled out in completion, andfee payment is attached ZoningBuilding: approved denied Notes: Fire ❑ approved ❑ denied Notes: Police ❑ approved ❑ denied Notes: City Council ❑ approved ❑ denied Notes: H:LicrnseVApplitatim ✓ relbo.Aa r) 0�) A TO: Jeremy Carter, City Administrator Mayor & City Council FROM: John Paulson, Environmental Specialist Dan Jochum, Planning, Building, Zoning Director Andy Reid, Controller RE: Project Award for Liquor Hutch Roof Replacement (Facilities Improvement Project No. 8 /Project No. FAC 12 -08) DATE: September 20, 2012 The City received quotes for the Liquor Hutch Roof Replacement project on Wednesday, September 19th. The apparent low quote is from Buysse Roofing of St. Cloud with a quote of $61,980. We received two other quotes for the project from Schwickerts ($71,185) and Kandi Roofing ($75,807). City staff will be prepared to answer any questions related to this project at the Council Meeting. City staff has specified a schedule for this work to occur this fall starting in early October 2012. The roof replacement project consists of removal and replacement of the roof membrane, ballast, any damaged or undersized flashings, and all damaged insulation that is discovered upon removal of the membrane. We recommend approving the project award as detailed above. cc: Jeremy Carter — City Administrator q �ZJ September 18, 2,012 Mr. John Paulson Environmental Specialist City of Hutchinson iii Hassan Street SE Hutchinson, MIN 5535q Re; Reroofing projects Dear John: Thank you for calling Buysse Roofing and allowing us the opportunity to submit a quotation on your roofing needs. We Propose to:furnish and install all of the items listed below: tlquor store Reroof 11 Remove the existing sheet metal coping and dispose 2) Removethe existing roof bal last and unload atthe, designated location a) Remove the existing roof membrane down to the existing insulation 4) Remove the::existing roof flashings 5) Replace darnaged roof Insulation if found 6) Build and Install a new wood roof control joint including drilling holes to the roof deck flutes 71 Install a Carlisle 60 mil EPOM loose laid ballasted single ply membrane roof system 8) install all required :Carlisle roofaccessories 9) Install Carlisle termination and 60.-mg flashing at the existing roof€urbs 10) install Carlisle pre- matded pipe seats at the existing sanitary stacks 11) Install Carlisle 60 mill flashing at the existing, cuss "t3' chimney stacks 12) Set and seat the existing roof drain to the new roof membrane 13) Install Carlisle pourable sealer pockets and sealant at the electrical times that penetrate the roof surface 14) Install new roof ballast ]S) install new Westtle concrete walkway pavers at-the roof curbs 16) Install. new 24 ga pre - finished sheet metal coping at the parapetwalts and controtjaint 13) install one new 244ga pre - finished street metal scupper 18) Furnish Carlisle 15 year roof warranty, 19) Glean up and dispose of all roofing debris To complete all of the above work on the Uquor Store building, we quote the sum of Sixty One Thousand Nine Hundred Eighty Dollars f$61,980M). (320) 255.9140 FAX: (320) 255 -9127 COMMERCIAL ROOFING r) V) Creekside' Date: September 11, 2012 To: Mayor, Council and City Administrator Creekside Soils 151111 Adams St. SF. Hutchinson, MN 55350 -7011 320 - 587- 6762/Fax 320 -234 -5649 From: Andy Kosek, General Manager of Creekside Soils Subject: Purchase of Bag Film for the Creekside Production Line City staff solicited Requests for Proposals (RFP's) for bag film for the bagging production line. The quantities selected for quotes are sufficient to last Creekside Soils for two years, (including existing inventory on hand). The RFP detail is attached. The first grouping of products resulted in very favorable pricing with Direct Plastics being the lowest bidder at $88,322.50. The second grouping of products also resulted in very favorable pricing with Direct Plastics being the lowest bidder once again at $55,817.00. Grouping of products, like we have done, provides total quantities that make the bidding attractive. Direct Plastics happens to be our current provider of bag film and continues to be the lowest responsible bidder. Approval of these two respective purchase orders is recommended. C� W) Bag Film Quotes 2012 Bid #1 SolendorGro Topsoil .75 cuft. Potting Soil 36' Peat 36' Bid #2 Product Type CreekSide Topsoil 40# Wonder8lend Manure 40# Garden Soil 1 cuff SolendorGro Manure 36' Original Revised 340,000 320,000 190,000 170,000 25,000 25.000 555,000 515,000 Direct Plastic Revised Alternate Plate Total with Quantity quantity .00275 mil Changes Plates 40,000 40,000 $0.2168 $0.2168 $8,672.00 100,000 100,000 10,000 10,000 40,000 1 290,000 Total Impressions 785,000 $0.2415 $0.2415 $24,150.00 $0.2415 $0.2415 $2,415.00 $0.1715 $0.1715 $20,580.00 Total $55,817.00 Direct Plastics Total $144,139.50 Direct Plastic Alternate Plate Total with .00275 mil Changes Plates Plates $0.1715 $0.1715 $54,880.00 $0.1715 $0.1715 $29,155.00 $0.1715 $0.1715 $4,287.50 $02490 Total $88.322.50 Direct Plastic Revised Alternate Plate Total with Quantity quantity .00275 mil Changes Plates 40,000 40,000 $0.2168 $0.2168 $8,672.00 100,000 100,000 10,000 10,000 40,000 1 290,000 Total Impressions 785,000 $0.2415 $0.2415 $24,150.00 $0.2415 $0.2415 $2,415.00 $0.1715 $0.1715 $20,580.00 Total $55,817.00 Direct Plastics Total $144,139.50 EcoPlast Josh Lefkowtiz Alternate Plate Total with .00275 mil Changes Plates $0.2290 $0.2690 $10,760.00 .003 mil 0.2400 0.2560 $25,600.00 0.4590 0.6190 $6,190.00 $0.1630 $0.1716 $20,588.57 Total $63,138.57 EcoPlast Totals $151,436.67 EcoNast Josh Lefkowtiz Altemate Plate Total with 00275 mil Changes Plates $0.1630 $0.1665 $53,289.41 $0.1630 $0.1693 $28,783.68 $0.2010 $02490 $6,225.00 Total $88,298.10 EcoPlast Josh Lefkowtiz Alternate Plate Total with .00275 mil Changes Plates $0.2290 $0.2690 $10,760.00 .003 mil 0.2400 0.2560 $25,600.00 0.4590 0.6190 $6,190.00 $0.1630 $0.1716 $20,588.57 Total $63,138.57 EcoPlast Totals $151,436.67 Laat Sly... se filTear Ouanrry Topsoil 75 tuft. 32C OW M,W0 I 912019 5.1398 223,983 Daee P PMllno Soil ]6' 770000 "0000 9,ID'0 $3400 162505 DirectP Pen M. 25.000. _ 2511. Vdm neC to Oo some 0iMi1q Total 515.0. Spk111dom. Paotluct TI, DuanlOv G Sgt TPPPal406 40000 x0,000 1 8120115.2330 28,109 OireaP 5 ,G� Manure]$' 120000 140000 1 912010 S.HCO 172.128 DlalIP Wam?Ttwro Me-.4W 7WXO 100.000 1N2010 522M 103274 EttedP Game. Boll I Wit i0.' 10000 9120055.1 MS 308708upe( Group Taal 270.000 C,e.ksm 7 WWI OVer layuer 8tolal WonOeBleM Nntggino to re,4,ote. 3 pdmur PxMao(na FcaPlxst DaiVLanU Packaarna Olrecic Poly FUSt Prcoackanmo Poll 1. ga,.PCy M,2�4 Ptsnr Container COmI Josh Lafkpy0_q Greo Below L.IN Turner Johnny Bnvo ABa,a..00276 Mlerrxu .00275 Anem ie.00275 Nlemare O.M Aftcl,tate,00275mal Pax Chan s Toa PI tes Anemale.02315m11 ea Tcelwilh Plmes tiarturee.00M.it PlateC a Totalwilh Plates lad PlateChanoes Totalwah Platte ft Plate Charemeat Total with Plates $0.14M 50.1533 W070181 $0.1630 %.1668 $53,36000 30.1715 SCAM $54.m00 50.1702 60.3325 554064.W %. 1610 50.1680 326.58115 %.1530 wi7o1 32691000 50.1715 501715 329.15500 WIM2 ?idle maurex 111.1 Ml5mW So 1610 50.2766 36.91584 502010 80240 56 225.00 50.1715 501715 N.287.50 30.2667 7110.11;1 %661.50 69,57625 Taal $64,551.10 57,007.50 Taul !118,4%.M 65217.50 Toa, S$8A2250 $122,692.36 Total S91,76i50 $212,695.15 Tatel 5111.22260 Total $132,524.50 Also gave alwe le combination prtclnO NO Pack;gjg9 Pnmaly Pao W uina ,D,,yLand P okaginq EWP an PcA i s1 Pfeyackagi. ^9 }ralm Bag, Somyag LFishar GontaineS4gB1 SaIMV Murohv Josh Lefkowj aired Plastic PoIVPak AMrnale.002T5 Alarmte 00275 Alternate 00275 Toalwith Plates Alam OiT5mi1 PIaa CMn e,, Anemate 00275 m6 PW,Cmnaez Toa lales ABemate. 275 mill Plate Channes Tmi meth Piattee ABerrate.0027 it PlateChanceel Total Ith Plates mil PataClesntpes Totalwith Plates it Plate Chan ea T,IalerithPt,l,s W 24 50.3x]8 $1374377 602290 50.2690 $10.7(70.00 50.21 B8 502158 $8,572.00 50.2592 510.178.00 50.1610 50.1668 520.01909 50.1630 30.17M $20160.00 501715 MIMS 520580 C0 60.1656 5222 96.M . mil 603 Mill $02408 Sb.061 40 No Bb No 80 01953 602 %9 #3,69000 50.23W 602879 528.794.72 024. 02%0 525,fi0o.6O 50.2415 502415 $24.150. No BA 50.6113 56.11300 $023W 50.85% 56599.17 0.4590 0.6190 58.190.. 50.2415 50.2415 32.41500 No 60 Total 471155.15 Thal 56331000 Total 535817.00 I I To., 33266100 Nntggino to re,4,ote. 3 Volm Oaa COmoanv KG Paokaoino DaiVLanU Packaarna Poly FUSt Prcoackanmo Ptsnr Container COmI Greo Below L.IN Turner ABa,a..00276 Anem ie.00275 Aftcl,tate,00275mal Pax Chan s Toa PI tes ghamate0o2T m'1 IneCMn Total with mil PWt@Qanws Totalwilh Places PtI Plna n n e 50.1849 S 1955 MZ%Bl00 60.3325 50.3325 $IW..3 %80 501555 SO 1653 552,08000 W.2o0T 502087 659.784.00 WM30 SO 2137 525.638.00 60.3325 %.3325 $39,890.00 50.1555 50.1815 $21700.00 W.M117 50.208] 525.W4 .W 60.1045 50.2051 334,87050 60.3325 60.3325 $ %.523.30 50.1555 60.1739 529,5550o 60.200] 50.2007 635AT9W 60.1]40 50.1 &7 64.81625 503031 60.3831 69,57625 60.1555 02803 57,007.50 %.2082 50.2W7 65217.50 TWI $122,692.36 ToW $212,695.15 Tatel 5111.22260 Total $132,524.50 NO Pack;gjg9 ,D,,yLand P okaginq PcA i s1 Pfeyackagi. ^9 }ralm Bag, Somyag LFishar GontaineS4gB1 Greg Below Letry T.,., AMrnale.002T5 Alarmte 00275 Amrro¢ 00216 M1 M Toalwith Plates Alam OiT5mi1 PIaa CMn e,, T wiM Pala. m6 PW,Cmnaez Toa lales mll Wn a5 TvaleldhPlaft, 502280 503260 613,040.00 503727 60.3722 514908.00 01955 60.2995 $11,98000 02732 02732 $10,92800 W 10Cg . mil 501280 $02408 Sb.061 40 No Bb No 80 01953 602 %9 #3,69000 027915 027915 521,915.1boo 503260 .$0.2260 52160.W No B10 No 01953 50.6113 56.11300 032855 032555 53265.5000 m 946 Tole, $39381.48 Toal 5+1906.00 TOaI 5617640 Total St2+08.W Nntggino to re,4,ote. 3 General Conditions and Specifications For Soil Packaging Products City of Hutchinson, Minnesota July 17, 2012 q [-A) SOIL PACKAGING BID CITY OF HUTCHINSON DBA AS CREEK SIDE SOILS The City of Hutchinson DBA Creek Side Soils will entertain bids from all interested vendors for the purpose of fulfilling printed soil packaging (bag film) needs from September 1, 2012 through June 1, 2013 with possible one year extension of contract, Creek Side Soils employs a Premier -Tech model FFS 200 as its' packaging unit. Unit specifications are included in bid packet. All bag counts are aggregates of total product lines. CreekSide Soils produces three product lines thereby requiring three different sets of packaging graphics. All rolled stock of completed packaging product shall be tagged with product identification and number of impressions per roll. If placed on pallet with multiple rolls, the pallet shall be tagged with total number of impressions on pallet (aggregate of roll impressions), All rolls of packaging film must be rolled so that the rolled sides are even with no vacillating edging to the rolls. CreekSide may desire to purchase miscellaneous, small quantities of specialized packaging film throughout the term of this contract. All nricine will include delivery to Creek Side Soils in Hutchinson MN Packaging film bid items: I. .75 cult SplendorGro Topsoil (printing one side) : 26" WEB X 17" RPT X.003 MIL / B -3 unwind/ core diameter 3" minimum / roll diameter 24" maximum / white opaque film / UVI low slip /full gauage/anti static. Alternate: .00275 MIL Quantity 2012: 340,000 2. 36 pound SplendorGro Manure (printing one side) : 26' WEB X 17" RPT X.003 MIL / B -3 unwind / core diameter 3" minimum / roll diameter 24" maximum / white opaque film / UVI low slip /full gauage /anti static, Alternate: 00275 MIL Quantity 2012: 140,000 3. 36 pound SplendorGro Potting soil (printing one side) : 26" WEB X 17" RPT X.003 MIL / B -3 unwind / core diameter 3" minimum / roll diameter 24" maximum / white opaque film / UVI low slip /full gauage /anti static. Alternate: .00275 MIL Quantity 2012: 190,000 4. 36 pound SplendorGro Peat Select (printing one side) : 26" WEB X 17" RPT X,003 MIL / B -3 unwind / core diameter 3" minimum / roll diameter 24" maximum / white opaque film / UVI low slip /full gauage /anti static. Alternate: .00275 MIL Quantity 2012: 25,000 r) [-A) BID FORM Description of Soil Packaging Product (size, thickness, color process, operationals attributes): Product Type Quantity 2012 Season Bid .003 mil SolendorGro Topsoil .75 cult. 340,000 bags $187.40/M Manure 36" 140,000 bags $187.40/M Potting Soil 36" 190,000 bags $187.40/M Peat 36" 25,000 bags $187.40/M Product Graphics Development (set -up, film & plate) Included Yes Storage/Warehousing Costs, if any: $ /6 mths No 2012 Season Bid Alternate .00275 mil $176.50 $176.50 $176.50 $176.50 If no, $ Number of days for delivery, after bid is awarded: 5% bid bond or cashier's check enclosed: Yes No Letter of bank credit in the amount of $10,000 enclosed: Yes No *will be returned after ful shipment General Warranty: Yes No Duration Bidder's Name and Address CreekSide Compost Facilities is a tax - exempt entity Notes: 2 mths • If there are price break points on the film please include them on the bid form. • If your companies quotation form covers the information above this form doesn't need to be complete. Please submit your companies form. • If you have additional information that is not listed above and feel that it would be benifical please include. � �J) SOIL PACKAGING BID CITY OF HUTCHINSON DBA AS CREEK SIDE SOILS The City of Hutchinson DBA Creek Side Soils will entertain bids from all interested vendors for the purpose of fulfilling printed soil packaging (bag film) needs from September 1, 2012 through June 1, 2013 with possible one year extension of contract. Creek Side Soils employs a Premier -Tech model FFS 200 as its' packaging unit. Unit specifications are included in bid packet. All bag counts are aggregates of total product lines. CreekSide Soils produces three product lines thereby requiring three different sets of packaging graphics. All rolled stock of completed packaging product shall be tagged with product identification and number of impressions per roll. If placed on pallet with multiple rolls, the pallet shall be tagged with total number of impressions on pallet (aggregate of roll impressions). All rolls of packaging film must be rolled so that the rolled sides are even with no vacillating edging to the rolls. CreekSide may desire to purchase miscellaneous, small quantities of specialized packaging film throughout the term of this contract. All pricing will include delivery to CreckSide Soils in Hutchinson MN. Packaging film bid items: 404 Wonderblend Manure (printing front and back): 29.5" WEB X 18.5" RPT X.003 MIL / B -3 unwind / core diameter 3" minimum / roll diameter 24" maximum / opaque film / UVI low slip / full gauage /anti static 7 color process. Alternate: .00275 MIL Quantity 2012: 100,000 2. 1 cult. Wonderblend Garden Soil (printing front and back): 29.5" WEB X 18.5" RPT X.003 MIL / B -3 unwind / core diameter 3" minimum / roll diameter 24" maximum / opaque film / UVI low slip / full gauage /anti static / 7 color process. Alternate: .00275 MIL Quantity 2012: 10,000 3. 40 pound CreekSide Topsoil: 27.5" WEB X 18.25" RPT .003 MIL / 43 unwind/ core diameter 3" minimum / roll diameter 24" maximum / white opaque film / UVI low slip full gauage /anti static. Alternate: .00275 MIL Quantity 2012 : 40,000 r) [j) Description of Soil Packaging Product (size, thickness, color process, operationals attributes): Product Type CreekSide Topsoil 40# Quantity 40,000 bags 2012 Season Bid .003 mil $ 228.00 WonderBlend Manure 40# 100,000 bags $254.50 Garden Soil 1 cuft. 10,000 bags $254.50 Product Graphics Development (set -up, film & plate) Included Yes No 2012 Season Bid Alternate .00275 mil $ 216.80 $241.50 $241.50 If no, $ Storage/Warehousing Costs, if any: $ /6 mths $ /12 mths Number of days for delivery, after bid is awarded: 5% bid bond or cashier's check enclosed: Yes No Letter of bank credit in the amount of $10,000 enclosed: Yes No *will be returned after ful shipment General Warranty: Yes No Duration Bidder's Name and Address: CreekSide Compost Facilities is a tax - exempt entity Notes: • If there are price break points on the film please include them on the bid form. • If your companies quotation form covers the information above this form doesn't need to be complete. Please submit your companies form. • If you have additional information that is not listed above and feel that it would be benifical please include. � La) C September 17, 2012 City of Hutchinson Public Works Department Operations & Maintenance 1400 Adams St SE Hutchinson, MN 55350 Phone(320)234 -4219 Fax(320)234 -6971 To: Honorable Mayor and City Council members From: John Olson, Public Works Manager Subject: REQUEST FOR DESIGNATION AS SURPLUS PROPERTY In accordance with the fleet policy, Public Works coordinates auction of surplus property, unless departments dispose of items on their own. City staff has identified the following vehicles /equipment as surplus property. This designation will allow Public Works to proceed with an auction to sell this equipment. Surplus vehicles /equipment COMP - 097 -HTK 1978 Ford F800 Single -axle truck, w/ Vac-All c/b cleaner, sweeper Public Works staff intends to initiate an on -line auction in September to dispose of these vehicles. � Ee)- ,#14 MEMORANDUM POLICE / EMERGENCY MANAGEMENT SERVICES TO: Mayor and Council FROM: Chief Daniel Hatten DATE: 9 -18 -12 RE: 2012 Spooky Sprint Attached is a request from Jason Werowinski and the Spooky Sprint. The request outlines their wish to host a 5K walk/run and a Y2 mile kids run on October 27th 2012. The event would require the closing of 1St Ave SE between Main St and Hassan St. The street would be opened to traffic by Noon on the 27th. The route would also require some traffic cones and barricades which the police department would provide. My staff and I have reviewed the information and I am confident that the police department can accommodate this request. The Spooky Sprint is accustom to the rules and regulations in the area during the event and is willing to reimburse the Police Department for their time. Upon Council approve we look forward to working with the Spooky Sprint to make this a safe and successful event. 9(-(-) Jason Werowinski 16650 206" Circle Hutchinson, MN 55350 September 17th, 2012 Hutchinson City Council 111 Hassan STSE Hutchinson, MN 55350 Re: 5K Family Run and Walk in Hutchinson on Saturday October 27", 2012 To The Members of the Hutchinson City Council, I am writing today in regards to a third annual event some citizens of Hutchinson and myself are planning for Saturday October 27`", 2012. We are in the planning stages for a 5k (3.1 mile) family fun run and walk to be staged in Hutchinson with a start time of 9AM. We are calling it the Spooky Sprint. The proceeds of this run will go to the REACH program at the Hutchinson High School. We want to take advantage of a great resource in town, the area around the Library (Library Square). As such, we would like to start and end this race there, on 1" Ave SE. We realize that having a 3 mile run throughout the city may cause disruption, so we are attempting to run on city streets for about 20% of the total run distance. The remainder would be run on the Luce Line Trail. Our goal is to offer 2 runs, a 5k run and walk, and a f. mile dash for children. The %: mile dash will begin at 9:15AM, the 5k run and walk will begin at 9:30AM. Each participant will be required to sign a waiver stating the following: "I am properly trained and enter this walk /run totally at my own risk and hereby waive all claims that I or my heirs may have against all sponsors, walk /run directors and all others associated with this walk /run, for any injuries or problems I may sustain, regardless of any negligence. I am totally responsible for my safety and any injury I may suffer." I am attaching a map of the proposed courses. I have met with Sergeant Nagel about the course and modified it as suggested. I am seeking approval for closure of 1" Ave SE for this run. We will also be running down Adams Street towards the Luce Line, but our belief is that Adams will not need to be closed off. We will be using cones to create a separation lane on Adams. As I stated 1 have discussed this with Sergeant Nagel. So in essence the matter before the Council on this issue is the approval or denial for the Police Department to use their discretion to close /block 1" Ave SE for some period of time on Saturday October 27", 2012. We understand there may be costs associated with this Traffic Control and have accounted for this in our budget. We are looking forward to this new event in Hutchinson, and to continuing it in the years to come. Sincerely, Jason Werowinski qC-(-� {� ^ � U »w ` ` � 3 y / /__ ©.e d � « « {� ^ � U ■ / « '�� »w ` ` � 3 y / ©.e d � « « ' ». . .> \> « Q» ■ / « '�� »w ` ` � ©.e d � « « ' ». � � \ . � . \ ! fi U I1111asseu Street Southeast Hutchmsoq MN 55350 (320) 587- 5151/F= (320) 234 -4240 City of Hutchinson Application for Licensing (Under Ordinance No. 117.15) 5k Commercial Hauling Fee $1 Wear ❑ Residential Hauling Fee $125/Year Recycling Fee $55Pf= / Total Due: $ — OD —� — aiY6 —' 430 Phone Number Q o. 65x llt(�, l3 : Ct n,41. Y41Al. Q.-k I Address City State Zip Company Officers (list all): Name Title Name Title Name Title *If necessary, list additional officers on separate sheet. Wit-" � In Commercial Hauling 3b Years In Residential Hauling 3- Years Recycling 34 Years Refuse Equipnwml Owned or Leased (include recycling e i ent) 6-164k+ VA e (I Trot l 'el g d6 Capacity MMaake/M Year YDescripolon ( ,n i i`D wei� ctOC k M el Year Capacity �De-sc�ription Amdpq ,- Description Ma el Year Capacity+ *If necessmy, list adfonal equipmtent on separate sheet r)I� City of Hutchinson Application for Licensing Page 2 of Lim Additional Equipment Needed to Purchase or Lease to Med Licensing Requirement for Adequate Transit Vehicles (section 623, subsection 4,E meets or Le e mwp a A,, :E ,- Insurance Cbmpa0y Agent's Name at r S L4-) .LAQ-.k �4�� -�*3� S-t f �► tc1. Address City State Zip Phone Number Fax Number Mumbly Submission of Information to City Administrator section 6 23, subsection 9) Are you aware of your responsibility to submit names and addresses of your business and commercial account no later than the 10`s of each month to the City Administrator? Y�GS X YES it NO Are you willing to maintain a local telephone number and a daily 24 -hour answering service to handle service questions? YES ❑ NO I hereby certify that I have completely filled out the entire above application, together with the attached and executed Release of Information Form, and that the application is true, correct, and Fire Police ❑ approved ❑ denied Notes: ❑ approved ❑ denied Notes: City Council ❑ approved ❑ denied Notes: Date 91 ) AC= CERTIFICATE OF LIABILITY INSURANCE DAM ' PRODUCER (651)644 -7200 FAX ( 651) 644 -9137 Lee F. Murphy, Inc. 2515 Wabash Ave. #300 St. Paul, MN 55114 -2000 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICES BELOW. INSURERS AFFORDING COVERAGE NAIL# NNIRED West Centro Sanitation, Inc. P.O. Box 796 Willmar, MN 56201 NSURERA Safeco Insurance Companies (ISNTm INsURERB: Ace American Ins. Co. /Swett 8 C awford INSURMc: The Builders Group 295 INSURER O: 04/30/200 INSURER E S 1,000, THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE NSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALLTHETERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. mSR TYPEOF NSURANCE POIJCY NUMBER PODf.Y EFFECTIVE POLICY EXPIRATION (ISNTm GENERAL LIRBIUTY 01 CG 318310 6 04/3012008 04/30/200 EACH OCCURRENCE S 1,000, MMAGETORE E 200, X COMMERCIAL GENERAL LIABILITY MED EXP (Any.;)DN ) $ 10 CLAIMS MADE OCCUR _ PERSONAL SADV INJURY $ 1 000 A GENERAL AGGREGATE S 2,000, GENT. AGGREGATE LMITAPPLES PER: PRODUCTS -CCMP/ AGG S 2,000, X 1 POLICY DEEM UDC AUTOMOBILE LIABILITY X ANYAUIO 01 CG 328743 6 04/30/2008 04/30/2009 COMBINED SINGLE UMfT (Es ecaw+N:) S 110W.000 BODILY IMURY (Per Ps ) $ A AuavNEDAUIOS SCHEDULED AUKS X HIRED AUT09 X NQI-0WNEDAUIOS BODILYNJURY (Per eNdum S PROPERTY DAMAGE (PWWddeeD $ GARAGE L1119NTY AUTO QTLY -EA ACCIDENT S OTHER THAN EA ACC S ANYAUTO S AUTO ONLY. AGO EXCESMUeRELUUABUTY ND4310238 04/30/2008 04/30/2009 EAcHCCCURRENcE = 4.000,000 AGGREGATE S 4,000 X1 OCCUR CLAIMS MADE = B _ DEDUCTIBLE _ X RETENTION $ 10+ DOC YIORNER - COLPEISATIDN AND X WC STATI} ELEACHACCRIENT = 500 EMPLOYERS• UA9=.LTY 08 -0797 01/01/2008 01/01/2009 OEMEX� E OFCWMMEBL CL ELDBE/SE -EA EMPLOYE S SOO E.LDISEASE - POLICYLMfT E Soo Mm yM, tluciibe uMN esc LPRGNISI0N8bsb.Y OTHER 7 DESCRR ON 01�OPERATIONSI LOCATIONS IVEHICLESIEXCLUSIOMADDED SY ENDORSEMENT /SPECIAL PR 010 City of Hutchinson 111 Hassan Street Southeast Hutchinson, MN 55350 ACORD 25 (2001108) SHOULD AMY OF THE ABOVE DESCRIBED POLICES BE CANCELLED BEFORE ME THE AMING NWRER WA L ENDEAVOR TO MAIL 10 DAYS VjRMEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT. BUT F E TO MAL SUCH WWM SHALL IMPOSE NO OBLIGATION OR UABILRY AUTHORIZED REPRESENTATIVE R ®AGONU WNPLM IKM 111M 0 General Obligation Bond Proceeds Grant Agreement for Tree Removal and Replanting or Planting for Diversity 2012 -2014 Funding Cycle THIS AGREEMENT shall be effective as of April 2, 2012 or upon the date that the final required signature is obtained by the State, pursuant to Minn. Stat, Sect. 16C.05, subd. 2, whichever occurs later, and shall remain in effect until June 30, 2014, or until all obligations set forth in this Grant Contract have been satisfactorily fulfilled, or the Grant Contract has been cancelled, whichever occurs first, and is between City of Hutchinson, a political subdivision of the State of Minnesota (the "Public Entity "), and the Department of Natural Resources, 500 Lafayette Road, St. Paul, MN 55155 (the "DNR "). RECITALS A. The DNR has created and is operating a diseased shade tree removal and replacement program (the "State Program ") under the authority granted by Laws 2010, ch. 189, subdiv. 12 (the "State Program Enabling Legislation"), Under the State Program, the recipients of a grant must use such funds for the planting of publicly owned shade trees on public land (Real Property) to provide environmental benefits; replace trees lost to forest pests, disease or storm; or to establish a more diverse community forest better able to withstand disease and forest pests. B. Under the State Program, the DNR is authorized to provide grants that are funded with proceeds of state general obligation bonds authorized to be issued under Article X1, Sec. 5(a) of the Minnesota Constitution. • C. The Public Entity submitted a grant application to the DNR (the "Grant Application ") attached as Attachment III in which the Public Entity requested a grant from the State Program, the proceeds of which will be used for the purposes set forth in such grant application. D. The Public Entity has been selected by the DNR for a receipt of a grant from the State Program in an amount of $25,000.00 (the "Program Grant "), which proceeds must be used by the Public Entity to perform those functions and activities imposed by the DNR under the State Program and set forth in the Grant Application. lJ E. The Public Entity's receipt and use of the Program Grant to improve real property (the "Real Property ") will cause the Public Entity's ownership interest in all of the Real Property to become "state bond financed property ", as such term is used in Minn. Stat. Sec. 16A.695 and in the "Third Order Amending Order of the Commissioner of Finance Relating to Use and Sale of State Bond Financed Property" executed by the Commissioner of Minnesota Management and Budget (`MMB ") and dated August 26, 2010, as amended, even if such funds are being used to improve only a portion of the Real Property. G. The Public Entity and the DNR desire to set forth herein the provisions relating to the granting and disbursement of the Program Grant to the Public Entity and the operation of the Real Property. IN CONSIDERATION of the grant described and other provisions in this Agreement, the parties to this Agreement agree as follows: q ck) Article I DEFINITIONS Section 1.01 Defined Terms. As used in this Agreement, the following terms shall have the meanings set forth below, unless the context specifically indicates otherwise: "Agreement" - means this General Obligation Bond Proceeds Grant Agreement for Tree Removal and Replanting. "Certification" — if applicable, means a certification in the form attached as Attachment IA, in which the Public Entity acknowledges that its interest in all or part of the Real Property is bond financed property within the meaning of Minn. Stat. Sec. 16A.695 and is subject to certain restrictions imposed thereby. "Code" - means the Internal Revenue Code of 1986, as amended from time to time, and all treasury regulations, revenue procedures and revenue rulings issued pursuant thereto. "Commissioner's Order" - means the "Third Order Amending Order of the Commissioner of Finance Relating to Use and Sale of State Bond Financed Property" executed by the Commissioner of MMB and dated August 26, 2010, as amended. "Declaration" - if applicable, means a declaration in the form attached as Attachment IB, indicating that the Public Entity's ownership interest in the all or part of the Real Property is bond financed property within the meaning of Minn. Stat. Sec. 16A.695 and is subject to certain restrictions imposed thereby. "Event of Default" - means one or more of the events set forth in Section 2.05. "G.O. Bonds" - means that portion of the state general obligation bonds issued under the authority granted in Article XI, Sec. 5(a) of the Minnesota Constitution, the proceeds of which are used to fund the Program Grant, and any bonds issued to refund or replace such bonds. "Project" - means the Public Entity's identification, removal, disposal of and replacement of dead or dying shade trees located on the Real Property that are last to forest pests or disease. "Public Entity" - means the entity identified as the "Public Entity" in the lead -in paragraph of this Agreement. "Real Property" - means the real property located in the County of McLeod, State of Minnesota, legally described in Exhibit A to the Certification attached as Attachment IA and/or generally described in Exhibit A to the Declaration attached as Attachment Ill. "Useful Life of the Real Property" - means 30 years. � cti) Article II GRANT Section 2.01 Grant of Monies. The DNR shall make the Program Grant to the Public Entity and disburse the proceeds in accordance with the provisions of this Agreement. The Program Grant is not intended to be a loan even though the portion thereof that is disbursed may need to be returned to the DNR or the Commissioner of MMB under certain circumstances. Section 2.02 Public Ownership. The Public Entity acknowledges and agrees that the Program Grant is being funded with the proceeds of G.O. Bonds, and as a result thereof all of the Real Property must be owned by one or more public entities. Such ownership may be in the form of fee ownership and /or an easement. In order to establish that this public ownership requirement is satisfied, the Public Entity represents and warrants to the DNR that it has, or will acquire, a fee simple and /or an easement ownership interest in the Real Property, and, in addition, that it possesses, or will possess, all easements necessary for the operation, maintenance and management of the Real Property. Section 2.03 Use of Grant Proceeds. The Public Entity shall use the Program Grant solely to reimburse itself for the planting of publicly owned shade trees on public land (Real Property) to provide environmental benefits; replace trees lost to forest pests, disease or storm; or to establish a more diverse community forest better able to withstand disease and forest pests, and may not use the Program Grant for any other purpose. Section 2.04 Public Entity Representations and Warranties. The Public Entity represents and warrants to the DNR as follows: A. It has legal authority to enter into, execute, and deliver this Agreement and all documents referred to herein, and it has taken all actions necessary to its execution and delivery of such documents. B. It has legal authority to use the Program Grant for the purposes described in the State Program Enabling Legislation. C. It has legal authority to operate the State Program and the Real Property for the purposes required by the State Program and for the functions and activities proposed in the Grant Application. D. This Agreement and all other documents referred to herein are the legal, valid and binding obligations of the Public Entity enforceable against the Public Entity in accordance with their terms. E. It will comply with all of the terms and conditions of this Agreement and all other documents referred to herein. F. It will comply with all of the provisions and requirements of Minn. Stat. Sec. 16A.695, the Commissioner's Order, and the State Program. G. It has made no material false statement or misstatement of fact in connection with its receipt of the Program Grant, and all of the information it has submitted or will submit to the DNR or the Commissioner of MMB relating to the Program Grant or the disbursement of the Program Grant is and will be true and correct. H. It is not in violation of any provisions of its charter or of the laws of the State of Minnesota, and there are no actions, suits, or proceedings pending, or to its knowledge threatened, before any judicial body or governmental authority against or affecting it relating to the Real Property, or its ownership interest therein, and it is not in default with respect to any order, writ, injunction, decree, or demand of any court or any governmental authority which would impair its ability to enter into this Agreement, the Certification and /or the Declaration, or any document referred to herein, or to perform any of the acts required of it in such documents. 1. Neither the execution and delivery of this Agreement, the Certification and/or the Declaration, or any document referred to herein nor compliance with any of the terms, conditions, requirements, or provisions contained in any of such documents is prevented by, is a breach of, or will result in a breach of, any term, condition, or provision of any agreement or document to which it is now a party or by which it is bound. J. The contemplated use of the Real Property will not violate any applicable zoning or use statute, ordinance, building code, rule or regulation, or any covenant or agreement of record relating thereto. K. The Project has been or will be completed in full compliance with all applicable laws, rules, ordinances, and regulations issued by any federal, state, or local political subdivisions having jurisdiction over the Project. L. All applicable licenses, permits and bonds required for the performance and completion of the Project have been, or will be, obtained. M. It has complied with the matching funds requirement, if any, contained in Section 6.20 N. It will not, without the prior written consent of the DNR and the Commissioner of MMB, allow any voluntary lien or encumbrance or involuntary lien or encumbrance that can be satisfied by the payment of monies and which is not being actively contested to be created or exist against the Public Entity's ownership interest in the Real Property, whether such lien or encumbrance is superior or subordinate to the Declaration (if applicable). O. It reasonably expects to possess the ownership interest in the Real Property described in Section 2.02 for the entire Useful Life of the Real Property, and it does not expect to sell such ownership interest. P. It will supply whatever funds are needed above and beyond the amount of the Program Grant to complete and fully pay for the Project. Q. For that portion of the Real Property (if any) as to which the State Entity or the Public Entity has received a waiver from MMB of the requirement that the Public Entity record a Declaration pursuant to Section 6.02(b) of the Commissioner's Order, the Public Entity will promptly execute a Certification and deliver a copy thereof to the DNR and to MMB (attention: Capital Budget Coordinator). For that portion of the Real Property (if any) as to which the Public Entity has not received a waiver from MMB of the requirement that it record a Declaration, it has or will promptly record a fully executed Declaration with the appropriate governmental office and deliver a copy thereof to the DNR and to MMB that contains all of the recording information. C)Lh) R. It shall furnish such satisfactory evidence regarding the representations and warranties described herein as may be required and requested by either the DNR or the Commissioner of MMB. Section 2.05 Events of Default. The following events shall, unless waived in writing by the DNR and the Commissioner of MMB, constitute an Event of Default under this Agreement upon either the DNR or the Commissioner of MMB giving the Public Entity 30 days written notice of such event and the Public Entity's failure to cure such event during such 30 day time period for those Events of Default that can be cured within 30 days or within whatever time period is needed to cure those Events of Default that cannot be cured within 30 days as long as the Public Entity is using its best efforts to cure and is making reasonable progress in curing such Events of Default, however, in no event shall the time period to cure any Event of Default exceed 6 months unless otherwise consented to, in writing, by the DNR and the Commissioner of MMB. A. If any representation, covenant, or warranty made by the Public Entity in this Agreement, in any other document furnished pursuant to this Agreement, or in order to induce the DNR to disburse any of the Program Grant, shall prove to have been untrue or incorrect in any material respect or materially misleading as of the time such representation, covenant, or warranty was made. B. If the Public Entity fails to fully comply with any provision, condition, covenant, or warranty contained in this Agreement, the Certification and/or the Declaration, or any other document referred to herein. C. If the Public Entity fails to fully comply with any provision, condition, covenant, or warranty in Minn. Stat. Sec. 16A.695, the Commissioner's Order, or the State Program Enabling Legislation. D. If the Public Entity fails to provide and expend the full amount of the matching funds required for the Project, if any, under Section 6.20. E. If the Public Entity fails to deliver the Certification and /or record and deliver the Declaration described in Section 2.04.Q. Notwithstanding the foregoing, any of the events set forth above that cannot be cured shall, unless waived in writing by the DNR and the Commissioner of MMB, constitute an Event of Default under this Agreement immediately upon either the DNR or the Commissioner of MMB giving the Public Entity written notice of such event. Section 2.06 Remedies. Upon the occurrence of an Event of Default and at any time thereafter until such Event of Default is cured to the satisfaction of the DNR, the DNR or the Commissioner of MMB may enforce any or all of the following remedies. A. The DNR may refrain from disbursing the Program Grant; provided, however, the DNR may make such disbursements after the occurrence of an Event of Default without thereby waiving its rights and remedies hereunder. B. If the Event of Default involves a failure to comply with any of the provisions contained herein other then the provisions contained in Sections 4.01 or 4.02, then the Commissioner of MMB, as a third party beneficiary of this Agreement, may demand that the f� L\--)-, Outstanding Balance of the Program Grant be returned to it, and upon such demand the Public Entity shall return such amount to the Commissioner of MMB. C. If the Event of Default involves a failure to comply with the provisions contained in Sections 4.01 or 4.02, then the Commissioner of MMB, as a third party beneficiary of this Agreement, may demand that the Public Entity pay the amounts that would have been paid if there had been full and complete compliance with such provisions, and upon such demand the Public Entity shall pay such amount to the Commissioner of MMB. D. Either the DNR or the Commissioner of MMB, as a third party beneficiary of this Agreement, may enforce any additional remedies they may have in law or equity. The rights and remedies herein specified are cumulative and not exclusive of any rights or remedies that the DNR or the Commissioner of MMB would otherwise possess. If the Public Entity does not repay the amounts required to be paid under this Section or under any other provision of this Agreement within 30 days of demand by the Commissioner of MMB, or any amount ordered by a court of competent jurisdiction within 30 days of entry of judgment against the Public Entity and in favor of the DNR and /or the Commissioner of MMB, then such amount may, unless precluded by law, be taken from or offset against any aids or other monies that the Public Entity is entitled to receive from the State of Minnesota. Section 2.07 Notification of Event of Default. The Public Entity shall furnish to the DNR and the Commissioner of MMB, as soon as possible and in any event within 7 days after it has obtained knowledge of the occurrence of each Event of Default or each event which with the giving of notice or lapse of time or both would constitute an Event of Default, a statement setting forth details of each Event of Default or event which with the giving of notice or upon the lapse of time or both would constitute an Event of Default and the action which the Public Entity proposes to take with respect thereto. Section 2.08 Survival of Event of Default. This Agreement shall survive any and all Events of Default and remain in full force and effect even upon the payment of any amounts due under this Agreement, and shall only terminate in accordance with the provisions contained in Section 2.10 and at the end of its term in accordance with Section 2.09. Section 2.09 Term of Grant Agreement. This Agreement shall, unless earlier terminated in accordance with any of the provisions contained herein, remain in full force and effect for the time period starting on the effective date hereof and ending on the date that corresponds to the date established by adding a time period equal to 125% of Useful Life of the Real Property to the date on which the Real Property is first used for the operation of the Governmental Program after such effective date. If there are no uncured Events of Default as of such date this Agreement shall terminate and no longer be of any force or effect, and the Commissioner of MMB shall execute whatever documents are needed to release the Real Property from the effect of this Agreement and the Declaration, if any. Section 2.10 Modification and /or Early Termination of Grant. If the full amount of the Program Grant has not been disbursed on or before the date that is 5 years from the effective date of this Agreement, or such later date to which the Public Entity and the DNR may agree in writing, then the DNR's obligation to fund the Program Grant shall terminate. In such event, (i) if none of the Program Grant has been disbursed by such date, then the DNR's obligation to fund any portion of the Program Grant shall terminate and this Agreement shall terminate, and (ii) if some but not all of the Program Grant has been disbursed by such date, then the DNR shall have no further obligation to provide any additional funding for the Program Grant and this Agreement shall remain in full force and effect. IL�) This Agreement shall also terminate upon the Public Entity's sale of its ownership interest in the Real Property in accordance with the provisions of Article III and transmittal of all or a portion of the proceeds of such sale to the Commissioner of MMB in compliance with Article III, or upon the termination of Public Entity's ownership interest in the Real Property if such ownership interest is by way of an easement. Upon such termination the DNR shall execute, or have executed, and deliver to the Public Entity such documents as are required to release the Public Entity's ownership interest in the Real Property, from the effect of this Agreement, the Certification and /or the Declaration. Section 2.11 Excess Funds. If the full amount of the Program Grant and matching funds referred to in Section 6.20 (if any) are not needed to complete the Project, then, unless language in the State Program Enabling Legislation indicates otherwise, the Program Grant shall be reduced by the amount not needed. Article III SALE The Public Entity shall not sell any part of its ownership interest in the Real Property unless all of the following have been complied with fully: (i) the sale is made as authorized by law, (ii) the sale is for fair market value (as defined in the Commissioner's Order), and (iii) the written consent of the Commissioner of MMB has been obtained. The proceeds of any such sale shall be distributed as set forth in Minn. Star. Sec. 16A.695 and the Commissioner's Order. Article IV COMPLIANCE WITH MINN. STAT. SEC. 16A.695 AND THE COMMISSIONER'S ORDER Section 4.01 State Bond Financed Property. The Public Entity and the DNR acknowledge and agree that the Public Entity's ownership interest in the Real Property is, or when acquired by the Public Entity will be, "state bond financed property ", as such term is used in Minn. Stat. Sec. 16A.695 and the Commissioner's Order, and, therefore, the provisions contained in such statute and order apply, or will apply, to the Public Entity's ownership interest in the Real Property. Section 4.02 Preservation of Tax Exempt Status. In order to preserve the tax - exempt status of the G.O. Bonds, the Public Entity agrees as follows: A. It will not use the Real Property or use or invest the Program Grant or any other sums treated as "bond proceeds" under Section 148 of the Code including "investment proceeds," "invested sinking funds," and "replacement proceeds," in such a manner as to cause the G.O. Bonds to be classified as "arbitrage bonds" under Section 148 of the Code. B. It will deposit into and hold all of the Program Grant that it receives under this Agreement in a segregated non - interest bearing account until such funds are used for payments for the Project in accordance with the provisions contained herein. C. It will, upon written request, provide the Commissioner of MMB all information required to satisfy the informational requirements set forth in the Code including, but not limited to, Sections 103 and 148 thereof, with respect to the GO Bonds. D. It will, upon the occurrence of any act or omission by the Public Entity or any Counterparty, that could cause the interest on the GO Bonds to no longer be tax exempt and upon r) C�)) direction from the Commissioner of MMB, take such actions and furnish such documents as the Commissioner of MMB determines to be necessary to ensure that the interest to be paid on the G.O. Bonds is exempt from federal taxation, which such action may include either: (i) compliance with proceedings intended to classify the G.O. Bonds as a "qualified bond" within the meaning of Section 141(e) of the Code, (ii) changing the nature or terms of the Use Contract so that it complies with Revenue Procedure 97 -13, 1997 -1 CB 632, or (iii) changing the nature of the use of the Real Property so that none of the net proceeds of the G.O. Bonds will be used, directly or indirectly, in an "unrelated trade or business" or for any "private business use" (within the meaning of Sections 141(b) and 145(a) of the Code), or (iv) compliance with other Code provisions, regulations, or revenue procedures which amend or supersede the foregoing. E. It will not otherwise use any of the Program Grant, including earnings thereon, if any, or take or permit to or cause to be taken any action that would adversely affect the exemption from federal income taxation of the interest on the G.O. Bonds, nor omit to take any action necessary to maintain such tax exempt status, and if it should take, permit, omit to take, or cause to be taken, as appropriate, any such action, it shall take all lawful actions necessary to rescind or correct such actions or omissions promptly upon having knowledge thereof. Section 4.03 Changes to Minn. Stat. Section 16A.695 or the Commissioner's Order. If the G.O. Compliance Legislation or the Commissioner's Order is amended in a manner that reduces any requirement imposed against the Public Entity, or if the Public Entity's ownership interest in the Real Property is exempt from the G.O. Compliance Legislation and the Commissioner's Order, then upon written request by the Public Entity the DNR shall enter into and execute an amendment to this Agreement to implement herein such amendment to or exempt the Public Entity's ownership interest in the Real Property from Minn. Stat. Sec. 16A.695 or the Commissioner's Order. Article V DISBURSEMENT OF GRANT PROCEEDS Section 5.01 Disbursement of Grant. Upon compliance with all of the conditions set forth in Section 5.02, the DNR shall disburse the Program Grant to the Public Entity in one lump sum. The DNR's obligation to disburse any of the Program Grant shall terminate as of the date specified in such Section even if the entire Program Grant has not been disbursed by such date. The Program Grant shall only be for expenses that (i) are for those items of a capital nature for the Project, (ii) accrued no earlier than the effective date of the legislation that appropriated the funds that are used to fund the Program Grant, or (iii) have otherwise been consented to, in writing, by the DNR and the Commissioner of MMB. Section 5.02 Conditions Precedent to Disbursement of Grant. The obligation of the DNR to disburse the Program Grant to the Public Entity is subject to the following conditions precedent: A. The DNR shall have received a request for disbursement of the Program Grant specifying the amount of funds being requested, which such amount shall not exceed the amount of the Program Grant set forth in Recital D. B. The DNR shall have received a duly executed Certification and /or Declaration that has been duly recorded in the appropriate governmental office, with all of the recording information displayed thereon. r) N C. The DNR shall have received evidence acceptable to the DNR that (i) the Public Entity has legal authority to and has taken all actions necessary to enter into this Agreement, the Certification and/or the Declaration, and (ii) this Agreement, the Certification and/or and the Declaration are binding on and enforceable against the Public Entity. D. The DNR shall have received evidence acceptable to the DNR that the Public Entity has completely paid for the Project and all other expenses that may occur in conjunction therewith. E. The DNR shall have received evidence acceptable to the DNR that the Public Entity is in compliance with the matching funds requirements in Section 6.20, if any, and that all of such matching funds have been expended for the Project. F. The DNR shall have received evidence acceptable to the DNR that all required permits, bonds and licenses necessary for the Project have been paid for, issued, and obtained, other than those permits, bonds and licenses which may not lawfully be obtained until a future date or those permits, bonds and licenses which in the ordinary course of business would normally not be obtained until a later date. G. No Event of Default under this Agreement or event which would constitute an Event of Default but for the requirement that notice be given or that a period of grace or time elapse shall have occurred and be continuing. H. The Public Entity has supplied to the DNR all other items that the DNR may reasonably require. Article VI MISCELLANEOUS Section 6.01 Condemnation. If after the Public Entity has acquired the ownership interest set forth in Section 2.02, all or any portion of the Real Property is condemned, any condemnation proceeds which are not used to acquire an interest in additional real property needed by the Public Entity to continue its use of the remaining Real Property shall be applied in accordance with Minn. Star. Sec. 16A.695 and the Commissioner's Order as if the condemned portion of the Public Entity's ownership interest in the Real Property had been sold. if the Public Entity elects to sell its ownership interest in the remaining portion of the Real Property, such sale must occur within a reasonable time period from the date the condemnation occurred and the cumulative sum of the condemnation proceeds plus the proceeds of such sale must be applied in accordance with Minn. Stat. Sec. 16A.695 and the Commissioner's Order, with the condemnation proceeds being so applied within a reasonable time period from the date they are received by the Public Entity. As recipient of any of the condemnation proceeds referred to herein, the DNR agrees to and will disclaim, assign or pay over to the Public Entity all of such condemnation proceeds it receives so that the Public Entity can comply with the requirements of this Section. Section 6.02 Record Keeping and Reporting. The Public Entity shall maintain books, records, documents and other evidence pertaining to the costs or expenses associated with the Project needed to comply with the requirements of this Agreement, Minn. Stat. Sec. 16A.695, the Commissioner's Order, and the State Program Enabling Legislation, and upon request shall allow or cause the entity which is maintaining such items to allow the DNR, auditors for the DNR, the Legislative Auditor for the State of Minnesota, or the State Auditor for the State of Minnesota, to inspect, audit or copy all of such items. r) «) The Public Entity shall use generally accepted accounting principles in the maintenance of such items, and shall retain all of such items for a period of 6 years from the date that the Project is fully completed. Section 6.03 Inspections by DNR. Upon reasonable request by the DNR and without interfering with the normal use of the Real Property, the Public Entity shall allow the DNR to inspect the Real Property. Section 6.04 Data Practices. The Public Entity agrees with respect to any data that it possesses regarding the Program Grant or the Project to comply with all of the provisions of the Minnesota Government Data Practices Act contained in Minn. Stat. Chapter 13. Section 6.05 Non - Discrimination. The Public Entity agrees to not engage in discriminatory employment practices regarding the Project, and it shall fully comply with all of the provisions contained in Minn. Star. Chapters 363A and 181. Section 6.06 Worker's Compensation. The Public Entity agrees to comply with all of the provisions relating to worker's compensation contained in Minn. Stat. Secs. 176.181 subd. 2 and 176.182 with respect to the Project. Section 6.07 Antitrust Claims. The Public Entity hereby assigns to the DNR and the Commissioner of MMB all claims it may have for over charges as to goods or services provided with respect to the Project, and operation or management of the Real Property that arise under the antitrust laws of the State of Minnesota or of the United States of America. Section 6.08 Legislative Notification. Prior to beginning work on the Project, the Public Entity shall notify the Chairs of the Minnesota State Senate Finance Committee, the Minnesota House of Representatives Capital Investment Committee and the Minnesota House of Representatives Ways and Means Committee that the work to be performed is ready to begin. Section 6.09 Prevailing Wages. The Public Entity agrees to comply with all of the applicable provisions contained in Minn. Stat. Chapter 177, and specifically those provisions contained in Minn. Stat. Secs. 177.41 through 177.435 with respect to the Project. Section 6.10 Liability. The Public Entity and the DNR agree that they will be responsible for their own acts and the results thereof to the extent authorized by law, and neither shall be responsible for the acts of the other party and the results thereof. The liability of the DNR and the Commissioner of MMB is governed by the provisions contained in Minn. Stat. Sec. 3.736. If the Public Entity is a "municipality" as such term is used in Minn. Stat. Chapter 466, then the liability of the Public Entity is governed by the provisions of such Chapter 466. Section 6.11 Relationship of the Parties. Nothing in this Agreement is intended or should be construed in any manner as creating or establishing the relationship of co- partners or a joint venture between the Public Entity, the DNR, or the Commissioner of MMB, nor shall the Public Entity be considered to be an agent, representative, or employee of the DNR, the Commissioner of MMB, or the State of Minnesota in the performance of this Agreement, the Project, or operation of the Real Property. The Public Entity represents that it has already or will secure all personnel required for the performance of this Agreement and the Project. All personnel of the Public Entity or other persons while engaging in the performance of this Agreement and the Project shall have no contractual relationship with the DNR, the Commissioner of MMB, or the State of Minnesota and shall not be considered employees of any of such entities. In addition, all claims that may arise on behalf of said personnel or other persons out 10 of employment or alleged employment including, but not limited to, claims under the Workers' Compensation Act of the State of Minnesota, claims of discrimination against the Public Entity, its officers, agents, contractors, or employees shall in no way be the responsibility of the DNR, the Commissioner of MMB, or the State of Minnesota. Such personnel or other persons shall not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the DNR, the Commissioner of MMB, or the State of Minnesota including, but not limited to, tenure rights, medical and hospital care, sick and vacation leave, disability benefits, severance pay and retirement benefits. Section 6.12 Notices. In addition to any notice required under applicable law to be given in another manner, any notices required hereunder must be in writing and shall be sufficient if personally served or sent by prepaid, registered, or certified mail (return receipt requested), to the business address of the party to whom it is directed. Such business address shall be that address specified below or such different address as may hereafter be specified, by either party by written notice to the other: To the Public Entity at: City of Hutchinson 900 Harrington St. Hutchinson, MN 55350 Attention: Michael Bahe To the DNR at: Minnesota Department of Natural Resources Division of Forestry 500 Lafayette Road St. Paul, MN 55155 -4044 Attention: Ken Holman, Community Forest Program Coordinator To the Commissioner of MMB at: Minnesota Department of Management and Budget 400 Centennial Office Bldg. 658 Cedar St. St. Paul, MN 55155 Attention: Commissioner Section 6.13 Binding Effect and Assignment or Modification. This Agreement and the Certification and /or the Declaration shall be binding upon and inure to the benefit of the Public Entity and the DNR, and their respective successors and assigns. Provided, however, that neither the Public Entity nor the DNR may assign any of its rights or obligations under this Agreement or the Declaration without the prior written consent of the other party. No change or modification of the terms or provisions of this Agreement or the Certification and /or the Declaration shall be binding on either the Public Entity or the DNR unless such change or modification is in writing and signed by an authorized official of the party or against which such change or modification is to be imposed. Section 6.14 Waiver. Neither the failure by the Public Entity, the DNR, or the Commissioner of MMB, as a third party beneficiary of this Agreement, in any one or more instances to insist upon the complete and total observance or performance of any term or provision hereof, nor the failure of the Public Entity, the DNR, or the Commissioner of MMB, as a third party beneficiary of this Agreement, to exercise any right, privilege, or remedy conferred hereunder or afforded by law shall be construed as L- ) waiving any breach of such term, provision, or the right to exercise such right, privilege, or remedy thereafter. In addition, no delay on the part of the Public Entity, the DNR, or the Commissioner of MMB, as a third party beneficiary of this Agreement, in exercising any right or remedy hereunder shall operate as a waiver thereof, nor shall any single or partial exercise of any right or remedy preclude other or further exercise thereof or the exercise of any other right or remedy. Section 6.15 Entire Agreement. This Agreement, the Certification and /or the Declaration, and the documents, if any, referred to and incorporated herein by reference embody the entire agreement between the Public Entity and the DNR, and there are no other agreements, either oral or written, between the Public Entity and the DNR on the subject matter hereof. Section 6.16 Choice of Law and Venue. All matters relating to the validity, construction, performance, or enforcement of this Agreement or the Certification and /or the Declaration shall be determined in accordance with the laws of the State of Minnesota. All legal actions initiated with respect to or arising from any provision contained in this Agreement shall be initiated, filed and venued in the State of Minnesota District Court located in the City of St. Paul, County of Ramsey, State of Minnesota. Section 6.17 Severability. If any provision of this Agreement is finally judged by any court to be invalid, then the remaining provisions shall remain in full force and effect and they shall be interpreted, performed, and enforced as if the invalid provision did not appear herein. Section 6.18 Time of Essence. Time is of the essence with respect to all of the matters contained in this Agreement. Section 6.19 Counterparts. This Agreement may be executed in any number of counterparts, each of which when so executed and delivered shall be an original, but such counterparts shall together constitute one and the same instrument. Section 6.20 Matching Funds. The Public Entity must obtain and supply the following matching funds for the Project: NONE. Section 6.21 Source and Use of Funds. The Public Entity represents to the DNR and the Commissioner of MMB that Attachment III is intended to be and is a source and use of funds statement showing the total cost of the Project and all of the funds that are available for the completion of the Project, and that the information contained in such Attachment III correctly and accurately delineates the following information. A. The total cost of the Project. B. The source and amount of all funds needed to complete the Project, including: (i) State funds including the Program Grant, (ii) Matching funds, (iii) Other funds supplied by the Public Entity, (iv) Loans, identifying each such loan and all collateral pledged for repayment of each such loan and (v) Other funds. C. Such other financial information that is needed to correctly reflect the total funds available for the completion of the Project, the source of such funds and the expected use of such funds. 12 Previously paid project expenses (that is, project expenses paid before the effective date of this Agreement) that are to be reimbursed and paid from proceeds of the Program Grant may only be included as a source of funds and included in Attachment III if such items have been approved, in writing, by the Commissioner of MMB. If any of the funds included under the source of funds have conditions precedent to the release of such funds, the Public Entity must provide to the DNR and the Commissioner of MMB a detailed description of such conditions and what is being done to satisfy such conditions. The Public Entity shall also supply whatever other information and documentation that the DNR or the Commissioner of MMB may request to support or explain any of the information contained in Attachment III. Section 6.22 Third -Party Beneficiary. The State Program will benefit the State of Minnesota and the provisions and requirements contained herein are for the benefit of both the DNR and the State of Minnesota. Therefore, the State of Minnesota, by and through the Commissioner of MMB, is a third - party beneficiary of this Agreement. Section 6.23 Public Entity Tasks. Any tasks that this Agreement imposes upon the Public Entity may be performed by such other entity as the Public Entity may select or designate, provided that the failure of such other entity to perform said tasks shall be deemed to be a failure to perform by the Public Entity. Section 6.24 DNR and Commissioner Required Acts and Approvals. The DNR and the Commissioner of MMB shall not (i) perform any act herein required or authorized by it in an unreasonable manner, (ii) unreasonably refuse to perform any act that it is required to perform hereunder, or (iii) unreasonably refuse to provide or withhold any approval that is required of it herein. Section 6.25 E- Verification. The Public Entity agrees and acknowledges that it is aware of Governor's Executive Order 08 -01 regarding e- verification of employment of all newly hired employees to confine that such employees are legally entitled to work in the United States, and that it will, if and when applicable, fully comply with such order and impose a similar requirement in any Use Agreement to which it is a party. Section 6.26 Additional Requirements. The Public Entity and the DNR agree to comply with the following additional requirements. In the event of any conflict or inconsistency between the following additional requirements and any other provisions or requirement contained in this Agreement, the following additional requirements contained in this Section shall control: Required documents: Updated Community Forestry or Shade Tree Ordinance Annual Maintenance Plan for Public Trees One of the following must accompany the two required documents: Community EAB Preparedness Plan Or Community Forest Management Plan, including EAB preparedness, annual tree maintenance and public education components. 13 0, IN TESTIMONY HEREOF, the Public Entity and the DNR have executed this General Obligation Bond Proceeds Grant Agreement for Tree Removal and Replanting or Planting for Diversity under the diseased shade tree removal and replacement program on the day and date indicated immediately below their respective signatures, PUBLIC ENTITY: City of Hutchinson, a political subdivision of the State of Minnesota By: Name: Its: Dated: By: Name: Its: Dated: STATE ENTITY: DEPARTMENT OF NATURAL RESOURCES By: Name: Wayne Damerow Its: Assistant Director, Division of Forestry Dated: ENCUMBERED: Sonia Ontiveros Accounting Officer Senior Dated: 04/11/2012 SWIFT Contract# 44452 SWIFT PO 3 -16612 14 ATTACHMENT IA CERTIFICATION State of Minnesota General Obligation Bond Financed Property The undersigned has a fee simple and /or easement interest in the real property located in the County of , State of Minnesota that is generally described or illustrated graphically in Exhibit A attached and all facilities situated thereon (the "Restricted Property ") and acknowledges that the Restricted Property is State bond - financed property. The undersigned acknowledges that: A. The Restricted Property is state bond financed property within the meaning of Minn. Stat. Sec. 16A.695, is subject to the encumbrance created and requirements imposed by such statute, and cannot be sold, mortgaged, encumbered or otherwise disposed of without the approval of the Commissioner of Minnesota Management and Budget; The Restricted Property is subject to the provisions of the General Obligation Bond Proceeds Grant Agreement for Tree Removal and Replanting or Planting For Diversity between the Department of Natural Resources and dated , and C. The Restricted Property shall continue to be deemed state bond financed property for 125% of the useful life of the Restricted Property or until the Restricted Property is sold with the written approval of the Commissioner of Minnesota Management and Budget. Date: 120 a political subdivision of the State of Minnesota By: _ Name: Title: By: _ Name: Title: 15 Exhibit A to Certification GENERAL DESCRIPTION OF RESTRICTED PROPERTY [Insert a narrative or graphic description of the property where the Program Grant will be used. It need not be a legal description.] 16 ATTACHMENT IB DECLARATION State of Minnesota General Obligation Bond Financed Property The undersigned has the following interest in the real property located in the County of , State of Minnesota that is legally described in Exhibit A attached and all facilities situated thereon (collectively referred to as the "Restricted Property "): (Check the appropriate box.) ❑ a fee simple title, or ❑ an easement, and as owner of such fee title or easement, does hereby declare that such interest in the Restricted Property is hereby made subject to the following restrictions and encumbrances: A. The Restricted Property is bond financed property within the meaning of Minn. Stat. Sec. 16A.695, is subject to the encumbrance created and requirements imposed by such statute, and cannot be sold, mortgaged, encumbered or otherwise disposed of without the approval of the Commissioner of Minnesota Management and Budget, which approval must be evidenced by a written statement signed by said commissioner and attached to the deed, mortgage, encumbrance or instrument used to sell or otherwise dispose of the Restricted Property; and The Restricted Property is subject to all of the terms, conditions, provisions, and limitations contained in the General Obligation Bond Proceeds Grant Agreement for Tree Removal and Replanting or Planting For Diversity between the Department of Natural Resources and dated (the "G.O. Grant Agreement'). The Restricted Property shall remain subject to this State of Minnesota General Obligation Bond Financed Property Declaration for 125% of the useful life of the Restricted Property or until the Restricted Property is sold with the written approval of the Commissioner of Minnesota Management and Budget, at which time it shall be released therefrom by way of a written release in recordable form signed by both the Commissioner of the Department of Natural Resources and the Commissioner of Minnesota Management and Budget, and such written release is recorded in the real estate records relating to the Restricted Property. This Declaration may not be terminated, amended, or in any way modified without the specific written consent of the Commissioner of Minnesota Management and Budget. 17 a political subdivision of the State of Minnesota By: _ Name: Title: Dated: STATE OF MINNESOTA ) ss: COUNTY OF ) The foregoing instrument was acknowledged before me this , by , the of _ subdivision of the State of Minnesota. This instrument was drafted by: Ken Holman Community Forest Program Coordinator Minnesota Department of Natural Resources Division of Forestry 500 Lafayette Road St. Paul, MN 55155- 4044 18 Notary Public 20 day of a political Exhibit A to Declaration LEGAL DESCRIPTION OF RESTRICTED PROPERTY [Insert a legal description of the property where the Program Grant will be used.] 19 ATTACHMENT 11 SOURCE AND USE OF FUNDS FOR THE PROJECT Source of Funds Use or Funds State GO Funds Items Paid for with --- -------- Propram Grant Funds Funds 0.00 0.00 Items Paid for with Funds Non-Program Grant Funds Other Public Entity Funds Subtotal 0.00 - - --------_- - ---- - --------- ---- - -- -- ---------- - - - - -------- --- - - - ----- Su.0l Subtotal () Subtotal Other Funds 0.00 Prepaid Project Expenses ATTACHMENT III GRANT APPLICATION 21 STATE AID FOR LOCAL TRANSPORTATION CHANGE ORDER City/County of City of Hutchinson Change Order No. 1 Nov 2007 FEDERAL PROJECT NO. STATE PROJECT NO. LOCAL PROJECT NO. CONTRACT NO. SF SAP 133 -128 -002 Li P12 -01 L1 P12 -01 Fund 7731 CONTRACTOR NAME AND ADDRESS LOCATION OF WORK Hjerpe Contracting Inc 5th Avenue NW from Kouwe St NW to TH15 TOTAL CHANGE ORDER AMOUNT 16246 Hwy 15 S Hutchinson, MN 55350 $13,103.75 In accordance with the terms of this Contract, you are hereby authorized and instructed to perform the work as altered by the following provisions. This Change Order addresses: 1) Construction of modular block wall at 211 5th Ave NW to save 4 large pine trees and allow acceptable boulevard slope. 2) Sanitary sewer grade change needed at MH #5 to MH #4. Found that proposed grade would be above house service (165 5th Ave NW). This was found after laying g0' of 8" PVC west from MH #5. Removed 90' of 8" PVC & relayed at new grade and installed additional sanitary manhole at ill 3) Found 6" Gay the at 95 5th Ave NW. Owner said tile works and was broken at the hydrant about 10 years ago. Since then water bubbles by his driveway. 4) Storm Sewer MH #G to get pipe to #F1 due to 2" steel gas main. COST BREAKDOWN Item No. Item Unit JUnitPrice IQuantity lAmount Funding Category No. 001 2411.604.00001 MODULAR BLOCK WITH CAP, AGGREGATE BACKFILL, DRAIN TILE SF $22.50 166.7 $3,750.75 2123.610 CAT. 308 MINI EXCAVATOR WITH OPERATOR AND LABORER HR $205.00 2 $410.00 2506.603 MANHOLE DESIGN 4007, 8' DEEP EACH $2,800.00 1 $2,800.00 2506.501 EXCESS MANHOLE DEPTH, SANITARY LF $145.00 5 $725.00 2123.610 CAT. 345 BACKHOE - 5 MEN HR $600.00 2 $1,200.00 2503.603 8" HDPE PIPE SEWER LIN FT $19.00 112 $2,128.00 2506.602 NYOPLAST DROP INLET STRUCTURE EACH $750.00 1 $750.00 2503.602 ICONNECT TO STORM SEWER STRUCTURE IEACH $750.00 1 $750.00 2123.610 CAT. 325 BACKHOE WITH OPERATOR, LABORER & PIPE LAYER 1HR L $295.001 2 $590.00 Funding Category No. 001 Total: $13,103.75 Change Order No. 1 Total: $13,103.75 - Funding category is regwrea Tor reaerai projects. CHANGE IN CONTRACT TIME (check one) Due to this change the Contract Time: a. [ ] Is Increased by Working Days b. [ X ] Is Not Changed [ ] Is Decreased by _ Working Days [ ] Is Increased by _ Calendar Days C. [ ] May be revised if work affected the controlling operation [ ] Is Decreased by Calendar Days Approved By Project Engineer: Kent Exner Approved By Contractor: Hjerpe Contracting Inc Signed Signed Date: Phone: (320) 234 -4212 Date: Phone: 234-6305 Original to Project Engineer; Copy to Contractor Once contract has been fully executed, forward a copy to DSAE for funding review: The State of Minnesota is not a participant in this contract; signing by the District State Aid Engineer is for FUNDING PURPOSES ONLY. Reviewed for compliance with State and Federal Aid Rules /Policy. Eligibility does not guarantee funds will be available. This project is eligible for: Federal Funding State Aid Funding Local funds District State Aid Engineer: Date: Letting No. 1 /Project No. 11 -01 - SAP 133 -117 -013 - Page 1 of 1 r) (-�) HUTCHINSON CITY CENTER ENGINEERING DEPARTMENT 111 HASSAN STREET SE, HUTCINSON MN 55350 PHONE: 320-234-4209 FAX: 320-234-4240 LETTING NO. 1 - PROJECT NO. 12 -01 Dated: 09112/2012 CHANGE ORDER NO. 1 Page 1 of 1 Project 5th Avenue NW Location: CONTRACTOR: Hjerpe Contracting Inc, 16246 Hwy 15 S, P O Box 517, Hutchinson MN 55350 Contract Completion Dates: Phase 1 - 0712012012 / Phase 2 - 08/311201 2 Flnal Completion Date: 06115/201 Amount: $1,427,549.52 Completion Except for Wear Course: 10/19/2012 This Change Order addresses: 1) Construct modular block wall at 211 5th Ave NW to save 4 large pine trees and allow acceptable boulevard slope. 2) Sanitary sewer grade change needed MH#5 to #4. Found that proposed grade would be above house service (165). This was found after laying 90' of 8" PVC West from MH #5. Removed 99 of 8" PVC & relayed at new grade and installed additional sanitary Description manhole at 4(4A). of Change: 3) Found (Y" clay tile at 95 5th Ave. Owner said tile works and was broken at the hydrant about 10 years ago. Since then water bubbles out by his driveway. 4) Storm Sewer MH #G to get pipe to #Ft due to 2" steel gas main. Item No. Spec. Ref. Item Name INCREASE ITEMS: Unit Quantity Unit Price Amount 103 2411.604 Modular Block with Cap, Aggregate Backfill, Drain Tile 166.7 $22.50 $3,750.7 104 2123.610 Cat. 308 Mini Excavator with Operator and Laborer JEA 2.0 $205.00 $410.0 105 2506.603 Manhole Design 4007, 8' Deep 1.0 $2,800.00 $2,800.0 106 2506.501 Excess Manhole Depth, Sanitary 5.0 $145.00 $725.0 107 2123.610 Cat. 345 Backhoe - 5 men HR 2.0 $600.00 $1,200.0 108 2503.603 8" HDPE Pipe Sewer LF 112.0 $19.00 $2,128.0 109 2506.602 Nyoplast Drop Inlet Structure EA 1.0 $750.00 $750.0 110 2503.602 Connect to Storm Sewer Structure EA 1.0 $750.00 $750.0 111 2123.610 Cat. 325 Backhoe with Operator, Laborer & Pipe Layer HR 2.0 $295.00 $590.0 TOTAL INCREASE ITEMS $13,103.7 DECREASE ITEMS: TOTAL DECREASE ITEMS $13,103.7 $13,103.75 NET INCREASE In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $13.103.75 (add)!(deduet). An extension of - -- days shall be allowed for completion. ORIGINAL PREVIOUS ADDITIONSlDEDUCTIONS THIS ADDITION /DEDUCTIOM CONTRACT AMOUNT 11 TOTAL 11 $1,427,549.52 $0.00 $13,103.75 57,440,633.27 Approved: Dated: 0912512012 City of Hutchinson - Mayor: Steven W Cook Approved: Dated: 0912512012 City of Hutchinson - City Administrator: Jeremy J Carter HUTCHINSON CITY CENTER ENGINEERING DEPARTMENT 111 HASSAN STREET SE, HUTCINSON MN 55350 PHONE; 32Q-2 201L F AX; 320-234-424 LETTING NO. 8 - PROJECT NO. 12 -09 Dated: 09118/2012 CHANGE ORDER NO.4 Page 1 of 1 Project Location: Les Kouba Parkway Improvements Phase 2 CONTRACTOR: Duininck Inc, 408 6th St, P O Box 208, Prinsburg MN 56281 Contract Amount: I $398,008.15 Completion Date: Substantial: 11/02/2012 I Final: 06/1512013 Description of Change: Item No. S c. Ref. This Change Order addresses the replacement of water main /service to park shelter. This revision does not affect the completion date on the project. The additional work results in an increase to the contract in the amount of $4,895.00. Item Name Unit Quantity Unit Price Amount INCREASE ITEMS 108 2504.602 CONNECT TO EXISTING WATER MAIN EA 2.00 $400.00 $800.0 108 2504.603 FURNISH & INSTALL 2" SDR 21 CL200 PVC WATER PIPE WITH TRACER WIRE LF 200.00 $16.25 $3,650.0 9 CONTRACTOR 10% ALLOWANCE '0 TOTAL INCREASE ITEMS 5' DECREASE ITEMS: TOTAL DECREASE IT NET INCREASE $4,896.00 In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $4,895.00 (add)!(4eduetj. An extension of - -- da s shall be allowed for completion. ORIGINAL PREVIOUS ADDITIONSlDEDUCTIONS CONTRACT AMOUNT $398,008.15 $34,783.45 Approved: THIS ADDITION /06DUCTI M TOTAL $4,895.00 $437,686.60 Approved: Contractor - Duininck Inc Dated: City of Hutchinson - Mayor: Steven W Cook Dated: 09/25/2012 Approved: pproved: City of Hutchinson - City Engineer: Kent Exner Dated: City of Hutchinson - City Administrator: JereLJCarte]r Dated: 09125/2012 (� <<) CITY OF HUTCHINSON R55CKREG LOG22001VO Council Check Register 9/20/2012 9/14 - 9/25/12 Check # Ck Date Amount Vendor / Explanation Account Description 172358 9/14/2012 3,200.00 HRA HOUSING REHAB LOANS 172359 9/14/2012 16,143.00 RICK AHLGREN CONSTRUCTION LLC HOUSING REHAB LOANS 172360 9/25/2012 210.00 10,000 LAKES CHAPTER TRAVEL SCHOOL CONFERENCE 172361 9/25/2012 434.00 AARP PROFESSIONAL SERVICES 172363 9/25/2012 317.81 ACE HARDWARE OPERATING SUPPLIES 172364 9/25/2012 53.44 ALPHA WIRELESS COMMUNICATIONS 172365 9/25/2012 90.85 AMERICAN FAMILY INS CO. ACCRUED LIFE INSURANCE 172366 9/25/2012 10.85 AMERICAN WELDING & GAS CENTRAL GARAGE REPAIR 172367 9/25/2012 68.76 AMERIPRIDE SERVICES CONTRACT REPAIR & MAINTENANCE 172368 9/25/2012 1,786.96 AMS COATING SYSTEMS INC. SIGNS & STRIPPING MATERIALS 172369 9/25/2012 4,982.35 ANIMAL MEDICAL CENTER ON CROW OTHER CONTRACTUAL 172370 9/25/2012 181.98 ARCTIC GLACIER PREMIUM ICE INC COST OF MIX & SOFT DRINKS 172371 9/25/2012 63.80 ARROW TERMINAL LLC EQUIPMENT PARTS 172372 9/25/2012 3,218.75 ARTHUR 1 GALLAGHER RISK GENL LIAB.- INSURANCE 172373 9/25/2012 18.13 ASPLUND, BERNETTE ACCOUNTS PAYABLE MANUAL 172374 9/25/2012 212.00 AUTO VALUE - GLENCOE SMALLTOOLS 172375 9/25/2012 45.00 AWWA - MINNESOTA SECTION TRAVEL SCHOOL CONFERENCE 172376 9/25/2012 473.09 B & C PLUMBING & HEATING INC CONTRACT REPAIR & MAINTENANCE 172377 9/25/2012 1,106.00 B & L UTILITY MAINTENANCE STREET MAINT.MATERIALS 172378 9/25/2012 3,373.62 BACHMAN'S OPERATING SUPPLIES 172379 9/25/2012 8,077.00 BARGEN INC CONTRACT REPAIR & MAINTENANCE 172380 9/25/2012 2,338.00 BARN YARD, THE RECEIVED NOT VOUCHERED 172381 9/25/2012 3,284.55 BELLBOY CORP COST OF SALES- LIQUOR 172382 9/25/2012 226.00 BERNICK'S COST OF MIX & SOFT DRINKS 172383 9/25/2012 100.00 BERQUIST, DENNIS ACCOUNTS PAYABLE MANUAL 172384 9/25/2012 120.00 BIOCYCLE DUES & SUBSCRIPTIONS 172385 9/25/2012 1,130.00 BLACK HILLS AMMUNITION OPERATING SUPPLIES 172386 9/25/2012 575.96 BLUETARP FINANCIAL INC. REPAIR & MAINTENANCE SUPPLIES (�f /, 172387 9/25/2012 320.00 BMI DUES & SUBSCRIPTIONS 172388 172389 172390 172391 172392 172393 172394 172395 172396 172397 172398 172399 172400 172401 172402 172403 172404 172405 172406 172407 172408 172409 172410 172411 172412 172413 172414 172415 172416 172417 172418 172419 172420 172421 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 9/25/2012 847.64 BRANDON TIRE CO CENTRAL GARAGE REPAIR 52.37 BUSINESSWARE SOLUTIONS SMALLTOOLS 11,212.25 C & L DISTRIBUTING COST OF SALES -BEER 79.80 CALIFORNIA CONTRACTORS SUPPLIE SAFETY SUPPLIES 270.00 CANNON RIVER WINERY COST OF SALES -WINE 523.69 CARDIAC SCIENCE OPERATING SUPPLIES 125.00 CARS ON PATROL SHOP LLC PROFESSIONAL SERVICES 797.44 COW GOVERNMENT, INC DUE FROM UTILITIES 18.55 CENTRAL HYDRAULICS RECEIVED NOT VOUCHERED 242.14 CENTRAL MCGOWAN RECEIVED NOT VOUCHERED 452.97 COMDATA CORPORATION OPERATING SUPPLIES 78.84 COREY, NICHOLLE TRAVEL SCHOOL CONFERENCE 337.94 CREEKSIDE SOILS REPAIR & MAINTENANCE SUPPLIES 217.03 CROW RIVER AUTO & TRUCK REPAIR AUTOMOTIVE REPAIR 2,262.30 CROW RIVER OFFICIALS ASSN OTHER CONTRACTUAL 105.00 CROW RIVER PRESS INC PRINTING & PUBLISHING 828.29 CROW RIVER SIGNS MACHINERY & EQUIPMENT 32.00 CZECH, RANDY TRAVEL SCHOOL CONFERENCE 5,074.50 DAY DISTRIBUTING COST OF SALES -BEER 21.52 DEKOSTER, NORMA ACCOUNTS PAYABLE MANUAL 224.10 DENNIS JESCH COST OF MIX & SOFT DRINKS 800.00 DEPT OF EMPLOYMENT & ECONOMIC PROFESSIONAL SERVICES 1,296.75 DPC INDUSTRIES INC CHEMICALS & PRODUCTS 22.00 DROP -N -GO SHIPPING, INC MISCELLANEOUS 641.20 DUANE W. NIELSEN COMPANY PROFESSIONAL SERVICES 53.44 DUNDEE MISCELLANEOUS 271.19 DVS RENEWAL SMALL TOOLS 90.92 E2 ELECTRICAL SERVICES INC CONTRACT REPAIR & MAINTENANCE 188.10 ECOLAB PEST ELIM RECEIVED NOT VOUCHERED 94.58 ELECTRO WATCHMAN EQUIPMENT PARTS 319.65 EMERGENCY APPARATUS MAINT CENTRAL GARAGE REPAIR 466.01 ENGINEERING AMERICA, INC. EQUIPMENT PARTS 156.81 EPIC PRODUCTS INC COST OF MIX & SOFT DRINKS 33.16 ERICKSON, LEONARD ACCOUNTS PAYABLE MANUAL 172422 9/25/2012 150.00 ERLANDSON, ANDREW UNIFORMS & PERSONAL EQUIP 172423 9/25/2012 168.78 EXNER, KENT TRAVEL SCHOOL CONFERENCE 172424 9/25/2012 2,241.61 FASTENAL COMPANY SAFETY SUPPLIES 172425 9/25/2012 3,064.75 FIBERGLASS LAMINATORS CO CONTRACT REPAIR & MAINTENANCE 172426 9/25/2012 332.40 FOREST EDGE WINERY COST OF SALES -WINE 172427 9/25/2012 322.91 FORKLIFTS OF MINNESOTA, INC CONTRACT REPAIR & MAINTENANCE 172428 9/25/2012 128.90 G & K SERVICES OPERATING SUPPLIES 172429 9/25/2012 5,433.68 GARICK CORPORATION RECEIVED NOT VOUCHERED 172430 9/25/2012 3,200.00 GAVIN, OLSON & WINTERS, LTD PROFESSIONAL SERVICES 172431 9/25/2012 180.62 GOLDENEYE SOLUTIONS, INC EQUIPMENT PARTS 172432 9/25/2012 9,466.99 GOODWATER, LAURIE & LEON HOUSING REHAB LOANS 172433 9/25/2012 50.00 GPRS TRAVEL SCHOOL CONFERENCE 172434 9/25/2012 68.00 GRAF, HEATHER OTHER REVENUES 172435 9/25/2012 22.00 GRAMS, LEE PROFESSIONAL SERVICES 172436 9/25/2012 552.65 H.A.R.T. ACCRUED DEFERRED COMP 172437 9/25/2012 4,620.00 HANSON & VASEK CONSTRUCTION CONTRACT REPAIR & MAINTENANCE 172438 9/25/2012 297.01 HILLYARD / HUTCHINSON OPERATING SUPPLIES 172439 9/25/2012 10,631.93 HIERPE CONTRACTING CONTRACT REPAIR & MAINTENANCE 172440 9/25/2012 5,756.98 HOISINGTON KOEGLER GROUP INC PROFESSIONAL SERVICES 172441 9/25/2012 400.00 HRA HRA TRANSFER 172442 9/25/2012 14,060.95 HUTCHINSON CO -OP MOTOR FUELS & LUBRICANTS 172443 9/25/2012 1,688.72 HUTCHINSON LEADER ADVERTISING 172444 9/25/2012 79,618.29 HUTCHINSON UTILITIES UTILITIES 172445 9/25/2012 177.51 HUTCHINSON WHOLESALE RECEIVED NOT VOUCHERED 172446 9/25/2012 3,598.45 HUTCHINSON, CITY OF UTILITIES 172447 9/25/2012 4,000.00 HUTCHINSON, CITY OF MISCELLANEOUS 172448 9/25/2012 35.54 IMAGINE THAT FLORIST & GIFTS MISCELLANEOUS 172449 9/25/2012 9.17 INDEPENDENT EMERGENCY SERVICES COMMUNICATIONS 172450 9/25/2012 49,933.24 INDEPENDENT SCHOOL DIST #423 REFUNDS & REIMBURSEMENTS 172451 9/25/2012 249.11 INTERSTATE BATTERY SYSTEM MINN EQUIPMENT PARTS 172452 9/25/2012 101.53 INTOXIMETERS INC OPERATING SUPPLIES 172453 9/25/2012 141.89 JACK'S UNIFORMS & EQUIPMENT UNIFORMS & PERSONAL EQUIP 172454 9/25/2012 1,047.45 JJ TAYLOR DIST OF MN COST OF SALES -BEER 172455 9/25/2012 21,805.45 JOHNSON BROTHERS LIQUOR CO. COST OF SALES -WINE 172456 9/25/2012 95.99 1UHL, ADDISON UNIFORMS & PERSONAL EQUIP 172457 9/25/2012 446.00 KDUZ KARP RADIO ADVERTISING 172458 9/25/2012 222.43 L & P SUPPLY CO CENTRAL GARAGE REPAIR 172459 9/25/2012 2,986.45 LANDSCAPE CONCEPTS, INC CONTRACT REPAIR & MAINTENANCE 172460 9/25/2012 11,029.00 LEAGUE OF MN CITIES DUES & SUBSCRIPTIONS 172461 9/25/2012 30.00 LEAGUE OF MN CITIES DUES & SUBSCRIPTIONS 172462 9/25/2012 15,558.00 LEAGUE OF MN CITIES -INS TRUST GENL LIAB.- INSURANCE 172463 9/25/2012 52,214.75 LEAGUE OF MN CITIES -INS TRUST ACCRUED WORKERS COMP 172464 9/25/2012 139.00 LEXISNEXIS OTHER CONTRACTUAL 172465 9/25/2012 39.25 LIEN, MIKE UNIFORMS & PERSONAL EQUIP 172466 9/25/2012 800.72 LIFE INSURANCE COMPANY OF AMER EMPL.HEALTH & INS. BENEFIT 172467 9/25/2012 1,200.24 LIFE INSURANCE COMPANY OF AMER EMPL.HEALTH & INS. BENEFIT 172468 9/25/2012 742.54 LIFE INSURANCE COMPANY OF AMER ACCRUED LIFE INSURANCE 172469 9/25/2012 6.79 LIQUOR HUTCH PROFESSIONAL SERVICES 172470 9/25/2012 83.91 LOCATORS & SUPPLIES SAFETY SUPPLIES 172471 9/25/2012 15,798.00 LOCHER BROTHERS INC COST OF SALES -BEER 172472 9/25/2012 780.01 LYNDE & MCLEOD INC RECEIVED NOT VOUCHERED 172473 9/25/2012 7,686.87 MARK BETKER CONSTRUCTION LLC MACHINERY & EQUIPMENT 172474 9/25/2012 12.26 MATHESON TRI -GAS INC RENTALS 172475 9/25/2012 220.96 MAYTAG LAUNDRY & CAR WASH PROFESSIONAL SERVICES 172476 9/25/2012 3,112.98 MCLEOD COUNTY AUDITOR - TREASURE LICENSES & TAXES 172477 9/25/2012 200.00 MCLEOD COUNTY COURT ADMINISTRA OTHER REVENUES 172478 9/25/2012 200.00 MCLEOD COUNTY COURT ADMINISTRA OTHER REVENUES 172479 9/25/2012 300.00 MCLEOD COUNTY COURT ADMINISTRA OTHER REVENUES 172480 9/25/2012 650.00 MCLEOD FOR TOMORROW TRAVEL SCHOOL CONFERENCE 172481 9/25/2012 94,690.42 MEDICA DUE TO EMPLOYEE INSURANCE 172482 9/25/2012 98.27 MEHR, BRIAN TRAVEL SCHOOL CONFERENCE 172483 9/25/2012 449.95 MENARDS HUTCHINSON OPERATING SUPPLIES 172484 9/25/2012 30.00 MESSAGE MEDIA COMMUNICATIONS 172485 9/25/2012 714.25 METRO ATHLETIC SUPPLY INC OPERATING SUPPLIES 172486 9/25/2012 82.03 MEYER LABORATORY, INC CLEANING SUPPLIES 172487 9/25/2012 75.50 MIES, MIKE TRAVEL SCHOOL CONFERENCE 172488 9/25/2012 72.25 MINI BIFF RENTALS l` J 172489 9/25/2012 63.00 MINNEAPOLIS, CITY OF OTHER CONTRACTUAL 172490 9/25/2012 66.00 MINNESOTA OFFICE OF ADMIN HEAR PROFESSIONAL SERVICES 172491 9/25/2012 660.00 MINNESOTA STATE FIRE CHIEFS AS TRAVEL SCHOOL CONFERENCE 172492 9/25/2012 464.80 MINNESOTA VALLEY TESTING LAB OTHER CONTRACTUAL 172493 9/25/2012 250.00 MN GIS /LIS CONFERENCE TRAVEL SCHOOL CONFERENCE 172494 9/25/2012 193.68 MORGAN CREEK VINEYARDS COST OF SALES -WINE 172495 9/25/2012 76.00 MORROW, KIM OTHER REVENUES 172496 9/25/2012 562.50 MPCA OTHER CONTRACTUAL 172497 9/25/2012 258.40 NORTHERN GREEN EXPO RECEIVED NOT VOUCHERED 172498 9/25/2012 515.47 O'REILLY AUTO PARTS EQUIPMENT PARTS 172499 9/25/2012 60.96 OFFICE DEPOT OFFICE SUPPLIES 172500 9/25/2012 37.00 OFFICE OF ENTERPRISE TECHNOLOG TELEPROCESSING EQUIP 172501 9/25/2012 50.07 OUTDOOR MOTION OPERATING SUPPLIES 172502 9/25/2012 240,381.00 PEARSON BROS, INC IMPROV OTHER THAN BLDGS 172503 9/25/2012 10,074.75 PEAT INC. 172504 9/25/2012 35.00 PETERSON, LUKE OTHER REVENUES 172505 9/25/2012 4,976.13 PHILLIPS WINE & SPIRITS COST OF SALES -WINE 172506 9/25/2012 228.00 PIONEER SIGNS & STRIPPING MATERIALS 172507 9/25/2012 37,007.75 PIONEERLAND LIBRARY SYSTEM OTHER CONTRACTUAL 172508 9/25/2012 80.00 PLOTZ, GARY D TRAVEL SCHOOL CONFERENCE 172509 9/25/2012 26.78 PRO AUTO & TRANSMISSION REPAIR CENTRAL GARAGE REPAIR 172510 9/25/2012 230.00 PROGRESSIVE BUSINESS PUBLICATI DUES & SUBSCRIPTIONS 172511 9/25/2012 20.25 QUADE ELECTRIC OPERATING SUPPLIES 172512 9/25/2012 1,780.00 R &J TOURS INC OTHER CONTRACTUAL 172513 9/25/2012 805.00RANDY'S REPAIR SERVICE RECEIVED NOT VOUCHERED 172514 9/25/2012 375.00 RECH, SCOTT PLANNING & ZONING FEES 172515 9/25/2012 9,054.27 REINER ENTERPRISES, INC FREIGHT 172516 9/25/2012 2,610.00 RIDGEWATER COLLEGE TRAVEL SCHOOL CONFERENCE 172517 9/25/2012 444.03 ROYALTIRE CENTRAL GARAGE REPAIR 172518 9/25/2012 811.20 RUTLEDGE, LENNY TRAVEL SCHOOL CONFERENCE 172519 9/25/2012 26,585.41 SCHMELING OIL CO MOTOR FUELS & LUBRICANTS 172520 9/25/2012 64.13 SCOTT'S WINDOW CLEANING SERVIC CONTRACT REPAIR & MAINTENANCE 172521 9/25/2012 4,227.00 SEH PROFESSIONAL SERVICES 172522 9/25/2012 240.95 SEPPELT, MILES CAR ALLOWANCE - TRAVEL V / 172523 9/25/2012 100.00 SHAW, KAREN PROFESSIONAL SERVICES 172524 9/25/2012 3,886.98 SHI INTERNATIONAL CORP SMALLTOOLS 172525 9/25/2012 77.00 SHRED -IT USA INC- MINNEAPOLIS CONTRACT REPAIR & MAINTENANCE 172526 9/25/2012 35.00 SLYTER, RON OTHER REVENUES 172527 9/25/2012 10,177.65 SOUTHERN WINE & SPIRITS OF MN COST OF SALES- LIQUOR 172528 9/25/2012 79.00 SPS COMMERCE RECEIVED NOT VOUCHERED 172529 9/25/2012 13.89 STANDARD PRINTING OFFICE SUPPLIES 172530 9/25/2012 977.35 STAPLES ADVANTAGE RECEIVED NOT VOUCHERED 172531 9/25/2012 5,277.23 STREICH TRUCKING FREIGHT - IN 172532 9/25/2012 35.00 STUBSON, DORIS OTHER REVENUES 172533 9/25/2012 155.00 SUBWAY WEST PROFESSIONAL SERVICES 172534 9/25/2012 20.00 TAPS -LYLE SCHROEDER PROFESSIONAL SERVICES 172535 9/25/2012 1,215.00 TASC HRA ADMINISTRATION FEE 172536 9/25/2012 71.25 TASC FLEX ADMINISTRATION FEE 172537 9/25/2012 157.16 TEK MECHANICAL BUILDING REPAIRS 172538 9/25/2012 2,232.16 TESSMAN COMPANY CHEMICALS & PRODUCTS 172539 9/25/2012 703.36 THOMSON WEST OPERATING SUPPLIES 172540 9/25/2012 315.00 TKO WINES COST OF SALES -WINE 172541 9/25/2012 56.00 TOTAL FIRE PROTECTION SAFETY SUPPLIES 172542 9/25/2012 29,942.66 TREBELHORN & ASSOC MOTOR FUELS & LUBRICANTS 172543 9/25/2012 112.02 TRI COUNTY WATER OPERATING SUPPLIES 172544 9/25/2012 52.37 TWO WAY COMMUNICATIONS INC OPERATING SUPPLIES 172545 9/25/2012 140.00 UNIVERSITY OFMINNESOTA TRAVEL SCHOOL CONFERENCE 172546 9/25/2012 58.70 VERIZON WIRELESS COMMUNICATIONS 172547 9/25/2012 14,247.02 VIKING BEER COST OF SALES -BEER 172548 9/25/2012 1,135.70 VIKING COCA COLA FOOD PRODUCTS - CONCESSION 172549 9/25/2012 2,769.83 VINOCOPIA INC COST OF SALES -BEER 172550 9/25/2012 48,085.35 WASTE MANAGEMENT OF WI -MN REFUSE - LANDFILL CHARGES 172551 9/25/2012 10,790.00 WEBB PALLET RECEIVED NOT VOUCHERED 172552 9/25/2012 60.00 WELCOME NEIGHBOR ADVERTISING 172553 9/25/2012 1,106.40 WELLS FARGO SMALLTOOLS 172554 9/25/2012 2,968.00 WINE MERCHANTS INC COST OF SALES -WINE 172555 9/25/2012 15,557.63 WIRTZ BEVERAGE MINNESOTA COST OF MIX & SOFT DRINKS 172556 9/25/2012 2,229.72 WM MUELLER & SONS STREET MAINT.MATERIALS ��� // 172557 9/25/2012 130,361.71 WM MUELLER & SONS - SEPARATE C IMPROV OTHER THAN BLDGS 172558 9/25/2012 3,249.00 WORK CONNECTION, THE 172559 9/25/2012 842.75 XEROX CORP 172560 9/25/2012 789.81 ZEP MANUFACTURING CO 172561 9/25/2012 75.50 ZWILLING, TROY 1,148,197.14 Grand Total Payment Instrument Totals Check Total 1,148,197.14 Total Paymei 1,148,197.14 OTHER CONTRACTUAL COPY MACHINE REPAIR & MAINTENANCE SUPPLIES TRAVEL SCHOOL CONFERENCE PAYROLL ELECTRONIC FUNDS TRANSFERS PAYROLL DATE: 09/21/2012 Period Ending Date: 09/15/2012 $52,951.60 IRS - Withholding Tax Account Federal Withholding Employee /Employer FICA Employee /Employer Medicare $10,923.25 MN Department of Revenue State Withholding Tax $39,582.51 Public Employee Retirement Association Employee /Employer PERA/DCP Contributions $2,115.32 TASC Employee Flex Spending Deductions $6,530.38 TASC Employee Contributions to Heath Savings Account Employer Contribution to Health Savings Account $575.00 MNDCP Employee Contributions - Deferred Comp $1,340.00 ING Employee Contributions - Deferred Comp $1,230.00 ICMA Retirement Trust Employee Contributions - Deferred Comp $444.33 MN Child Support System Employee Deductions $0.00 MSRS - Health Savings Plan Employee Deductions to Health Savings Plan $115,692.39 Total Electronic Funds Transfer r) @ PAYROLL ELECTRONIC FUNDS TRANSFERS PAYROLL DATE: 09/07/2012 Period Ending Date: 09/01/2012 $53,064.87 IRS - Withholding Tax Account Federal Withholding Employee /Employer FICA Employee /Employer Medicare $10,948.17 MN Department of Revenue State Withholding Tax $39,130.22 Public Employee Retirement Association Employee/Employer PERA/DCP Contributions $2,115.32 TASC Employee Flex Spending Deductions $6,589.35 TASC Employee Contributions to Heath Savings Account Employer Contribution to Health Savings Account $575.00 MNDCP Employee Contributions - Deferred Comp $1,340.00 ING Employee Contributions - Deferred Comp $1,230.00 ICMA Retirement Trust Employee Contributions - Deferred Comp $512.74 MN Child Support System Employee Deductions $0.00 MSRS - Health Savings Plan Employee Deductions to Health Savings Plan $115,505.67 Total Electronic Funds Transfer C) I ELECTRONIC FUNDS TRANSFERS 9/25/2012 TAX FUND PAYABLE TO AMOUNT FUEL HATS MN DEPT OF REV $1,708.58 SALES TAX LIQUOR MN DEPT OF REV $47,940.00 USE TAX PRCE CIVIC ARENA MN DEPT OF REV $1,116.00 SALES & USE TAX WATER SEWER CREEKSII MN DEPT OF REV $12,887.00 $63,651.58 e) @ Melissa Starke From: Brad Emans Sent: Friday, September 14, 2012 2:28 PM To: Jeremy Carter; Melissa Starke Subject: Council Agenda Item Council Agenda / September 25th Agenda Items: 1. Update on "Stove -Top / Fire - Stop" committee work to date; • The committee met on three different dates to discuss the "Stove -Top / Fire - Stop" product, funding, distribution, and product maintenance ideas; • The committee established the scope and history of the rental registration /inspection program with -in the city limits of Hutchinson; • The committee researched the product and determined that since the product has only a 5 year shelve life, and has a cost of $35 —40.00 each, it is not feasible or practical to install and maintain the product in our rental properties; • The committee determined that we will however promote the product through multiple venues in an effort to make the citizens of area aware of the product; • The committee was able to get ACE Hardware in Hutchinson to agree to carry the product for the citizens interested in the "Stove -Top / Fire -Top" product. 2. Alternate Committee Recommendation: • Considering "Safety" was the original goal of the Rental Registration /Inspection program - Allocate 50% of the "Rental Registration" funds or approximately $10,000 annually starting in 2013 to purchase and distribute 10 year Lithium "smoke detector" batteries to multi - family rental properties; • Logistics - The FD will distribute them over a three year period during the inspection process (1 /3 each year); • An appropriate number of batteries will be given to each manager /owner during the inspection of multi- family housing to cover the requirement of "one detector in each unit and one detector in each sleeping room; • The work of this committee is complete. As always, if you have any questions, feel free to contact me at 234 -4211 or 583 -4483. Brad Emans, Chief Hutchinson FD NOTICE: Unless restricted by law, e-mail correspondence to and from the City of Hutchinson or Hutchinson Utilities may be public data subject to the Minnesota Data Practices Act and /or may be disclosed to third parties. 9 tq) Council Member Resolution No. 14054 introduced the following resolution and moved its adoption: Resolution Providing for the Sale of $2,275,000 General Obligation Improvement Bonds, Series 2012C A. WHEREAS, the City Council of the City of Hutchinson, Minnesota, has heretofore determined that it is necessary and expedient to issue the City's $2,275,000 General Obligation Improvement Bonds, Series 2012C (the "Bonds "), to finance planned improvements in the City; and B. WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ( "Ehlers "), as its independent financial advisor for the Bonds and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hutchinson, Minnesota, as follows: 1. Authorization: Findings. The City Council hereby authorizes Ehlers to solicit proposals for the sale of the Bonds. 2. Meeting� Proposal Opening. The City Council shall meet at 5:30 p.m. on October 9, 2012, for the purpose of considering sealed proposals for and awarding the sale of the Bonds. 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an official statement for the Bonds and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by Council Member and, after full discussion thereof and upon a vote being taken thereon, the following Council Members voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. Dated this 25th day of September, 2012. City Clerk � ) LO-) Debt Issuance Services ETFa_- r September 25, 2012 Pre -Sale Report for $2,275,000 General Obligation Improvement Bonds, Series 2012C City of Hutchinson, Minnesota Prepared and Presented by: Bruce Kimmel, CIPFA VP / Financial Advisor And Steve Apfelbacher, CIPFA President / Financial Advisor EHLERS - - -- Minnesota phone 651- 697 -8500 LEADERS IN PUBLIC FINANCE offices also in Wisconsin and Illinois fax 651-697-8555 toll free 800- 552 -1171 \wfw.ehlers- inc.com 3060 Centre Pointe Drive Roseville, MN 55113 -1122 iii) Debt Issuance Services Executive Summary of Proposed Debt Proposed Issue: $2,275,000 General Obligation Improvement Bonds, Series 2012C Authority: The Bonds are being issued pursuant to Minnesota Statutes, Chapter 429 and 475. Because the City assessing at least 20% of the project costs, the Bonds can be a general obligation without a referendum and will not count against the City's debt limit. Purposes /Funding Sources: The proposed issue includes financing for five projects in the City's 2012 CIP: • 5" Avenue NW Improvements • 2012 Pavement Management Program • Trunk Highway 15 Reconstruction • Water Tower Rehabilitation — South Park • Les Kouba Parkway Improvements — Phase 2 The 2012C Bonds are structured to mature February 2014 through 2028 (Fiscal Years 2013 through 2027), with special assessments revenues paying a portion of the Bonds' Debt Service in FY 2013 through 2022. Net of assessment revenues, the maximum projected annual City levy requirement is approximately $137,136. Please see the "Other Considerations" section of this report for a discussion of how the 2012C Bonds are expected to fit within the City's overall financial management debt plan. Term /Call Feature The Bonds are being issued for a 15 year term. Principal on the Bonds will be due on February 1 in the years 2014 through 2028. Interest is payable every six months beginning August 1, 2013. The Bonds maturing February 1, 2022, and thereafter will be subject to prepayment at the discretion of the City on February 1, 2021 or any date thereafter. Bank Qualification Because the City is issuing more than $10,000,000 in tax- exempt obligations during the calendar year, the City will not be able to designate the Bonds as "bank qualified" obligations. Rating: The City's most recent bond issues were rated "AA -" by Standard & Poor's. The City will request a new rating for the Bonds. If the winning bidder on the Bonds elects to purchase bond insurance, the rating for the issue may be higher than the City's bond rating in the event that the bond rating of the insurer is higher than that of the City. Presale Report September 25, 2012 City of Hutchinson, Minnesota �Page1 Debt Issuance Services - "'1 Method of Sale /Placement: In order to obtain the lowest interest cost to the City, we will solicit competitive bids for purchase of the Bonds from local banks in your area and regional underwriters. We have included an allowance for discount bidding equal to 1.0% of the principal amount of the issue. The discount is treated as an interest item and provides the underwriter with all or a portion of its compensation in the transaction. If the Bonds are purchased at a price greater than the minimum bid amount (maximum discount), the unused allowance may be used to lower your borrowing amount. Risk Factors: We have not assumed any pre -paid special assessments. If the City receives a significant amount of pre -paid assessments for the 2012 CIP project(s), it may need to increase the debt service levy to make up for interest earnings lower than the expected 3.55% assessment rate. Review of Existing Debt: We have reviewed all outstanding indebtedness for the City and find that there are no refunding opportunities at this time. We will continue to monitor the market and the call dates for the City's outstanding debt and will alert you to any future refunding opportunities. Continuing Disclosure: Because the City has more than $10,000,000 in outstanding debt (including this issue) and this issue is over $1,000,000, the City will be agreeing to provide certain updated Annual Financial Information and its Audited Financial Statement annually as well as providing notices of the occurrence of certain "material events" to the Municipal Securities Rulemaking Board (the "MSRB "), as required by rules of the Securities and Exchange Commission (SEC). The City is already obligated to provide such reports for its existing bonds, and has contracted with Ehlers to prepare and file the reports. Arbitrage Monitoring: Because the Bonds are tax- exempt securities /tax credit securities, the Issuer must ensure compliance with certain Internal Revenue Service (IRS) rules throughout the life of the issue. These rules apply to all gross proceeds of the issue, including initial bond proceeds and investment earnings in construction, escrow, debt service, and any reserve funds. How issuers spend bond proceeds and how they track interest earnings on funds (arbitrage /yield restriction compliance) are common subjects of IRS inquiries. Your specific responsibilities will be detailed in the Signature, No- Litigation, Arbitrage Certificate and Purchase Price Receipt prepared by your Bond Attorney and provided at closing. You have retained Ehlers to assist you with compliance with these rules. Presale Report City of Hutchinson, Minnesota September 25, 2012 Pace 2 1 i�j Debt Issuance Services Other Considerations: The City has planned and structured the 2012C Bonds in the context of its comprehensive financial management debt plan, which encompasses all of the City's property tax levy- supported bond issues. The objective of the debt plan is to limit increases in the City's cumulative debt levy to approximately 5% per year, up to a maximum total levy of roughly $2.2 million. The City's debt levy for FY 2013 will be held at no increase and is estimated to be approximately $1.9 million. The City intends to continue using annual transfers from the Community Improvement Fund to achieve the targeted debt levy increases, including any additional capital investments the City bonds for in future years. A schedule showing the expected debt trend is attached. It appears that, as long as the CIF does not experience major revenue losses or unscheduled costs, its fund balance will permit annuals transfers for debt service. Presale Report September 25, 2012 City of Hutchinson, Minnesota Page �1� Debt Issuance Services iJ Proposed Debt Issuance Schedule Pre -Sale Review by Council: Distribute Official Statement: Conference with Rating Agency: City Council Meeting to Award Sale of the Bonds: Estimated Closing Date: Attachments Sources and Uses of Funds Proposed Debt Service Schedule Debt Study Report Resolution Authorizing Ehlers to Proceed With Bond Sale Ehlers Contacts: Financial Advisors: Bond Analyst: Bond Sale Coordinator: Financial Analyst: Bruce Kimmel Steve Apfelbacher Nick Anhut Pia Troy Alicia Aulwes Alicia Gage September 25, 2012 Week of September 24th Week of October I st October 9, 2012 November 1, 2012 (651) 697 -8572 (651) 697 -8510 (651) 697 -8507 (651) 697 -8556 (651) 697 -8523 (651) 697 -8551 The Official Statement for this financing will be mailed to the Governing Board at their home address or e- mailed for review prior to the sale date. JaPresale Report City of Hutchinson, Minnesota September 25, 2012 Page 4 )119- Hutchinson, Minnesota $2,275,000 General Obligation Improvement Bonds, Series 2012 Assumes current market Non -BQ "AA-" rates plus 20bps -15yr Sources & Uses Dated 11/01/2012 i Delivered 11/01/2012 Sources Of Funds Par Amount of Bonds $2,275,000.00 Total Sources Uses Of Funds $2,275,000.00 Deposit to Project Construction Fund 2,218,919.00 Costs of Issuance 32,000.00 Total Underwriter's Discount (1.000 %) 22,750.00 Rounding Amount 1,331.00 Total Uses Sadas 2012 GO Imp Bonds I SINGLE PURPOSE 1 81002012 1 1222 PIA 40 EHLERS LEADERS IN PUBLIC FINANCE $2,275,000.00 � ) LO-) Hutchinson, Minnesota $2,275,000 General Obligation Improvement Bonds, Series 2012 Assumes current market Non -BQ "AA-" rates plus 20bps -15yr Debt Service Schedule Senes2012GOImp Banos I SING EPURPOSE 1 8002012 1 12'.22PM 10 EHLERS LEADERS IN PUBLIC FINANCE � I &t)- Levy Date Principal Coupon Interest Total P +I 105% of Total Assessments Required 02/01/2013 - - - - - - - 02/012014 160,000.00 0.850% 58,284.38 218,284.38 229,198.60 92,409.78 136,788.82 02/01/2015 170,00000 1.000% 45,267.50 215,267.50 226,030.88 89,988.71 136,042.17 02/01/2016 170,00000 1.100% 43,567.50 213,567.50 224,245.88 87,567.64 136,67814 02/01/2017 170,000.00 1.300% 41,697.50 211,697.50 222,282.38 85,146.58 137,135.80 02/01/2018 165,00000 1.650% 39,487.50 204,487.50 214,711.88 82,725.51 131,98637 02/01/2019 170,00000 L950% 36,765.00 206,765.00 217,103.25 80,304.44 136,798.81 02101/2020 170,000.00 2.150% 33,450.00 203,45000 213,622.50 77,883.37 135,739.13 02/01/2021 170,000.00 2.350% 29,79500 199,79500 209,784.75 75,46230 134,32145 02/012022 170,000.00 2.500°/ 25,800.00 195,800.00 205,590.00 73,041.24 132,548.76 02/01/2023 175,000.00 2.600% 21,550.00 196,550.00 206,377.50 70,620.17 135,757.33 02/012024 110,000.00 2.700% 17,000.00 127,000.00 133,35000 - 133,350.00 02/012025 115,000.00 2.800% 14,030.00 129,030.00 135,48150 - 135,481.50 02/012026 115000.00 2.900% 10,810.00 125,810.00 132,100.50 - 132,100.50 02/012027 120,000.00 3.000% 7,475.00 127,475.00 133,848.75 - 133,848.75 02/012028 125,000.00 3.100% 3,875.00 128,875.00 135,31835 - 135,318.75 Total $2,275,000.00 $428,854.38 $2,703,854.38 $2,839,047.10 $815,149.74 $2,023,897.36 Significant Dates Dated 11/01/2012 First Coupon Date 8/01/2013 Yield statistics Bond Year Dollars $17,573.75 Average Life 7.725 Years Average Coupon _ 24403123% Net Interest Cost (NIC) 25697667% True Interest Cost (TIC) 2.5603179°/ Bond Yield for Arbitrage Purposes 2.4145179°/6 All Inclusive Cost (AIC) 2.7689731% Senes2012GOImp Banos I SING EPURPOSE 1 8002012 1 12'.22PM 10 EHLERS LEADERS IN PUBLIC FINANCE � I &t)- Hutchinson, Minnesota $681,991 General Obligation Improvement Bonds, Series 2012 Equal Principal - TIC plus 1.0% Assessments Date Principal Coupon Interest Total P +I 1231/2013 68,199.10 3.550% 24,210.68 92,409.78 12/3!/2014 68,199.10 3.550% 21,789.61 89,988.71 12/31/2015 68,199.10 3.550% 19,368.54 87,567.64 12/31/2016 68,199.10 3.550% 16,947.48 85,146.58 12/31/2017 68,199.10 3.550% 14,526.41 82,725.51 12/31/2018 68,199.10 3550% 12,105.34 80,304.44 12131/2019 68,199.10 3.550% 9,684.27 77,88337 12/31/2020 68,199.10 3.55(r 7,263.20 75,462.30 12/31/2021 68,199.10 3.550% 4,84114 73,041.24 12131/2022 68,199.10 3.550% 2,421.07 70,620.17 Total 5661,991.00 - $133,158.74 5815,149.74 Significant Dates - Filing bate First Payment Irate Senes2012G0Imp Bonds I SINGLE PURPOSE 1 813D20121 12.22PM 19 EHLERS LEADERS IN PUBLIC FINANCE 1/01/2013 12/31/2013 I 1 ta)- Projecl FLrture Debt Levy k~,i= - ____ `'='. F F F F F SID ~~-",`~^^21113=4=.^`—`,^~`^.=°' =._.~G ,45 � _^_,,Wff^_-mft.° ^=�W^ .GOQI., � 500. DOO .e_. ^'=—^°=~=`~',~~`=^,,~=°=^=_'026 4.27 ____ 19 EHLERS Yvan I at 21 Levy Gol P?i;l IWO 5.Me$ 5*m P, 5 5 N`1@3 5.erles 54211@S Senei s? r! c- S .5c-rit?i swi e5N SL-1 w- U lit...3 Svrfc-�, so-dim -Scrict U*m S*Mm Sod-as $or* Pmpmed rLptum L*YY 2010 2011 11 2131 Rol' 1 14 7 I-W. M A53 A Ile faM.6 12-5957 1,12 ?5B 5587 C. 183 138.070 153.30& 0 718 1 $17FOU 53.3W 1,41D.741 1380.741 1 will 20'2 121MM12 -H-M Wo .51..-WLM 471 OD 4j2b.X Xi.W6 2 2A 31119 HQ..4io .7618 1191.0W 11.9".153 0,163 123-4m I.M.8491 dc"026 20r.,7 1 V31 W27 13513% 136,319 1 50.0w I so ODD 1,i, 113wivo 2033 2W4 Wir" M35 2W7 211 rM I Projecl FLrture Debt Levy k~,i= - ____ `'='. F F F F F SID ~~-",`~^^21113=4=.^`—`,^~`^.=°' =._.~G ,45 � _^_,,Wff^_-mft.° ^=�W^ .GOQI., � 500. DOO .e_. ^'=—^°=~=`~',~~`=^,,~=°=^=_'026 4.27 ____ 19 EHLERS Memorandum TO: Mayor and City C until FROM: Brenda K. Ewinu an Resources Director RE: Setting Date and Format for Annual City Recognition Event and Setting a Public Meeting for the 2012 Annual City Recognition Event at the Hutchinson Event Center DATE: September 20, 2012 For the past 37 years, the City of Hutchinson has hosted an event to recognize the accomplishments of both City employees and the volunteers who serve on the various boards and committees of the City. The Recognition Event is held at the Hutchinson Event Center, and the suitable dates available in October 2012 are as follows: Wednesday, October 24 Thursday, October 25 It is requested that the Council set the date for the 2012 Annual City Recognition Event from the list of available dates and set the time for the event from 5:30 to 9:00 p.m. When the date is determined, the Council may wish to set the date and time as a public meeting, as is customary. The proposed format for the event is social time with beverage tickets (2) provided to each attendee, dinner, and a short program to recognize employees and current and retiring volunteer board members in attendance. � � Q Planning, Zoning, and Building Dept. Monthly Report August 2012 Buildinq Department Permit Activities I Commercial Remodel: Charter School, partitions in media rm $30,000, Ridgewater reroof $241,000 2 New Single Family: Other Building Inspection Activities: Planning, Zoning, and Building Department — Other Activities Facilities Management/Maintenance Activities: Evergreen Meals served in August, 2012 Park Silver Week Of Hutchinson Towers Lake Glencoe Brownton Stewart 812011 812012 2011 Year to Date 2012 Year to Date Total Number Inspections 145 98 486 796 Total Number Plan Review 73 2 * 66 14 Building Permits Issued by Type Number of Permits & Valuation Number of Permits & Valuation Year to Date Number Permits & Valuation Year to Date Number Permits & Valuation Commercial new 0 0 1 - $1,450,000 3 - $11,900 Commercial Additions/ Remodels 15 - $309,200 8-$336,700 69 - $2,082,220 54 - $2,115,500 Industrial (new) 0 0 0 0 Industrial Additions /Remodels 1 -$8,500 0 1 -$8,500 1 - $850,000 Fire Sprinkling 0 0 1-$134,800 2-$1,600 Total New Residential Units (Single Family, twins, townhomes) 1 -$255,000 02 1 -$255,000 4-$655,140 Residential misc. additions, repairs, remodels, etc 18 - $160,200 9-$51,000 103 - $571,362 82 - $617,964 Set fee permits reside, reroof, window replacement, misc. * 75 74 338 423 HRA Permits 3 0 8-$200,000 11 - $80,946 Subtotal Building Permits: $732,900 $387,700 $4,701,882 $4,333,050 Mechanical 12-$30,468 14 - $421,133 109- $2,129,373 97 - $1,095,951 Plumbing* 8 5 36 48 Signs* 8 6 54 72-$108 Total Permits issued and valuation 141- $763,368 116- $808,833 721 - $6,831,255 795 - $5,429,109 * Set fees not included in valuation I Commercial Remodel: Charter School, partitions in media rm $30,000, Ridgewater reroof $241,000 2 New Single Family: Other Building Inspection Activities: Planning, Zoning, and Building Department — Other Activities Facilities Management/Maintenance Activities: Evergreen Meals served in August, 2012 Park Silver Week Of Hutchinson Towers Lake Glencoe Brownton Stewart 8/1-8/4 154 99 46 53 45 41 8/5-8/11 241 161 73 163 66 71 8/12-8/18 255 179 76 134 62 50 8/19--8125 267 161 84 142 71 54 8/26-8/31 277 179 74 152 73 67 Total 1194 779 353 644 317 283 Total Meals served in August -3,570 Dates Closed: *Started tracking Plan Review June T Planning, Zoning, and Building Dept. Monthly Report for August, 2012 Page 2 Planning and Zoning Monthly Activities MonthNear: August, 2012 Activity Number Additional Info. Number of Planning Applications Reviewed and Garage over 1000 sq. ft. CUP — withdrawn by Processed 1 property owner Number of Joint Planning Board Applications Reviewed and Processed 0 Number of Planning Commission Meetings 1 6 action items on agenda Number of Joint Planning Meetings 1 Number of Zoning Reviews for Building Permits 4 Number of Land Use Permits Issued 29 Number of Zoning Review for Sign Permits 0 Number of Predevelopment/Pre Application 4 Met with property owner on lot split at 1485 Meetings South Grade Rd SW Met with property owner at 1660 Mahogany Court 2- Met with contractor regarding Burns Manor building Number of Misc. Planning Meetings 25 Library meeting 2 - Wellness Committee 4- Management team 3- Facilities meetings 5- Downtown focus group 1- Downtown Planning EDA focus group Transportation with HKGI Harrington Merrill meeting 2- Public Arts Commission Joint Planning meeting Planning Commission meeting 2-City Council Number of Zoning Enforcement Cases 19 17 — Sign violation inventory 725 Glen Street driveway 430 Water St. Number of Walk -In Customers Served 365 Site Visits 11 CITY OF HUTCHINSON Financial Report - GENERAL FUND For the month of August 2012 SUMMARY FINANCIAL STATEMENT: The 2012 first half tax settlement received in June is higher than in 2011 due to the State discontinuing the Market Value Homestead Credit in 2012. Charges for Services This category is reflecting a YTD increase over last year mainly due to Motor Vehicle Fees; $30,990 and Cemetery Fees; $15,219. Reimbursements 2012 2012 2012 2012 2011 2011 Category Month of August Approved Budget % Used August Approved % Used August YTD Budget Balance YTD Budget REVENUES: 4005 Taxes & Penalties 2,301,076 4,491,446 2,190,370 51.2% 2,142,863 4,491,446 47.7% 4050 Licenses 336 52,084 53,500 1,416 97.4% 46,941 51,300 91.5% 4070 Permits 17,487 124,120 158,950 34,830 781% 118,324 246,600 48.0% 4100 Inter overnmental 28,280 945,058 1,194,876 249,818 79.1% 919,531 1,144,277 80.4% 4250 Char es for Services 76,576 957,872 1,852,400 894,528 51.7% 901,672 1,843,596 48.9% 4400 1 Fines & Forfeitures 4,581 37,262 45,000 7,738 82.8% 29,753 45,000 66.1% 4620 Investment Earnings 22,490 5,568 35,000 29,432 15.9% 27,423 70,000 39.2% 4700 1 Reimbursements 63,035 320,677 407,152 86,475 78.8% 232,073 568,385 40.8% 4800 Transfers 13,355 765,362 2,090,376 1,325,014 36.6% 731,680 2,161,535 33.9% 4890 Surchar a 694 4,748 350 4,398 1356.5% 3,534 400 883.5 °� 4998 1 Fund Balance - 10,000 10,000 0.0% - 15,000 0.0% TOTAL REVENUES 226,835 5,513,827 10,339,050 4,825 223 53.3% 5,153 794 10,637 539 48.4% EXPENDITURES: 6105 1 Salaries & Frin a Benefits 624,185 4,395,914 6,633,597 2,237,683 66.3% 4,515,605 6,607,157 68.3% 6200 Su lies, Re airs, Maint. 45,860 529,742 790,835 261,093 67.0% 536,682 761,532 70.5% 6300 Contractual Services 9,457 239,990 462,442 222,452 51.9% 284,185 465,925 61.0% 6306 1 Services &Char es 63,049 1,232,344 2,155,664 923,320 57.2% 1,523,297 2,233,927 58.21/6 6600 1 Debt Service - - - - 0.0% - - 0.0% 6700 Transfers 46,825 92,750 45,925 50.5% 45,525 89,300 51.0% 6900 Misc. Expenses 16,593 161,001 203,762 42,761 79.0% 147,923 479,698 30.8% 7000 1 Ca ital Outla 1,420 - 1,420 100.0% 1,078 - 100.0% TOTAL EXPENDITURES 759145 6,607,235 10 339 050 3,731,816 63.9% 7,064,296 10 63T 539 66.3% TOTAL REVENUE OVER UNDER EXPENDITURES 1 2.3101 1 093 408 1 093 408 100.0% (1,900,502) - 100.0% COMMENTS: REVENUES: Taxes & Penalties The 2012 first half tax settlement received in June is higher than in 2011 due to the State discontinuing the Market Value Homestead Credit in 2012. Charges for Services This category is reflecting a YTD increase over last year mainly due to Motor Vehicle Fees; $30,990 and Cemetery Fees; $15,219. Reimbursements This category is reflecting a YTD increase over last year due to the timing difference in receipt of the 3rd quarter reimbursements from Hutchinson Utilities for HR, IT and Legal services. EXPENDITURES: Salaries & Fringe Benefits The decrease in YTD 2012 from 2011 is due to the payout in 2011 of severance and vacation balances to the employees who accepted the early retirement at 12t311120110. Services & Charges The decrease in YTD 2012 from 2011 is mainly due to the timing of the transfer from the Equipment Replacement Fund for Vehicle Rent. We made the 2011 transfer in August; $240,791 where the 2012 transfer has yet to occur. �aD�) EXPENDITURES BY DEPARTMENT: Department 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance %Used 2011 August YTO 2011 Approved Budget %Used Mayor B City Council 3,658 23,853 53,814 29,961 44.3 ° / 23,072 51,866 44.5% City Administrator 38,055 252,790 380,851 128.061 66.4% 356,784 385,766 92.5% Elections 4,970 8,952 16,000 7,048 55.9% 606 10,000 6.1% Finance Department 24,571 249,358 364,529 115,171 68.4% 302,659 381,614 79.3% Motor Vehicle 25,536 192,587 271,910 79,323 70.8% 193,384 252,887 76.5% Assessing - - 61,911 61,911 - 61,911 Legal 24,269 150,723 233,181 82,458 64.6% 139,921 234,519 59.7% Planning 15,355 100,496 117,320 16,824 85.7% 104,887 170,830 61.4% Information Services 38,086 262,896 452,687 189,791 58.1% 206,621 360,943 57.2% Police Department 255,471 1,963,295 2,915,131 951,836 67.3% 1,878,908 3,029,871 62.0% Emergency Management 47 11,183 13,025 1,842 85.9% 6,267 10,000 62.7% Safety Committee - 7,726 13,450 5,724 57.4% 6,362 13,450 47.3% Fire Department 17,048 202,561 296,805 94,244 68.2% 195,267 460,763 42.4% Protective Inspections 17,824 114,258 206,188 91,930 55.4% 99,857 155,350 64.3% Engineering 46,313 326,124 457,614 131,490 71.3% 323,993 463,959 69.8% Streets & Alleys 59,915 888,191 1,308,421 420,230 67.9% 1,136,440 1,437,814 79.0% City Hall Building 6,367 69,021 121,698 52,677 56.7% 74,858 131,427 57.0% Park/Recreation Administration 20,070 139,849 215,295 75,446 65.0% 139,818 211,546 66.1% Recreation 15,160 168,313 217,894 49,581 77.2% 170,261 218,893 77.8% Senior Citizen Center 2,602 42,200 67,635 25,435 62.4% 45,107 72,990 61.8% Civic Arena 12,113 194,736 326,765 132,029 59.6% 219,785 331,624 66.3% Park Department 68,981 528,550 721,981 193,431 73.2% 532,104 720,738 73.8% Recreation Building & Pool 21,365 153,302 187,760 34,458 81.6% 143,992 185,393 77.7% Events Center 11,197 121,978 231,225 109,247 52.8% 129,924 224,688 57.8% Evergreen Building 154 6,220 12,305 6,085 50.5% 7,798 13,130 59.4% Library 2,026 97,244 183,970 86,726 52.9% 135,588 183,759 73.8% Cemetery 7,565 62,698 108,400 45,702 57.8% 129,745 112,511 115.3% Airport 6,399 56,164 100,235 44,071 56.0% 66,438 101,314 65.6% Revenue Department - - 50,000 50,000 - 50,000 Unallocated General Expense 14,029 211,968 631,050 419,082 33.6% 283,849 597,983 47.5% TOTAL EXPENDITURES 759 145 6,607,235 10 339 060 3,731,815 63.9% 7,054,296 10 637 539 66.3% �a%) Department: ILiquor Fund: ILIquor Category 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance %Used 2011 August YTD 2011 Approved Budget %Used REVENUES: 7.4% 11,423 16,423 -30.4% 3,476,827 3,263,143 6.5% 149,484 4450 Sales - Liquor 154,993 1,134,416 1,705,453 571,037 66.5% 1,073,798 1,705,453 1 63.0% 4450 Sales - Wine 73,646 526,259 852,364 326,105 61.7% 492,001 759,895 1 64.77 4450 Sales - Beer 264,910 1,804,728 2,601,267 796,539 69.4% 1,680,921 2,681,718 1 62.7% 4450 Sales - Other 1,948 11,423 21,142 9,719 54.0%1 16,423 11,142 147.4% 4620 Investment Earnings 205 1,249 1,000 1 249 124.9%1 775 3,000 25.8% 4700 Reimbursements 500 2,711 2,000 1 711 135.6% 1,616 - 100.0% TOTAL REVENUES 492,306 3480,786 5,193,226 1702,440 67.2% 3,265,534 5,161,208 63.3% Gross Margin % EXPENDITURES: 116,593 839,310 24A% 1,248,158 24.1% (408,848) 67.2% 560,177 17.2% 1,223,629 23.7% 45.8% 6800 Cost of Sales 375,008 2,637,517 3,932,068 1,294,551 67.1% 2,702,966 3,934,579 68.7% 6105 Salaries & Fringe Benefits 43,675 315,833 436,850 121,017 72.3% 294,398 439,844 66.9% 6200 Supplies, Repairs, Maint. 1,296 8,405 16,600 8,195 50.6% 7,736 20,400 37.9% 6306 Services BCharges 10,052 111,875 186,500 74,625 60.0% 118,404 168,105 70.4% 6600 Debt Service 128,035 128,035 0.0% 128,048 0.0% 6700 Transfers 420,000 420,000 0.0% - 451,030 0.0% 6898 De mciahon 77,671 77,671 0.0% 77,671 0.0% 6900 Misc. Expenses 7,599 3,650 3,949 208.2% 3,402 3,250 104.7% TOTAL EXPENDITURES 430,031 3081,230 512-01,374 2 120 141 59.20% 3126,907 5,222 927 59.9% TOTAL REVENUE OVER UNDER EXPENDITURES 62 275 399 556 18 148 417 704 - 2201.7% 138,627 161.71911 - 224.6% COMMENTS: REVENUES: Sales Total YTD sales are up 6.5% over last year while the YTD customer count is up 4.5 %. The August customer count increased 4.0% over last year resulting in a 8.4% increase in sales for the month. Sales: Liquor Wine Beer Other Total Sales YTD Customer Count Average Sale per Customer EXPENDITURES: Cost of Sales Debt Service Depreciation YTD YTD 2012 2011 Change 1,134,416 1,073,798 5.6% 526,259 492,001 7.0% 1,804,728 1,680, 921 7.4% 11,423 16,423 -30.4% 3,476,827 3,263,143 6.5% 149,484 143,071 4.5% $ 23.26 $ 2181 2.0% August August 2012 2011 , Change 154,993 141,275 9.7% 73,646 70,719 4.1% 264,910 242,455 9.3% (1,948) (807) 141.4% 491,600 453,642 8.4% 20,945 20,131 4.0% $ 23.47 $ 22.53 4.2% In April we implemented a change in accounting for Cost of Sales and Inventory. We are now amounting for actual inventory levels monthly where in prior years we updated inventory only at year end. This change will bring the monthly financials in line with reports generated by Candice and will present a more accurate Cost of Sales on a monthly basis. Comparisons to the prior year are not effective this year due to the change in amounting. Loan payments to Water and Sewer Funds are made in December of each year. Depreciation is calculated and booked at year -end. lac -s�) Department: 1creekside Fund: 1COMPOSt Category 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance % Used 2011 August YTD 2011 Approved Budget % Used REVENUES: Bagged ( #of bags) 1,553,251 1,265,526 287,725 22.7% 69,121 67,22D 1,901 2.8% Bulk (yards) 13,447 6,057 7,390 122.0% 2,088 942 1,146 121.7% EXPENDITURES: Cost of Sales YTD 2012 is higher than 2011 primarily due to the higher level of sales. 4250 lCharg esfor Services 8,761 120,984 132,000 11,016 913% 87,722 20,000 438.6% 4450 ISales, - Bulk Product 24,208 165,009 145,000 20,009 113.8% 92,068 100,000 92.1% 4450 Sales - Ba ed Product 64,486 1,779,926 1,759,629 20,297 101.2% 1,494,811 1,700,000 87.9% 4450 12aleis - Other 3,492 71,156 66,000 1 5,156 107.8%1 57,553 67,000 1 85.9% 4620 In vestment Earnings 2,654 705 705 100.0% 1,582 - 100.0% 4700 1 Reimbursements 852 1,000 148 85.2% 2,000 0.0% TOTAL REVENUES 103,601 2,138,632 2,103,629 35,003 101.7% 1,733,735 1,889,000 91.8% Gross Margin % EXPENDITURES: 64,061 69.5% 653,260 32.4% 769,686 39.1% (116,426) 84.9% 291,428 17.7% 1,071,000 54.2% 28.8% 6800 Cost of Sales 28,124 1,362,831 1,200,943 161,888 113.5% 1,353,003 1 856,000 158.1% 6105 Salaries & Fringe Benefits 30,077 280,337 478,605 198,268 58.6% 293,837 578,863 50.8% 6200 Suppli es, Repairs, Maint. 238 7,026 24,350 31,376 -28.9% 6,887 52,130 13.2% 6300 Contracted Services 9,581 65,032 58,000 7,032 112.1% 30,801 43,000 71.6% 6306 Services &Charges 15,625 59,699 117,800 58,101 50.7% 70,483 150,295 46.9% 6700 Transfers 57,800 57,800 a0% 57,800 0.0% 6898 Depreciation 9,000 63,429 70,290 133,719 -90.2% 63,384 146,184 414% 6900 Misc. Expenses 178 12,095 8,500 3,595 142.3% 5,173 12,500 41.4% 7000 Capital Outlay 125,000 125,000 0.0% 23,345 94,000 24.8% TOTAL EXPENDITURES 74.823 1.709.538 2,141,288 431,750 1 79.8%1 1,720145 1,990,772 86.4% TOTAL REVENUE OVER UNDER EXPENDITURES 28,778 429,093 (37,65911 466,752 1 - 1139.4% 13,590 (101.772)1 -13.4% COMMENTS: REVENUES: Charges for Services YTD 2012 includes the sale of the debagger to St. Cloud; $45,000 and 50% of the tip Its from St. Cloud for composting services; $28,500. The remaining 50% tip fee is expected to be billed in September. Sales YTD 2012 sales have been very favorable due to the weather. Creekside has sold 287,725 more bagged product YTD 2012 than in 2011, equating to a 22.7% increase. Bulk sales have increased by 7,390 yards YTD 2012 over 2011. YTD YTD August August Sales: 2012 2011 Chancre is 2 2011 Chanoe N Bagged ( #of bags) 1,553,251 1,265,526 287,725 22.7% 69,121 67,22D 1,901 2.8% Bulk (yards) 13,447 6,057 7,390 122.0% 2,088 942 1,146 121.7% EXPENDITURES: Cost of Sales YTD 2012 is higher than 2011 primarily due to the higher level of sales. Contracted Services The majority of this expense category relates to temporary labor used in operations and marketing. The remaining activity relates to services for turning the compost rows at the St. Cloud operation which we are managing; $13,432. Transfers Transfers are made at yearend. Depreciation Depreciation is calculated and looked at yearend. The negative activity all year is due to including depreciation in the cost of the product, essentially moving the cost from the P &L to inventory on the Balance Sheet. iac�) Department: IRefuse Fund: lRefuse Category 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance % Used 2011 August YTD 2011 Approved Budget % Used REVENUES: delivering door- to-door. History has shown that many bags delivered door -to door were simply being thrown out in the trash. This change has resulted in a significant savings in bag cost. Services 8t Charges The majority of the increase in YTD 2012 from YTD 2011 is due to the timing of payments made to Waste Management. YTD 2012 includes payment for services through July while YTD 2011 only reflects payment for services through June. 4100 Intergovernmental 7,711 7,711 26,000 18,289 29.7% 4,554 29,466 15.5% 4250 Charges for Services - 0.0% - - 0.0% 4450 Sales 94,884 755,507 1,143,100 387,593 6601% 760,616 1,167,000 65.2% 4620 Investment Earnings 3,833 997 997 100.0% 4,067 1 - 100.0% 4700 Reimbursements - - 0.0% - - 0.0% TOTAL REVENUES 106,428 764,215 1,169100 404885 65.4% 769.237 1196,466 64.3% EXPENDITURES: 6800 Cost of Sales 5,000 5,000 0.0% 5,000 0.0% 6105 Salaries & Fringe Benefits 15,833 1 118,666 148,420 29,754 80.0% 112,164 143,945 77.9% 6200 Su lies, Repairs, Maint. 1,496 13,528 68,700 1 55,172 19.7%1 95,634 122,950 77.8% 6300 Contracted Services 768 6,585 8,415 43.9% 8,244 31,000 26.6% 6306 Services & Charges 10,661 380,891 277,526 57.8% 332,454 667,800 498% 6700 Transfers 55,000 0.0% - 0.0% 6898 De reciation 163,073 0.0% 264,811 0.0% 6900 Misc. Ex rises 55 166 R6358,417 166 100.0% - 0.0% 7000 Ca ital Outla 0.0% 8,732 154,000 5.7% TOTAL EXPENDITURES 28,813 519,836 593,774 46.7% 557,228 1,389,506 40.1% TOTAL REVENUE OVER UNDER EXPENDITURES 77 615 244 379 55 490 188 889 440.4% 212 009 193 040 -1 D9.8% COMMENTS: REVENUES: Intergovernmental This income category consists of the County reimbursement for the site montior (SCORE). We received the 2nd quarter reimbursement in August as expected; $7,711. Sales YTD sales are tracking to budget. EXPENDITURES: Supplies, Repairs, Maint. The YTD 2012 decrease from YTD 2011 is due primarily to the compost bag program; $(8D, 113). We changed our program in 2011, handing out bags to residents on pre - determined dates at the Fairgrounds and anytime at City Center rather than delivering door- to-door. History has shown that many bags delivered door -to door were simply being thrown out in the trash. This change has resulted in a significant savings in bag cost. Services 8t Charges The majority of the increase in YTD 2012 from YTD 2011 is due to the timing of payments made to Waste Management. YTD 2012 includes payment for services through July while YTD 2011 only reflects payment for services through June. Transfers Transfers are made at year -end. Depreciation Depreciation is calculated and booked at year -end. iac6) Department: iWiter Fund: lWater Category 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance % Used 2011 August YTD 2011 Approved Budget % Used REVENUES: EXPENDITURES: Supplies, Repairs, Maint. The majority of this expense category is for chemicals, which is tracking below budget YTD and just a little below last year's expense level. Services & Charges This expense category consists mainly of Liabiltty Insurance, Utilities and Contract Repair & Maintenance . Utilities and R &M 4005 Taxes 35,145 239,836 252,000 12,164 95.2% $475,864. An adjustment will be made at year end to accrue a portion of 2012 interest expense that will be paid in 2013. Transfers 0.0% 4020 Special Assessments 0.0% 580 100.0% 4100 Intergovernmental 9,271 9,271 100.0% 0.0% 4250 Charges for Services 3,206 1 32,903 32,000 903 102.8%j 24,943 32,000 77.9% 4450 Sales 268,185 1,604,107 2,347,500 743,393 6863% 1,570,301 2,501,500 62.8% 4620 Investment Earnings 10,358 3,101 20,000 16,899 1505% 10,758 20,000 -53.8% 4700 Reimbursements 3,284 64,017 60,733 5.1% 625 63,802 160% 4800 Transfers 60 60 100.0% 120 100.0% TOTAL REVENUES 316,894 1,892,560 2,715,517 822,957 6907% 1,585,812 2,617,302 60.6% EXPENDITURES: 6105 Salaries & Fringe Benefits 41,218 1 263,238 443,330 1 180,092 59.4% 259,068 452,846 57.2% 6200 Supplies, Repairs, Maint. 9,844 61,656 143,975 82,319 42.8% 64,879 149,600 43.4% 6300 Consulting 1,095 12,039 50,000 37,961 24.1% 14,657 50,000 29.3% 6306 Services &Charges 8,187 213,570 405,550 191,980 52.7% 231,639 485,450 4767% 6600 Debt Service 751,564 1,026,220 1,218,884 192,664 84.2% 1,045,850 1,211,338 86.3% 6700 Transfers 43,145 43,145 0.0% 43,145 0.0% 6898 Depreciation 1,020,000 1,020,000 0.0% 1,000,000 060% 6900 Mix. Expenses 3,106 10,930 15,850 4,920 69.0% 5,108 13,450 38.0% 7000 Capital Outlay 18,936 18,936 250,000 231,064 7.6% 240,000 0.0% TOTAL EXPENDITURES 833,950 1,606,589 3,590 734 1 1,984145 44.7% 1,621.200 3,645,829 44.5% TOTAL REVENUE OVER UNDER EXPENDITURES 517 056 285,972 (875,217)1 1,161,189 -32.7% (35.388)1 3.4% COMMENTS: REVENUES: Taxes This income category consists of the Local Sales Tax which was effective January 1, 2012. The YTD 2012 amount shown above reflects January thru June receipts from the State. Actual receipts have been more favorable than the P&L indicates as there is a lag of approximately 40 days after month end until we receive settlement from the Stale. Sales Water sales are tracking slightly above budget while total consumption is down 1.6% from last year. Industrial consumption is down about 24% from last year due mostly to the drop in usage by HTI's production process. Commercial consumption is up about 13% while residential consumption is up 7 %. EXPENDITURES: Supplies, Repairs, Maint. The majority of this expense category is for chemicals, which is tracking below budget YTD and just a little below last year's expense level. Services & Charges This expense category consists mainly of Liabiltty Insurance, Utilities and Contract Repair & Maintenance . Utilities and R &M are trending below budget wrrently due to the mild winter and the insurance premiums are paid in October. The August 2012 utility bill was paid in September causing a timing difference when comparing to 2011 YTD. Debt Service All debt service payments have been made for the year, including principal payments of $735,000 and interest payments of $475,864. An adjustment will be made at year end to accrue a portion of 2012 interest expense that will be paid in 2013. Transfers Transfers are made at year -end. Depreciation Depreciation is calculated and booked at year -end. `�Ll�) Department: lWastewater Fund: ISewer Category 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance % Used 2011 August YTD 2011 Approved Budget % Used REVENUES: bill was paid in September causing a timing difference when comparing to 2011 YTD. Debt Service All debt service payments have been made for the year, including principal payments of $1,071,000 and interest payments of $445,212. An adjustment will be made at year end to accrue a portion of 2012 interest expense that will be paid in 2013. Transfers Transfers are made at year -end. 4005 Taxes 48,534 331,202 348,000 16,798 951% a0% 4070 Permits 6,700 7,000 300 95.7% 6,800 7,500 903% 4250 Charges for Services 7,040 10,360 7,000 3,360 148.0% 1,578 6,000 26.3% 4450 Sales 229,203 2,241,266 3,190,000 948,734 70.3%1 2,556,833 3,494,000 1 73.2% 4620 Investment Earnings 15,345 1 4,467 20,000 15,533 2203% 16,155 20,000 -80.8% 4700 Reimbursements 1,620 12,078 64,017 51,939 18.9% 35,572 100.0% 4800 Transfers 0.0% 63,802 0.0% TOTAL REVENUES 301,742 2,606,073 3,636,017 1,029 944 711% 2,584,627 3,591 302 72.0% EXPENDITURES: 6105 Salaries & Fringe Benefits 53,972 403,754 623,725 219,971 64.7% 387,009 620,093 62.4% 6200 Supplies, Repaim, Maint. 7,850 181,686 405,500 1 223,814 44.8% 276,244 404,500 1 68.3% 6300 Consulting 13,714 1 69,109 120,000 50,891 5T6%1 75,970 120,000 1 63.3% 6306 Services &Charges 8,746 395,956 747,300 351,344 53.0% 475,645 737,225 64.5% 6600 Debt Service 814,914 1,339,475 1,527,212 187,737 87.7% 1,329,939 1,516,000 87.7% 6700 Transfers 43,145 43,145 0.0% 43,145 0.0% 6898 Depreciation 1,620,000 1,620,000 0.0% 1,620,000 0.0% 6900 Misc. Expenses 80 16,983 27,000 10,017 62.9% 18,380 22,600 81.3% 7000 Capital Outlay 350,000 350,000 0.0% 350,000 0.0% TOTAL EXPENDITURES 899,275 2,406,962 5,463,882 3,056 920 44.1% 2,563,187 5 433563 4 TOTAL REVENUE OVER UNDER EXPENDITURES 597533 199,110 1827865 2,026,975 1 -10.9% 21,440 1842261 •1.2% COMMENTS: REVENUES: Taxes This income category consists of the Local Sales Tax which was effective January 1, 2012. The YTD 2012 amount shown above reflects January thru June receipts from the State. Actual receipts have been more favorable than the P &L indicates as there is a lag of approximately 40 days after month end until we receive settlement from the State. Sales Sewer sales are tracking above budget but 12% below last year through August. The decrease from 2011 is due mostty to the reduced wastewater by HTI as a result of less water consumption used in their production process. EXPENDITURES: Supplies, Repairs, Maint. The majority of this expense category is for chemicals, which is tracking below budget YTD and substantially below last years expense level. This is due mainly to issues last year with treating high levels of phospates discharged by Ohly. The issue is under control this year resulting in less expense which in turn results in lower revenue as we billed Ohly for treating the higher phospate levels. Services & Charges This expense category consists mainly of Liability Insurance, Utilities and Contract Repair & Maintenance. Utilities and R &M are trending below budget currently due to the mild winter and the insurance premiums are paid in October. The August utility bill was paid in September causing a timing difference when comparing to 2011 YTD. Debt Service All debt service payments have been made for the year, including principal payments of $1,071,000 and interest payments of $445,212. An adjustment will be made at year end to accrue a portion of 2012 interest expense that will be paid in 2013. Transfers Transfers are made at year -end. Depreciation Depreciation is calculated and booked at year -end. Department: Istorm Water Fund: Storm Water Utili Category 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance %Used 2011 August YTD 2011 Approved Budget %Used REVENUES: Interest Expense. The 2012 lease payment was made in February and coded directly to the balance sheet; $26,910 and Interest Expense; $6,875. 4070 Permits 335 1,140 1,140 100.0% - - 0.0% 4100 Inter memmemal - 0.0% 25,651 - 100.0% 4250 Charges for Services 2,076 2,549 1,000 1,549 254.9% 42,750 100.0% 4450 Sales 52,483 416,533 613,250 196,717 67.9% 386,548 566,250 68.3% 4620 Investment Earnings 4,388 676 1,000 324 67.6% 5,375 1,000 537.5% 4700 Reimbursements 914 914 100.0% 500 1,650 30.3% TOTAL REVENUES 59,283 421 812 615,250 193,438 6806% 460,825 568,900 81.0% EXPENDITURES: 6105 Salaries & Fringe Benefds 13,299 79,389 205,610 126,221 38.6% 84,340 203,770 41.4% 6200 Supplies. Repairs, Maint. 1,150 10,047 33,100 23,053 30.4% 28,526 33,100 86.2% 6300 Consulting 4,127 19,602 20,000 398 98.0% 140 20,000 0.7% 6306 Services &Char s 5,233 77,179 122,250 45,071 63.1% 83,905 104,950 79.9% 6600 Debt Service 147,255 165,340 18,085 89.1% 143,365 165,400 86.7% 6700 Transfers - 0.0% - - 0.0% 6898 De reciation 90,000 90,000 0.0% - 80,000 0.0% 6900 Misc. Expenses 110 2,200 2,090 5.0% 189 2,200 8.6% 7000 Ca ital Outlay 157,000 157,000 0.0% 33,785 120,000 28.2% TOTAL EXPENDITURES 23,809 333 582 795,500 461,918 41.9% 374,251 729.420 51.3% TOTAL REVENUE OVER UNDER EXPENDITURES 35,474 1 88,230 (180,25011 268,480 1 -48.9% 86,574 160.5201 53.9% COMMENTS: REVENUES: Charges for Services YTD 2011 activity consists of the proceeds from the sale of the Elgin street sweeper, $42,000. Sales Stormwater fees reflect an increase due to the budgeted 8.3% increase in the fee schedule. YTD fees are tracking with the budget. EXPENDITURES: Supplies, Repairs, Maint. YTD 2011 activity includes sand bagging costs related to flood prevention efforts; $21,242. Consulting The majority of the YTD 2012 expense is related to the south central drainage study performed by SEH. Debt Service All debt service payments have been made for the year, including principal payments of $120,000 and interest payments of $45,340. An adjustment will be made at year end to accrue a potion of 2012 interest expense that will be paid in 2013. We also paid interest on the Challenger street sweeper in the amount of $6,875. Depreciation Depreciation is calculated and booked at year -end. Capital Outlay The 2011 activity represents the first years lease payment on the Challenger street sweeper, which was reclassed at 12!31/2011 to apply the principal payment to Contracts Payable account on the balance sheet and the interest payment to Interest Expense. The 2012 lease payment was made in February and coded directly to the balance sheet; $26,910 and Interest Expense; $6,875. �ac�) Department: HATS Fund: IHATS Category 2012 Month of August 2012 August YTD 2012 Approved Budget 2012 Budget Balance %Used 2011 August YTD 2011 Approved Budget %Used REVENUES: 4100 Intergovernmental 10,942 76,518 131,150 54,632 58.3% 97,550 131,350 74.3% 4250 Charges for Services 47,349 301,777 480,000 178,223 62.9% 374,598 380,000 98.6% 4620 Investment Earnin s 618 220 1,000 780 22.0% 506 1,000 50.6% 4700 Reimbursements 20 457 2,000 1,543 22.8% 710 2,000 35.5% 4800 ITransfers 44,825 89,650 44,825 50.0% 43,525 87,050 50.0% TOTAL REVENUES 58,929 423,796 703,800 (280,004) 60.2% 516,889 601,400 85.9% EXPENDITURES: 6105 Salaries & Fringe Benefits 6,147 47,542 55,375 7,833 85.9% 45,837 51,290 1 89.4% 6200 Supplies, Repairs, Maint. 28,003 288,688 492,900 204,212 58.6% 389,720 393,900 98.9% 6300 Consulting 1,455 1,455 0.0% - 1,625 0.0% 6306 Services &Charges 3,303 74,777 1 154,000 1 79,223 48.6% 86,884 152,500 57.0% 6900 Misc. Expenses 20 879 70 809 1255.0% 62 85 72.6% 7000 Capital Outlay 0.0% - 2,000 0.0% TOTAL EXPENDITURES 37,473 411,886 703,800 291,914 58.5% 522,502 601 400 86.9% TOTAL REVENUE OVER UNDER EXPENDITURES 21,456 11,910 - 11910 5613 COMMENTS: REVENUES Intergovernmental This income category consists of the funding from the three governmental entities; State, County and City. The State is paying monthly where the County and City pay semFannually with the first half billed in May and second half in October. Charges for Services This income category consists of the fuel sales to various governmental entities and is tracking slightly below budget YTD. The decrease from 2011 is attributed mainly to Trailblazer Transit no longer using our fuel system. Investment Earnings The 2012 activity includes an accrual reversal related to the 12/31/2011 market value adjustment on our investments. This reversal causes a negative variance all year until we book the 12131/2012 market value adjustment. EXPENDITURES: Supplies, Repairs, Maint. This income category consists of the fuel sales to various governmental entities and is tracking slightly below budget YTD. The decrease from 2011 is attributed mainly to Trailblazer Transit no longer using our fuel system. Services & Charges This expense category consists mainly of Uabiltiy Insurance, Utilities and Contract Repair & Maintenance. Utilities and R &M are trending below budget currently due to the mild winter and the insurance premiums are paid in October. iac�) 0TY OF HUTCHNSON In vestment Report For ffic Mcp nth Ended Aug-usg .3 -1, 20-012 Wells Fargo U. or k--1 1 MiRrx:at Y Inters st Cunrnt Date of Date of PA r C-urrent Purchase Un real ized P rl� mi Lim Next In stitut'IGA DESCIP01011, Rate Yield Purchase maw -, �f Value Value Amount I GAW Loss) Diiscou:n!j- caill Date S r,l itF'- B a r� �y &brNoy Marrz Lot 0 060% 03121 22 5251 000_ 524,9371 OD 11854,997 (63.00) 42.4% OSV21120 7 2 Wells Fargo N I-A &--i,th Ha.r-nay 0 9 G lull/; 0 0 '1/0 2 30% 0611012009 wi W201 3 1 0, o. w 102115.00 F 1WI000 00 2111500 Wells Fargo NSA SIL� Sni m h l3a,-7 e y CD's 3.300% 1, 2 OIL73 1100009 MI (W2013 1 OOL,OC!). 00 102t, 11:5. 00 100,00000 2.115.00 Wei I s F argo NYA Snith 8&�Z.l By CD's 3.400% 3 ',120 % 1 ID 1200 9 0611 CV201 3 r-i 100 110 "A 1.00 102, 190,CO 10O.D00.00 2.190.00 wel Is FaFgo NIA Smitti Bar-ley CD's 0.550% 0.550% 0713112012 0 0 R20 13 W L.1,,.j 24 0 0 247 940.48 1 248 ow.00 3 LJ LA L %L)2'1 Wel Is Fargo NIA Smith Bamey 013's 0-550% Q.4$0% ()713112012 0&Q7/2Q1 3 240.000.00 247,71460 248.WO,00 25-52U) k NIA Smith Barney cus 0 6w% 0 6w% M1 W012 0611 014 24 911 ou 00 248,835.E6 249.OW.00 (164.34) UBS F'Oaroal NIA Sm ith Ramey C cys O-8WA 0-8w% 06112P.012 1211 X01 249.00000 21-8397.42 2491.0W.00 '602 581 UGS F i nanciall WA :Smith Barmy CD!s 0 - S5 D% 0 94D% i LA L.A, 02 f,"rl Q01 z 02KW015 248,1000-00 2L 8 7 2 1.46 8 248,00000 721-68 M WA Smith sar D, s 1.050% 1.04VA a21CW0 12 %. 02 ic,2 ; r2% 0 15 248.000.00 ZzBr721.68 2481 000 DO 721-68 M NIA Smith Barney CD's 0.950% 0.940% 02PD342012 0-7; 1 �_;z 01 .5, 248OW.00 248 719 20 2 48 0 0 0 r.",, D 719.20 NIA G rnp' I h S a:, 1 ey CD, E; 1 1001A, 1. 1 OD 81 12 0610PJ201 6 11 5P100b.00 114,62510 11%5.000.00 1'374. 9 01 NIA Srritn Har-ie y 0.8w% 0.80% 06il 512012 OW V2015 31M.60 248,140.95 249 ow.00 1,859.051 NIA Smith B ar( ley j CD P�s 1-050% 1.05)% M1 M01 2 M1 512015 24810OD-00 24711 46.,89 2482X0. 00 (853.12) NIA Sro it Ramey C' D's 1 1 C*% 1 1 ())% 07131)2012 08A G2015 2481000 00 246,'r, 14- 88 248r"- 00 (11225-12-1 WA Srnlith 2arroy CD,,; 0.8000A 0-803f% 0713. ".."20 12 0811712015 241�,00) 00 247 2491OW-00 (11212-6311 WA Smith Barr ey CDs 1.250% 1.250% 0 ,- X01 1--� 05i LJ " IV201 6 14 5 , . 002 141963.25 145, 000.01) (11036 7-5, hVA Smith Baorug�ry 1.750% 1.750% 07/3112012 0810-Y2017 1 30SO.). 00 129F46 lj :10,000 00 634-301 INVA S m ith Barn P- y 1.750% 1.750% 07/3112012 O 7 247. )100 246,100-92 2zp 7. 000. 00 f899.081 NfA BrokC FTolall 41 Z% 5.5231957-56 5 624,1433- b2 "&.8 �18 475.97 Edwwd Jones F F C B 4-875% 4.120% 0& 1 U201 1 0 '1117 1 7 431.000.00 509, 5 .5 4_ 1% 493.022.83 16,531-23 62,022Z3 NIA Broker Total 314% 431,00000 609.554.06 493:1022.83 161531.23 62,02283 Wells Fargo U. or k--1 1 MiRrx:at Y 0 Cliff -.Ca "Vnt Val.)re .% L 1.070,337-88 1,070,337.89 i.070.237.88 - 1w WA Wells Fargo FHLB - Step 2. C L j,"^P 'l-j 1 G' U�2412011 081,2412021 .Pftduct mv*y M&*St INVESTMENT WAS CALLED &24V2012: $615 000 2. 4,665,649.30 Wells Fargo F 0 - Stag r-- [ u/1 1 -,G3 n LJ 1250% 03121120 U 03121 22 5251 000_ 524,9371 OD 525rCOO- 00 (63.00) 42.4% OSV21120 7 2 Wells Fargo F H B - Step 18 On Lrl!� 0 9 G lull/; 0662n012 05 42022 390, 00000 390.0.27.3a 39O.000. 00 27-50 100.0% 11 1,24 =1 2 Wells Fargo FHLR - Step r W"p " �11.1 1 9w L:/. 05�2MO12 06121f2022 1.000 000-00 I 1 ODD 570.00 1, 000,00-00 57000 092112012 Wei I s F argo F H I B - -S ". r;.Lp 1.0001PA r% v M 0 �Ju% 0512W2012 06121QO,22 1,250 000-00 1,250,025.00 1 1 250 r C(*.00 25-00 9r 09,2112072 wel Is FaFgo FHLB - Smep 1-010 OOA I u 081011a'2012 0811512022 1.000,000-00 11000,090.00 1,000rc(*-00 90-00 111 5=1 2 Wel Is Fargo FHLB Smep 1. %r -Cc*% , 1 C ".% L. Lj U I I 8 i2 --- 12 0911 2f2022 500.000-00 500:1000.00 5MIC00-00 1 r 2J2012 Broker Total 42-In 5 73:5, 33T- 83 5,735-987. 1 B 5.7351 237-89 649-30 L UBS F'Oaroal Wney M a rket 01130% 651411.78 65h411117B 65,1411,38 - NJA UGS F i nanciall Taxabld Mun-1 5.200% S_ '° 11 1-24! 2-0 10 01ADU2014 500 .000.00 EMP140.0D 541 1 C20-00 (14,880 00) 41, -0201 00 NIA U® F i nanciall FNMA - NTS I. ZCA 00 Cl,9,;? " 12011 0-9f2 I f2O 16 500, DOD. 00 50OP31 S. 0) 504, COO OD- (3,68500) 4,000.0-0 0%21/2,012 UDS F inwcial Ti�YaDle Muni 2.408% 2.310% A 04,. TIZ-0 12 C, 1 fOl P201 7 500,000.00 5211.760.0) 524 r-00 00 I Le (2.740.C*) 249500.00 NIA Wokeota r T l 12 .1% 1. 565,4178 1 i 613I. 626.75 1-634,�Sj 78 (21.305.00) 69,520. 00 TOTAL IWESTMiENTS 100. OOA 13 255p707,2111 S 13p383pG01.64 S 13p387 31M.60 S 131 v U2.83 Govern merit Bonds 42% CVS 28% municipal Bonds 8 U/0 MATURITY SCHEDULE M" E. I'datu rity -.Ca "Vnt Val.)re .% L $3p792,782-49 28.3% -of 713112-012 1/0 of Monthly Typo Tom Value Total Tot,,W Valite Tots I C h an ge .Pftduct mv*y M&*St S2,0W,700721 2. 4,665,649.30 2S. 6 4 %cf $11383,6M+64 3,669,475.97 27,4% 3rwiEW4,231 32 7.5% 21 Z.. 7 -Pj,5 I %-1% Gov emuent Bards 518753513-36 42.4% 11 4 69L. P 1 4 0 1 -9% 3 LGA. 1 3h. 1; C; 7 %J 04-17 18 On Lrl!� 1 L TOTAL $13r383pfi01-.54 100.0% $13r,380, 627.8'1 100-0% $2,973.73 Govern merit Bonds 42% CVS 28% municipal Bonds 8 U/0 MATURITY SCHEDULE I'datu rity -.Ca "Vnt Val.)re .% L $3p792,782-49 28.3% 7741975-69 5.8% yenr-;- 2109911 035.16 15-7% 3 4 r s 143,963.25 1_1 Vears 1,907,195.68 14.3% S+ yq8r-$ 4,665,649.30 34.9% TOTAL $11383,6M+64 100.-0% rwe L.I. 53,792,732 S4 00 OC 21. OC 3 S Cl 0 C 0 C 3, VI%, 0 0 0 0 2 5 U 0 13 0 0 r9 —1 LA 1% r SID. QG F Less than 1year I- 2 yearg $4 -665 16jQ!) % .196 2-8 Y&ars a -4 -years 4- 5 years 15io yea rF, f RA Hutchinson Housing 8 Redevelopment Authority Regular Board Meeting "Tuesday, August 21, 2012, 7:00 AM Minutes 1. CALL "f0 ORDER: Vice Chairman Joel Kraft called the meeting to order. Members Present: Bill Arndt, and LaVonne Hansen. Staff Present: ,lean Ward and Judy Flemming. 2. CONSIDERATION 01' MINUTES OF CHE REGULAR BOARD MEETING ON JULY 17,-)012 LaVonne Hansen moved to approve the Minutes of the regular board meeting as written. Bill Arndt seconded and the motion carried unanimously. FINANCIAL RI-PORTS a. Bill Arndt moved to approve the City Center General Fund payments of $43,024.05 for checks 3129 to 8142 and consideration of July 2012 City Center Financial Statements. LaVonne Hansen seconded and the motion carried unanimously. b. Bill Arndt moved to approve the Park Towers payments of $32,705.85 tier checks 12063 to 12047 and consideration of Park Towers June 2012 Financial Statements. LaVonne Hansen seconded and the motion carried unanimously. 4. PARK TOWERS UPDATE a. Occupancy Update -- currently there are no vacancies. b. .lean Ward reviewed the changes to the ACOP with the Board. The changes to the ACOP are ly due primarily to Icderal law changes. LaVonne Hansen moved to approve Resolution 42012 -8 approving Park "Cowers ACOP 11fective August 31, 2012. Bill Arndt seconded and the motion carried unanimousiv. c. Jean reviewed Park Towers' budget with the Boatel. Bill Arndt moved to approved Resolution :2012 -9 approving Park 'Cowers FYE 2013 Annual Budget. LaVonne Hansen seconded and the motion carried unanimousiv. d. Jean reviewed with the Board ttte application for MHFA Publicly Owned Housing Program (POHP). LaVonne I Jansen moved to approve Resolution 112012 -10 approving application fbr \11 WA Publicly Owned Housing Program (POHP) and authorizing payment of soft costs as leverage. Bill Arndt seconded and the motion carried unanimously. e. Bill Arndt moved to approve Resolution 42012 -12 approving removal of items that are inoperable or beyond repair from Park Towers Depreciation Report. LaVonne Hansen seconded and the motion carried unanimously. 1: .lean updated the Board on the HIM visit that wti.s on July ?4, 2019 „ The two representatives walked through the building and looked through the ARRA (Parking Lot Project) records. r?. 'Clic Board discussed the letter from Nahro and PHADA requesting Housing Authorities to join in litigation vs. federal government for breach of contract for the 2012 operating reserve offset. Jean also has City Attorney, Marc Sebora reviewing the letter. This will be discussed further at the September Board meeting. 5. 734 SOUTHVIEW DRIVE UPDATE Judy Flemming updated the Board on the bids from the material suppliers and the sub- contractors. After Daryl. the I ligh School instructor. reviews the bids, contracts will be signed. \1111111( 21. ?012 N'linutcs i� Pugc I of 2 6. 465 HIGHWAY 7 EAST NUISANCE PROPERTY Po'rENTIAL DONA'l ION A representative from the First Look Program contacted Jean to see if the HRA would be interested in a donation of the property at 465 Highway 7 East. After an inspection of the property, the property is deemed not suitable for rehab. Jean asked if the bank was willing to demolish the house and then donate the vacant lot. We are waiting to hear their iesponse. LaVonne I IanSetl subMitted an intent letter to the Board disclosing that she and her brother have been and are still interested in purchasing this property. Jean reminded the Board that the loan review committee was given authorization via Board Resolution to acquire properties through the First Look Program and will be working through the donation /acquisition process if an agreement can be reached. I lie loan review committee consists of Chairman Becky Felling, Vice Chairman Joel Kraft and Fxecutivc Director Jean Ward. T CONSIDERATION OF RFSOLU'l ION 112012 -11 TO APPROVE RF CORDS RE'i-ENTION POLICYISCIiFDUI,E Bill Arndt moved to approve Resolution 42012-11 to approve the Records Retention Policy /Schedule. I aVonne Hansen seconded and the motion carried unanimously. S. HAYFIELD STUDY UPDATE Matt Mullins from Maxtield plans on having the study done by October. SCDP REHAB PROJECCs a. ' 10 SCDI' Update LaVoune moved to approve SCDI' Loan 48683 -23 Miscavage contingent to the Loan Review Cornmittee's approval. Hill Amdt seconded and the motion carried unanimously. b. '12 SCDP Update • Bill Arndt movcd to approve SCDP Loans: Kohman, Paehlke & Ruzicka contingent to the Loan Review Committee's approval. LaVoune tfansen seconded and the motion carried unanimously. • FYL• Lead Hazard Control Grant Award Letter for 2012 SCDP program leverage. 10. FYt - FORECLOSED 121 ?POR1' 11. ADJOURNMENT Bill Arndt moved to a ljourn and 1 .aVonne I lansen seconded. Thcre being no other business, Vice Chairman Joel Kraft declared the meeting adjourned. Recorded by lean Ward, HIZA Executive Director LaVonne Hansen, Secretarv/ Treasurer J R u.!uct �i, _>U 12 Ibl inures Pm 2 1 �.