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cp09-24-2013Workshop Pool Discussion 4: 00 p.m. AGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 24, 2013 1. CALL TO ORDER — 5:30 P.M. 2. INVOCATION —Christ the King Lutheran Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS. DONATIONS AND COMMUNITY SERVICE TO THE CITY PROCLAMATION — NATIONAL BIKE TO SCHOOL DAY — OCTOBER 8, 2013 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF SEPTEMBER 10, 2013 Action — Motion to reject — Motion to approve 10 min. 7. CONSENT AGENDA (Purpose: only for items requiring Council approval by external entities that would otherwise have been delegated to the City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 14188 - RESOLUTION APPROVING REVISED ASSESSMENT ROLL SA -5106 — LETTING NO. 10, PROJECT NO. 13 -10 2. RESOLUTION NO. 14189 - RESOLUTION TO SELL FORFEITED VEHICLES (POLICE DEPARTMENT) 3. RESOLUTION NO. 14190 - RESOLUTION APPROVING TRAFFIC CONTROL DEVICE (STOP SIGN AT OAKWOOD COURT NW & GOLF COURSE ROAD NW) 4. RESOLUTION NO. 14193 - RESOLUTION SETTING INTEREST RATE FOR SPECIAL ASSESSMENTS 5. RESOLUTION NO. 14194 - RESOLUTION TO REQUEST JOINT POWERS AGREEMENT WITH MNDOT TO PARTICIPATE IN CITY ORIGIN - DESTINATION STUDY 6. RESOLUTION NO. 14195 - RESOLUTION AUTHORIZING SALE OF PROPERTY AT AUCTION (2001 DODGE DURANGO AND 2002 CHEVROLET IMPALA) 7. RESOLUTION NO. 14196 - RESOLUTION REPLACING RESOLUTION NO. 12368 ESTABLISHING PRIVACY POLICY AND PROCEDURES FOR PERSONAL HEALTH INFORMATION AS REQUIRED BY THE HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA) CITY COUNCIL AGENDA SEPTEMBER 24, 2013 8. ORDINANCE NO. 13 -718 - AN ORDINANCE AMENDING SECTION 111.02 PERTAINING TO LICENSING OF TRANSIENT MERCHANTS, SOLICITORS, PEDDLERS (SECOND READING AND ADOPTION) (b) PLANNING COMMISSION ITEMS 1. CONSIDERATION OF A PRELIMINARY AND FINAL TWO -LOT PLAT TO BE KNOWN AS SUMMERSET FIFTH ADDITION AND VACATION OF EASEMENTS SUBMITTED BY THE PROPERTY OWNERS WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14191 AND WAIVE FIRST READING AND SET SECOND READING AND ADOPTION OF ORDINANCE NO. 13 -0719 FOR OCTOBER 8, 2013) (c) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS - CHANGE ORDER NO. 3 —LETTING NO. 10, PROJECT NO. 13 -10 — 2013 CITY PARKING LOT IMPROVEMENTS - CHANGE ORDER NO. 2 —LETTING NO. 3, PROJECT NO. 13 -03 — 2013 PAVEMENT MANAGEMENT PROGRAM (d) CONSIDERATION FOR APPROVAL OF DEVELOPER AGREEMENT FOR WOODSTONE SENIOR LIVING (e) CONSIDERATION FOR APPROVAL OF MNDOT COOPERATIVE AGREEMENT NO. 03359 AMENDMENT NO. 1 (TRUNK HWY 15 AND CSAH 115 ROUNDABOUT) (fl CONSIDERATION FOR APPROVAL OF ISSUING PARADE PERMIT TO HUTCHINSON HIGH SCHOOL ON OCTOBER 4, 2013, FOR HOMECOMING PARADE (g) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B Action — Motion to reject — Motion to approve 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS. REQUESTS AND PETITIONS (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) 15 min. (a) CENTER FOR THE ARTS — COUNCIL UPDATE Action - 15 min. (b) DISCUSSION OF 2013 PAVEMENT MANAGEMENT REPORT Action — 5 min. (c) DISCUSSION OF RESIDENTIAL LEAF VACUUM SERVICES 2 CITY COUNCIL AGENDA SEPTEMBER 24, 2013 Action - 10. UNFINISHED BUSINESS 11. NEW BUSINESS 10 min. (a) CONSIDERATION FOR APPROVAL OF CITY OF HUTCHINSON RETIREMENT INCENTIVE PROGRAM Action — Motion to reject — Motion to approve 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items. (a) RESOURCE ALLOCATION COMMITTEE MEETING MINUTES FROM SEPTEMBER 3, 2013 (b) WEED NOTICES MONTHLY REPORT FOR AUGUST 2013 (c) HUTCHINSON AIRPORT COMMISSION MINUTES FROM JULY 18, 2013 (d) CITY OF HUTCHINSON FINANCIAL /INVESTMENT REPORT FOR AUGUST 2013 (e) PLANNING /ZONINGBUILDING DEPARTMENT MONTHLY REPORT FOR AUGUST 2013 (fl HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM AUGUST 20, 2013 13. MISCELLANEOUS 14. ADJOURN 3 Official International Walk to School Day Proclamation October 8, 2013 Whereas, the lives of hundreds of children could be saved each year if communities take steps to make pedestrian 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 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" of their community by using a walkability 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 to school and evaluate walking and bicycling conditions in their communities. Now Therefore, Be It Resolved that I, Steve Cook, Mayor, proclaim October 8, 2013, "Walk /Bike to School Day" in Hutchinson, Minnesota and encourage everyone to consider the safety and health of children today and every day. Steven W. Cook, Mayor MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 10, 2013 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Chad Czmowski and Gary Forcier. Member absent was Bill Arndt. Others present were Jeremy Carter, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION — Pastor Mark Richardson, Christ the King Lutheran Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS. DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF AUGUST 27, 2013 Motion by Czmowski, second by Forcier, 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 have been delegated to the City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 14182 - RESOLUTION TO SELL PROPERTY AT AUCTION 2. RESOLUTION NO. 14186 — RESOLUTION OF SUPPORT FOR THE TRAILS LEGACY GRANT APPLICATION DAKOTA RAIL TRAIL 3. ORDINANCE NO. 13 -715 - AN ORDINANCE APPROVING REVISIONS TO SECTIONS 5.02 AND 13.03 OF HUTCHINSON CITY CHARTER AS RECOMMENDED BY THE CHARTER COMMISSION (SECOND READING AND ADOPTION) 4. ORDINANCE NO. 13 -0716 — AN ORDINANCE ADOPTING SECTION 30.16 — EXPENDITURES BY PETITIONERS (SECOND READING AND ADOPTION) 5. ORDINANCE NO. 13 -0717 — AN ORDINANCE AMENDING SECTION 112.121 — CONSUMPTION & DISPLAY — RESTRICTIONS AND REGULATIONS (SECOND READING AND ADOPTION) (b) REAPPOINTMENT OF JULI NEUBARTH TO AIRPORT COMMISSION TO SEPTEMBER 2018 (c) APPOINTMENT OF STEVE JENSEN TO HRA BOARD TO AUGUST 2018 (d) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO. 2 — LETTING NO. 10, CITY COUNCIL MINUTES— SEPTEMBER 10, 2013 PROJECT NO. 13 -10 (2013 CITY PARKING LOT IMPROVEMENTS) (e) CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY CONSUMPTION & DISPLAY PERMIT TO HUTCHINSON CENTER FOR THE ARTS ON OCTOBER 3, 2013 (f) CONSIDERATION FOR APPROVAL OF SUBORDINATION AGREEMENT FOR DASSEL MEDICAL CLINIC (g) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — CHECK REGISTER A (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — CHECK REGISTER B (i) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — CHECK REGISTER C Items 7(a)2, 7(d), 7(f), 7(h), and 7(i) were pulled. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(a)2 had further discussion. Mayor Cook noted that a revised Resolution had been distributed. Additional language has been included to strengthen the need for access and connections that are necessary. Motion by Forcier, second by Czmowski, to approve Item 7(a)2 with the revised Resolution. Motion carried unanimously. Item 7(d) had further discussion. Council Member Christensen asked if the catch basins needed to be replaced with this project. Kent Exner, City Engineer, noted that this project was designed approximately four years ago and as the project progressed it was found necessary to replace the catch basins in Parking Lot B and the hospital lot. These changes are best for the long term use of the parking lot. Motion by Christensen, second by Forcier, to approve Item 7(d). Motion carried unanimously. Item 7(f). Mayor Cook noted that in Paragraph A a date needs to be corrected from December 20, 2013, to December 20, 2006. Motion by Czmowski, second by Forcier, to approve Item 7(f) with the revision noted. Motion carried unanimously. Motion by Czmowski, second by Christensen, with Forcier abstaining, to approve Item 7(h). Motion carried unanimously. Motion by Forcier, second by Cook, with Czmowski abstaining, to approve Item 7(i). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS. REQUESTS AND PETITIONS (Purpose: to provide Council with information 2 CITY COUNCIL MINUTES— SEPTEMBER 10, 2013 necessary to craft wise policy. Always looking toward the future, not monitoring past) 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF SETTING HUTCHINSON REDEVELOPMENT AUTHORITY 2014 PRELIMINARY TAX LEVY (ADOPT RESOLUTION NO. 14183) Jeremy Carter, City Administrator, presented before the Council. Mr. Carter noted that in accordance with state statute, the City must certify a preliminary 2014 tax levy by September 16, 2013, for the HRA operations. The HRA's 2014 statutory tax levy limit is $153,521 which is a slight increase from the 2013 tax levy of $150,000. The levy will aid the HRA in partnering with the school district to build a new house at 907 Lewis Avenue and will also allow for a small allocation to the HRA Rehab Loan fund available city -wide for those residents with decent credit ratings who are unable to qualify for a Fix -up Fund loan. Motion by Christensen, second by Forcier, to approve Resolution No. 14183, setting the HRA 2014 preliminary tax levy. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF SETTING HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY 2014 PRELIMINARY TAX LEVY (ADOPT RESOLUTION NO. 14184) Jeremy Carter, City Administrator, presented before the Council. Mr. Carter noted that in accordance with state statute, the City must certify a preliminary 2014 tax levy by September 16, 2013, for the EDA operations. The EDA's 2014 statutory tax levy limit is $150,450 which is a slight increase from the 2013 tax levy of $150,218. Motion by Czmowski, second by Forcier, to approve Resolution No. 14184, setting the EDA 2014 preliminary tax levy. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF SETTING CITY OF HUTCHINSON 2014 GENERAL FUND AND DEBT SERVICE FUND PRELIMINARY TAX LEVIES (ADOPT RESOLUTION NO. 14185) Jeremy Carter, City Administrator, presented before the Council. Mr. Carter noted that in accordance with state statute, the City must certify a preliminary 2014 tax levy by September 16, 2013, for the general fund and debt service fund. With the additional LGA funding of $428,927 for 2014 and the sales tax exemption effective January 1, 2014, the general fund's levy cannot be increased and is limited to $4,479,446. There is no levy limit for the debt levy and staff is recommending a 5% increase for a total debt levy of $2,073,519. Mr. Carter provided a presentation on the data considered when levies are set. Part of the presentation included an overview of the 2014 budget variables compared to the 2013 budget. Mr. Carter also reviewed the details of the sales tax exemption rule. Currently there is an approximate $97,000 gap for the 2014 budget. Final numbers on health insurance costs and early retirement incentive program expenses are not currently included in the 2014 budget. Mr. Carter then reviewed the debt management plan. Mr. Carter reminded viewers that once the levy is set, it cannot be increased, but it can be decreased. Lastly, Mr. Carter reviewed ongoing cost - containment initiatives which include Volunteer Program, Wellness Program, Debt Management Plan, Facilities Improvement Program, Equipment/Vehicle Replacement Program, 3 CITY COUNCIL MINUTES— SEPTEMBER 10, 2013 Service Prioritization/Service Level Discussions, Additional Revenue Streams and additional expense reduction opportunities. The Resolution before the Council is to set the general fund levy amount at $4,479,446, which is a 0% increase from 2013. The debt service fund levy is proposed at a 5% increase with a levy of $2,073,519 with a total tax levy proposed at $6,552,965. A revised Resolution is before the Council with a revised levy reduction — debt management plan number. However, this revision does not change the general fund or debt service fund levy amounts. Motion by Czmowski, second by Forcier, to approve Resolution No. 14185, setting the City of Hutchinson general fund and debt service fund 2014 preliminary tax levies. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF SETTING TRUTH IN TAXATION HEARING DATE Jeremy Carter, City Administrator, presented before the Council. Mr. Carter noted that in years past, the truth in taxation hearing has been included with the regular Council meetings during the public hearing time as well as at a separate meeting time. The truth in taxation hearing must be held between November 25 and December 30. Motion by Cztnowski, second by Christensen, to set truth in taxation hearing for December 3, 2013, at 6:00 p.m. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF ADOPTING RESOLUTION NO. 14187 RESOLUTION REDEFINING THE ANNUAL CONTRIBUTION FROM THE HUTCHINSON UTILITIES COMMISSION TO THE CITY OF HUTCHINSON Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that a subcommittee consisting of HUC and City representatives has been meeting over the last year to discuss redefining the annual contribution made by HUC to the City of Hutchinson. The subcommittee agreed to increase the contribution to $1,900,000 for 2014 with the expectation of annually reviewing this contribution level and the annual needs of both organizations and adjusting accordingly if needed. The HUC annually transfers an amount equal to 2.75% of the total operating revenue of the HUC as determined by the second preceding years' financial audit adopted by the HUC. In addition to the transfer, other reimbursements were made to the City by the HUC for items such as street light power, personnel and operating costs provided by the City. The tree program will continue to be funded outside the scope of the annual contribution. Motion by Forcier, second by Christensen, to approve Resolution No. 14187, redefining the annual contribution from HUC to the City of Hutchinson. Motion carried unanimously. (f) CONSIDERATION OF ORDINANCE NO. 13 -718 - AN ORDINANCE AMENDING SECTION 111.02 PERTAINING TO LICENSING OF TRANSIENT MERCHANTS, SOLICITORS, PEDDLERS (FIRST READING, SET SECOND READING AND ADOPTION) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that during a review of the City's code in preparation of the upcoming codification, the League of CITY COUNCIL MINUTES— SEPTEMBER 10, 2013 Minnesota Cities had provided information advising that cities should not be licensing solicitors, but rather having solicitors register their business information instead. This would be in harmony with the Commerce Clause of the United States Constitution. A revised ordinance was distributed including language that wherever licensing is required throughout Chapter 111 of the City code, licensing only applies to transient merchants and peddlers. Other avenues of discipline will be considered for nuisances conducted by solicitors. Motion by Christensen, second by Forcier, to approve first reading of Ordinance No. 13 -718 and set second reading and adoption for September 24, 2013. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF RE- SETTING CITY COUNCIL MEETING SET FOR DECEMBER 24, 2013 Jeremy Carter, City Administrator, presented before the Council. Mr. Carter noted that the second meeting in December falls on Christmas Eve. A suggestion has been had to simply cancel the meeting. If needed, the Council could consider holding a special meeting mid -end of December or the first week of January to pay bills or they could consider authorizing Jeremy Carter to pay necessary bills between Council meetings. Those decisions will be made later in the year. Motion by Czmowski, second by Forcier, to cancel December 24, 2013, City Council meeting. Motion carried unanimously. 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy thatguides the organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items. (a) FIRE DEPARTMENT MONTHLY REPORT FOR AUGUST 2013 (b) HUTCHINSON UTILITIES COMMISSION MINUTES FROM JULY 31, 2013 (c) HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM JULY 22, 2013 (d) SUMMARY OF PIONEERLAND LIBRARY SYSTEM GOALS (e) ECONOMIC DEVELOPMENT AUTHORITY BOARD MINUTES FROM JULY 24, 2013 13. MISCELLANEOUS Mary Christensen — Council Member Christensen informed viewers that Historic Hutchinson is putting on a cemetery tour September 22, 2013, from 1:00 -2:30 p.m. Gary Forcier — Council Member Forcier reminded viewers of the Arts in the Park event being held September 14 & 15, 2013, in Library Square. Kent Exner — Mr. Exner provided a couple of updates on improvement projects. He noted that gravel grade will be done on Jefferson Street by the end of September and paving and completion work will be conducted in October. The South Grade Road bridge project is one month behind schedule. The Origin and Destination study received a $10,000 contribution from McLeod County and MnDOT will be contributing $13,000. The Hwy 15 /Main Street study will begin next week. Jefferson Street Phase 2 5 CITY COUNCIL MINUTES— SEPTEMBER 10, 2013 (Oakland to Century) and Lynn Road (Washington to South Grade Road) are two significant projects scheduled for next year, as well as a South Grade Road trail extension from Lakewood Avenue to South Grade Court. A Golf Course Road water tower rehab project may be considered, as well as trunk sanitary sewer lining. Mayor Cook — Mayor Cook noted that the Luce Line Trail project is soliciting bids for base prep work from county road line to 115 (approx three miles) and the bids will be opened September 17, 2013. Completion work of this segment is estimated for the end of July 2014. 14. ADJOURN Motion by Christensen, second by Czmowski, to adjourn at 7:15 p.m. Motion carried unanimously. 2 HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action WZ 7AL =- Agenda Item: Consideration for Approval of Revised Assessment Roll SA -5106 L10P13 -10 Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: As construction has proceeded on this project there has been additional work and project scope revisions resulting in an increase to the assessment for the Hutchinson Health parking lot. Hutchinson Health has signed a revised Agreement of Assessment, Waiver of Hearing and Waiver of Irregularity and Appeal in the amount of $77,289.69. Approval of the attached Revised Assessment Roll No. 5106 and Resolution No. 14188, Resolution Adopting Revised Assessment is requested. BOARD ACTION REQUESTED: Approval of Assessment Roll and Resolutions Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: REVISED AGREEMENT OF ASSESSMENT, WAIVER OF HEARING AND WAIVER OF IRREGULARITY AND APPEAL LETTING NO. 10 PROJECT NO. 13 -10 This Agreement, is made this 13th day of September, 2013, between the City of Hutchinson, State of Minnesota, hereinafter referred to as the City and Independent School District 423 of Hutchinson Minnesota, hereinafter referred to as Owner of the following described property: Address: 1095 Hwy 15 South, Hutchinson MN (West Parking Lot) Legal: Part of Lot 16 & 18 N of Ext. of Century Ave, Auditor's Plat of Section 07- 116 -29 County PID #: 23.230.0285 City PID# 01- 116 -29 -04 -0050 In consideration of the action of the City Council, at the owners' request, to cause the following described improvement: Hutchinson Health — 3 Century Ave SE/1095 Hwy 15 S — West Parking Lot by pavement surface, reclamation /removal, grading, aggregate base, drain tile, storm sewer, lighting, pavement markings, concrete curb and gutter, bituminous base, bituminous surfacing, restoration and appurtenances, and to assess 100% of the cost of $77,289.69 to the Owner, Owner agrees to pay said percentage, as may be determined by the Council of the City to be a fair apportionment of the costs of said improvement estimated to be $77,289.69, plus interest, over a period 10 years. Owner further agrees that the estimated assessment may be exceeded if the increases are a result of requests made by the property owner or otherwise approved by the property owner in a subsequent written document. Owner expressly waives hearing and objection to any irregularity with regard to the said improvement assessments and any claim that the amount thereof levied against owner's property is excessive, together with all rights to appeal in the courts. This agreement shall be binding upon and extend to the heirs, representatives, assigns and successors of the parties. In testimony whereof, said Owner has hereunto set his /her hand, the day and year first above written. OWNERS SIGNATURE: IN PRESENCE OF: 1) Printed Name: Title: Hutchinson Health 1095 Hwy 15 S Hutchinson MN 55350 Witness Printed Name: HUTCH HEALTH ASSESSMENT CITY PROJECT 13 -10 Description Unit Quan tity Unit Price Amount ORIGINAL ASSESSMENT AMOUNT $67,180.12 INCREASE ITEMS: REMOVE CURB AND GUTTER NORTH LINE LF 163 $3.00 $489.00 CONSTRUCT CURB AND GUTTER (NORTH LINE) LF 163 $20.60 $3,357.80 REMOVE CONCRETE PAVEMENT AT CATCH BASIN SY 18.3 $3.00 $54.90 CONCRETE PAVEMENT 7" AT CATCH BASIN SY 18.3 $4628 $846.92 REINFORCED CONCRETE PAVEMENT 7" SIDEWALK AT DOORWAY SY 28.9 $65.62 $1,896.42 CONCRETE BLOCK FOOTING REPAIR (INCLUDES PRIME CONTRACTOR 10% ALLOWANCE) LS 1 $726.00 $726.00 CONSTRUCT CATCH BASIN INCLUDES PRIME CONTRACTOR 10% ALLOWANCE LS 1 $3,850.00 $3,850.00 TYPE SPWEA240B WEARING COURSE SY 31.1 $6.30 $195.93 TYPE SPNWB230B NON - WEARING COURSE SY 31.1 $8.10 $251.91 SUB TOTAL $78,849.00 DECREASE ITEMS: CONCRETE PAVEMENT 7" AT ENTRANCE SY 31.1 $46.28 $1,439.31 PAVEMENT MESSAGE HANDICAPPED SYMBOL EA 4 $30.00 $120.00 TOTAL ASSESSMENT AMOUNT I 1 $77,289.69 COMPILED BY: P VANDER VEEN REVISED ASSESSMENT ROLL NO. 5106 LETTING NO. 10 /PROJECT NO. 13 -10 2013 Parking Lot Improvements City: Parking Lot B - Franklin St SW /1st Ave SW /Glen St SW across from Park Elem., Parking Lot J - 125 Jefferson St BE - Evergreen Apartments, and Fire Dept -246 Adams St SE /205 3rd Ave BE School District: Administration Bldg - 30 Glen St NW, High School - 1200 Roberts Rd SW, West Elementary - 875 School Rd SW Hutchinson Health: West Parking Lot -3 Century Ave SW Construction of pavement surtace, reclamation /removal, gmd,ng, aggregate base, drain tile, storm sewer, lighting, pavement markings, cenrsete curb antl gu0er, bituminous base, bituminous surfacing, restoration and appurtenances 1ST HEARING: 2ND HEARING: 05/14/2013 06125/2013 COMPUTED BY: P VANDER VEEN CHECKED BY K EXNER NUMBER OF YEARS: 10 ADOPTED: 0612512013 INTEREST RATE: 3.65% REVISION ADOPTED: 0912112013 cltt HO xO. uNTY PIO mOPEmT MORE55 OWNER NAME owNERADDRESS Ao00wN Mw—swN Cm'COST —.sMl— AssESSMEm 1 06 116 29 04 0261 230500695 100 GLEN ST SW I N D SCHOOL DISTRICT 423 - PARKING LOT 30 GLEN ST NW HUTCHINSON MN 55350 N412.5'OF 5478.5'OF E265'OF NORTH PARK, SOUTH HALF CITY OF HUTCHINSON $81,471.62 $81,471.62 2 06 116 29 04 0310 23050060 1052ND AVE SW HH& L PROPERTIES LLC - PARKING LOT 70713TH ST GLENCOE MN 55336 LOT 5, BLOCK 11, SOUTH HALF CITY OF H UTCH I NSON $27,157.20 $27,157.20 3 31117 29 14 03W 23083 W30 30 GLEN ST NW IND SCHOOL DISTRICT 423 - CENTRAL DISTRICT 30 GLEN ST NW HUTCHINSON MN 55350 LOTS 3 -4 -5 -6 & N10' OF LOTS 1 & 2, BLOCK 40, LM. GAZIN'S SUBDIVISION OF LOT 10, BLOCK 40, NORTH HALF CITYOF HUTCHINSON $28,889.45 $28,889.45 4 01116 30 12 W1023 ELL 0200 1200 ROBERTS RD SW IND SCHOOL DISTRICT 423 -HIGH SCHOOL 30 GLEN ST NW HUTCHINSON MN 55350 NW1 /45W 1/4 EX N 2 RODS& EX W 240DS, SECTION 01- 116 - 3038.00 ACRES $447,657.79 $447,657.79 5 0111630130010230010100 875 SCHOOL RD SW IND SCHOOL DISTRICT 423 -WEST ELEM 30 GLEN ST NW HUTCHINSON MN 55350 14.64 AC OF SW I/4 SW 1/4 SECTION 10- 116-30 $72,224.08 $72,224.08 6 07 116 29 04 W50 123 2300285 1095 Hwy 155 HUTCHINSON HEALTH 1095 Hwy 155 1HUTCHINSONNIN 55350 PART OF LOT 16 & 18 N OF EXTENSION OF CENTURY AVE, AUDITOR'S PLAT OF SECTION 07 -11 29 1 $77,289.69 $77,289.69 PARKING LOT $162,943.23 $0.00 PARKING LOT $47,153.01 $0.00 FI RE DEPT $42,917.97 $0.00 TOTAL ASSESSMENT ROLL NO. 5106 $253,014.21 $734,689.83 $734,689.83 Total Project Cost: 1 $98 7,70404 1 twuauc woRKSY.a..4lgeLLia113'O¢ 217 ➢13eA51W- FtoPtim- IA..smnzz�v,�rt RHUCnnssESSNENr ROUAR3tos LmmstO- R�i�z4zm3- aaxlal RESOLUTION NO. 14188 RESOLUTION ADOPTING REVISED ASSESSMENT ASSESSMENT ROLL NO. 5106 LETTING NO. 10 /PROJECT NO. 13 -10 WHEREAS, pursuant to resolution and waiver of hearing the Council has met and reviewed the proposed assessment for improvement of: 2013 City Parking Lot Improvements: City Parking Lot B - Franklin St SW /1 st Ave SW /Glen St SW across from Park Elem. City Parking Lot J - 125 Jefferson St SE — Evergreen Apartment Fire Dept. - 246 Adams St SE /205 3rd Ave SE School District locations: Administration Bldg - 30 Glen St NW High School - 1200 Roberts Rd SW West Elementary - 825 School Rd SW Hutchinson Health: West Parking Lot — 3 Century Ave SW and others to be determined, by construction of pavement surface, reclamation /removal, grading, aggregate base, drain tile, storm sewer, lighting, pavement markings, concrete curb and gutter, bituminous base, bituminous surfacing, restoration and appurtenances. WHEREAS, the assessment hearing was held and Assessment Roll No. 5106 was adopted on June 25, 2013. WHEREAS, due to additional construction on the Hutchinson Health Parking Lot, it is proposed to revise said Assessment Roll No. 5106 as follows: PID# 07- 116 -29 -04 -0050 — Increase due to additional work - Total Assessment of $77,289.69. WHEREAS, the property owner has signed a revised Waiver. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted, and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments extending over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 2014 and shall bear interest at the rate of 3.65 percent per annum as set down by the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from November 1, 2013, until the 31 st day of December 2014. To each subsequent installment when due, interest shall be added for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Finance Department, except that no interest shall be charged if the entire assessment is paid by the 15th day of November, 2013; and he may, at any time thereafter, pay to the City Finance Department the entire amount of the assessment remaining unpaid, with interest accrued to the 31 st day of December, of the year in which such payment is made. Such payment must be made before November 15th, or interest will be charged through December 31 st, of the next succeeding year. 4. The Administrator shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of the County, and such assessment shall be collected and paid over in the same manner as other municipal taxes. Adopted by the Council this 24th day of September 2013. Mayor City Administrator HUTCHINSON CITY COUNCIL REQUEST FOR BOARD ACTION Agenda Item: Resolution for sale of unclaimed items to be sold at auction Department: Police Contact: Daniel T. Hatten Amount of Time Requested: 2 Minutes Presenter /If Different than Contact: Daniel T. Hatten BACKGROUND /EXPLANATION OF AGENDA ITEM: w1wilf, I-, ka" I .: Meeting Date: 9/24/2013 Item Type: Consent Agenda Attachments: Yes RESOLUTION TO SELL AT AUCTION • 2000 green Pontiac Grand Am, VIN #1g2nf52t7yc538654. Hutchinson Police ICR #12010160. • 1998 tan Chevrolet S10 pickup, VIN #lgcdt19x9w8158944. Hutchinson Police ICR #13001028. • 1996 green Chevrolet Blazer, VIN #lgndt13w0t2132576. Hutchinson Police ICR #12011110. • 1999 tan Cadillac Catera, VIN #W06vr52r3xr019444. Hutchinson Police ICR #12008067. Vehicles to be sold through Fahey Sales. El BOARD ACTION REQUESTED: The Hutchinson Police Department recommends approval of resolution to sell unclaimed property at auction p Fiscal Impact: 0 FTE Impact 0 Included in current budget: Yes Funding Source: 0 Budget Change: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0 Funding Source: N/A Additional Financial /FTE Comments: RESOLUTION TO SELL FORFEITED PROPERTY I:M•1MiC•77►C• MENDR61 WHEREAS, Hutchinson Police Services has accumulated forfeited vehicles. AND WHEREAS, the Hutchinson City Code provides pursuant to Section 2.70 for the liquidation of forfeited property. AND WHEREAS, the forfeited property has been in the possession of Hutchinson Police Services for more than sixty days; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That the Hutchinson City Council hereby approves the sale at auction of the following vehicles: • 2000 green Pontiac Grand Am, VIN #1g2nf52t7yc538654. Hutchinson Police ICR #12010160. • 1998 tan Chevrolet S10 pickup, VIN #1gcdt19x9w8158944. Hutchinson Police ICR #13001028. • 1996 green Chevrolet Blazer, VIN #1gndt13w0t2132576. Hutchinson Police ICR #12011110. • 1999 tan Cadillac Catera, VIN #W06vr52r3xr019444. Hutchinson Police ICR #12008067. Vehicles to be sold through Fahey Sales. Adopted by the City Council this 24th day of September, 2013. Mayor City Administrator HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Consideration for Approval of Traffic Control Resolution Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner /John Olson Agenda Item Type: Presenter: Kent Exner /John Olson Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: Following public input, City staff has determined that installation of a stop sign at the intersection of Oakwood Court NW and Golf Course Road NW would be appropriate. Thus, please see the attached Traffic Control Resolution and location map. BOARD ACTION REQUESTED: Approval of Resolution Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14190 RESOLUTION ESTABLISHING LOCATION FOR TRAFFIC CONTROL DEVICES WHEREAS, the Police Chief, City Engineer and Public Works Manager agree that the following areas have traffic control concerns which warrant traffic control devices, and; WHEREAS, the Hutchinson City Council has the authority to establish locates as points where traffic control devices shall be erected, pursuant to Section 7.04, Subdivision 1 of the Hutchinson City Code; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON: That the Council hereby establishes the following traffic control devices shall be installed and enforced: 1. Install a "STOP" condition at the intersection of Oakwood Ct NW (private road) and Golf Course Rd NW to improve traffic safety due to limited sight lines at the intersection. NOW, THEREFORE, BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON: Adopted by the City Council this 24th day of September, 2013. Steven Cook Mayor ATTEST: Jeremy Carter City Administrator y GIP- ^vc NPp Qom. r 1 Install STOP sign low t h _ VA 13TH AVE NW —. cr ' w 12TH AVE NW ui �� or - HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action WZ 7AL =- Agenda Item: Resolution 14193 Setting Interest Rate for the 2013 Adopted Assessment Rolls Department: Finance LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 1 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: As we do each year that we bond for roadway /infrastructure improvements, Council must set the interest rate for the special assessments to be certified to the county. The interest on the assessments is at the true interest rate on the 2013 improvement bonds plus 1 %. City staff is asking the council to set the interest rate for the 2013 assessments at 3.65 %, which is the true interest rate of 2.65% plus 1 %. BOARD ACTION REQUESTED: Approve Resolution 14193 setting the interest rate for the 2013 adopted assessment rolls at 3.65°/x. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: CITY OF HUTCHINSON RESOLUTION NO. 14193 RESOLUTION SETTING INTEREST RATE FOR 2013 ADOPTED ASSESSMENT ROLLS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That all assessment rolls, which have been adopted or will be adopted relating to the 2013 improvement bonds, are hereby changed to read an interest rate of 3.65 %. This rate is the true interest rate of the 2013 improvement bonds plus 1%. Adopted by the City Council this 24th day of September 2013. Steve W. Cook Mayor ATTESTED: Jeremy J. Carter City Administrator HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action WZ 7AL =- Agenda Item: Resolution to Request Joint Powers Agreement with MnDOT for O -D Study Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: Per City staff's recent discussions with MnDOT staff, there appears to be a strong possibility that MnDOT will fund a portion of the City's upcoming Traffic Origin- Destination Study. Thus, as requested by MnDOT, please see the attached Resolution stating the City's interest in administering a Joint Powers Agreement to allow MnDOT's financial contribution to this study. BOARD ACTION REQUESTED: Approval of Resolution Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14194 AUTHORIZATION TO REQUEST MINNESOTA DEPARTMENT OF TRANSPORTATION JOINT POWERS AGREEMENT FOR CITY ORIGIN - DESTINATION STUDY It is resolved by the City of Hutchinson as follows: 1. That the City formally requests that the Minnesota Department of Transportation fund a portion of the cost for SRF Consulting Group, Inc. to administer a traffic origin- destination study within or immediately surrounding the Hutchinson area. 2. That the Mayor and City Administrator are authorized to execute the forthcoming Joint Powers Agreement and any associated contracts or amendments on behalf of the City of Hutchinson. Adopted by the Hutchinson City Council on this 24th day of September, 2013. Mayor, Steven W. Cook City Administrator, Jeremy J. Carter HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Sell / Auction - 2001 Dodge and 2002 Chevrolet Department: Fire / PZB LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Brad Emans Agenda Item Type: Presenter: Brad Emans (if needed) Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 5 License Contingency N/A Attachments: No BACKGROUND /EXPLANATION OFAGENDA ITEM: Fire Department (2001 Dodge Durango) 124,000 Miles The Engine in this vehicle experienced severe engine failure, the valve went through a piston. Estimated cost is $4 - $5,000 to repair. The vehicle was scheduled to be replaced early 2014. The Fleet Committee recommended to replace it 4 months early to avoid spending the money on repairs because of the age, condition and present value of the vehicle. The new vehicle was purchased off the MN State contract after soliciting quotes from local and state vendors. It is now time to eliminate the 2001 Dodge, it is the Fleet Committee's recommendation that Fahey Auction sell the vehicle for the city since this business is on the approved list to sell city property. The committee estimates a sale to bring $1,000 to $2,000 for the vehicle. Planning /Zoning /Building ( 2002 Chevrolet) Former HPD vehicle, 90,000 Miles There are several mechanical issues with this vehicle, such as ailment issues, starting, senors, and overall electrical issues. An estimate to repair these issues to make it road worthy (city driving) was "time and material only" (estimated at $1,000 with no guarantee that it would solve the issues). The vehicle was scheduled to be replaced early 2014. The Fleet Committee recommended replacement of the vehicle 3 months early to avoid spending money on the repairs that might not solve the issues. Quotes on a new vehicle are being solicited from local and state vendors. The fleet committee is also using another vehicle in the interim until the new State pricing comes out this fall. The Fleet Committee is recommending elimination of the 2002 Chevrolet, it is our recommendation Fahey Auction sell the vehicle for the city as this business is on the approved list to sell city property. The committee estimates a sale to bring $1,000 - $1,500 for the vehicle. BOARD ACTION REQUESTED: Approve the sale of City equipment. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION TO SELL AT AUCTION SURPLUS PROPERTY Resolution No. 14195 WHEREAS, the Hutchinson Fire Department and Planning /Zoning /Building Department have accumulated surplus property, namely motor vehicles. AND WHEREAS, Hutchinson City Code provides, pursuant to Section 91.42, for the sale at auction of surplus property. AND WHEREAS, the above -named departments have determined that they are in possession of surplus property. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA. That the Hutchinson City Council hereby approves the sale at auction of the following: 2001 Dodge Durango - VIN# 1BYHS28N51F592208 2002 Chevrolet Impala — VIN# 2G1 WF5K229283146 Vehicles to be sold through Fahey Auction Agency. Adopted by the City Council this 24th day of September, 2013 Steven W. Cook, Mayor Jeremy J. Carter, City Administrator HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action WZ 7AL =- Agenda Item: Establishing Privacy Policy and Procedures For Personal Health Information Department: Human Resources LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Brenda Ewing Agenda Item Type: Presenter: Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: In 2004, the City adopted Resolution No. 12368 to establish the required privacy policy to protect employee's personal health information as required by HIPAA - the Health Insurance and Portability and Accountability Act. In January 2013, the US Department of Health and Human Services released its final rule that requires amendments and additions to our policy. The attached resolution includes the required language changes that are required to specifically state additional rights, options and expectations of employees regarding the limited personal health information the City maintains. In addition, other miscellaneous, clean -up language changes (terms /titles /etc.) are included to update the plan. The changes will be effective retroactively to September 23, 2013, and will be distributed to all employees upon adoption. BOARD ACTION REQUESTED: Consideration and approval of Resolution No. 14196 a resolution establishing privacy policies and procedures for personal health information as required by the Health Insurance and Portability and Accountability Act ( HIPAA) Fiscal Impact: Funding Source: n/a FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: n/a Remaining Cost: $ 0.00 Funding Source: n/a CITY OF HUTCHINSON RESOLUTION NO. 14196 RESOLUTION REPLACING RESOLUTION NO. 12368 ESTABLISHING PRIVACY POLICY AND PROCEDURES FOR PERSONAL HEALTH INFORMATION AS REQUIRED BY THE HEALTH INSURANCE POPRTABILITY AND ACCOUNTABILITY ACT OF 1996 (HIPAA) THE COUNCIL OF THE CITY OF HUTCHINSON HEREBY RESOLVES: Privacy Policy & Procedures Policy Statement This policy addresses how the City of Hutchinson as the Plan Sponsor of the health related plans may use and disclose participants' protected health information. The Plan is required by law to maintain the privacy of participants' health information. These rules apply to the Plan, not the City of Hutchinson as an employer. The City of Hutchinson is referred to as the Plan Sponsor in the remainder of this notice. It defines the policies and procedures the City has adopted to protect the privacy of this information. At any given time, the Plan Sponsor has minimal Protected Health Information (PHI) in its possession. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) coverage attaches to the Plan Sponsor primarily because of the fact that the City provides eligibility and enrollment information to its Business Associates for our employee medical and dental insurance plans, who in turn provide services to our members. The Plan Sponsor also handles minimal PHI in relation to the flexible benefit plan (health care flexible spending accounts). Information concerning participants' eligibility, enrollment, PHI and other information that City staff have received in the performance of their job duties has always been confidential information. The Plan Sponsor is committed to continuing to maintain the privacy of Protected Health Information (PHI) that is received or created as a result of the health plan related activities. The Plan Sponsor has implemented the procedures and protocols described in this document to comply with the HIPAA privacy requirements. These procedures will be reviewed and updated periodically to ensure ongoing compliance with applicable federal and state privacy requirements. Overview This document describes policies, procedures and protocols adopted by the Plan in the following areas: • Privacy Officer • Disclosure and Use of PHI • Minimum Necessary Standard • Business Associate Sub - contractors © 2013 City of Hutchinson • Administration of Participants' Rights • Health Plan Records and Document Retention • Staff Training • Complaint Procedure, Mitigation and Sanctions • Sanctions for Privacy Violations • PHI Safeguards Privacy Officer The Plan Sponsor has designated Brenda Ewing, Director of Human Resources, as its Privacy Officer and primary contact person regarding the privacy policy. The Director of Human Resources is responsible for developing, implementing and managing the Plan Sponsor's privacy policy and procedures. Any questions regarding privacy practices, including complaints should be directed to her at: Brenda K. Ewing Director of Human Resources 111 Hassan Street SE Hutchinson, MN 55350 320 - 587 -5151 Ext. 213 320 - 234 -4240 (FAX) bewing @ci.hutchinson.mn.us Disclosure and Use of PHI The City will disclose or use PHI primarily for the following purposes: PHI will be disclosed, used or requested for the limited purposes of "treatment ", "payment" and "health care operations ". Treatment includes providing, coordinating, or managing health care by one (1) or more health care providers or doctors. Treatment can also include coordination or management of care between a provider and a third party, and consultation and referrals between providers. Payment includes activities by the Plan Sponsor, other plans, or providers to obtain premiums, make coverage determinations and provide reimbursement for health care. This can include eligibility determinations, reviewing services for medical necessity or appropriateness, utilization management activities, claims management and billing; as well as, "behind the scenes" plan functions such as risk adjustment, collection, or reinsurance. For example, the Plan may share information about participant coverage or the expenses you have incurred with another health plan in order to coordinate payment of benefits. ■ Health care operations include activities by the Plan Sponsor (and in limited circumstances other plans or providers) such as wellness and risk assessment programs, quality assessment and improvement activities, customer service, and internal grievance resolution. Health care operations also include vendor evaluations, credentialing, training, accreditation activities, underwriting, premium rating, arranging for medical review and audit activities, and business planning and development. When requested, PHI will be disclosed to the participant who is the subject of the PHI, or their personal representative. (see Disclosures to Participants below) When a participant (or their personal representative) signs a valid written authorization for release of PHI on a form approved by the Plan Sponsor, the covered PHI will be released to the authorized individual or organization. © 2013 City of Hutchinson If requested in order to determine a health plan's compliance with the privacy rule, PHI will be released to the Secretary of Health & Human Services. The Plan Sponsor may also disclose PHI without your authorization to affiliates and third party business associates that perform payment or health care operations activities for the Plan Sponsor on the participants' behalf. In addition, the Plan Sponsor may use or disclose PHI without authorization as permitted or required by law, including, but not limited to: a public health authority, social services, or protective services agency; in response to a court order, subpoena, discovery request, or other lawful process; to law enforcement; to researchers; to avert a serious threat to health and safety; for specialized government functions such as military or national security activities, to the extent needed to provide emergency treatment; and to comply with workers' compensation laws, etc. The Plan Sponsor will not disclose, use or request PHI for any purpose other than the purposes listed above (including other purposes specifically permitted by the privacy rule) without the written approval and direction of the health plan. In these cases we never share vour information unless you aive us written permission: • Marketing purposes • Sale of your information Disclosures to Participants — The Plan Sponsor will make authorized disclosures of PHI as follows: Spouses — The Plan Sponsor will disclose PHI to the spouse of a covered participant if: 1.) the spouse is the subject of the requested PHI, or 2.) the subject of the requested PHI is a dependent child for whom the spouse is a custodial parent (see dependent children below). PHI on the covered participant will be disclosed to a spouse only with written authorization or if both the covered participant and spouse are on the telephone simultaneously. Dependent Children — The Plan Sponsor will disclose requested PHI on dependent children to a custodial parent (either the covered participant or the spouse) or legal guardian. PHI will be released to non - custodial parents only with the approval of the Privacy Officer. If the health plan or the participant notifies the Plan Sponsor that PHI or a specific claim is for an emancipated dependent child, such PHI will be released only to emancipated dependent. In this case, PHI will be addressed to the emancipated dependent at the last known address provided for the dependent child. Identity Verification — The Plan Sponsor will confirm the identity of participants who request information that includes PHI over the telephone by verifying a social security number, address, zip code or other personal identification data maintained in the participant's designated record set. The Plan Sponsor will rely on the identity of individuals submitting written requests for information to the extent allowable by law. Third Party — A participant may request that a designated third party receive the PHI and the plan must comply provided the request is in writinq and signed by the requesting individual. Minimum Necessary Standard When PHI is disclosed, used or requested, the Plan Sponsor will make reasonable efforts to limit PHI to the minimum amount required to accomplish the intended purpose. However, the following types of uses and disclosures will not be subject to this "minimum necessary" requirement: 1.) disclosures 0 2013 City of Hutchinson to the individual who is the subject of the information, and 2.) disclosures pursuant to a valid authorization. If reasonable under the circumstances, the Plan Sponsor will assume that requests for PHI from another covered entity comply with this minimum necessary standard if that covered entity makes such representation. Internal Uses and Routine Disclosures of PHI — Internal uses, routine disclosures of PHI and routine requests for PHI by City employees will be restricted consistent with a role based "need to know" protocol described in the table below. Each position's access to PHI will be limited to those situations for which the position is expected to provide a covered function. Individual review of listed disclosures and requests is not required. Breach of Information We are required by law to notify you promptly if a breach occurs that may have compromised the privacy or security of your information. Fundraisinq Communications If the City would distribute any related fundraising communications, you have the right to opt out of receiving such communications. PHI for Underwriting Purposes If PHI is used for underwriting purposes, the plan is prohibited from using or disclosing PHI that is .genetic information of an individual. © 2013 City of Hutchinson Position Director of Human Resources Cinanno D'FeGtG Controller P rc T ins. - T�onhnini;;n n Payroll /Benefits Specialist 0 2013 City of Hutchinson Access and use of PHI for listed covered functions allowed without authorization Overall management of administration activities including supervision; training; assistance with benefit determination; employee performance evaluation such as auditing accuracy of claim payments; and claim appeals. Management of banking functions including ACH administration and disbursement account reconciliation. Employee performance evaluation such as auditing accuracy of claim payments; and claim appeals. Health plan operations and payment. Plan administration including enrollment; data entry; contribution processing; processing claim payments, claim appeals and customer service. Disclosures and requests to listed entities allowed without authorization As the City of Hutchinson's Privacy Officer, this position may disclose PHI or request PHI in all of the situations described below. PHI may be disclosed to the individual who is the subject of the PHI without limitation. PHI may be disclosed to a business associate or an individual the plan sponsor has formally designated as part of the "health care component" responsible for health plan administration, who performs a covered function that requires the PHI .(e.g. funds transfer for claim payment). PHI may be requested from a health plan if it is necessary to affect payment of claims and to make determinations regarding health care operations. PHI may be disclosed to the individual who is the subject of the PHI without limitation. PHI may be disclosed to a health care provider if it is directly related to a specific claim that was submitted for reimbursement involving services rendered by that health care provider. PHI may be disclosed to a business associate or an individual the plan sponsor has formally designated as part of Position Access and use of PHI for Disclosures and requests to listed covered functions listed entities allowed allowed without without authorization authorization the "health care component" responsible for health plan administration, who performs a covered function that requires the PHI (e.g. claim appeals, plan eligibility, benefit determination, contribution processing, change in status). PHI may be requested from a health care provider or another health plan if it is directly related to a specific claim that was submitted for reimbursement and the PHI is necessary to determine expense eligibility under the health plan, or affect payment of the expense. Administrative Opening and distributing PHI may be disclosed only to Secretary / HR incoming mail and FAXes; data the Privacy Officer, City Technician entry; plan related Administrator, Finance Director, correspondence; routing City Attorney, and /or the telephone calls; customer Personnel /Insurance service; folding, inserting and Technician. posting out -going mail. City Administrator Management of the Plan This position may disclose PHI or request PHI in all of the situations City Attorney Management of the Plan This position may disclose PHI or request PHI in all of the situations. IT Director Management of the Information PHI may be disclosed only to Technology function related to the Privacy Officer, City the Plan. Administrator, Finance Director, City Attorney, and /or the Personnel /Insurance Technician. Computer /Network Maintenance of the Information PHI may be disclosed only to Technician Technology function related to the Privacy Officer, City the Plan. Administrator, Finance Director, City Attorney, and /or the Personnel /Insurance Technician. Non - routine requests and disclosure of PHI — All non - routine requests for disclosure of PHI not described above will be reviewed on a case by case basis by the Privacy Officer. Requests must be © 2013 City of Hutchinson 6 submitted to the Privacy Officer in writing and include detailed descriptions of the specific PHI requested and the purpose for which the PHI is required. Only PHI necessary to accomplish the stated purpose will be disclosed. In making this judgment, the Privacy Officer will rely on past experience, generally accepted industry standards and the opinions of individuals with applicable expertise. The Plan Sponsor will not disclose a participant's entire medical record unless clear justification is provided. Business Associate Sub - contractors The Plan Sponsor will ensure that any agents and /or subcontractors to whom it provides PHI on behalf of the health plan agree to the same restrictions and conditions that apply to the Plan Sponsor with respect to such PHI. The following table lists the sub - contractors the Plan Sponsor utilizes for provision of health plan administration services and the functions performed that could result in use or disclosure of PHI. Sub - contractor Services Provided Requiring Access to PHI GGMPaRy Hutchinson Health Employee Assistance Program providers Shred -It Records destruction Berkley RicU / AM..0 ni��r���rc Wells Fargo Insurance Services Risk managers and agent for health and dental plans \.NeGfli inrJ Q. 14.s; s;v'crcrtcca I nasal inci iranno agent fnr ho -Alth and dental plan& PexGemnonca +inn Flexible Spending Account administration, including claims determination, claims appeals, continuation of benefits, etc. 0 TASC � I- lo�lfh administr -afien innl61diRg nlaimc r---;;re plan third party onrr`Ilmont eligibility, nr`ntinii.AtiG_n Gf benefits PFGGecGGF �� o 0 0 0 0 SIMPLE /Midwest Dental Dental care plan third party administration including claims processor, enrollment, eligibility, continuation of benefits, coordination of coverage, etc. LOGIS / Civic Systems Payroll and Financial System administration and support I Intl Inn Re CIGNA Employee Employee Assistance Provider Administration of Participant's Rights The Plan Sponsor has implemented the following procedures to accommodate participant's rights with respect to their PHI. Participants will be notified of these rights in the Notice of Privacy Practices. Receive notice of privacy practices — Participants have the right to receive a notice that describes the plan's privacy practices. The Plan Sponsor will distribute this notice to all required participants. Request restrictions on disclosure of PHI — Participants have the right to request that the health plan restrict disclosure of PHI for certain purposes including treatment, payment, or health care operations, and restrict disclosure to individuals (e.g. family members) involved in the participant's health care or payment for health care. The health plan is not obligated to comply with such a request, but if the 0 2013 City of Hutchinson request is accepted, the plan may not disclose PHI in accordance with the request except in cases of medical emergencies. All requests for restrictions on disclosures of PHI must be submitted to the Privacy Officer in writing and include descriptions of: 1.) the PHI to be restricted, 2.) the manner in which disclosure is restricted, and 3.) the individuals or entities to whom the restriction applies. All requests for restriction on disclosure of PHI will be determined by the Plan Sponsor for acceptance or denial. The Plan Sponsor will notify the participant of the determination in writing. If the restriction is accepted, the Plan Sponsor will notify the participant of the approval subject to the exception for medical emergency, and will not thereafter use or disclose the specified PHI in a manner inconsistent with the restriction. If the restriction is denied, the participant will be given the opportunity to discus their privacy concerns, and the Plan Sponsor will, to the extent practicable, assist the participant in modifying the request to address their concerns. Request confidential communications — Participants have the right to request and the health plan must make reasonable accommodations for participants to receive PHI by alternative means or at alternative locations. All requests for confidential communication must be submitted to the Privacy Officer in writing and include: 1.) a description of the PHI or types of communication to be received in an alternative manner, 2.) a description of the alternative manner for receiving the communication (e.g. an alternative address), and 3.) the participant's certification that disclosure of all or a part of the information to which the request applies could endanger the participant and an explanation of the supporting circumstances. Access /copy PHI — Participants have the right to review and /or receive a copy of information maintained in their designated record set. All requests for access /copy must be submitted to the Privacy Officer in writing and include: 1.) a description of the specific information to be reviewed and the time period covered, 2.) the date and time when the participant would like to review the information, and /or 3.) the mailing address where the information is to be sent. The Plan Sponsor will act on all requests for access /copy within 30 days of receipt. If the information requested is inaccessible or not maintained onsite, the time to act may be increased to 60 days. If access cannot be provided due to circumstances beyond the Plan Sponsor's control, the Plan Sponsor may request an additional 30 days to accommodate the participant's request. In this case, the participant will receive a written statement describing the reason(s) for the delay and a date when the information will be available. Information may be reviewed at the City's main office during normal business hours (Monday — Friday, 8:00 AM to 4:30 PM CST) and we will make reasonable accommodations based on the participant's requested schedule. The Plan Sponsor will bill the participant the cost of copying at the rate of $.20 per page and the actual cost of postage or delivery charges (if any). Access to information in a participant's designated record set may be denied under certain circumstances specified in the privacy regulations. If access is denied, the participant will receive a written explanation for the denial that includes: 1.) the specific basis for the denial, 2.) a statement that the participant has the right to have the denial reviewed, and 3.) a description of how the participant can file a complaint with the Secretary of Health and Human Services regarding the denial. If access to the requested information is denied because the Plan Sponsor doesn't maintain the © 2013 City of Hutchinson information, but we are aware of where the information is located, the participant will be informed where to direct the request. Amend /correct PHI — Participants have the right to request changes to inaccurate or incomplete PHI maintained in their designated record set. All requests to amend /correct PHI must be submitted to the Privacy Officer in writing. Written requests to amend /correct PHI must include specific reasons for the change. The Plan Sponsor will act on all requests to amend /correct PHI within 60 days of receipt. If action cannot be taken due to circumstances beyond the Plan Sponsor's control, the Plan Sponsor may request an additional 30 days to accommodate the participant's request. In this case, within 60 days of the original request, the participant will receive a written statement describing the reason(s) for the delay and a date by which action will be taken. The Plan Sponsor is not required to amend /correct PHI (e.g. if the Plan Sponsor didn't create the information, if the Plan Sponsor doesn't maintain the information or if the Plan Sponsor's information is accurate and complete). If a request to amend /correct PHI is denied, the participant will receive a written explanation for the denial that includes: 1.) the specific basis for the denial, 2.) a description of the participant's right to file a statement of disagreement, 3.) a statement that the participant can request that the amendment and denial be included with any subsequent disclosure of the PHI, and 4.) a description of how the participant can file a complaint with the Secretary of Health and Human Services regarding the denial. If a request to amend /correct PHI is accepted in whole or in part, the Plan Sponsor will: 1.) notify the participant in writing that the request has been approved, 2.) amend /correct the relevant PHI, and 3.) make reasonable efforts to contact other covered entities and business associates who could be expected to rely on the information that has been amended to the detriment of the participant. Receive an accounting of PHI disclosures — Participants have the right to receive an accounting of certain disclosures of PHI for the past six years (but not prior to April 14, 2004). All requests for an accounting of PHI disclosures must be submitted to the Privacy Officer in writing. The Plan Sponsor will act on all requests for an accounting of PHI disclosures within 60 days of receipt. If action cannot be taken due to circumstances beyond the Plan Sponsor's control, the Plan Sponsor may request an additional 30 days to accommodate the participant's request. In this case, within 60 days of the original request, the participant will receive a written statement describing the reason(s) for the delay and a date by which action will be taken. Participants may request an accounting of PHI disclosures once per year without charge. Additional requests will be billed at a reasonable rate. The accounting of disclosures will include the date of the disclosure, the name and address of the person or entity to which the disclosure was made, a description of the PHI disclosed and a brief description of the reason for the request. The accounting will not include disclosures to the participant (or their personal representative), disclosures pursuant to an authorization, or disclosures for the purpose of treatment, payment or health care operations. Health Plan Records and Document Retention Business associates will determine appropriate procedures for ensuring the privacy of information contained in a participant's designated record set. Business associates will hold and retain records on behalf of the Plan Sponsor. The Plan Sponsor shall have the right at all reasonable times to inspect, at the office of the business associate, all records belonging to the plan that relate to the business associate's services to the Plan Sponsor. © 2013 City of Hutchinson In some cases, business associates may return all health plan records to the Plan Sponsor at the end of each plan year. In other cases, the business associates will retain the following information in written or electronic format for six years from the later of its creation date or the date it was last in effect: 1.) information in the participant's designated record set including claim forms and documentation, 2.) signed authorizations to disclose PHI and 3.) all written documents related to participants' privacy rights as described under Administration of Participant's Rights above. Upon termination of the business associate services, the business associate shall return and /or destroy (unless subject to a court order prohibiting destruction or requiring production) all records received from the Plan Sponsor or created or received by the business associate on behalf of the plan that the Plan Sponsor still maintains in any form. If return or destruction is not feasible, the Plan Sponsor and or business associate shall continue to extend the appropriate protections to such information, and limit further use of such information to those purposes that make the return or destruction infeasible. Staff Training All City employees who use or have access to PHI will receive HIPAA privacy training prior to the compliance date and will continue to be trained on a periodic basis as necessary. New employees or employees who transfer into a position that performs a covered function will be trained as part of their initial orientation. The training program includes a general overview of the HIPAA privacy requirements and focuses on the policies and procedures outlined in this document. The Privacy Officer will be responsible for monitoring privacy requirements on an ongoing basis and will update the City's policies and procedures as necessary. If there is a material change in the City's policies and procedures, all employees will be re- trained within a reasonable period of time to ensure ongoing compliance. Complaint Procedure, Sanctions and Mitigation The Plan Sponsor has implemented the following procedures for documenting and investigating privacy complaints, disciplining employees who violate the Plan Sponsor's privacy practices and mitigating the consequences of privacy policy violations. Complaint Process — If a participant believes their privacy rights have been violated by a City employee or sub - contractor, or disagrees with a decision made by the Plan Sponsor about access, use or disclosure of PHI, a complaint may be filed in writing with the Privacy Officer. The written complaint should include a description of the violation or decision, the individuals and PHI involved, and other relevant supporting information. The Privacy Officer will investigate the complaint and respond in writing within 30 days of receipt of the complaint. If the Privacy Officer determines that a complaint has merit, steps will be taken to mitigate negative consequences of the action or decision, and sanctions will be enforced as described below. In addition, the City's privacy practices will be reviewed and modified as appropriate to minimize the possibility of a similar issue occurring in the future. If the Privacy Officer determines that the complaint does not have merit, the issue will be referred to the health plan for further consideration, and the participant will be given information on the health plan's privacy contact. Participants will also be informed of their right to file a complaint with the Secretary of the U.S. Department of Health and Human Services (HHS). Complaints can be addressed to: Medical Privacy, Compliant Division Office for Civil Rights, U.S. Department of Health © 2013 City of Hutchinson 10 and Human Services, 200 Independence Avenue SW, Room 509F, HHH Building, Washington, DC 20201. If the Privacy Officer is the subject of the written complaint, the complaint will be submitted to the City Administrator who will be responsible for investigating the complaint. The Plan Sponsor will not retaliate against a participant for exercising rights provided by the privacy rule, assisting in an investigation by HHS or other appropriate authority, or for opposing an act or practice the participant believes in good faith to be a violation of the privacy rule. Mitigation — If the Plan Sponsor becomes aware (either through a complaint or any other means) that PHI has been used or disclosed by an employee or sub - contractor in a manner that violates privacy regulations, the health plan will be notified and the Plan Sponsor will take affirmative steps to mitigate to the extent practicable the negative consequences of the violation. The timing of and specific actions taken to mitigate negative consequences will be based on the nature of the violation, the magnitude of the negative consequences and the immediacy of those consequences. Sanctions — If a City employee violates the privacy practices outlined in this document they will be subject to disciplinary procedures outlined in the City of Hutchinson Employee Handbook — Personnel Policy. Progression through the discipline procedure will be based on the severity of the violation and related consequences, not merely the number of violations. An intentional or willful violation of the Plan Sponsor's privacy practices that results in significant harmful consequences to a participant is grounds for immediate dismissal. Any sub - contractor that violates the Plan Sponsor's privacy practices will be subject to contract termination. Any sanctions applied in accordance with this policy will be documented and retained consistent with the document retention procedures described above. PHI Safeguards The Plan Sponsor will implement reasonable and appropriate administrative, technical and physical safeguards designed to prevent intentional or unintentional use or disclosure of PHI in violation of the privacy rule including but not limited to the following: • Documentation will be stored in lockable file cabinets or secure areas with restricted access when not actually being used for plan administration. • Precautions will be taken to ensure that incoming claim forms, documentation, FAXes and other written communication that include PHI are routed to the responsible employee in a manner that minimizes the risk of disclosure to any individual who does not require access to such information. Written communication containing PHI will not be left unattended in a location where an individual not entitled to disclosure is likely to be present. • Any onsite meetings with a participant where PHI is being discussed will take place in an area where the discussion is not likely to be overheard by another individual (e.g. enclosed office or conference room). • Access to data processing systems that contain PHI are restricted through multilevel user rights based on user names, passwords and employee roles. Access to the City's internal LAN is controlled through Windows and Novell network authentication. Remote VPN access is available to a limited number of employees and is secured through a high encryption VPN concentrator. This allows access to then authenticate to the windows network. The internal LAN is connected to the internet, all external communication is done through a Cisco firewall along with router security. Group rights based on job function add an additional level of security to sensitive documents. • Any written communication mailed to a participant at a location other than the participant's home address will be marked as "PERSONAL AND CONFIDENTIAL." © 2013 City of Hutchinson 11 • Reasonable steps will be taken to limit the amount of out -going FAX communication that contains PHI. When necessary, FAX correspondence containing PHI will include a cover sheet marked as "PERSONAL AND CONFIDENTIAL" and the individual to whom the FAX is directed will be notified by telephone when the FAX is transmitted. • Emails that contain PHI will be directed only to the specific email address of the individual receiving the information. PHI will not be emailed to a general email box. • Documents containing PHI will be shredded or destroyed in an appropriate manner when the retention period described above has been reached. The Privacy Policy and Procedures takes effect on September 23, 2013. However, the Plan Sponsor reserves the right to change the terms of its privacy policies at any time, and to make new provisions effective for all health information that the Plan Sponsor maintains. This includes health information that was previously created or received, not just health information created or received after the policy is changed. Adopted by the City Council this 24th day of September , 2013 . Steven W. Cook, Mayor ATTEST: Jeremy J. Carter, City Administrator © 2013 City of Hutchinson 12 HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action WZ 7AL =- Agenda Item: Ordinance Amending Section 111.02 - Peddlers & Solicitors - License Required Department: Administration /Legal LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Marc Sebora Agenda Item Type: Presenter: Marc Sebora Reviewed by Staff ✓❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: The first reading of this ordinance was held at the September 10, 2013, City Council meeting. No revisions have been made to it since its first reading. Hutchinson city code currently requires that all peddlers, solicitors and transient merchants who conduct business in the City of Hutchinson obtain a license and pay a license fee prior to conducting business within the city. Upon information received from the League of Minnesota Cities, staff is recommending that a solicitor register with the City rather than obtain a license. The major restriction on local licensing of solicitors is the Commerce Clause of the United States Constitution. The Minnesota attorney general has advised that because states are prohibited from interfering with interstate commerce, local governments cannot collect license fees from solicitors who take orders in one state for goods to be delivered in the future from another state. The League of Minnesota Cities has advised that solicitors, including interstate merchants, simply register with local authorities before engaging in their business activities. For ease and consistency of solicitor registration, staff is recommending that all solicitors register with the City - rather than obtain a license. Therefore, staff has put forth an ordinance amendment with the registration requirements of solicitors. In addition, no license fee will be collected from solicitors, but rather only from peddlers and transient merchants. BOARD ACTION REQUESTED: Approve second reading and adoption of Ordinance No. 13 -718. Fiscal Impact: $ 0.00 Funding Source: N/A FTE Impact: 0.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: Ordinance No. 13 -718 Publication No. AN ORDINANCE AMENDING SECTION 111.02 — PEDDLERS AND SOLICITORS — LICENSE REQUIRED The City Council hereby ordains: § 111.02 LICENSE REQUIRED. It is unlawful for any peddler, selieiter or transient merchant to engage in any business within the city without first obtaining a license therefor from the city. It is unlawful for any solicitor to engage in any business within the city without first registering their business information with the City. Business information shall include: (A) Name of owner /agent of company performing solicitation (B) Company address (C) Contact phone number of owner /agent (D) List of all employee names who will be performing solicitation on behalf of company (E) Estimated time frame when solicitation will occur (F) Products being solicited (G) Other cities solicitation has occurred Where licensing is referenced throughout the remainder of this section it shall refer to peddlers and transient merchants only. Adopted by the City Council this Steven W. Cook, Mayor day of 2013. ATTEST: Jeremy J. Carter, City Administrator Ordinance No. 13 -718 Publication No. AN ORDINANCE AMENDING SECTION 111.02 — PEDDLERS AND SOLICITORS — LICENSE REQUIRED The City Council hereby ordains: § 111.02 LICENSE REQUIRED. It is unlawful for any peddler, seheite or transient merchant to engage in any business within the city without first obtaining a license therefor from the city. It is unlawful for any solicitor to engage in any business within the city without first registering their business information with the City. Business information shall include: (A) Name of owner /agent of compM performing solicitation (B) Company address (C) Contact phone number of owner /agent (D) List of all employee names who will be performing solicitation on behalf of compM (E) Estimated time frame when solicitation will occur (F) Products being solicited (G) Other cities solicitation has occurred Adopted by the City Council this Steven W. Cook, Mayor day of 2013. ATTEST: Jeremy J. Carter, City Administrator HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Consideration of Preliminary and Final Plat - Summerset Fifth Addition Department: Planning and Zoning LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Dan Jochum Agenda Item Type: Presenter: Dan Jochum Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: The property owners are requesting to replat three lots in Summerset Second Addition into two lots. The new plat is proposed to be called Summerset Fifth Addition. The easements in Summerset Second Addition, Lots 2, 3, and 4, Block 3, must be vacated as the result of the replat. Please see attached Staff Report for more details. BOARD ACTION REQUESTED: Approval or denial of Preliminary and Final Plat. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: MEMORANDUM DATE: September 17, 2013, for the September 24, 2013, City Council Meeting TO: Hutchinson City Council FROM: Dan Jochum, Planning Director SUBJECT: Consideration of a one lot preliminary and final plat of Summerset Fifth Addition and vacation of easements Background: Preliminary and Final Plat and Vacation of Easements: The proposed Summerset Fifth Addition creates two lots from three lots in Summerset Second Addition. The property owners are creating a new property line through the vacant lot to make the existing lots larger. The proposed lots will be approximately 18,000 square feet each. Minimum lot area in the R -1 district is required to be at least 10,400 square feet. Staff understands that both homeowners are interested in building garages on their lots at some point after the lots are re- platted. There are other considerations that staff would like the City Council to consider. 1) Infrastructure Utilization — When developments are originally built infrastructure is sized to accommodate the amount of lots /homes in the development. When lot land is "re- platted" into larger lots the infrastructure is not fully utilized, and more importantly there are less users of the infrastructure to pay for maintenance and future repairs to the infrastructure. In addition, the City collects sewer and water availability charges, also known as SAC/WAC fees when a lot is developed with a home. In this instance the City will not have the opportunity to collect the $4,050 in SAC/WAC fees that was agreed to within the Summerset Second Addition Subdivision Agreement. 2) Future Assessment Liability — Having larger lots leads to homeowners incurring larger assessments since assessments are typically administered on a property frontage basis meaning the more lineal feet in front of a property the larger the assessment. The purpose of this item is to make the homeowners and Planning Commission aware of the future assessment liability. 3) Neighborhood Character — Having larger lots allows for accessory structures such as garages to be built more easily. The way the original lots were platted made it very difficult if not impossible to build a detached garage on the property. There doesn't appear to be any detached garages in this neighborhood on the other approximately 47 homes. Some of the homes do have utility sheds that typically are 10'x12' or smaller. Homeowners in this neighborhood may have purchased homes in this neighborhood with the expectation that the lot layout and lot size would be as it was when originally platted. Lastly, oftentimes detached garages are able to be "hidden" behind homes to be less intrusive to the neighborhood. If detached garages are indeed constructed on the subject lots there is not much of anything to screen the garages from neighboring properties. 4) Long Term Tax Capacity — The long term tax capacity of the properties will likely be less after the lots are re- platted from three to two. A garage and the additional land would likely add between $40,000 and $50,000 taxable market value to the existing lots, whereas a new home in that neighborhood might add $175,000 to $200,000 taxable market value. The tax capacity also ties to the ability of the City to pay for future infrastructure maintenance and upkeep. Staff is just pointing out the taxable value piece realizing this is just one piece of information that needs to be looked at in the larger scheme of things. City Council Memo September 24, 2013 Summerset Fifth Addition Preliminary and Final plat and Vacation of Easements Page 2 Vacation of Easements: Easements in Summerset Second Addition will be vacated and new easements will be platted in Summerset Fifth Addition. Additional information is contained in the attached staff report and attachments. Planning Commission Meeting: The Planning Commission held a public hearing and considered the request at their September 17t" meeting. Ms. Howell, 1259 Denver Ave., explained they are not planning on building garages on their property and she doesn't feel they should have to pay the SAC and WAC fee for the lot that is being added to the properties. Mr. Borstad, 1251 Denver Ave., commented on the slope behind the lots and the need for a larger yard area. He stated he would not be building a garage on the property but possibly a 120 sq. ft. utility shed and not larger. Both homeowners indicated they wanted to extend the current rock wall to the south to make the property better and by acquiring it the property they will be able to care for the lawn better as well. There were questions by the Planning Commissioners regarding the SAC/WAC payments. Mr. Exner explained that fee is generally paid at the time of a building permit and is an availability charge. He stated the infrastructure coasts are by the developer at the time of developing the property and is not an access or connection charge. City Council Memo September 24, 2013 Summerset Fifth Addition Preliminary and Final plat and Vacation of Easements Page 3 Recommendation: The Planning Commission unanimously recommended approval of the requests with the following recommendations: 1. The applicants shall record the final plat with McLeod County. 2. Any future accessory buildings must be placed in the rear yard and not in any easement areas. 3. If the lots are platted as proposed, future assessments will be larger due to the increased front footage of the properties. 4. Each lot is allowed a 24 foot curb cut for access from the street. Any future accessory buildings that need driveways will have to be accessed from within the parcel rather than a new curb cut onto the street since there are already driveways serving each lot. 5. The fees that were agreed to in the original Summerset Second Addition subdivision agreement will have to be paid before lot 3 can be absorbed into lots 2 and 4. Those fees are $2,300 sewer availability charge, $1,750 water availability charge and $800 electric service territory fee. 6. A subdivision agreement will need to be developed between the City and the property owners prior to the City's execution of the Final Plat document. Requested Action: Approval of the following: 1. Approval of the Preliminary and Final plat of Summerset Fifth Addition and Vacation of Drainage and Utility Easements to allow platting of three lots into two lots. DIRECTORS REPORT - PLANNING DEPARTMENT To: Hutchinson Planning Commission From: Dan Jochum and Bonnie Baumetz, Planning and Zoning Department Date: September 5, 2013, for September 17, 2013, Planning Commission Meeting Application: Consideration of a one lot preliminary and final plat of Summerset Fifth Addition and vacation of easements. Applicants: Sean and Valerie Howell, Stephen and Jean Borstad and David Broll, First Class Builders PRELIMINARY AND FINAL PLAT OF SUMMERSET FIFTH ADDITION VACATION OF EASEMENTS The property owners are requesting to replat three lots in Summerset Second Addition into two lots. The new plat is proposed to be called Summerset Fifth Addition. The easements in Summerset Second Addition, Lots 2, 3, and 4, Block 3, must be vacated as the result of the replat. Preliminary and Final plat and vacation of easements Summerset Fifth Addition Planning Commission — 9/17/13 Page 2 GENERAL INFORMATION Existing Zoning: R -1 (Single Family Residential) Property Location: 1251, 1255 and 1259 Denver Avenue S.E. Lot Size: Lot 1 — 18,053 sq. ft. Lot 2 — 17,484 sq. ft. Existing Land Use: Residential Adjacent Land Use And Zoning: R -1 (Single Family Residential) and R -2 (Medium Density Residential) Comprehensive Land Use Plan: Traditional Residential Neighborhood Zoning History: The property was annexed to the City in 2000 and platted as Summerset Second Addition in 2002. Applicable Regulations: Sections 153.36 and 153.50 of the City Code Section 14.05 of the City Charter Preliminary and Final Plat: The proposed Summerset Fifth Addition creates two lots from three lots in Summerset Second Addition. The property owners are creating a new property line through the vacant lot to make the existing lots larger. The proposed lots will be approximately 18,000 square feet each. Minimum lot area in the R -1 district is required to be at least 10,400 square feet. Staff understands that both homeowners are interested in building garages on their lots at some point after the lots are re- platted. There are other considerations that staff would like the Planning Commission to discuss /consider. 1) Infrastructure Utilization — When developments are originally built infrastructure is sized to accommodate the amount of lots/homes in the development. When lot land is "re- platted" into larger lots the infrastructure is not fully utilized, and more importantly there are less users of the infrastructure to pay for maintenance and future repairs to the infrastructure. In addition, the City collects sewer and water availability charges, also known as SAC /WAC fees when a lot is developed with a home. In this instance the City will not have the opportunity to collect the $4,050 in SAC /WAC fees that was agreed to within the Summerset Second Addition Subdivision Agreement. 2) Future Assessment Liability — Having larger lots leads to homeowners incurring larger assessments since assessments are typically administered on a property Preliminary and Final plat and vacation of easements Summerset Fifth Addition Planning Commission — 9/17/13 Page 3 frontage basis meaning the more lineal feet in front of a property the larger the assessment. The purpose of this item is to make the homeowners and Planning Commission aware of the future assessment liability. 3) Neighborhood Character — Having larger lots allows for accessory structures such as garages to be built more easily. The way the original lots were platted made it very difficult if not impossible to build a detached garage on the property. There doesn't appear to be any detached garages in this neighborhood on the other approximately 47 homes. Some of the homes do have utility sheds that typically are 10'x12' or smaller. Homeowners in this neighborhood may have purchased homes in this neighborhood with the expectation that the lot layout and lot size would be as it was when originally platted. Lastly, oftentimes detached garages are able to be "hidden" behind homes to be less intrusive to the neighborhood. If detached garages are indeed constructed on the subject lots there is not much of anything to screen the garages from neighboring properties. 4) Long Term Tax Capacity — The long term tax capacity of the properties will likely be less after the lots are re- platted from three to two. A garage and the additional land would likely add between $40,000 and $50,000 taxable market value to the existing lots, whereas a new home in that neighborhood might add $175,000 to $200,000 taxable market value. The tax capacity also ties to the ability of the City to pay for future infrastructure maintenance and upkeep. Staff is just pointing out the taxable value piece realizing this is just one piece of information that needs to be looked at in the larger scheme of things. Comprehensive Plan: The Comprehensive Plan guides this area as Traditional Residential Neighborhood. The purpose of this category is to identify portions of Hutchinson that contains one family or a group of people in a single dwelling. Neighborhood Residential could include both the older, smaller lot, single - family subdivisions found within the city as well as the newer, larger lot subdivisions within the city and its planned growth areas. The overall density of these areas should be maintained at or between three (3) and five (5) units per acre. The two homes in this plat would be at an equivalent density of 2.42 units per acre, which is below the three to five units per acre identified in the Comprehensive Plan. The neighborhood area in the area bounded by Summerset Lane SE on the north and east side, Denver Avenue SE on the south side and Sherwood St. SE on the west side has an approximate development density of 3.44 units per acre. The Comprehensive Plan also has a Goal and Strategy relative to residential developments in Hutchinson as noted below. LAND USE GOAL #3 Plan for the orderly, efficient and fiscally responsible growth of residential development in Hutchinson. Strategies Continue to guide residential growth in an orderly and compact manner so that new Preliminary and Final plat and vacation of easements Summerset Fifth Addition Planning Commission — 9/17/13 Page 4 developments can be effectively served by public improvements and that the character and Quality of the city's existing neighborhoods can be maintained and enhanced. The Planning Commission should consider the information from the Comprehensive Plan and determine if it feels this application is consistent with the Comprehensive Plan. Vacation of Easements: Easements in Summerset Second Addition will be vacated and new easements will be platted in Summerset Fifth Addition. Final Plat Review Criteria After the submittal of the final plat, the Planning Commission shall recommend approval or disapproval of the plat. Failure of the Planning Commission to act upon the final plat shall be deemed a recommendation of approval of the plat. If plat disapproval is recommended, the grounds for disapproval shall be stated in the records of the Planning Commission. A plat shall not be recommended for approval unless it: (a) Conforms to the preliminary plat; (b) Conforms to the design standards set forth in this chapter; (c) Conforms to the adopted Comprehensive Plan; and (d) Is in accordance with all requirements and laws of this state. Discussion: The Planning Commission should discuss the items above and determine if this type of plat is acceptable in relation to this request, as well as potential future requests like this. If Planning Commission feels this Plat is acceptable the following conditions should be applied to the preliminary and final plat and vacation of easements approval: 1. The applicants shall record the final plat with McLeod County. 2. Any future accessory buildings must be placed in the rear yard and not in any easement areas. 3. If the lots are platted as proposed, future assessments will be larger due to the increased front footage of the properties. 4. Each lot is allowed a 24 foot curb cut for access from the street. Any future accessory buildings that need driveways will have to be accessed from within the parcel rather than a new curb cut onto the street since there are already driveways serving each lot. 5. The fees that were agreed to in the original Summerset Second Addition subdivision agreement will have to be paid before lot 3 can be absorbed into lots 2 and 4. Those fees are $2,300 sewer availability charge, $1,750 water availability charge and $800 electric service territory fee. 6. A subdivision agreement will need to be developed between the City and the property owners prior to the City's execution of the Final Plat document. CITY OF HUTCHINSON MCLEOD COUNTY, MINNESOTA RESOLUTION NO. 14191 RESOLUTION ADOPTING FINDINGS OF FACT AND REASONS FOR APPROVAL OF A TWO LOT PRELIMINARY AND FINAL PLAT OF SUMMERSET FIFTH ADDITION FACTS 1. Sean and Valerie Howell, Stephen and Jean Borstad and David Broll, First Class Builders, property owners, have submitted a preliminary and final plat of Summerset Fifth Addition 2. The subject property is legally described as: Lot 2 and the North 26.67 feet of Lot 3, all in Block 3, Summerset Second Addition, according to the recorded plat thereof and Lot 3, except the North 26.67 feet thereof, and Lot 4 all in Block 3, Summerset Second Addition, according to the recorded plat thereof. Have caused the same to be surveyed and platted as Summerset Fifth Addition, and do hereby dedicate to the public for public use the drainage and utility easements as created by this plat. 3. The property owners have applied to the City for a two lot preliminary and final plat (a replat of Summerset Second Addition) to be known as Summerset Fifth Addition. 4. The Planning Commission met on September 17, 2013, and held a public hearing on the request and considered the effects of the proposal on the health, safety, and welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and hereby recommends approval of the request subject to the following findings and conditions: a. The applicants shall record the final plat with McLeod County. b. Any future accessory buildings must be placed in the rear yard and not in any easement areas. c. If the lots are platted as proposed, future assessments will be larger due to the increased front footage of the properties. d. Each lot is allowed a 24 foot curb cut for access from the street. Any future accessory buildings that need driveways will have to be accessed from within the parcel rather than a new curb cut onto the street since there are already driveways serving each lot. e. The fees that were agreed to in the original Summerset Second Addition subdivision agreement will have to be paid before lot 3 can be absorbed into lots 2 and 4. Those fees are $2,300 sewer availability charge, $1,750 water availability charge and $800 electric service territory fee. f. A subdivision agreement will need to be developed between the City and the property owners prior to the City's execution of the Final Plat document. 5. The City Council of the City of Hutchinson reviewed the request at its meeting on September 24, 2013, and has considered the recommendation and findings of the Planning Commission and hereby does recommend approval of the preliminary and final plat of Summerset Fifth Addition subject to the following findings and conditions: a. The applicants shall record the final plat with McLeod County. b. Any future accessory buildings must be placed in the rear yard and not in any easement areas. c. If the lots are platted as proposed, future assessments will be larger due to the increased front footage of the properties. Findings of Fact — Resolution # Preliminary and Final plat Summerset Fifth Addition September 24, 2013 Page 2 d. Each lot is allowed a 24 foot curb cut for access from the street. Any future accessory buildings that need driveways will have to be accessed from within the parcel rather than a new curb cut onto the street since there are already driveways serving each lot. e. The fees that were agreed to in the original Summerset Second Addition subdivision agreement will have to be paid before lot 3 can be absorbed into lots 2 and 4. Those fees are $2,300 sewer availability charge, $1,750 water availability charge and $800 electric service territory fee. f A subdivision agreement will need to be developed between the City and the property owners prior to the City's execution of the Final Plat document. APPLICABLE LAW 6. The preliminary and final plat request meets the following standards as required in Sections 153.35 — 153.39 and 153.50 — 153.51 of the City of Hutchinson Municipal Code. CONCLUSIONS OF THE LAW 7. The requested plat is consistent with the comprehensive plan and applicable ordinances. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hutchinson, Minnesota, that the application to issue a two lot preliminary and final plat of Summerset Fifth Addition is hereby approved. Adopted by the City Council this 24th day of September, 2013. ATTEST: Jeremy J. Carter City Administrator Steven W. Cook Mayor PUBLICATION NO. ORDINANCE NO. 13 -0719 AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA VACATING DRAINAGE AND UTILITY EASEMENTS LOCATED IN SUMMERSET SECOND ADDITION THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA ORDAINS: Section 1. Notice of hearing was duly given and publication of said hearing was duly made and was made to appear to the satisfaction of the City Council that it would be in the best interests of the City to vacate drainage and utility easements located in Surnmerset Second Addition. Section 2. That the drainage and utility easements to be vacated are described as follows: Lot 2, Bock 3, Surnmerset Second Addition — Vacate part of the 5.00 foot wide drainage and utility easement lying northerly of and adjoining the south line of Lot 2, Block 3, Surnmerset Second Addition, according to the recorded plat thereof. The westerly line that part of the easement to be vacated being the easterly line of the Westerly 10.00 feet of said Lot 2 and the easterly line of that part of the easement to be vacated being the west line of the East 10.00 feet of said Lot 2. Lot 3, Block 3, Surnmerset Second Addition — Vacate part of the 5.00 foot wide drainage and utility easement lying southerly of and adjoining the north line of Lot 3, Block 3, Surnmerset Second Addition, according to the recorded plat thereof. The west line that part of the easement to be vacated being the east line of the West 10.00 feet of said Lot 3 and the east line of that part of the easement to be vacated being the west line of the East 10.00 feet of said Lot 3. AND Vacate part of the 5.00 foot wide drainage and utility easement lying northerly of and adjoining the south line of said Lot 3, Block 3, Surnmerset Second Addition. The west line that part of the easement to be vacated being the east line of the West 10.00 feet of said Lot 3 and the east line of that part of the easement to be vacated being the west line of the East 10.00 feet of said Lot 3. Lot 4, Block 3, Surnmerset Second Addition — Vacate part of the 5.00 foot wide drainage and utility easement lying southerly of and adjoining the north line of Lot 4, Block 3, Surnmerset Second Addition, according to the recorded plat thereof. The west line that part of the easement to be vacated being the east line of the West 10.00 feet of said Lot 4 and the east line of that part of the easement to be vacated being the west line of the East 10.00 feet of said Lot 4. Section 3. This ordinance shall take effect from and after passage and publication. Release of the easement is contingent upon the project occurring. Adopted by the City Council this 8th day of October, 2013. ATTEST: Jeremy J. Carter Steven W. Cook City Administrator Mayor HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Consideration for Approval of Project Change Orders Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: As construction has proceeded on the below listed projects there has been additional work, project scope revisions, and /or construction completion date changes. The items specified below have been identified and deemed necessary to satisfactorily complete the projects per the intent of the original construction contract. The following Change Orders are proposed as noted: o Change Order No. 3 — Letting No. 10 /Project No. 13 -10 — 2013 City Parking Lot Improvements This Change Order addresses the dis- incentive for bituminous pavement density as outlined within Mn /DOT Specification 2360. The reduced cost results in a decrease to the contract in the amount of - $3,003.62. o Change Order No. 2 — Letting No. 3 /Project No. 13 -03 — 2013 Pavement Management Program This Change Order addresses curb, gutter and driveway street cross slope issues at 418 Miller Ave SW due to overlay exceeding the specified 1 -1/2" lift. This revision will not extend the completion date on the project. The additional work results in an increase to the contract in the amount of $1,974.84. BOARD ACTION REQUESTED: Approval of Change Orders Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: -$ 1,028.78 Total City Cost: -$ 1,028.78 Funding Source: 2013 Construction Funds Remaining Cost: $ 0.00 Funding Source: HUTCHINSON CITY CENTER Ci`y °f ENGINEERING DEPARTMENT 7AZ • e1f'J 111 HASSAN STREET SE, HUTCINSON MN 55350 Y!� PHONE: 320- 234 -4209 FAX: 320-234-4240 LETTING NO. 10 - PROJECT NO. 13 -10 Dated: 09/05/2013 CHANGE ORDER NO. 3 Page 1 of 1 Project Location: 2013 City Parking Lot Improvements: City Parking Lot B - Franklin St SW /1st Ave SW /Glen St SW across from Park Elem., City Parking Lot J - 125 Jefferson St SE — Evergreen Apartment, & Fire Dept. - 246 Adams St SE /205 3rd Ave SE , School District locations: Administration Bldg - 30 Glen St NW, High School - 1200 Roberts Rd SW, West Elementary - 825 School Rd SW & Hutchinson Health: West Parking Lot — 3 Century Ave SW CONTRACTOR: Knife River, 4787 Shadow Wood Dr NE, Sauk Rapids MN 56379 (320) 251 -9472 Contract Amount: $877,796.73 Completion Date: Interim Completion Dates: School District Lots 09M.2013 08/14/2013 & City & Hospital Lots QW230n1 08/28/2013 Final Completion Date: 08/30/2013 Description of Change: This Change Order addresses the dis- incentive for bituminous pavement density as outlined within Mn /DOT Specification 2360. The reduced cost results in a decrease to the contract in the amount of $- 3,003.62. Item No. Spec. Ref. Item Name LHait j Quantity % Unit Price Amount INCREASE ITEMS: 64 2360 TYPE SPWEA240C WEARING COURSE MIXTURE 1 1/2" DEPTH SY 31367 $6.30 LOT 2 - HIGH SCHOOL PARKING LOT- DENSITY DIS- INCENTIVE PER SPECIFICATIONS (5% of $6.30) SY 8425.05 -5% ($0.3150) ($2,653.89 LOT 7 - EVERGREEN & FIRE DEPT PARKING LOTS- DENSITY DIS- INCENTIVE PER SPECIFICATIONS (2% of $6.30) SY 2775.60 -2% ($0.1260) ($349.73 TOTAL INCREASE ITEMS - $3,003.62 DECREASE ITEMS: TOTAL DECREASE ITEMS - $3,003.62 NET INCREASE --------------------------------------------------------------------------------------- - - - - -- ($3,003.62) In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $ 3,003.62 /(deduct). An extension of - - -- days shall be allowed for completion. ORIGINAL PREVIOUS ADDITIONSEDEDUCTIONS THIS ADDITION /PED GT49N CONTRACT AMOUNT TOTAL $877,796.73 $23,540.00 ($3,003.62) $898,333.11 Approved: Contractor - Knife River Dated: Approved: City of Hutchinson - Mayor: Steven W Cook Dated: 09/24/2013 Approved: City of Hutchinson - City Engineer: Kent Exner Dated: Approved: City of Hutchinson - City Administrator: Jeremy J Carter Dated: 09/24/2013 V „- ogntf7als Plant Mixed Asphalt Pavement {Mn /DO' C.P. L1013.10 contractor Knife River MDkp iH Engineii Kent Egrier Plant Location Hutchinson High School hate P,ved SPWEA240B u,re cored Mix Design Type SP [Gyratory) Mix Course WE(Wcari Max. Aggr. Sire A (1/2 inch) k5ALS (Traffic Level) •. 1 [kwl2j Air Voids 4% Asphalt Binder Grade B = PG 58.28 Shoulder? No Tons or Sq yd in. Pr)tt7 Tons MM.Mat Density Reqrd: 92 FSpecification 2360) Density Specification Year 2013 3A•2013 -069 Bid Pr- [5 /ton) 3 %Passlug M sieve. - 7/23/2013 1% Reduced Prct7 7/24/2013 Lnn V. Int. Density? )ncen $76.36 52 No No Live /Disincentive Worksheet Total Tons Produced 1390.15 Luts Required: 3 Max. Density Tons 1390.15 Ovor- Adekollotsi mox./Tatal Batle: 1.00 Tons /Lot: 695.1 Sample Number 207 208 193.8 193.8 675.2 381.4 x173 0 0 5 2.291 92.1 6x5.7 371.5 641.8 C.5 2.341 94.1 2.291 911 1107 695.1 $1,061.56 2.341 2.316 =Av .Gmb Cuntr. QC Conti, 4C Agency CA Agency Un 21 2.2 2.1C ? 7C 1.80 802.5 7 986 -9 1.55 651,1 8 837.6 19116 193.1 8D4 -4 454.1 795 3 0 S 2.270 91.2 653.1 365,4 644 -7 0.7 2 -241 90.1 2.270 90.7 0.95 695.1 - $2,653.89 2.241 7.256 = Av .Gmb Sample Tons 4" 1100 Lo T '2- Tons Represented 1100 29,7 3403 = tPQ DensltyTons 1100 2P0 lrldividval Alr Voids 4.4 3 -9 Ind.viduai Gmm 2.477 2.488 MovingAvg.Gmm 1 2.488 1 2.488 Average Gmm =_ =, 24613 Design Air Voids: 4.0 Min. Air Volds� 3.5 Day's Welghted Avg. Alt Vold 4.3 use laboratory Method 1810 Cote Core+ Dry %water Gmb/ Denslry Bulk Lit Ave. Mat Pay Thtckoess Air Ury Pan Pan Pan SSA Immersed weight absoibed Bulk Sp.G %of Grnm Sp ,G Density Factor r.,.r,e.r Lei in ros rs - rei r..i 1 rc 11x,1 Tons Incentive Represent Dhinwitive 1 Conti. QC Conti. QC Agency 4A Ay,encv 4A 1.1 1.2 1AC 12C 1.60 6733 5 866.8 1.40 644.4 6 835.6 193.8 193.8 675.2 381.4 x173 0 0 5 2.291 92.1 6x5.7 371.5 641.8 C.5 2.341 94.1 2.291 911 1107 695.1 $1,061.56 2.341 2.316 =Av .Gmb Cuntr. QC Conti, 4C Agency CA Agency Un 21 2.2 2.1C ? 7C 1.80 802.5 7 986 -9 1.55 651,1 8 837.6 19116 193.1 8D4 -4 454.1 795 3 0 S 2.270 91.2 653.1 365,4 644 -7 0.7 2 -241 90.1 2.270 90.7 0.95 695.1 - $2,653.89 2.241 7.256 = Av .Gmb Lo T '2- 3403 = tPQ Inrn Notes No acre tm Cor r 0 INCENTIVE CAN BE APPLIED.Oeduct $2653.89 MI. roomed Iln Required 99.5 Pan D V.. ur- rmed t ru Keq u,red 8R,1 Net Ir1c. /DWrlc_ $1,592.33 G1pr fo,t:, r eClfrIr [Ir4 Ma. N-y 14Z a hw lei, 7U6 I Data 8y: LanetteA Chk'dBy- pats - vrr- 04?W2011 Plant Mixed Asphalt Pavement (Mn/DO- C.P. t1U 13 -10 contractor Knife Rlvef MDR R TH Engineer Kent Exni:r Plant', Loeatlon Hutthfn$On Lon Hate Payed SPWEA2408 Date Cored Mix Design Type SP (Gy'atory l Mix Course WE {WCar) Max. Aggr. 5ixe A i312 inch) ESALS [Traffic Level] < 1 ]I evel 2] Air Voids 4% Asphalt Binder Grade 0 - PG 58 -28 Shoulder No Tons or Sq Yd In. Prjct7 Tons Min.Mat DeasltV Reqfd: 92 F Specification 2360) Density Specification Year 2013 3A- 2013.069 B d Frlre 15 /tnn) 3 %i'awng 08 Slew- 8/13/2013 1% Reduced Prjct•' 8/15/2013 Lon¢, Jnt. Density? incen $76.36 A$ No No tive /Disincentive Worksheet Total 'tons Produced: -:496 Lod Required: 1 Max. Density Tons. 458 Ovor• ride b of Lou: 1'1 1 Max./Total Ratio: 0.92 Tons /Lot: 229.0 Average Gtnrn = =_> 2.491 Design Air Voids 4.0 Mln. Alr Voids. 3.5 Day's Weighted Avg. Air Vold. 5.6 Use Lahorptory Method 1{110 co'. Cre r Ory % water Gmhl Density Bulk Lot Avg, Mat Pay Tans Incentlye TAlckness Air Dry Pan Pan Par, 550 Immersed Weight absorbed Bulk Sp.G %vr Gmm Sv.G Density factor Represent Dlsincentwe Lot Cae x (ini-!*s) {0 ID (x) ]g) W is) (g used (A OfGmm) 'A" 7 Contr.QC 71 2.10 10164 5 12G4.1 194.4 1017.4 573.5 1009,2 0.2 2.2173 91.2 2.273 91.0 0.98 219 - $349.73 Contr. aC 7,2 1.40 608.8 S 79$.8 194.2 6095 342.0 604.6 0.3 2.260 90.7 2.260 Agency Q. 7,1C Agen:. X uit 7 2C 2.267 = Avg Gmb 8 Contr. QC 8.1 1.95 871.4 7 10601 191.9 872.0 495.4 868.9 0.2 2 307 92.6 2.307 92.3 1.00 229 $0,00 Contr.00 9.2 1.65 754.8 8 943.3 193.9 7553 428,1 749.4 0.2 2.290 91.9 2.290 Agency QA 8.1C A enc QA 9,2r 2.299 = Avg.r- Min L -flned DD Rrqulred- e1 s hlin llnco f-d Db R.q.-d: 88.1 Net Inc. /Disinc. Pan - $349.73 i0 No Core No Cnre No C re Na Cole RL SatLLtW siwlllA a.e.0 kf k12,2 Inlzy - Data By: tane'tte A Ndter ehk'd Sys Pat ' ® ��www�r�www�www�� ■wwwrw■wwww��www wrn�wwwwwwwwrwwwwwwwwwww Average Gtnrn = =_> 2.491 Design Air Voids 4.0 Mln. Alr Voids. 3.5 Day's Weighted Avg. Air Vold. 5.6 Use Lahorptory Method 1{110 co'. Cre r Ory % water Gmhl Density Bulk Lot Avg, Mat Pay Tans Incentlye TAlckness Air Dry Pan Pan Par, 550 Immersed Weight absorbed Bulk Sp.G %vr Gmm Sv.G Density factor Represent Dlsincentwe Lot Cae x (ini-!*s) {0 ID (x) ]g) W is) (g used (A OfGmm) 'A" 7 Contr.QC 71 2.10 10164 5 12G4.1 194.4 1017.4 573.5 1009,2 0.2 2.2173 91.2 2.273 91.0 0.98 219 - $349.73 Contr. aC 7,2 1.40 608.8 S 79$.8 194.2 6095 342.0 604.6 0.3 2.260 90.7 2.260 Agency Q. 7,1C Agen:. X uit 7 2C 2.267 = Avg Gmb 8 Contr. QC 8.1 1.95 871.4 7 10601 191.9 872.0 495.4 868.9 0.2 2 307 92.6 2.307 92.3 1.00 229 $0,00 Contr.00 9.2 1.65 754.8 8 943.3 193.9 7553 428,1 749.4 0.2 2.290 91.9 2.290 Agency QA 8.1C A enc QA 9,2r 2.299 = Avg.r- Min L -flned DD Rrqulred- e1 s hlin llnco f-d Db R.q.-d: 88.1 Net Inc. /Disinc. Pan - $349.73 i0 No Core No Cnre No C re Na Cole RL SatLLtW siwlllA a.e.0 kf k12,2 Inlzy - Data By: tane'tte A Ndter ehk'd Sys Pat ' HUTCHINSON CITY CENTER crryoj ENGINEERING DEPARTMENT 111 HASSAN STREET SE, HUTCINSON MN 55350 PHONE: 320-234-4209 FAX: 320-234-4240 LETTING NO. 3 - PROJECT NO. 13 -03 Dated: 09/13/2013 CHANGE ORDER NO. 2 Page 1 of 1 Project Location: 2013 Pavement Management Program CONTRACTOR: Duininck Inc, 408 6th St, P O Box 208, Prinsburg MN 56281 Contract Amount: $233,838.20 Completion Date: Final: 0713112013 (original), 08114/2013 (revised) Description of Change: This Change Order addresses curb, gutter and driveway street cross slope issues at 418 Miller Ave SW due to overlay exceeding the specified 1 -1/2" lift. This revision will not extend the completion date on the project. The additional work results in an increase to the contract in the amount of $1,974.84. Item No. Spec. Ref. Item Name IFUntl Amount INCREASE ITEMS 36 Install New Casting Furnished by City & Install New Rings & Mortar LS 1.00 $375.00 $375.0 37 Remove & Replace 23' Curb & Gutter and 2 - 10'x 24'x 6" Driveway Panels & Appurtenances (Contractor to one third of the $2,400.00) (Contractor to pay full cost of any additional bituminous patching.) LS 0.667 $2,400.00 $1,599.8 $0.0 $0.0 $0.0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.0 TOTAL INCREASE ITEMS $1,974.84 DECREASE ITEMS: TOTAL DECREASE ITEMS NETCHANGE --------------------------------------------------------------------------------------------------------------------- -------------- -- -- ---- -- - ------ $1,974.84 In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $1,974.84 (add) An extension of - -0 -- days shall be allowed for completion. ORIGINAL CONTRACT AMOUNT PREVIOUS ADDITIONS /DEDUCTIONS THIS ADDITION /1�4 IL TOTAL $233,838..201 $93,679.62 $1,974.84 $329,492.66 Approved: Contractor - Duininck Inc Dated: Approved: City of Hutchinson - Mayor: Steven W Cook I Dated: 09/24/2013 Approved: City of Hutchinson - City Engineer: Kent Exner Dated: Approved: City of Hutchinson - City Administrator: Jeremy J Carter I Dated: 09/24/2013 Proposal Page No. HANSON & VASEK CONSTRUCTIOM, ]MC. Sidewalks, Curbs & Gutters and DAvowa ys P.O. BOX 353 1040 ADAMS ST. S.E. HUTCHINSON, MINNESOTA 55350 (320) 587 -2475 Fax (320) 587 -8875 of Pages PROPOSAL SUBMITTED TO PHONE DATE CS_�-v GV, — I 1 5, - a j -r3 STREET JOB NAME CITY. STATE and ZIP CODE JOB LOCATION ARCHITECT DATE OF PLANS JOB PHONE We hereby submit specifications and estimates for. .. . w.�,v� a- s .... �_6r8 .. . 1.1._C.}^'!a. c......._ ....`r.. f C - ......- --- ------ -1�................................................... `....a...... ._'`.3_.... '�= {....... If, 4 .4�t.�.._....._..... All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications Authorized involving extra costs will be executed only upon written orders, and will become an extra Signature charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado and other necessary insurance. Note: This proposal may be Our workers are fully covered by Workman's Compensation Insurance. withdrawn by us 'rf not accepted within Arreptaurr of Proposal— The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized Signature to do the work as specified. Payment will be made as outlined above. Date of Acceptance: Signature days. HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Approval of Developer Agreement for Woodstone Senior Living Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: No BACKGROUND /EXPLANATION OFAGENDA ITEM: City staff is currently working with Woodstone Senior Living development representatives in an effort to prepare an acceptable Developer Agreement prior to the City's issuance of any project building permits. At this point, we anticipate that a final draft of this document will be available in the near future. Thus, in an effort to potentially expedite construction, City staff will provide this document at or shortly before the upcoming City Council meeting. BOARD ACTION REQUESTED: Approval of Developer Agreement Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: DEVELOPER AGREEMENT Woodstone Senior Living CITY OF HUTCHINSON, MINNESOTA THIS AGREEMENT, made and entered into the day and year set forth hereinafter by and between Bear Paw Properties, LLC, a Minnesota Limited Liability Company, hereinafter called the "Developer "; and the City of Hutchinson, a Municipal Corporation in the County of McLeod, State of Minnesota, hereinafter called the "City", WITNESSETH: WHEREAS, the Developer is the owner and developer of property situated in the City of Hutchinson, County of McLeod, State of Minnesota, which has been identified as approximately 5.5 acres at the current address of 1025 Dale Street SW. WHEREAS, City Ordinance No. 464 and 466 requires the Developer to make certain improvements in the development; NOW, THEREFORE, IT IS HEREBY AGREED AS FOLLOWS: I. SITE IMPROVEMENTS AND UTILITY INSTALLATIONS It is agreed and understood that the Developer shall be responsible for all work associated with site improvements and utility installations within the above described property. All work shall conform to the City approved site, utility and building plans. City water main utility installations shall be constructed per the `Site Grading, Utility & S WPP Plan' prepared by Jones, Haugh & Smith Inc. (dated 8/27/13) and in a manner that meets or exceeds previously provided City standards. Specifically, please note that all water main piping must be PVC C -900 and placed at a minimum depth of 7.5' below proposed final grade (must be achieved prior to December 1, 2013). 2. The Developer shall complete all work as noted within the below section II (paragraph no. 1) and provide a written verification and as -built drawings from a professional engineer and/or surveyor stating that the water main installation and City roadway work satisfies the intentions of the plans and this agreement. This work Stonewood Senior Living/Page 1 — Approved 09/24/2013 must be approved by City staff. Any costs associated with meeting these requirements, with the sole exception for the City's below described monetary contribution to the water main installation, shall be the responsibility of the Developer. 3. It shall be the responsibility of the Developer to assure that the water main installation plans are being conformed to during construction within this development. This responsibility shall include the notification of contractors, builders and other development representatives. Any costs associated with correcting any conflicts and/or issues shall be the sole responsibility of the Developer. 4. The City shall not be responsible in any manner for drainage, storm water collection/treatment/detention, and/or existing draintile issues occurring as a result of the Developer's proposed storm sewer /grading/ponding construction and associated potential utilization of an existing storm water pond area. Developer implemented drainage and grading construction shall not impact adjacent and/or downstream private property. Thus, if excess soils from the building/site improvements are placed on the easterly portion of the property, a drainage system or grading approach must be designed and approved by the City to ensure that existing neighboring property drainage issues are not created or worsened. AI I storm water conveyance, treatment and detention systems necessary for this development must meet State and City standards and be formally approved by the City prior to the issuance of any building permits. 5. The Developer shall provide all turf establishment and erosion control measures necessary to protect the utility installations and street disturbance areas on the entire site and within adjacent City street right -of -ways. The Developer shall also provide all erosion control during site grading and improvement work necessary to meet local, state and federal requirements. Any subdivision disturbing one acre or more of land needs to obtain an NPDES /SDS (National Pollutant Discharge Elimination System/State Disposal System) permit through the MPCA (Minnesota Pollution Control Agency). Information regarding the permitting process can be accessed at www.pca.state.mn.us/wa ter /stormwater /stornwater- c.html or by calling the City's Environmental Specialist at (320) 234 -5682. A copy of the submitted permit and associated Stormwater Pollution Prevention Plan (S WPPP) must be provided to the Environmental Specialist prior to construction commencing within the site. All disturbed areas shal l be seeded, mulched, and disc anchored with MNDOT seed mix 250GR or other City- approved method within 48 hours after final grading is completed or within one week after rough grading is completed. Any areas disturbed adjacent to a stormwater pond, drainage ditch or existing wetland shall be seeded with MNDOT seed mixture 310 or other City- approved method and covered with erosion control blanket. Any corrective measures to address erosion control and turf establishment are at the expense of the Developer. In the case of the SWPPP not being administered appropriately, the City shall notify the Developer in writing of work needing completion. If no action is taken by the Developer within 10 days or sooner if determined necessary, the City reserves the right to complete this work and invoice or assess the Developer. 6. It is understood and agreed that it shall be the Developer's responsibility to provide survey control points for all infrastructure and site construction. It is understood and agreed that the Developer shall be responsible for maintaining the condition of the infrastructure, mowing, weed control and other site maintenance issues during site and building construction. The Developer shall be required to maintain and clean the roadways and storm sewers/ponds on a regular basis, and shall repair or replace any street, storm sewer /ponds, sanitary sewer or watermain infrastructure damaged by operations related to site and building construction. The Developer hereby designates Mathew Tauer of Bear Paw Properties LLC at 507- 220 -0457 as the contact person for site issues. The City shall notify the Developer in writing of necessary work requiring completion. If no action is taken by the Developer within 10 days or sooner if determined necessary, the City reserves the right to complete this work and invoice or assess the Developer for the associated costs. Stonewood Senior Living/Page 2 — Approved 09/24/2013 II. FUNDING AND DEDICATIONS L The Developer hereby agrees to fund and construct the sanitary sewer mains/service and appurtenances, water mains/service and appurtenances, storm sewer and appurtenances, curb and gutter, grading, pavement base /surfacing, sidewalks, signage, lighting, and appurtenances to serve the entire development. All work shall be completed by forces employed by the Developer, and the work shall meet all applicable local, state and federal regulations and construction standards. The City shall approve all construction documents and shall provide minimal construction overview with final approval of all public infrastructure proposed to be turned over to the City. All roadway and utility improvements outside of established street right -of -ways and dedicated easements shall be considered private infrastructure with all associated maintenance activities including but not limited to pavement/curbing repairs, pavement surface treatments, snow removals, sweeping, water /sewer services, storm water system/drainage maintenance, pond/wetland maintenance, etc. being the responsibility of the Developer. If proper roadway or utility maintenance for areas outside established right -of -ways or dedicated easements is not administered per the City's determination, the City reserves the right to address issues that impact emergency access, human health, environmental contamination, etc. and assess all associated costs to the Developer. 2. It is understood and agreed that the City shall be responsible for a determined portion of the costs associated with the necessary water main installations that serve areas beyond this development as agreed to by the City Engineer. This shall include the extension of approximately 843 LF of 8" PVC water main within a dedicated 24' -wide easement centered along the entire water main alignment. The documentation of the referenced easement must be recorded by the Developer with McLeod County prior to the water main construction. If future development scenarios require the relocation of the water main and associated easement, the Developer shall have the right to revise the alignment of the water main facility and rededicate easement rights accordingly at their sole expense. All costs to install the City- approved water main with appurtenances shall be allocated between the City and the Developer on a 66.67:33.33 split basis. Per City cost calculations, the City will reimburse the Developer $29,916.00 after the work is completed and accepted by the City. This reimbursement will be from the City's Water Fund and distributed to the Developer via a City- issued check. In order to adequately address Emergency Services access requirements, it is understood and agreed that the City shall be responsible for designing and implementing a cul -de -sac type (minimum 45' radius) vehicle turnaround area immediately beyond the existing termination of Cleveland Avenue SW within this Developer's property boundary. Thus, the Developer must dedicate appropriate roadway and drainage easement rights to allow for the construction, operation and maintenance of this roadway extension. The actual pavement structure will be constructed in a temporary manner with the potential of upgrading these improvements to a permanent roadway being accounted for within the City's design approach. If future development scenarios require revisions to the vehicle turnaround area and associated easement, the Developer shall have the right to address the configuration of this facility per the City's approval and at their sole expense. III. OTHER FEES, CHARGES AND EXPENDITURES It is understood and agreed that the Developer shall pay the Trunk Sanitary Sewer and Water Main Availability Charges. This fee will compensate the City for improvements required to provide trunk sanitary sewer and water main access to this development. This fee shall be based on the most current fees being charged by the City and is due at the time of building permit issuance. These rates for the year 2013 are $2,300 per unit for sanitary sewer service and $1,750 per unit for water service. Thus, based on the currently proposed building construction, the total SAC/WAC fees due at the time of building permit issuance, based on a calculation of 15 units per City- adopted MCES criteria, is $60,750.00. Stonewood Senior Living/Page 3 — Approved 09/24/2013 2. It is understood and agreed that the Developer shall follow the Hutchinson Utilities Commission policy and requirements as outlined in a handbook dated August 28, 2013. Electric service is provided at no charge other than requirements as outlined in the policy handbook. Natural gas service is provided and installed by the Hutchinson Utilities Commission. Commercial and industrial service lines are installed and billed on a time and material basis. All costs shall be billed to the Developer. It is also understood and agreed that the Developer shall follow the Hutchinson Utilities Commission policy and requirements, for natural gas service, as outlined in the handbook dated August 28, 2013. 3. It is understood and agreed that a Parks and Playground Contribution shall be made in the form of $135 per unit within this development. Thus, the total fee for the proposed 30 units is $4,050.00. IV. GENERAL 1. It is understood and agreed that no building certificates of occupancy will be issued prior to the water main utility installations, City right -of -way disturbance areas, and easement dedications being completely addressed and accepted by the City. 2. Any damage to surrounding private property or City infrastructure that occurs due to development construction shall be the responsibility of the Developer to correct. 3. It is understood and agreed that all local, state and federal permits required to be obtained for the development shall be the responsibility of the Developer. 4. This agreement shall be binding upon and extend to the heirs, representatives, assigns and successors of the parties. 5. It is understood and agreed that the Developer shall record this agreement at the McLeod County Recorder's Office or McLeod County Registrar of Titles Office, and that no building permits will be issued until said Agreement is recorded and a certified copy of this agreement is provided to the City. The Developer shall pay all costs associated with said recording. Stonewood Senior Living/Page 4 — Approved 09/24/2013 701/0) SIGNATURES • BEAR PAW PROPERTIES, LLC (Developer): Signature STATE OF MINNESOTA COUNTY OF v Printed Name T tle f� The foregoing instrument was acknowledged before me this day of _ 2 013, by /1lurhe v 77u(er . C . WaIVA e(fde) Of Bear Paw Properties, LLC, a Minnesota Limited Liability Company. LAURA K. DITTRICH rt Notary P`>bu°lAlMeeota 2.�. +� My COnfj�y�JM 9f2a16 _ r Notay Public, U-) County, Minnesota My Commission Expires % — 3 j -2�6(,j APPROVED BY THE HUTCHINSON CITY COUNCIL THE 24TH DAY OF SEPTEMBER 2013. • CITY OF HUTCHINSON (City): STEVEN W. COOK. MAYOR STATE OF MINNESOTA COUNTY OF THIS INSTRUMENT WAS DRAFTED BY: Kent Exner, DPW /City Engineer Hutchinson City Center 1 I I Hassan Street SE Hutchinson, MN 55350 JEREMY CARTER, CITY ADMINISTRATOR The foregoing instrument was acknowledged before me this _ day of 2013, by Steven W. Cook, Mayor and Jeremy Carter, City Administrator of the City of Hutchinson. Notary Public, County, Minnesota My Commission Expires Stonewood Senior Living/Page 5 — Approved 09/24/2013 HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action WZ 7AL =- Agenda Item: Approval of MnDOT Cooperative Agreement No. 03359 Amendment No. 1 Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: As described within the attached Cooperative Agreement Amendment document relative to the TH 15 Roundabout construction project, MnDOT proposes to revise the original agreement to address the State /County cost participation splits and the additional mill /overlay work on TH 15. This agreement amendment does not impact the City's cost participation commitment. BOARD ACTION REQUESTED: Approval of Agreement Amendment Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: Mn/DOT Contract No: 03359 -1 STATE OF MINNESOTA DEPARTMENT OF TRANSPORTATION And CITY OF HUTCHINSON and MCLEOD COUNTY AMENDMENT NO. 1 State Project Number (S.P.): Trunk Highway Number (T.H.): State Project Number (S.P.): State Aid Number (S.A.P.): Federal Project Number: 4304 -90 15 =151 4304 -90S 043 -070 -006 NHPP- HSIP-0015 (301) Original Amount Encumbered $1,273,077.69 Amended Amount Encumbered $129,426.62 Total Obligation $1,402,504.31 This Amendment is between the State of Minnesota, acting through its Commissioner of Transportation ( "State ") and City of Hutchinson acting through its City Council (City) and McLeod County acting through its Board of Commissioners ( "County"). Recitals 1. The State has a contract with the City and County identified as Mn/DOT Contract No. 03359 ( "Original Contract ") to provide payment by the State to the County for the State's share of the costs of the grading, roundabout, milling and bituminous paving construction and other associated construction upon, along and adjacent to Trunk Highway No. 15 from T.H. 212 to Denver Avenue and on C.S.A.H. 115 from 950 feet west of T.H. 15 to 1300 feet east of T.H. 15 under State Project No. 4304 -90 and 4304 -90S (T.H. 15 =151); and 2. This Agreement is amended to revise the State and County cost participation percentage split for the roundabout construction under S.P. 4304 -90S to 50% State and 50 % County, and the State requested additional mill and overlay thickness for the T.H. 15 portion under supplemental agreement #1 to the construction contract; and 3. The State and the City and the County are willing to amend the Original Contract as stated below. Contract Amendment. In this Amendment deleted contract terms will be sWaek eat and the added contract terms will be underlined. REVISION 1. Article 7.2.A is amended as follows: 7.2.A. A. 100 Percent, (80% Federal Aid, 20 % State match), will be the State's rate of cost participation in all of the bituminous mill and overlay construction= including the State requested mill and overlay handled by Supplemental Agreement No. 1 to the construction contract. REVISION 2. Article 7.23 is amended to read as follows: 7.2.B M 50 Percent, (90% Federal Aid, 10 State match), will be the State's rate of cost participation in all of the roundabout construction. REVISION 3. Article 8. is amended to read as follows: 8. State Cost and Payment by the State 8.1 State Cost. x1,273,077.69 $1,402,504.31 is the State's estimated share of the costs of the contract construction, including_ Supplemental Agreement No. 1, plus the 8 percent construction engineering cost share and a $110,000.00 contingency amount as shown in the PreliFain&-y Revised SCHEDULE "I ". The Revised SCHEDULE "I" was prepared using estimated quantities and contractor unit prices, and BE Mn/DOT Contract No: 03359 -1 may include any credits or lump sum costs. ` eseF bed in Aftiele 3 2, ' The State • 'ill diti a whethff to has concurred in the County's award of the construction contract and-,d-s&,- has prepared a Revised SCHEDULE "I" based on construction contract unit prices, which vA4 replaces and supersedes the Preliminary SCHEDULE "I" as part of this agreement. The contingency amount is provided to cover overruns of the plans estimated quantities of State participation construction and State approved additional construction including construction engineering costs. A. Federal- aid,funded. $3 ec6 cce 92 $3,985915.02 is the Federal -aid funded portion of the State cost share and will be paid to the County through the State Aid Finance Office under the Delegated Contract Process (State Aid Manual, Chapter 5.3). B. State Funded. $ 'Y 3 77 L° $1.407.504.31 is the State funded portion of the State cost share. Which consists of $812,;E34.49 $901.510.28 for construction, $350. $390,994.02 for construction engineering and $110,000.00 contingency amount. The terms of the Original Contract are expressly reaffirmed and are incorporated by reference. Except as amended herein, the terms and conditions of the Original Contract and all previous amendments remain in full force and effect. [The remainder of this page has been intentionally left blank] -2- STATE ENCUMBRANCE VERIFICATION Individual certifies that funds have been encumbered as required by Minnesota Statutes § 16A.15 and 16C.05. Signed Date: SWIFT Purchase Order: 3000124860 MCLEOD COUNTY The undersigned certify that they have lawfully executed this contract on behalf of the Governmental Unit as required by applicable charter provisions, resolutions or ordinances. By: Title: Date: � _ 3 By: f) � S Title: Date: '% f -3- Mn/DOT Contract No: 03359 -1 DEPARTMENT OF TRANSPORTATION Recommended for Approval: LO-A (District Engineer) Date: Approved: By: (State Design Engineer) Date: COMMISSIONER OF ADMINISTRATION By: Date: (With delegated authority) !°d'F s CITY OF HUTCHINSON The undersigned certify that they have lawfully executed this contract on behalf of the Governmental Unit as required by applicable charter provisions, resolutions or ordinances. M even W. Cook Title: Mayor Date: 09/24/2013 M Jeremy J. Carter Title: City Administrator Date: 09/24/2013 -4- Mn/DOT Contract No: 03359 -1 /j iNICLE®D c UNITI COMMISSIONER RON SHIMANSKI 1 st District Phone (320) 327 -0912 23808 Jet Avenue Silver Lake, MN 55381 R Shimar skl M.mcleod.mn.us COMMISSIONER SHELDON NIES 4th District . Phone (320) 587 -5117 1118 Jefferson Street South Hutchinson, MN 55350 Sheldon.Nies leod. mn.us Count of McLeod 83011th Street East Glencoe, Minnesota 55336 FAX (320) 864 -3410 COMMISSIONER KERMIT TERLINDEN 2nd District Phone (320) 864 -3738 111214th Street East Glencoe, W55336 KermiETerlinden (Mco.mclecd.mn.us COMMISSIONER JON CHRISTENSEN 5th District Phone (320) 587 -5663 1245 Highway 7 East ; Hutchinson, MN 55350 Jon.Christensen(Mco.mcleod.mn.us RESOLUTION 13- RB03 -18 For MnDOT Agreement 03359 COMMISSIONER PAUL WRIGOT 3rd District Phone (320) 587 -7332 15215 County Road 7 Hutchinson, MN 55350 Pau1.Wdoht0co.mdeod.mn. us COUNTY ADMINISTRA'T'OR PATRICK MELVIN Phone (320) 864 -1363 830 11 th Street East, Suite 110 Glencoe, MN 55336 Pat.Meiv n co.mcteod.mn.us It is. resolved,' that the County of McLeod enters into MnDOT Agreement No. 03359 with the State of Minnesota for the following purposes: To provide for payment by the State to the County of the State's share of the costs of the roundabout and milling and overlay construction and other associated construction Jo be performed upon, along and adjacent to Trunk Highway No. 15 from TH 212 to Denver Avenue and on County State Aid Highway 115 from 950 feet west of TH 15 .to 1,300 feet east of TH 15 within the corporate limits of the City of Hutchinson under State Projects No. 43040 -90 and go. 4304 -90S. It is further resolved, that the proper County officers are authorized to execute such Agreement and any amendments thereto. Adopted this 16 "' day of April, 2013 M<God County Board Chair I do hereby certify that adopted by the McLeod day of April, 2013. CERTIFICATION the foregoing resolution is a true and correct copy of a resolution presented and County Board of Commissioners at a duly authorized meeting thereof, on the 160 MCLEOD COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER CITY OF HUTCHINSON MN RESOLUTION ENTERING INTO STATE OF MINNESOTA DEPARTMENT OF TRANSPORATION MAINTENANCE AGREEMENT NO. 03359 RESOLUTION NO. 14140 IT IS RESOLVED that the City of Hutchinson enter into Mn /DOT Agreement No. 03359 with the State of Minnesota, Department of Transportation for the following purposes: To provide for maintenance by the City for sidewalk, lighting for sidewalks and roundabout construction and other associated construction to be performed upon, along and adjacent to Trunk Highway No. 15 from T.H. 212 to Denver Avenue and on C.S.A.H. 115 from 950 feet west of T.H. 15 to 1300 feet east of T.H. 15 within the corporate City limits under State Project No. 4304 -90 (T.H. 15 =151). IT IS FURTHER RESOLVED that the Mayor and the City Administrator are authorized to execute the Agreement and any amendments to the Agreement. C� City Administfator Mayor CERTIFICATION I certify that the above Resolution is an accurate copy of the Resolution adopted by the Council of the City of Hutchinson at an authorized meeting held on the 23rd day of April, 2013, as shown by the minutes of the meeting in my possession. Subscribed and sworn to before me this day of 2013. Notary Public My Commission Expires:i~ "w111IEL1S ;�T# RKE NOTARY PUBLIC - MINNESOTA My Comm. Exp. Jan. 31, 20% (Signature) C -,e ,,y Zr- Z�.r4e6~ (Type or Print Name) (Title) a� 0 U rr _M M Q � N n m a en 00 000 s ' 00 n a w E a n n � � Cf: N d' .fir .w M W 00 M � .G U O Q b a+ 1n kn en y`y a 00 Go o � ° n inn, ° oNO C°v CC? "i Z ��ii GEr rm ��� kn C,p 'I-, F O� Vi V'3 [pper N Q : r r..J G C G QI w n N °- 1� g ON1. O O `g 64 cn O CU a 6. H n h M ry oq N en G d a N pN ch E. c N u Q E k oo Q ° c ° N a O � O aHQQ pow � I cn I� lC Cn v] + ^o o o CD u "W"�� dq s vi rri :0: o O O t! + a 7 JA 6 y i �rn u gF,9 s a[i N 0 o �� CD wu; C�HIInu u ul Gc vi vi w ¢ 3 a� 0 U rr (1) 90% FEDERAL, 5.0% STATE, 5.0% COUNTY = PLAN QUANTI'T'Y 03359 ITEM NUMBER, S.P. 4304 -90S WORK ITEM - ROUNDABOUT UNIT QUANTITY UNIT PRICE COST (1) 2021.501 MOBILIZATION LUMP SUM 0.26 160,600.00 41,756.00 2031.602 COMBINATION FIELD LABORATORY- OFFICE EACH 0.26 6,500.00 1,690.00 0.26 2051.501 MAINTENANCE & RESTORATION OF HAUL ROADS LUMP SUM 0.26 1.00 2104.501 REMOVE PIPE CULVERTS LIN FT 674.00 3.35 2,257.90 2104.501 REMOVE CURB AND GUTTER LIN FT 49.00 3.25 159.25 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 15,568.00 3.42 53,242.56 2104.509 REMOVE LIGHTING UNIT EACH 3.00 147.00 441.00 2104.509 REMOVE SIGN TYPE C EACH 11.00 25.00 275.00 2104.509 REMOVE SIGN TYPE SPECIAL EACH 2.00 25.00 50.00 2104.513 SAWING BIT PAVEMENT (FULL DEP'T'H) LIN FT 858.00 1.60 1,372.80 2104.523 SALVAGE SIGN TYPE C EACH 7.00 25.00 175.00 2104.523 SALVAGE SIGN TYPE D EACH 1.00 60.00 60.00 2104.523 SALVAGE SIGN TYPE SPECIAL EACH 1.00 25.00 25.00 2105.607 TOPSOIL BORROW SPECIAL 1 (CV) CU YD 15.00 180.00 2,700.00 2106.607 EXCAVATION -COMMON (P) CU YD 6,979.00 7.62 53,179.98 2106.607 EXCAVATION - SUBGRADE (P) CU YD 14,491.00 5.63 81,584.33 2106.607 COMMON EMBANKMENT (CV) (P) CU YD 9,240.00 6.13 56,641.20 2106.607 SELECT GRANULAR EMBANKMENT (CV) (P) CU YD 16,003.00 13.00 208,039.00 2211.503 AGGREGATE BASE (CV) CLASS 5 (P) CU YD 3,733.00 22.70 84,739.10 2221.503 AGGREGATE SHOULDERING (CV) CLASS 1 CU YD 182.00 29.00 5,278.00 2232.501 MILL BITUMINOUS SURFACE (3.0 ") SQ YD 3,312.00 1.46 4,835.52 2301.538 DOWEL BAR EACH 279.00 6.79 1,894.41 2301.602 DRILL & GROUT REINF BAR (EPDXY COATED) EACH 4.00 2.20 8.80 2301.604 CONCRETE PAVEMENT 8.0" SQ YD 425.00 45.17 19,197.25 2360.501 TYPE SP 12.5 WEARING COURSE MIX (3,B) TON 526.00 50.61 26,620.86 2360.501 TYPE SP 12.5 WEARING COURSE MIX (4,C) TON 6,144.00 68.16 418,775.04 2451.607 CRUSHED ROCK CU YD 75.00 27.00 2,025.00 2501.515 15" RC PIPE APRON EACH 3.00 625.00 1,875.00 2501.515 21" RC PIPE APRON EACH 1 1.00 670.00 670.00 2501.515 24" RC PIPE APRON EACH 2.00 690.00 1,380.00 2501.515 27" RC PIPE APRON EACH 1.00 730.00 730.00 2502.521 4" TP PIPE DRAIN LIN FT 13.00 24.00 312.00 2502.541 4" PERF TP PIPE DRAIN LIN FT 3,434.00 6.00 20,604.00 II2503.541 15" RC PIPE SEWER DES 3006 CL V I LIN Fr 1 959.001 37.001 3 2503 541 18" RC PIPE SEWER DES 3006 CL III I LIN FT 1 148.001 41.001 6,068.00 Data is considered Non - public prior to project award. - 2 - (1) go% FEDERAL, 5.0% STATE, 5.0% COUNTY 03359 (P) = PLAN QILANTITY I rEM NUMBER S.P. 4304 -90S WORK ITEM - ROUNDABOUT UNIT QUANTITY UNIT PRICE COST (1) 2503.541 21" RC PIPE SEWER DES 3006111 LIN FT 200.00 43.00 8,600.00 2503.541 24" RC PIPE SEWER DES 3006 CL III LIN FT 301.00 46.00 13,846.00 2503.541 27" RC PIPE SEWER DES 3006 CL III LIN FT 47.00 53.00 2,491.00 2506.501 CONST DRAINAGE STRUCTURE DESIGN SD -48 LIN FT 31.00 390.00 12,090.00 2506.501 CONST DRAINAGE STRUCTURE DESIGN G LIN FT 3.70 305.00 1,128.50 2506.501 CONST DRAINAGE STRUCTURE TYPE 48 -4020 LIN FT 105.90 235.00 24,886.50 2506.516 CASTING ASSEMBLY EACH 31.00 600.00 18,600.00 2511.501 RANDOM RIPRAP CLASS III CU YD 24.00 55.00 1,320.00 2511.515 GEOTEXTILE FILTER TYPE IV SQ YD 48.00 2.00 96.00 2521.501 4" CONCRETE WALK SQ FT 10,925.00 2.57 28,077.25 2521.501 6" CONCRETE WALK SQ FT 13,670.00 3.79 51,809.30 2521.501 4" CONCRETE WALK SPECIAL SQ FT 7,330.00 2.68 19,644.40 2531.501 CONCRETE CURB & GUTTER DESIGN B612 LIN FT 270.00 10.55 2,848.50 2531.501 CONCRETE CURB & GUTTER DESIGN B624 LIN FT 5,395.00 11.30 60,963.50 2531.501 CONCRETE CURB & GUTTER DESIGN 5524 LIN FT 360.00 15.42 5,551.2.0 2531.501 CONCRETE CURB & GUTTER DESIGN B624 (MOD) LIN FT 90.00 18.74 1,686.60 2531.618 TRUNCATED DOMES SQ FT 376.00 33.00 12,408.00 2540.602 MAIL BOX SUPPORT _ EACH 3.00 150.00 450.00 2545.511 LIGHTING UNIT TYPE SPECIAL 1 LIGHT BASE DESIGN E EACH 11.00 2,377.00 26,147.00 2545.515 EACH 12.00 587.00 7,044.00 2545.523 2" NON - METALLIC CONDUIT LIN FT 450.00 3.09 1,390.50 2545.531 UNDERGROUND WIRE 1 COND NO 2 LIN Fr 400.00 1.41 564.00 2545.533 ARMORED CABLE 4 COND NO 4 LIN FT 2,800.00 5.97 16,716.00 2545.541 SERVICE CABINET SECONDARY TYPE L2 (MOD) EACH 0.50 4,770.00 2,385.00 2545.545 EQUIPMENT PAD B EACH 0.50 673.90 336.95 2545.602 HANDHOLE EACH 4.00 497.00 1,988.00 2545.602 ELECTRICAL SERVICE EACH 0.50 147.00 73.50 2545.602 1 SERVICE EQUIPMENT EACH 0.50 247.00 123.50 2554.509 GUIDE POST TYPE B EACH 3.00 45.00 135,00 2563.601 TRAFFIC CONTROL LUMP SUM 0.26 29,260.00 7,607.60 2564.531 SIGN PANELS TYPE C SQ FT 275.00 31.50 8,662.50 2564.531 1 SIGN PANELS TYPE D SQ FT 282.00 34.50 9,729.00 2564.555 END OF ROADWAY MARKER X4-11 EACH 3.00 100.00 300.00 2564.537 INSTALL SIGN TYPE C EACH 7.00 125.00 875.00 2564.537 INSTALL SIGN TYPE D EACH 1.00 200.00 200.00 2564.537 INSTALL SIGN TYPE SPECIAL EACH 1.00 125.00 1 25.00 Data is considered Non - public prior to project award. - 3 - (1) 90% FEDERAL, 5.0% STATE, 5.0% COUNTY (P) = PLAN OUANTITY 03359 ITEM NUMBER S.P. 4304 -90S WORK ITEM - ROUNDABOUT UNIT QUANTITY UNIT PRICE COST y 2573.502 SILT FENCE, TYPE MACHINE SLICED LIN FT 4,664.00 1.35 6,296.40 2573.530 STORM DRAIN INLET PROTECTION EACH 29.00 150.00 4,350.00 2573.602 TEMPORARY.ROCK CONSTRUCTION ENTRANCE EACH 4.00 1,000.00 4,000.00 2573.602 CULVERT PROTECTION EACH 2.00 150.00 300.00 2575.501 SEEDING ACRE 4.10 305.00 1,250.50 2575.502 SEED MIXTURE 260 POUND 390.00 2.25 877.50 2575.502 SEED MIXTURE 328 POUND 5.00 20.00 100.00 2575.511 MULCH MATERIAL TYPE 1 TON 8.20 160.00 1,312.00 2575.511 MULCH MATERIAL TYPE 3 TON 0.10 1,000.00 100.00 2575.519 DISK ANCHORING ACRE 4.10 50.00 205.00 2575.532 FERTILIZER TYPE 4 POUND 1,436.00 0.60 861.60 2575.570 RAPID STABILIZATION METHOD 2 ACRE 4.10 300.00 1,230.00 2575.605 SEEDING SPECIAL ACRE 0.20 2,000.00 400.00 2582.602 PAVT MSSG (LT ARROW) EPDXY (WR) EACH 1.00 175.00 175.00 2582.602 PAVT MSSG (RT ARROW) EPDXY (WR) EACH 2.00 175.00 350.00 2582.603 6" SOLID LINE WHITE -PAINT (WR) LIN FT 6,967.00 0.46 3,204.82 2582.603 8" DOTTED LINE WHITE -PAINT (WR) LIN FT 30.00 3.00 90.00 2582.603 4" SOLID LINE YELLOW -PAINT (WR) LIN FT 2,354.00 0.35 823.90 2582.603 4" DOUBLE SOLID LINE YELLOW -PAINT (WR) LIN FT 3,254.00 0.70 2,277.80 2582.603 24" STOP LINE WHITE -EPDXY (WR) LIN FT 19.00 9.50 180.50 2582.603 24" SOLID LINE YELLOW -EPDXY (WR) LIN FT 362.00 9.00 3,258.00 2582.618 CROSSWALK MARKING -EPDXY (WR) SQ FT 432.00 6.50 2,808.00 TOTAL $1,519,495.58 (1) 50% State $759 ,747.79 90% Fed $683,773.01 10% State $75,974.78 50% County $759,747.79 90% Fed $683,773.01 10% County $75,974.78 Data is considered Non - public prior to project award. -4- (2) 80% FEDERAL, 20% STATE (P) = PLAN QUANTITY 03359 I iv7rM FR I WORK ITEM S.P. 4304-90 - MILL &OVERLAY I UNIT ( QUANTITY I UNIT PRICE I C(78T 2021.501 MOBILIZATION LUMP SUM 0.70 160,600.00 112,420.00 2031.602 COMBINATION FIELD LABORATORY - OFFICE EACH 0.70 6,500.00 4,550.00 2051.501 MAINTENANCE & RESTORATION OF HAUL ROADS LUMP SUM 0.70 1.00 0.70 2104.501 REMOVE PIPE CULVERTS LIN FT 92.00 3.35 308.20 2104.501 REMOVE CURB AND GUTTER LIN FT 574.00 3.25 1,865.50 2104.503 REMOVE BITUMINOUS WALK SQ FT 753.00 1.00 753.00 2104.503 REMOVE CONCRETE WALK SQ FT 1,694.00 0.65 1,101.10 2104.503 REMOVE CONCRETE MEDIAN SQ FT 863.00 1.00 863.00 2104.505 REMOVE BITUMINOUS PAVEMENT SQ YD 7,997.00 3.42 27,349.74 2104.509 REMOVE SIGN TYPE C EACH 8.00 25.00 200.00 2104.509 REMOVE SIGN TYPE SPECIAL EACH 1.00 25.00 25.00 2104.513 SAWING BIT PAVEMENT (FULL DEPTH) LIN FT 4,911.00 1.60 7,857.60 2104.523 SALVAGE SIGN TYPE C EACH 5.00 25.00 125.00 2104.523 SALVAGE SIGN TYPE D EACH 4.00 60.00 240.00 2104.523 SALVAGE SIGN TYPE SPECIAL EACH 1.00 25.001 25.00 2106.607 EXCAVATION - COMMON (P) EXCAVATION - SUBGRADE (P) CU YD 4,781.00 7.62 1 36,431.22 2106.607 CU YD 1 3.911.00 5.63 22.019.93 2106.607 COMMON EMBANKMENT (CV) (P) CU YD 1 1,854.00 6.131 11,365.02 2106.607 SELECT GRANULAR EMBANKMENT (CV) (P) CU YD 1 4,287.001 13.001 55,731.00 2211.503 1 AGGREGATE BASE (CV) CLASS 5 (P) CU YD 2,724.00 22.70 61,834.80 2221.503 AGGREGATE SHOULDERING (CV) CLASS 1 CU YD 213.00 29.00 6,177.00 2232.501 MILL BITUMINOUS SURFACE (3.0 ") SQ YD 260,673.00 1.46 380,582.58 2232.603 MILLED RUMBLE STRIPS - INTERMITTENT LIN FT 79,506.00 0.15 11,925.90 2232.603 MILLED RUMBLE STRIPS - CENTERLINE LIN FT 1 44,985.001 0.071 3,148.95 2301.602 1 DRILL & GROUT REINP BAR (EPDXY COATED) EACH 1 34.001 2,201 74.80 2360.501 1 TYPE SP 12.5 WEARING COURSE MIX (3,B) TON 44,624.00 50.611 2,258,420.64 2360.502 TYPE SP 12.5 NON WEAR COURSE MIX (3,B) TON 3,011.00 51.05 153,711.55 2501.511 24" RC PIPE CULVERT CLASS III LIN FT 391.00 47.00 18,377.00 2501.567 24" RC SAFETY APRON EACH 8.00 745.00 5,960.00 2502.501 4" PRECAST CONCRETE HEADWALL EACH 1.00 180.00 180.00 2521.501 6" CONCRETE WALK SQ FT 3,960.00 3.79 15,008.40 2521.618 CONCRETE WALK SQ FT 2,971.00 6.55 19,460.05 2531.501 CONCRETE CURB & GUTTER DESIGN B624 LIN FT 750.00 11.30 8,475.00 2531.603 CONCRETE CURB & GUTTER LIN FT 436.00 18.33 7,991.88 2531.518 TRUNCATED DOMES SQ FT 356.00 33.00 11,748.00 Data is considered Non - public prior to project award. - 5 - (2) 80% FEDERAL, 20% STATE (PI = PLAN QUANTITY 03359 ITEM NUMBER S.P. 4304 -90 WORK ITEM - MILL & OVERLAY UNIT QUANTITY UNIT PRICE COST 2 2540.602 MAIL BOX SUPPORT EACH 8.00 150.00 1,200.00 2545.511 LIGHTING UNIT TYPE SPECIAL EACH 6.00 2,377.00 14,262.00 2545.515 LIGHT BASE DESIGN E EACH 5.00 587.00 2,935.00 2545.523 2" NON - METALLIC COND (DIRECTIONAL BORE) LIN FT 200.00 7.40 1,480.00 2545.531 UNDERGROUND WIRE I COND NO 2 LIN FT _ 1,200.00 1.41 1,692.00 2545.533 ARMORED CABLE 4 COND NO 4 LIN FT 1,030.00 5.97 6,149.10 2545.541 SERVICE CABINET SECONDARY TYPE B EACH 3.00 2,170.00 6,510.00 2545.602 ELECTRICAL SERVICE EACH 3.00 147.00 441.00 2545.602 SERVICE EQUIPMENT EACH 3.00 247.00 741.00 2554.509 GUIDE POST TYPE B EACH 4.00 45.00 180.00 2563.601 TRAFFIC CONTROL LUMP SUM 0.70 29,260.00 20,482.00 2563.610 FLAG PERSON HOUR 320.00 25.00 81000.00 2563.610 PILOT CAR HOUR 160.00 50.00 8,000.00 2564.531 SIGN PANELS TYPE C SQ FT 50.00 31.50 1,575.00 2564.531 SIGN PANELS TYPE D SQ Ff 158.00 34.50 5,451.00 2564.552 HAZARD MARKER X4-2 EACH 3.00 85.00 255.00 2564.555 END OF ROADWAY MARKER X4-11 EACH 6.00 100.00 600.00 2564.537 INSTALL SIGN TYPE C EACH 5.00 125.00 625.00 2564.537 INSTALL SIGN TYPE D EACH 4.00 200.00 800.00 2564.537 INSTALL SIGN TYPE SPECIAL EACH 1.00 125.00 125.00 2565.616 REVISE SIGNAL SYSTEM A SYSTEM 1.00 21,744.00 21,744.00 2565.616 REVISE SIGNAL SYSTEM B SYSTEM 1.00 18,140.00 18,140.00 2573.502 SILT FENCE, TYPE MACHINE SLICED LIN FT 1,709.00 1.35 2,307.15 2573.602 CULVERT PROTECTION EACH 12.00 150.00 11800.00 2575.501 SEEDING ACRE 2.10 305.00 640.50 2575.502 SEED MIXTURE 260 POUND 210.00 2.25 472.50 2575.511 MULCH MATERIAL TYPE 1 TON 4.20 160.00 672.00 2575.519 DISK ANCHORING ACRE 2.10 50.00 105.00 2575.532 FERTH IZER TYPE 4 POUND 700.00 0.60 420.00 2575.570 RAPID STABILIZATION METHOD 2 ACRE 2.10 300.00 630.00 2575.602 SITE RESTORATION EACH 10.00 500.00 5,000.00 2580.603 INTERIM PAVEMENT MARKING LIN FT 25,800.00 0.45 11,610.00 2582.602 PAVT MSSG (LT ARROW) EPDXY (WR) EACH 10.00 175.00 1,750.00 25$2.602 PAVT MSSG (RT ARROW) EPDXY MR) EACH 12.00 175.00 2,100.00 Data is considered Non- public prior to project award. - 6 - (2) 80% FEDERAL, 20% STATE (P) = PLAN OUANTITY 03359 ITEM NUMBER S.P. 4304 -90 WORK ITEM - MILL & OVERLAY UNIT QUANTITY UNIT PRICE COST 2 2582.602 PAVT MSSG (RR XING) EPDXY (WR) EACH 2.00 950.00 1,900.00 2582.603 6" SOLID LINE WHITE -PAINT (WR) LIN Fr 105,980.00 0.46 48,750.80 2582.603 8" DOTTED LINE WHITE -PAINT (WR) LIN Fr 580.00 3.00 1,740.00 2582.603 4" SOLID LINE YELLOW -PAINT MR) LIN FT 19,048.00 0.35 6,666.80 2582.603 4" BROKEN LINT; YELLOW -PAINT (WR) LIN FT 8,776.00 0.35 3,071.60 2582.603 4" DOUBLE SOLID LINE YELLOW -PAINT (WR) LIN Fr 6,585.00 0.70 4,609.50 2582.603 24" SOLID LINE WHITE -EPDXY (WR) LIN Fr 78.00 9.50 741.00 2582.603 24" STOP LINE WHITE -EPDXY (WR) LIN FT 336.00 9.50 3,192.00 2582.603 24" SOLID LINE YELLOW -EPDXY (WR) LIN FT 173.00 9.00 1,557.00 2582.618 CROSSWALK MARKING -EPDXY (WR) SQ Fr 2,052.00 6.50 13,338.00 Subtotal $3,480,767.51 SUPPLEMENTAL AGREEMENT NO.1 _ 2232.501 MILL BITUMINOUS SURFACE (1.5 ") SQ YD 121,000.00 0.91 110,110.00 2360.501 SP 12.5 WEARING COURSE MIXTURE (3B) TON 10,000.00 53.68 536,800.00 TOTAL $4,127,677.51 (2) 80% Federal $3,302,142.01 20% State $825,535.50 Data is considered Non - public prior to project award. - 7 - Minnesota Department of Transportation DO (� g District 8 - Wit lmariMarshall /Hutchinson QOM 2505 Transportation Road Office Tel; 320 -214 -6399 yT OF TRP�y Willmar, MN 56201 800 - 657 -3792 Fax: 320 -214 -6305 www.state.mn.us August 20, 2013 Kent Exner, Hutchinson City Engineer 111 Hassan Street SE Hutchinson, MN. 55350 -2522 RE: Proposed Amendment No. 1 Cooperative Agreement No. 03359 County of McLeod, City of Hutchinson S.P. 4304 -90, 4304 -90S (T.H. 15 =151) Fed. Proj. NHPP -HSIP 0015 (301) /State Funds State cost for TH 15 construction Dear Mr. Exner Transmitted herewith in quadruplicate is a proposed amendment to the original agreement with McLeod County and the City of Hutchinson. This amendment for revised cost share with the County and additional mill and overlay depth. Present this amendment to the City for approval and execution that includes original signatures of the City Council authorized City officers on the four copies of the amendment. Resolution No. 14140, dated May 17, 2013, passed by the City Council, authorized the Mayor and City Administrator to sign the original agreement and any amendments on its behalf. The executed amendments four originals of each should be forwarded to the office as soon as possible. A copy will be returned to the City when fully executed. Sincerely, VimL— `;12 Allan J. RYce District 8 Design Enclosure: Proposed Amendments (4) cc: Maryanne Kelly Sonnek Susann Karnowski File An equal opportunity employer HUTCHINSON CITY COUNCIL ci =y�fAa� Request for Board Action 7AL Z-vz Agenda Item: Parade Permit Department: Police LICENSE SECTION Meeting Date: 9/24/2013 Application Complete Yes Contact: Daniel T. Hatten Agenda Item Type: Presenter: Daniel T. Hatten Reviewed by Staff ✓❑ Consent Agenda Time Requested (Minutes): 2 License Contingency No Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: I am in receipt of a letter from the Hutchinson High School Student Council in reference to the 2013 Homecoming Parade. The parade will go from the Middle School Parking lot to the High School parking lot. This request requires South Grade Rd between Dale St and School Rd to be closed, School Rd between South Grade Rd and Roberts Rd between the hours of 12:30 pm and 1:30 pm for this event. My staff and I have reviewed the request and are confident that we can meet the needs of Student Council. The Annual Homecoming Parade , will be held on Friday October 4,2013. The Parade will assemble in the Middle School parking lot . The parade will begin at 12:50 pm and proceed on South Grade Rd, west to the School Rd then north on School Rd to the High School parking lot. The Police Department looks forward to working with the Hutchinson High School Student Council, and the Hutchinson School District 423, to insure another safe and successful Homecoming Parade. BOARD ACTION REQUESTED: I recommend approval. Fiscal Impact: $ 500.00 Funding Source: Police FTE Impact: 4.00 Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: cry o} I i 1 Hassan Street Southeast Hutchinson, MN 55350 (320) 587 -5151 /Fax: (320) 234 -4240 City of Hutchinson APPLICATION FOR PARADE PERMIT (Under Ordinance No. 71.01) Permit Fee: $30 (short term) Date Received: 'I 1%C i/'�7 GI(/'--'� P.�, Lo- I—V7 All applications must be received at least 30 days before event in order to be considered Organization Information S CpVLt - t`(l, a� I ff� ii Sctldc7 Sao Organization Name Phone Number su.) f +t`nS .Ssss'p Or anization Address City State zip ade Chairman Information Authorized Officer and Para ck Gt Cd t ! } Saxo �P "i►��' Officer Name 4j- A 79_V1 S + i1�rf+ Phone Number SYS5Q Residence Address City State zip J ^ WYk flu t..�1 �x i1 ~�- Parade Chairman Name Phone Number Residence Address qty. State zip Parade Information Parade Date: ocG 3 Assembly Time: j Location and Description of Assembly Area: te�i( r 1MC'jd (e QQ t°a Starting Time of Parade: 1A1.50 Estimated Time of Parade: 010 it Starting Point of Parade: JA-A- ,j XQ3 {, M t'-� A k SC IrVO f Route of Parade Travel: u c;� �.t" Q_._ , ,�1a 5y% &' Q t Ending Point of Parade: a Approximate Number of Units, Animals, and Vehicles which will constitute Parade: Type and Description of Animals and Vehicles: 3 -C41,rS + k' LL_ took Maximum Interval of Space to be Maintained Between Units: Maximum Length of Parade: y M (1 , 71�} ~�� t.x lts� Minimum and Maximum Speed of Parade: —to qtr ,z MPH Portion of Street Width Traversed: City of Hutchinson Application for Parade Permit Page 2 of 2 Checklist The following items need to be completed and/or attached in order for the application to be processed: Permit fee paid in full (check or money order): ® yes ❑ no Permit Aonlication completed in full and sinned: 0 yes ❑ no I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to investigate the information submittq�, A Signature of authorised of of organization or parade chairman Internal Use Police Xapproved ❑ denied Notes'4 � City Council ❑ approved ❑ denied Notes: ")'0 ' .[-3 ❑ate CITY OF HUTCHINSON R55CKREG LOG22001VO Council Check Register 9/18/2013 Checks Dated 9/11- 9/24/13 Check # Ck Date Amount Vendor/ Explanation Account Description 177552 9/11/2013 290.94 MINNESOTA DEPT OF LABOR & IND PROFESSIONAL SERVICES 177553 9/11/2013 80.00 MINNESOTA DEPT OF LABOR & INDU PERMITS 177554 9/24/2013 416.00 AARP PROFESSIONAL SERVICES 177556 9/24/2013 649.88 ACE HARDWARE REPAIR & MAINTENANCE SUPPLIES 177557 9/24/2013 300.00 ALBERS, LANCE PROFESSIONAL SERVICES 177558 9/24/2013 145.00 ALBERTS, LESLIE TRAVEL SCHOOL CONFERENCE 177559 9/24/2013 53.44 ALPHA WIRELESS COMMUNICATIONS 177560 9/24/2013 276.96 AMERICAN BOTTLING CO COST OF MIX & SOFT DRINKS 177561 9/24/2013 90.85 AMERICAN FAMILY INS CO. ACCRUED LIFE INSURANCE 177562 9/24/2013 357.05 AMERICAN LEGAL PUBLISHING CORP OPERATING SUPPLIES 177563 9/24/2013 12.09 AMERICAN WELDING & GAS CENTRAL GARAGE REPAIR 177564 9/24/2013 66.42 AMERIPRIDE SERVICES CONTRACT REPAIR & MAINTENANCE 177565 9/24/2013 50.00 ANDERSON, RACHEL RECREATION ACTIVITY FEES 177566 9/24/2013 1,071.69 ANIMAL MEDICAL CENTER ON CROW OTHER CONTRACTUAL 177567 9/24/2013 636.38 ARCTIC GLACIER PREMIUM ICE INC COST OF MIX & SOFT DRINKS 177568 9/24/2013 972.50 ARNESON DISTRIBUTING CO COST OF SALES -BEER 177569 9/24/2013 25.00 ARREDONDO, MARIA RECREATION ACTIVITY FEES 177570 9/24/2013 185.17 AUTO VALUE - GLENCOE EQUIPMENT PARTS 177571 9/24/2013 124.27 B & C PLUMBING & HEATING INC CONTRACT REPAIR & MAINTENANCE 177572 9/24/2013 2,050.00 B & L UTILITY MAINTENANCE CONTRACT REPAIR & MAINTENANCE 177573 9/24/2013 391.43 BERNICK'S COST OF MIX & SOFT DRINKS 177574 9/24/2013 195.54 BEST WESTERN KELLY INN TRAVEL SCHOOL CONFERENCE 177575 9/24/2013 139.98 BRANDON TIRE CO CENTRAL GARAGE REPAIR 177576 9/24/2013 156.00 BROTEN, DEANNA OTHER REVENUES 177577 9/24/2013 341.00 BT LOCK & KEY REPAIR & MAINTENANCE SUPPLIES 177578 9/24/2013 40.61 BUSINESSWARE SOLUTIONS MACHINERY & EQUIPMENT 177579 9/24/2013 36,050.67 C & L DISTRIBUTING COST OF SALES -BEER 177580 9/24/2013 129.60 CALIFORNIA CONTRACTORS SUPPLIE EQUIPMENT PARTS 177581 9/24/2013 5,988.70 CARS ON PATROL SHOP LLC MACHINERY & EQUIPMENT 177582 9/24/2013 50.00 CARTER, RANDY RECREATION ACTIVITY FEES 177583 9/24/2013 34.97 CENTRAL HYDRAULICS CENTRAL GARAGE REPAIR 177584 9/24/2013 188.85 CENTRAL MCGOWAN OPERATING SUPPLIES 177585 9/24/2013 3,409.31 CLARKE MOSQUITO CONTROL PRODUC MOSQUITO CONTROL 177586 9/24/2013 178.44 CLEAN CUT LAWN CARE WEED MOWING 177587 9/24/2013 42.75 CMK SERVICES LLC WEED MOWING 177588 9/24/2013 222.30 COLD SPRING GRANITE CO REPAIR & MAINTENANCE SUPPLIES 177589 9/24/2013 476.93 COMDATA CORPORATION OPERATING SUPPLIES 177590 9/24/2013 2,059.50 CORNER POST EROSION CONTROL IMPROV OTHER THAN BLDGS 177591 9/24/2013 11.00 CORRA GROUP MISCELLANEOUS 177592 9/24/2013 1,640.96 CREEKSIDE SOILS LANDSCAPE MATERIALS 177593 9/24/2013 21.00 CROW RIVER AUTO & TRUCK REPAIR AUTOMOTIVE REPAIR 177594 9/24/2013 92.00 CROW RIVER PRESS INC PRINTING & PUBLISHING 177596 9/24/2013 758.40 CROW RIVER WINERY COST OF SALES -WINE 177597 9/24/2013 5,902.50 DAY DISTRIBUTING COST OF SALES -BEER 177598 9/24/2013 175.00 DILLE, PAM TRAVELSCHOOL CONFERENCE 177599 9/24/2013 6,549.09 DPC INDUSTRIES INC CHEMICALS & PRODUCTS 177600 9/24/2013 378.96 DROP -N -GO SHIPPING, INC SHIPPING 177601 9/24/2013 619.60 DUANE W. NIELSEN COMPANY PROFESSIONAL SERVICES 177602 9/24/2013 35.24 DUNDEE FLOWERS - FUNERAL 177603 9/24/2013 495.19 E2 ELECTRICAL SERVICES INC CONTRACT REPAIR & MAINTENANCE 177604 9/24/2013 30.00 EAST SIDE OIL COMPANIES RECEIVED NOT VOUCH ERED 177605 9/24/2013 58.25 ECOLAB PEST ELIMINATION CONTRACT REPAIR & MAINTENANCE 177606 9/24/2013 200.00 EHLERS & ASSOCIATES INC PROFESSIONAL SERVICES 177607 9/24/2013 1,057.53 ESS BROTHERS & SONS IMPROV OTHER THAN BLDGS 177608 9/24/2013 3,279.88 FARM -RITE EQUIPMENT OPERATING SUPPLIES 177609 9/24/2013 644.49 FASTENAL COMPANY RECEIVED NOT VOUCH ERED 177610 9/24/2013 12,886.00 FENSKE'S STUMP REMOVAL STUMP & TREE REMOVAL 177611 9/24/2013 252.60 FIRST CHOICE FOOD & BEVERAGE S OFFICE SUPPLIES 177612 9/24/2013 264.57 FISHER SCIENTIFIC CHEMICALS & PRODUCTS 177613 9/24/2013 234.00 FOREST EDGE WINERY COST OF SALES -WINE 177614 9/24/2013 112.69 G & K SERVICES OPERATING SUPPLIES 177615 9/24/2013 105.48 GAME TIME REPAIR & MAINTENANCE SUPPLIES 177616 9/24/2013 3,912.50 GAVIN, OLSON & WINTERS, LTD PROFESSIONAL SERVICES 177617 9/24/2013 60.00 GPRS TRAVEL SCHOOL CONFERENCE 177618 9/24/2013 1,616.64 GURSTEL, STALOCK & CHARGO PA ACCRUED GARNISHMENTS 177619 9/24/2013 567.90 H.A.R.T. ACCRUED DEFERRED COMP 177620 9/24/2013 675.49 HACH COMPANY OPERATING SUPPLIES 177621 9/24/2013 17.10 HAGER JEWELRY INC. OPERATING SUPPLIES 177622 9/24/2013 80.58 HANNEMAN, MARK UNIFORMS & PERSONAL EQUIP 177623 9/24/2013 261.20 HANSEN TRUCK SERVICE CENTRAL GARAGE REPAIR 177624 9/24/2013 1,450.00 HANSON & VASEK CONSTRUCTION CONTRACT REPAIR & MAINTENANCE 177625 9/24/2013 3,050.24 HAWKINS INC CHEMICALS & PRODUCTS 177626 9/24/2013 237.50 HENRYS FOODS INC FOOD PRODUCTS - CONCESSION 177627 9/24/2013 989.72 HENRY'S WATERWORKS INC REPAIR & MAINTENANCE SUPPLIES 177628 9/24/2013 1,441.74 HEWLETT- PACKARD CO MACHINERY & EQUIPMENT 177629 9/24/2013 258.72 HILLYARD / HUTCHINSON REPAIR & MAINTENANCE SUPPLIES 177630 9/24/2013 300.24 HIRSHFIELD'S INC REPAIR & MAINTENANCE SUPPLIES 177631 9/24/2013 1,400.00 HOLT PETERSON CHARTER BUS SENIOR TOURS 177632 9/24/2013 9,013.07 HUTCHINSON CONVENTION & VISITO LODGING TAX REIMBURSEMENT 177633 9/24/2013 18,094.25 HUTCHINSON CO -OP LANDSCAPE MATERIALS 177634 9/24/2013 634.00 HUTCHINSON HEALTH PROFESSIONAL SERVICES 177635 9/24/2013 1,688.00 HUTCHINSON LEADER PRINTING & PUBLISHING 177636 9/24/2013 489.19 HUTCHINSON PLUMBING & HEATING CONTRACT REPAIR & MAINTENANCE 177637 9/24/2013 72,507.74 HUTCHINSON UTILITIES UTILITIES 177638 9/24/2013 251.17 HUTCHINSON WHOLESALE RECEIVED NOT VOUCH ERED 177639 9/24/2013 3,815.42 HUTCHINSON, CITY OF UTILITIES 177640 9/24/2013 3,000.00 HUTCHINSON, CITY OF ATM REPLENISHMENT 177641 9/24/2013 9.17 INDEPENDENT EMERGENCY SERVICES COMMUNICATIONS 177642 9/24/2013 341.32 INDUSTRIAL PNEUMATIC SYSTEMS EQUIPMENT PARTS 177643 9/24/2013 818.58 JAY MALONE MOTORS CENTRAL GARAGE REPAIR 177644 9/24/2013 150.90 JEFF'S ELECTRIC CONTRACT REPAIR & MAINTENANCE 177645 9/24/2013 30.00 JENSEN, KAYLEEN RECREATION ACTIVITY FEES 177646 9/24/2013 290.90 A TAYLOR DIST OF MN COST OF SALES -BEER 177647 9/24/2013 12,248.04 JOHNSON BROTHERS LIQUOR CO. COST OF SALES -WINE 177648 9/24/2013 10,177.00 JUUL CONTRACTING CO CONTRACT REPAIR & MAINTENANCE 177649 9/24/2013 343.50 KDUZ KARP RADIO ADVERTISING 177650 9/24/2013 3,649.10 KLF ENGINEERING CAMBRIDGE INC OPERATING SUPPLIES 177651 9/24/2013 4,257.50 KOHLS SWEEPING SERVICE RECEIVED NOT VOUCH ERED 177652 9/24/2013 136.17 KOSEK, ANDREW TRAVEL SCHOOL CONFERENCE 177653 9/24/2013 498.03 KRANZ LAWN & POWER EQUIPMENT PARTS 177654 9/24/2013 45,216.79 L & P SUPPLY CO MACHINERY & EQUIPMENT 177655 9/24/2013 16,202.55 LANDSCAPE CONCEPTS, INC IMPROV OTHER THAN BLDGS 177656 9/24/2013 30.00 LEAGUE OF MN CITIES DUES & SUBSCRIPTIONS 177657 9/24/2013 2,615.57 LEAGUE OF MN CITIES -INS TRUST INSURANCE CLAIM 177658 9/24/2013 51,119.75 LEAGUE OF MN CITIES -INS TRUST GENL LIAB.- INSURANCE 177659 9/24/2013 43,202.00 LEAGUE OF MN CITIES -INS TRUST ACCRUED WORKERS COMP 177660 9/24/2013 143.00 LEXISNEXIS OTHER CONTRACTUAL 177661 9/24/2013 1,215.71 LIFE INSURANCE COMPANY OF AMER EMPL.HEALTH & INS. BENEFIT 177662 9/24/2013 809.86 LIFE INSURANCE COMPANY OF AMER EMPL.HEALTH & INS. BENEFIT 177663 9/24/2013 756.48 LIFE INSURANCE COMPANY OF AMER ACCRUED LIFE INSURANCE 177664 9/24/2013 4.49 LIQUOR HUTCH OPERATING SUPPLIES 177665 9/24/2013 17,958.79 LOCHER BROTHERS INC COST OF SALES -BEER 177666 9/24/2013 18,508.29 LOGIS OTHER CONTRACTUAL 177667 9/24/2013 3,000.00 LUEDTKE CONTRACTING LLC CONTRACT REPAIR & MAINTENANCE 177668 9/24/2013 956.85 MACQUEEN EQUIP INC CENTRAL GARAGE REPAIR 177669 9/24/2013 2,836.80 MADDEN, GALANTER, HANSEN LLP PROFESSIONAL SERVICES 177670 9/24/2013 1,875.00 MARR ARNOLD PLANNING LLC PROFESSIONAL SERVICES 177671 9/24/2013 14.09 MATHESON TRI -GAS INC RENTALS 177672 9/24/2013 245.81 MAYTAG LAUNDRY & CAR WASH PROFESSIONAL SERVICES 177673 9/24/2013 25.00 MCG ILL, TINA RECREATION ACTIVITY FEES 177674 9/24/2013 2,917.95 MCLEOD COUNTY AUDITOR - TREASURE LICENSES & TAXES 177675 9/24/2013 2,991.19 MCLEOD COUNTY AUDITOR - TREASURE LICENSES & TAXES 177676 9/24/2013 514.85 MCLEOD COUNTY RECORDER OPERATING SUPPLIES 177677 9/24/2013 99,425.00 MEDICA DUE TO EMPLOYEE INSURANCE 177678 9/24/2013 1,214.27 MEEKER WASHED SAND & GRAVEL RECEIVED NOT VOUCH ERED 177679 9/24/2013 85.00 MENARDS HUTCHINSON REPAIR & MAINTENANCE SUPPLIES 177680 9/24/2013 30.00 MESSAGE MEDIA COMMUNICATIONS 177681 9/24/2013 16,144.00 MICHAEL MURPHY CONSTRUCTION PAVILION 177682 9/24/2013 75.53 MINI BIFF RENTALS 177683 9/24/2013 7,365.00 MINNESOTA DEPT OF HEALTH STATE WATER TESTING FEE 177684 9/24/2013 12.75 MINNESOTA DEPT OF MOTOR VEHICL TRUCKS 177685 9/24/2013 468.00 MINNESOTA PUBLIC EMPLOYEES AS ACCRUED UNION DUES 177686 9/24/2013 3,070.60 MINNESOTA VALLEY TESTING LAB OTHER CONTRACTUAL 177687 9/24/2013 53.25 MMBA OPERATING SUPPLIES 177688 9/24/2013 2,672.24 MMC CONTRACT REPAIR & MAINTENANCE 177689 9/24/2013 250.00 MN GIS /LIS CONFERENCE TRAVEL SCHOOL CONFERENCE 177690 9/24/2013 209.61 M -R SIGN SIGNS & STRIPPING MATERIALS 177691 9/24/2013 125.00 MWOA DUES & SUBSCRIPTIONS 177692 9/24/2013 206.29 MY SHOP ANGEL COST OF MIX & SOFT DRINKS 177693 9/24/2013 19.78 NELSON, STEPHANIE TRAVEL SCHOOL CONFERENCE 177694 9/24/2013 41.00 NOLTE, KAROL REFUNDS & REIMBURSEMENTS 177695 9/24/2013 152.77 NORTHERN BUSINESS PRODUCTS OPERATING SUPPLIES 177696 9/24/2013 263.50 NORTHERN GREEN EXPO RECEIVED NOT VOUCH ERED 177697 9/24/2013 263.46 OENOPHILIA COST OF MIX & SOFT DRINKS 177698 9/24/2013 170.91 OFFICE DEPOT OFFICE SUPPLIES 177699 9/24/2013 142.53 OFFICE OF ENTERPRISE TECH NOLOG COMMUNICATIONS 177700 9/24/2013 479.95 ONLINE YELLOW PAGES TODAY.COM ADVERTISING 177701 9/24/2013 1,286.74 O'REILLY AUTO PARTS CENTRAL GARAGE REPAIR 177702 9/24/2013 2,194.50 PEAT INC. PEAT 177703 9/24/2013 17,492.40 PHILLIPS WINE & SPIRITS COST OF MIX & SOFT DRINKS 177704 9/24/2013 875.25 PIONEER SIGNS & STRIPPING MATERIALS 177705 9/24/2013 997.50 PLAISTED COMPANIES PEAT 177706 9/24/2013 114.70 PLOTZ, GARY D TRAVEL SCHOOL CONFERENCE 177707 9/24/2013 456.16 PLUNKETS PEST CONTROL CONTRACT REPAIR & MAINTENANCE 177708 9/24/2013 35.00 POLLMAN, SARA RECREATION ACTIVITY FEES 177709 9/24/2013 776.64 PREMIER TECH PACKAGING RECEIVED NOT VOUCH ERED 177710 9/24/2013 5,369.00 PROFESSIONAL WATER TECHNOLOGIE CHEMICALS & PRODUCTS 177711 9/24/2013 167.09 QUADE ELECTRIC OPERATING SUPPLIES 177712 9/24/2013 106.82 QUILL CORP OFFICE SUPPLIES 177713 9/24/2013 450.00 R & S INSPECTIONS, INC. HOUSING REHAB LOANS 177714 9/24/2013 1,530.00 RANDY'S REPAIR SERVICE EQUIPMENT REPAIR 177715 9/24/2013 1,848.36 RDO EQUIPMENT CO. EQUIPMENT REPAIR 177716 9/24/2013 2,089.71 REINER ENTERPRISES, INC FREIGHT - IN 177717 9/24/2013 115.46 RELIABLE OFFICE SUPPLIES OFFICE SUPPLIES 177718 9/24/2013 25.00 ROSENAU, JAMEY OPERATING SUPPLIES 177719 9/24/2013 1,367.18 ROYALTIRE CENTRAL GARAGE REPAIR 177720 9/24/2013 302.97 SCHMELING OIL CO MOTOR FUELS & LUBRICANTS 177721 9/24/2013 200.00 SHAW, KAREN PROFESSIONAL SERVICES 177722 9/24/2013 64.41 SHOPKO OFFICE SUPPLIES 177723 9/24/2013 147.18 SHRED -IT USA INC- MINNEAPOLIS CONTRACT REPAIR & MAINTENANCE 177724 9/24/2013 2,283.07 SOUTHERN WINE & SPIRITS OF MN COST OF SALES - LIQUOR 177725 9/24/2013 5,000.00 SOUTHWEST INITIATIVE FOUNDATIO SOUTHWEST MN FOUNDATION 177726 9/24/2013 89.00 SPS COMMERCE RECEIVED NOT VOUCH ERED 177727 9/24/2013 12.83 STANDARD PRINTING PRINTING & PUBLISHING 177728 9/24/2013 645.31 STAPLES ADVANTAGE REPAIR & MAINTENANCE SUPPLIES 177729 9/24/2013 40.00 STARKE, MELISSA RECREATION ACTIVITY FEES 177730 9/24/2013 4,223.89 STREICH TRUCKING FREIGHT -IN 177731 9/24/2013 247.92 SUBWAY WEST PROFESSIONAL SERVICES 177732 9/24/2013 33,555.00 SURREY FIRE SAFETY HOUSE FIRE TRAINING TRAILER 177733 9/24/2013 91.77 TASC FLEX ADMINISTRATION FEE 177734 9/24/2013 1,245.00 TASC HSA ADMINISTRATION FEE 177735 9/24/2013 663.68 THOMSON REUTERS -WEST PROFESSIONAL SERVICES 177736 9/24/2013 262.58 TITAN MACHINERY EQUIPMENT REPAIR 177737 9/24/2013 2,554.20 TKO WINES COST OF SALES -WINE 177738 9/24/2013 33.60 TOWN & COUNTRY TIRE CENTRAL GARAGE REPAIR 177739 9/24/2013 28,075.40 TREBELHORN & ASSOC MOTOR FUELS & LUBRICANTS 177740 9/24/2013 117.37 TRI COUNTY WATER OPERATING SUPPLIES 177741 9/24/2013 924.00 TRUE AMERICAN LOGISTICS LLC FREIGHT 177742 9/24/2013 39.99 VERIZON WIRELESS COMMUNICATIONS 177743 9/24/2013 20,303.10 VIKING BEER COST OF SALES -BEER 177744 9/24/2013 248.00 VIKING COCA COLA FOOD PRODUCTS - CONCESSION 177745 9/24/2013 2,052.17 VINOCOPIA INC COST OF SALES -WINE 177746 9/24/2013 393.74 VOLCO CO INC EQUIPMENT PARTS 177747 9/24/2013 2,954.64 WASTE MANAGEMENT OF WI -MN REFUSE - RECYCLING 177748 9/24/2013 49,326.34 WASTE MANAGEMENT OF WI -MN REFUSE - LANDFILL CHARGES 177749 9/24/2013 25.98 WEIS, MARK UNIFORMS & PERSONAL EQUIP 177750 9/24/2013 60.00 WELCOME NEIGHBOR ADVERTISING 177751 9/24/2013 948.88 WELLS FARGO OPERATING SUPPLIES 177752 9/24/2013 7,000.00 WESTAFER ENTERPRISES OTHER CONTRACTUAL 177753 9/24/2013 177754 9/24/2013 177755 9/24/2013 177756 9/24/2013 177757 9/24/2013 177758 9/24/2013 177759 9/24/2013 177760 9/24/2013 177761 9/24/2013 Payment Instri Check Total Total Payment 235.00 WILSON, EVAN 468.25 WINE COMPANY, THE 22,669.33 WIRTZ BEVERAGE MINNESOTA 10,519.57 WM MUELLER & SONS 5,144.85 WORK CONNECTION, THE 904.28 XEROX CORP 789.81 ZEP MANUFACTURING CO 91.70 ZIEMER PLUMBING & HTG 895.00 ZOHO CORPORATION 841,765.85 Grand Total iment Totals 846,252.01 846,252.01 RECREATION ACTIVITY FEES COST OF SALES -WINE COST OF SALES - LIQUOR CONTRACT REPAIR & MAINTENANCE OTHER CONTRACTUAL COPY MACHINE REPAIR & MAINTENANCE SUPPLIES IMPROV OTHER THAN BLDGS OTHER CONTRACTUAL ELECTRONIC FUNDS TRANSFERS 9/24/2013 TAX FUND PAYABLE TO AMOUNT FUEL HATS MN DEPT OF REV $1,588.88 SALES TAX LIQUOR MN DEPT OF REV $52,073.00 SALES TAX PRCE CIVIC ARENA MN DEPT OF REV $1,123.00 SALES & USE TAX WATER SEWER CREEKSIDE MN DEPT OF REV $14,312.00 $69,096.88 PAYROLL ELECTRONIC FUNDS TRANSFERS PAYROLL DATE: 09/06/2013 Period Ending Date: 08/31/2013 $58,443.18 IRS - Withholding Tax Account Federal Withholding Employee /Employer FICA Employee /Employer Medicare $11,179.19 MN Department of Revenue State Withholding Tax $39,604.59 Public Employee Retirement Association Employee /Employer PERA/DCP Contributions $2,098.93 TASC Employee Flex Spending Deductions $11,155.45 TASC Employee Contributions to Heath Savings Account Employer Contributions to Heath Savings Account $525.00 MNDCP Employee Contributions - Deferred Comp $1,340.00 ING Employee Contributions - Deferred Comp $1,310.00 ICMA Retirement Trust Employee Contributions - Deferred Comp $417.96 MN Child Support System Employee Deductions $0.00 MSRS - Health Savings Plan Employee Deductions to Health Savings Plan $126,074.30 Total Electronic Funds Transfer PAYROLL ELECTRONIC FUNDS TRANSFERS PAYROLL DATE: 09/20/2013 Period Ending Date: 09/14/2013 $56,775.87 IRS - Withholding Tax Account Federal Withholding Employee /Employer FICA Employee /Employer Medicare $10,858.83 MN Department of Revenue State Withholding Tax $39,219.40 Public Employee Retirement Association Employee /Employer PERA/DCP Contributions $2,098.93 TASC Employee Flex Spending Deductions $11,155.45 TASC Employee Contributions to Heath Savings Account Employer Contributions to Heath Savings Account $525.00 MNDCP Employee Contributions - Deferred Comp $1,340.00 ING Employee Contributions - Deferred Comp $1,310.00 ICMA Retirement Trust Employee Contributions - Deferred Comp $417.96 MN Child Support System Employee Deductions $0.00 MSRS - Health Savings Plan Employee Deductions to Health Savings Plan $123,701.44 Total Electronic Funds Transfer R55CKREG LOG22001VO Check # Ck Date CITY OF HUTCHINSON Council Check Register Checks Dated 9/11- 9/24/13 Amount Vendor / Explanation 9/18/2013 Account Description 177595 9/24/2013 4,486.16 CROW RIVER SIGNS OPERATING SUPPLIES HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Center for the Arts - Council Update Department: Administration LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Jeremy Carter Agenda Item Type: Presenter: Tom Wirt Reviewed by Staff ❑ Communications, Requests Time Requested (Minutes): 15 License Contingency N/A Attachments: No BACKGROUND /EXPLANATION OFAGENDA ITEM: Tom Wirt, President of the Board of Directors of the Center for the Arts, will be providing an update to the City Council on the activities of the Center for the Arts. The presentation will include the Center's core efforts to date and a review of its strategic plan. BOARD ACTION REQUESTED: No action required. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: hutchinson CENTER FOR THE RTS 15 Franklin St. SW - P.O. Box 667 - HUTCHINSON, MN 55350 320 - 587 -7278 - www.hutchinsonarts.org - info @hutchinsonarts.org September 16, 2013 To the City Council: Core effort this year has been directed at building the Center's capacity through successful completion of the ArtsLab curriculum. We have now qualified for a $20,000 grant through ArtsLab to build a Business Management System for the Center and the Partner Organizations. We more clearly defined the relationship of the Center to the Community and the Partner Organizations. Basic strategic planning has been accomplished, and we are entering a phase of implementation and re- structuring. The move to the current space in July 2012, dramatically changed Center operations. We and the Partner Organizations can now present first class activities for the Hutchinson Community. The flexibility of the space has allowed up to 60 activities in a single month, from meetings, to classes to plays. The Center now serves 15 Partner Organizations. We are entering a period of building the sustainable portion of our strategic plan. Immediately we are moving into a phase of fund - raising and building membership. Committees for the management of the Center are coming on -line. The City's support of the Center has been critical through this phase of growth. Attached are 2 portions of the strategic planning that has come through the ArtsLab course. Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 B - Organizational Background- B Rev 6.26.2013 (To be completed by Friday, January 4, 2013) Hutchinson Center For The Arts Legal (IRS) Address: 15 Franklin St SW, Hutchinson MN 55350 Date of Incorporation: 01/18/2008 Date of IRS Ruling: May 28, 2009 Organization Description: How would you briefly describe your organization to constituencies that do not know you well? What is your "elevatorspeech"? The Hutchinson Center for the Arts (HCA) serves as support for the various Arts organizations of the Hutchinson area, providing common space for programs, classes and exhibitions; providing strategic and operational assistance; facilitating collaborative use of resources /assets and encouraging and facilitating growth in new programming and activities. Legal Structure: What is your legal and governance structure? HCA is a 501.c.3 with a wholly owned subsidiary: RiverSong Music Festival. Individual Partner Organizations may also be 501.c.3's or may use the Center as a fiscal agent. HCA has a Board of Directors consisting of seven At -Large members (chosen using a Board Matrix) and a liaison representative from each of the Partner Organizations (presently at 15 partners). Mission: Why do you exist? What is your formal mission statement? Connect resources for the advancement of the arts community in Hutchinson and the surrounding area. Provide and manage the Centers infrastructure to promote the growth of the arts in Hutchinson and the surrounding area. Provide sustainable educational opportunities valued by our constituents. V agues: what RuiainR princivies set bouncianes anti mtorm Vibrancy of life through the arts. Sense of pride about the arts Collaboration Stewardship of resources Arts valued by staff and volunteers Long Term Vision: How will the world be different if you are successful at completing your mission? What hope for change or ultimate difference in your community inspires the work that you do? Base vision is to: Broaden and deepen the arts experience for Hutchinson and the surrounding community by operating a sustainable center for the arts. utchinson Center For The Art I B - Organizational Background — B Rev 6.26.2013 Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 In 10 years HCA will have outgrown the existing facilities it uses and has financially justified building a center for the performing and visual arts that provides venues for education, exhibits, programs and performances. HCA's reach has gone beyond the Hutchinson surrounding area, drawing followers regionally and the Twin Cities Metro area. The arts have become an integral part of life in Hutchinson and a significant contributor to the local economy. History: Provide a short history of your organization. What events or milestones in your history define who you are? HCA opened its doors in April 2011 under the guidance of the Board and the direction of an Executive Director. At the time we had five Partner are organizations who were the early adopters with some reservations about how HCA will benefit them. The director focused on building fund- raising events, starting a variety of classes and encouraging Partner Organizations to participate in HCA programming. The physical space HCA occupied was limited to 2 -D exhibits, small classes, meeting area and small storage space. Partner Organizations began to witness benefits of working together and sensing arts as something greater than their individual parts. Many significant events occurred in 2012 that put HCA on a chaotic fast - track. • The Center moved to a larger, more flexible space that would allow for small theater productions, bigger exhibits, and simultaneous multiple uses (eg classes and exhibits, rehearsal and Board meetings). • HCA's first director moved away and a new director was hired in August. • The City of Hutchinson initiated a 10 year Land Use and Downtown redevelopment planning cycle, inviting HCA to participate because of the belief that arts could be a key - player to the economic revitalization effort (specifically HCA could be core to developing an Arts District). • In September 2012, HCA brought John Davis to Hutchinson to give talks and workshops to City administrators and planners, business people, investors and the Arts. Hutchinson's Public Arts Commission was working on a city -wide sculpture park concept. • In December of 2012 the City of Hutchinson voted to give the HCA $15,000 a year for 3 years plus $5000 matching funding for 2 years. • And finally, HCA was accepted into ArtsLab providing the opportunity for strengthening the organization. 2013 has seen the Partner Organizations expand to 15 covering art disciplines of theatre, music festival, fiber arts, photography, visual arts, various entertainment venues, Historic Hutch (cultural), a youth orchestra, choral music, youth drumline, the City's Park and Rec and McLeod County Fair. Two of the newer partners came about because of HCA's encouragement, physical facility and the collaborative concept. HCA is embarking on the 2nd phase of the original 5 -year plan to develop more programming and greater audiences. HCA has grown quickly in the few years of its existence and the organizational structure hasn't kept up with the rate of growth. Presently a few people are carrying the majority of the day -to -day operational task of the organization. Key Programs or Services: Provide a summary of your key programs or services. What do you do that brings in money? HCA has been primarily funded by grants, donors and modest fund- raising events. We are trying to add membership and other revenue sources (i.e. rental). The longer term goal is cover operations through earned income and memberships, using grants and major donations for capacity building and new programs. utchinson Center For The Art I B - Organizational Background — B Rev 6.26.2013 Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 Artistic Vision: How would you briefly articulate the artistic vision and approach of the organization? To mentor the constituents of HCA in providing the local community with quality art education, experiences, varied offerings and advancement of various arts disciplines. Leverage local talents and neighboring talents and where feasible, draw on talents from outside our region (Metro area). Promote the arts in the Hutchinson area to build a strong following and support group. Artistic Work: How do you describe your artistic work? Does your organization directly produce art? Do you present the artistic work of others? What artistic work is produced as a result of your efforts? What is your relationship with the artist(s)? HCA does not directly produce art. It provides facilities, awareness and resources so our Partner Organizations and constituents can best - produce their type of art form. In the short run, the Center will have to produce programming to generate cash flow. Focus will be on classes (especially youth). Artistic Impact: How does your artistic work fit into your region's art scene'? The surrounding 30 mile area is sparse for art establishments. Besides the art groups belonging to HCA, what remains is: Dassel- Cokato has a newer performing arts center. Two community theatre groups exist in Dassel / Cokato and Litchfield. A 2- dimensional exhibit space in Cokato. A reconstructed old Opera House in Litchfield is a venue for performances. HCA's efforts to build programming and provide a physical space is central to expansion of the region's arts. We have held conversations with these regional groups about coordinating efforts and marketing. Human Resource Structure: How is your organization staffed (paid, contract, volunteer)? What skills do your staff, board, and volunteers bring that are essential to your organization? How would you describe your or chart! We currently have a modestly paid Executive Director and one part-time facilities support person (limited to 10- hr /week). We are working on building a volunteer organization based on interests and skills. We are working toward a sustainable organization using task based committees, under the direction of an Executive Committee, which measures progress, coordinates activity and focuses on strategic direction. utchinson Center For The Art I B - Organizational Background — B Rev 6.26.2013 Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 E- STRATEGIC ADVANTAGE Strategic Advantage— E Revised 6/28/2013- 10:12am (To be completed by Friday, .Tune 28, 2013) Where You've Been 1. Background. See Organization Background section. • What is your mission? • What are your values? • What programs and services do you offer? 2. Community. See Community Engagement section. • What issues and trends are affecting your organization and your community? • Community Mapping • What geographic areas do you serve? • What communities do you serve? 3. Leadership. See Leadership section. 4. Programs and Services. See Programs and Services section. 5. Financial Position. See Finance section. 6. Marketing and Audience Development. See Marketing & Audience Development section. 7. Fund Development. See Fund Development section. UNCHARTED TERRITORY Impact: What is your desired long term impact? (see organization background section, vision statement) Broaden and deepen the arts experience for Hutchinson and the surrounding community by operating a sustainable center for the arts. Peer Analysis: Consider your own organization and the three peer organizations that overlap most with your geographies, communities, and mission. What are each organization's strengths and weaknesses in each of the areas listed below? How do the organizations compare with one another in each of these areas? • Community Role • Leadership Styles • Strategy Development Process • Financial Position • Marketing and Audience Strategy • Fund Development Strategy Which Organizations: Art Center of St Peter, New York Mills Regional Cultural Center, Art Reach St Croix Community: Hutchinson: As a single point of contact for the arts, the City invited us to participate in their downtown redevelopment plan "Imagine Hutchinson ". This resulted in beginning the process of developing an arts district around the Center. The Center has been working with City entities, to explore how the expansion and organization of the arts can be economically beneficial to the community. We have also connected with the Health Care community, Chamber of Commerce, local Foundations and a number of businesses. Hutchinson Center For The Arts I Strategic Advantage — E Revised 6/28/2013- 10:12am Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 --------------------------------------------------- - - - - -- E- STRATEGIC ADVANTAGE Leadership Styles Hutchinson: To date, we have been individual based with a lack of coordination between decision makers. Our rapid growth has brought us to a size where the previous Board structure has become too big to be workable. Through ArtsLab learning we are changing the structure of the Center to an Executive Committee consisting of 4 officers and 5 Committee Chairs. This, combined with the strategic plan, will allow diversified management. Strategy Development Process During the Center's first year we did a five year plan, breaking our growth into 3 phases, estimated to happen at 2 years, 7 years and 10 years. Criteria for phase completion were determined, but no strategies for accomplishing the steps were developed. While many of the points of this plan have been accomplished or remain valid, ArtsLab has added implementation steps to the process. Financial Position We are very weak. We have not had an income plan other than knowing about what our burn rate is. We've been lucky in having people, the City, grant opportunities and a limited number of major donors. Funding Strategy To date we have relied on grants, donations, programming, fund- raising events, establishment of a major donor fund called The Founders Club, and a City of Hutchinson 3 year grant involving $15,000 a year plus a $5000 membership matching grant in the last 2 years. This income has been largely unplanned to date and we are changing that with development of an annual plan for the rest of 2013 and all of 2014. In line with our Strategic Plan, the Income Development Strategy will involve moving to (in priority) Earned Income (programming, education, and rental) Individual Members and Donors Corporate Donors/Members Grants Founders Club (2500 per year for 2 years) This will allow us to prioritize our fundraising efforts and coordinate communication. We have identified, but not yet planned for, the need to develop a "One Check for the Arts" Program to educate the public to how the arts are funded in Hutchinson. It would also help alleviate the problem of too many organizations knocking on doors throughout the year and would make the public aware of the various arts opportunities available. Competitive Advantage: What makes your organization uniquely qualified to do what you do for the communities you serve? What can you do better (or differently) than other organizations /alternatives to serve the llccus i wallas i Val UGS M U1G UU11HIMU1UGS YUU SGl VG! Flexible, quality, dedicated Arts Space and supporting resources allow the Partner Organizations to focus on their programming. Sustainable Center for the Arts - provides a single point of contact for the arts community to interface with each other. Hutchinson Center For The Arts I Strategic Advantage — E Revised 6/28/2013- 10:12am Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 --------------------------------------------------- - - - - -- E- STRATEGIC ADVANTAGE Specialized Partner Organizations provide a wide variety of Arts experiences. This allows them to have expertise in their discipline providing the public with a higher quality arts experience. The City has supported the Center both financially and by involving us in policy development. success r actors: What are those services / products that must be " nglht ".! What does quality mean! • Being a single point of contact for the community and government to the arts. • Flexible, Quality, dedicated Arts Space • Provide a gallery for established artists showing high quality work in a professional manner. • Provide or facilitate quality classes and education that encourage a wide variety of experiences. • Provide a flexible, efficient rental facility for local arts organizations. • Ability to provide resources and Partner Organizations they can expand and grow more easily in order to provide more programming and higher space utilization. • Facilitate peer learning and collaboration so that HCA can qualify for larger grants and donations. • Develop a database, usable by both the Center and Partner Organizations that tracks and coordinates organizations, customers, resources so that partner organizations can focus on programming and their competitive advantage • Develop and capture stories so that we can create relationships and raise Key Challenges: What specific market trends, shifts, or challenges are on the horizon that must be taken into account? We need to learn how to tell our story to different types of private and public entities, individuals, volunteers, and partner organizations so that we can recruit or acquire necessary funding and resources. We need to know when to say "No" to an opportunity as well as when it makes fiscal and quality of life sense to say, "Yes" so we can focus on making our mission statement a reality. And we need to maintain focus and accountability so that we get the things done that need to get done when they need to be done while striving for sustainability. Assessment: now do assess trends and shits in vour market Connections with City government, volunteering for commissions, and councils. Active participation in the Chamber of Commerce. Networking with other art centers Market research through arts organizations such as Board Cafe, MN Council of Non - Profits, MCA, and online newsletters. Artslab Identity Statement: Fill in the blanks. Does the following statement ring true for your organization? "We advance our mission of [MISSION] and seek to [IMPACT] by serving [COMMNUITIES SERVED] in [GEOGRAPHIC REAS SERVED] through [PROGRAMS AND SERVICES] and emphasizing our competitive advantages of [COMPETITIVE ADVANTAGE]. We are sustainable through [INCOME M[]. " Hutchinson Center For The Arts I Strategic Advantage — E Revised 6/28/2013- 10:12am Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 --------------------------------------------------- - - - - -- E- STRATEGIC ADVANTAGE We advance our mission of facilitating broader and deeper arts experiences for the Hutchinson area through classes and education; improving collaboration between Partner Organizations; and emphasizing our competitive advantages of providing central, flexible -use location, single point of contact for the arts and providing resources so Partner Organizations can accomplish more and higher quality work. Big Questions: What are your organization's Big Questions? Of these, what is your single biggest question? Biggest single question: How do we sustainably finance our operations? How do we become organizationally functional? How do we broaden the segments of the community that utilize us and our Partner Organizations? Strategy Screen: What strategies are you considering over the next year? Create a strategy screen that is suited to your organization and use it to weigh each strategy in the balance. Use provided Strategy Screen template as a guide for creating our own screen. Post completed strategy screen as an attachment. Statement of Strategic Focus: Based on conclusions from the above analysis, over the next 2 -3 years, what will be your overall strategic focus? What is the theme of your work in this timeframe to propel you toward achieving desired vision and Achieving sustainable financial strength through use of an annual fund- raising plan and leveraging our space and resources. This will require shifting from a grant, donor, and city funding base to a more balanced, membership, earned income, grant and donor funding mix. We must develop a database that allows us to track and measure the performance of our operations, our partner organizations and our ultimate users including donations, memberships and usage and participation. Getting organizationally functional Processes and policies Job and Committee descriptions Responsibilities and expectations Greater visibility to and utilization by the community. Becoming a center of excellence for the arts experiences provided by the Center and the Partner Organizations Setting a Course What specific board and staff leadership commitments should be in place to insure the strategy remains at the forefront of decision making? Describe each activity. Be Specific, Measurable, Attainable, Relevant and Time bound. Name who is responsible for each activity. Hutchinson Center For The Arts I Strategic Advantage — E Revised 6/28/2013- 10:12am Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 --------------------------------------------------- - - - - -- E- STRATEGIC ADVANTAGE Hutchinson Center For The Arts I Strategic Advantage — E Revised 6/28/2013- 10:12am Strategy Tactics Timeline Lead Person Have an effective annual membership drive Articulate the value proposition to the public Membership committee Market HTC to propel brand recognition Membership committee Develop /document the process for annual Membership membership drive committee Deploy and progress reporting Membership committee Evaluate process and improvement Membership opportunities committee Cultivate Major investors Show economic value of HCA to area business Finance Create PR campaign designed specifically to Executive / businesses Marketing Put mechanism in place for Finance invoicing/collections (recurring) Increase Board effectiveness and develop Executive Committee Develop restructuring plan that provides the 2- Executive way communication necessary across all the Committee functional area and with partner organization Define roles and responsibilities Executive Committee Establish functional sub committees Executive Committee Build trust by strictly following meeting Executive etiquette and preparedness Committee Identify skill -set gaps and recruit to fill Executive Committee Identify sources of revenue and capitalize Map the revenue opportunities, capacities, Finance resources and prioritize (where are the low- Committee hanging fruits ?) Set policy to enforce revenue streams Executive Committee Develop corner -stone programs Executive Director Strict monthly reporting of revenue Finance/Executive performance compared to budget, account for /Director short-falls and problem solve Hutchinson Center For The Arts I Strategic Advantage — E Revised 6/28/2013- 10:12am Hutchinson Center For The Arts Strategy Roadmap 2012 -2014 --------------------------------------------------- - - - - -- E- STRATEGIC ADVANTAGE How will you know? What benchmarks /metrics will you put in place to monitor your progress in achieving your airection! All key positions on Executive Board and sub committees are filled and functional. Annual review of all positions and annual results to goals. Monthly review of financial and performance results to plan. Community research annually including an estimate of arts economic impact and Partner and community attitudes and opinions. Hutchinson Center For The Arts I Strategic Advantage — E Revised 6/28/2013- 10:12am HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Discussion of 2013 Pavement Management Report Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner /John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Communications, Requests Time Requested (Minutes): 15 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: As described within the attached memorandum, City staff recently compiled the 2013 Pavement Management Report. At this point, the report has been reviewed at the recent Resource Allocation Committee meeting and City staff would like to provide a similar review to the City Council. BOARD ACTION REQUESTED: None Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: C September 24, 2013 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: 2013 Pavement Management Report (including 2013 construction) Pavement Management The City uses a pavement management system to collect and manage information about pavement conditions. Since 1996, this system has helped the City manage its significant investment in pavements. There are about 78 miles of streets in the City's network, or about 1.5 million square yards of pavement. This pavement has a replacement value of around $140 million. Pavement management systems help the City make the best use of available funding by providing decision - makers with key information. Using pavement management information, appropriate maintenance can be performed in a timely manner. For nearly 20 years, the City has used this information to make effective use of available funding by performing appropriate maintenance in a timely manner. Pavement Condition Index (PCI) PCI is calculated by physically surveying pavement distresses found on various street segments. PCI is based on a 100 -point scale (100 = no distresses, 0 = fully deteriorated street). The City's stated goal has been to maintain an average PCI of between 65 and 75. Condition surveys provide a snapshot of pavement conditions in time. Between physical surveys, standard decay curves are applied to each pavement section and adjusted scores are used to estimate PCL The next physical survey is scheduled for 2014. Overall condition of the pavement network for the last four surveys is: Physical survey: 1996: 72 2004: 77 2007: 69 2011: 66 Estimated PCI: 2013: 69 Based on the current Capital Improvement Plan, the average network PCI is expected to remain relatively stable over the next five years. Proiect Alternatives for Pavement Maintenance There are a number of alternatives that can be used to maintain pavements, including commonly used alternative which are listed here from most expensive to least expensive: Strategy Estimated cost Description per sq ft New construction $12.60 All new infrastructure (street, water, sewer) where none existed Reconstruction $12.60 All new infrastructure (street, water, sewer) in place of existing Partial reconstruction $ 8.60 Replace curb /gutter, street surface and drainage; minimal water, sewer work Reclaim $ 4.60 Replace street surface & drainage; minimal curb /gutter & water, sewer work Overlay $ 1.00 Grind offportions of the existingpaved surface and resurface with new material Seal coat $ 0.15 Asphalt & aggregate surface application; no drainage & utility work Replay sealant $ 0.15 Polymerized agricultural -based asphalt sealant Crack Repair $ 0.05 Rout and apply sealant to cracks and /or over -band larger cracks Spray Injection Patch $ 0.03 Spray asphalt and aggregate into pavement distresses and roll with rubber -tired roller Skim Patch $ 2.50 Apply maintenance overlay on a small, distinct section of street Partial Depth Patch $ 3.50 Mill up to 3 "from small sections of distressed pavement, place new patching material Pothole Patch $40.00 each Fill potholes using hot mix or cold mix patching material Proiect Development Projects are developed to maximize the lifespan of a pavement. Low -cost maintenance treatments should be applied at critical points during the life of a pavement. When the PCI drops too low, less expensive treatments are no longer an option. Pavements eventually decay to the point where costly rehabilitation or reconstruction is the only option. In the past 5 years, pavement maintenance projects have affected just over 5 million sq. ft. of pavement. The areas affected by projects represent just short of 8% of the City's street network annually over the 5 year period. The distribution of projects over the last 5 years was: 53.3% - Seal coat 17.8% - Replay sealant 8.1% - Reclaim 6.5% - Reconstruction 6.8% - Overlay 4.8% - Partial reconstruction 2.6% - New construction If the mix of projects that were completed within the last 5 years were to continue into the future, it would take 13 years for all pavements to be affected by one of these types of projects. Continuing this level of project activity into the future should result in maintaining PCI ratings of 65 -75. However, considering budget and personnel constraints, it will continue to be a challenge to adequately maintain pavements. The 5 -year Capital Improvement Plan (CIP) includes projects to address streets that are in marginal /poor condition. The CIP also includes an annual allocation for pavement management projects that help to maintain PCI ratings within the targeted range of 65 -75. Delivering projects included in the CIP through 2018 should result in maintaining an average PCI of 65 -75. To verify, actual PCI's will be reviewed after physical surveys are completed in 2014 and 2017. Pavement management projects are designed to be flexible and allow for a variety of maintenance treatments. The goal is to do the right treatment at the right time and at the lowest possible cost in order to prolong the life of pavement. Of particular concern is maintaining pavements that have been constructed since the 1990's so they remain in relatively good condition. Other Factors Another challenge comes in the form of severe weather. In both 2010 and 2011, the City Council authorized additional funding for repair of frost damaged streets. Also in that time, several blocks of street required rehabilitation because of significant frost damage. In addition to usual patching activities, frost damaged pavements equated to about 1% of total pavement, roughly equivalent to 0.8 miles of street were affected, including: Year Sq Ft Local repairs 2010 22,671 Local repairs (0.17% of total paved area) 2011 32.848 Local repairs (0.24% of total paved area) 55,519 (0.41% of paved area) Street Sq Ft Section Reclaimed 2011 30,522 Industrial Blvd SE (Michigan St SE to E of Eastgate Dr SE) 2011 21,645 Roberts St SW (S of McDonald Dr to McDonald Dr SW) 2011 20,340 Jackson St SW (McDonald Dr SW to Roberts Rd SW) 2011 11,628 Bradford St SE (W of Sherwood St SE to Sherwood St SE) 84,135 (0.61% of paved area) Data Analysis & Budget Recommendation Of the 91 miles of streets in Hutchinson, about 78 miles are City streets. About 13 miles are operated by Mn/DOT or McLeod County. The pavement network has grown at a pace of just under 2% over the last 20 years. Despite the fact average the PCI will likely remain near its current level through 2018, data from the last physical survey in 2011 revealed an overall shift toward poorer conditions. The last physical survey indicated the following trend, which is of concern: PCI Breakdown, Related Areas - by Survey Year Condition by % of area 1996 2004 2007 2011 Change - 10.1% 8.8% 6.1% 16.7% +10.6% Marginal condition 6.4% 6.6% 8.7% 11.8% +3.1% Adequate condition 16.7% 15.3% 24.5% 17.0% -7.5% Good condition 32.7% 22.5% 32.0% 22.9% -9.1% Excellent condition 34.1% 46.8% 28.7% 31.6% -2.9% Excellent or Good = 12.0% drop Adequate = 7.5% drop Marginal or Poor = 13.7% increase This trending indicates that in order to maintain PCI of 65 -75, pavements will require the more costly maintenance treatments in the future. Pavement Management Budget Using data collected during physical surveys, we set the program to look out over a 20 -year period to determine the most economically advantageous 5 -year project list. To further refine the budget, calculations are based on: 1) maintaining the current PCI; 2) increasing the PCI by 10 %; and, 3) decreasing the PCI by 10 %. Annual spending for pavement projects has historically been below this budget because limited funds available for capital projects are often needed for utilities and miscellaneous projects, which have little or no affect on PCI ratings. Below is the recommended budget: Reconstruction/partial reconstruction $ 1,100,000 Reclaim & Overlays 1,300,000 Seal Coat 150,000 Capital Funds $2,550,000 Neighborhood maintenance $ 110,000 Patching 60,000 Crack repair 30,000 General Funds $ 200,000 Pavement Projects 2.750.000 Attached are tables to help provide an overall view of network pavement condition. Condition Ratings (2011 Physical Survey) -:00 -35 MARGINAL: 36 -50 ADEQUATE: 51 -70 GOOD: 71 -85 EXCELLENT: 85 -100 PCI Breakdown by City Quadrant 041111 Northwest 74,203 14.1 mi 15.6% 2,340,758 64 Northeast 44,127 8.4 mi 9.3% 1,609,546 67 Southwest 165,496 31.3 mi 34.7% 5,540,942 64 Southeast 99.076 18.8 mi 2QZ% 3.646.063 72 Rated Streets 381,103 72.2 mi 80.0% 13,137,310 66 Northwest 29,891 5.7 mi 6.3% 1,421,095 n/a Northeast 13,567 2.6 mi 2.9% 684,550 n/a Southwest 36,040 6.8 mi 7.5% 1,399,927 n/a Southeast 15,808 3.0 mi 3.3% 597,723 n/a Streets not rated* 95,306 18.1 mi 20.0% 4,103,295 n/a Total Network 476,409 90.2 mi 100.o,. 17,240,605 66 PCI Breakdown by Street Designation 2011 Local Roads (neighborhoods) 285,066 54.0 mi 60.0% 9,381,031 69 MSA streets (priority routes) 69,814 13.2 mi 14.6% 2,773,809 63 Co Rd turnback (* *see below) 16,016 3.0 mi 3.3% 505,347 60 CSAH turnback (2"d 1lefferson) 9,116 1.7 mi 1.9% 404,047 41 Trk Hwy turnback (Washington Av) 1,091 0.2 mi 0.2% 73,076 100 Rated Streets 381,103 72.1 mi 80.0% 13,137,310 66 City streets 19,300 3.7 mi 4.1% 498,699 n/a Mn /DOT streets 35,548 6.7 mi 7.4% 2,080,012 n/a County streets 40,458 7.7 mi 8.5% 1,524,584 n La Streets not rated* 95,306 18.1 mi 20.0% 4,103,295 n/a Total Network 476.409 90.2 mi 1oo.o% 17.240.605 66 ( *Streets not rated includes Mn /DOT & McLeod County streets, gravel streets, and undeveloped streets) (* *5th Ave NW, 12th Ave NW, portion of Dale St SW, Golf Course Rd NW, portion of South Grade Rd SW) PCI Breakdown by Construction Year ( %= total network constructed in year) <1970: 8.0% = 1980: 0.6% = 53 1990: 4.8% = 63 1971: 0.6% = 1 1981: 0.0% = n/a 1991: 3.3% = 68 1972: 2.0% = 47 1982: 2.6% = 37 1992: 2.1% = 79 1973: 0.4% = . 1983: 0.7% = 67 1993: 3.4% = 73 1974: 0.7% = 41 1984: 4.7% = 57 1994: 3.7% = 73 1975: 0.2% = 88 1985: 1.7% = 55 1995: 3.5% = 86 1976: 1.9% = 37 1986: 2.1% = 46 1996: 2.1% = 80 1977: 1.3% = . 1987: 0.9% = 52 1997: 1.2% = 86 1978: 2.4% = 51 1988: 3.6% = 61 1998: 1.7% = 74 1979: 1.6% = 45 1989: 1.3% = 64 1999: 5.9% = 78 19.1% 18.2% 31.7% 2000: 1.9% = 87 2001: 5.0% = 76 2002: 1.7% = 84 2003: 2.7% = 91 2004: 2.2% = 88 2005: 3.7% = 80 2006: 0.4% = 85 2007: 3.3% = 89 2008: 4.2% = 96 2009: 2.6% = 100 27.7% 2010: 0.0% = n/a 2011: 3.0% = 100 3.0% PCI = 100 19AM-111 PCI = 70 PCI = 50 l5 AI ` f i PCI = 40 •1 f l .�rY� -•v -' INS PCI =10 HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Discussion of Residential Leaf Vacuum Services Department: PW /Eng LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Kent Exner /John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Communications, Requests Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: As described within the attached press release (to be enclosed within the September utility billing), City staff has scheduled the start of the residential leaf vacuum service for Tuesday, October 15th. At this point, this press release will be included within the City's September utility billing and City staff would like to provide a brief review to the City Council. BOARD ACTION REQUESTED: None Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: City of Hutchinson - Residential Leaf Vacuum Service 2013 SEASON PRESS RELEASE Residential service is scheduled to begin on Tuesday, October 15 and will end on Monday, November 25 or when snow arrives. Residential services are provided by tractor drawn vacuums. Leaves will be vacuumed from street the day after recycling and garbage is picked up. The City may sweep streets with mechanical or vacuum sweepers before October 15, please DO NOT rake leaves into the street until residential leaf vacuum services begin on October 15. For more information: Visit the City's website- http://www.ci.hutchinson.mn.us/leafvacuumserv.html Contact Public Works at (320) 234 -4219, or email information a - ci.hutchinson.mn.us. HUTCHINSON CITY COUNCIL Ci =q�f�� Request for Board Action 7AL Agenda Item: Consideration of Retirement Incentive Program for 2013 Department: Administration LICENSE SECTION Meeting Date: 9/24/2013 Application Complete N/A Contact: Jeremy Carter Agenda Item Type: Presenter: Jeremy Carter Reviewed by Staff ❑ New Business Time Requested (Minutes): 10 License Contingency N/A Attachments: No BACKGROUND /EXPLANATION OFAGENDA ITEM: Please see attached staff memo. BOARD ACTION REQUESTED: Consideration and approval of the 2013 Retirement Incentive Program as described above and recommended by staff. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: Memorandum TO: Mayor and City Council FROM: City Administration RE: Consideration of 2013 Retirement Incentive Program DATE: September 17, 2013 In previous years, most recently in 2010, the City offered a retirement incentive program to a group of employees identified as eligible. The incentives have been and are intended, in part, to assist eligible employees who want to retire but are unable to do so because of medical insurance cost concerns. Administration is recommending that the Council consider approval of a retirement incentive for 2013. Additionally, it is recommended that the program include the financial components offered in 2010 and including the following: 1. One week of pay for each year of service to the City, up to a $20,000 maximum payment. 2. A payment equivalent to the dollar value of one week of the employer provided health and dental insurance premium for each year of employment. This payment is limited to those employees who are currently participating in the employee insurance program(s). 3. City policy allows for a payment of 1/3 of any sick leave hours over the balance of 240 hours at the time of retirement. The incentive program includes a payout of an additional 1/3 of the sick leave accrual over a balance of 240 hours, or a total of 2/3 of the hours over 240. 4. A payment equivalent to the dollar value of an additional 6 months of the cost of the employer provided health and dental insurance premiums. This payment is also limited to those employees currently participating in the employee insurance program(s). Administration is also recommending that the program be offered to all City employees meeting the following eligibility requirements: 1. Meet age and service requirements necessary to collect a pension from our retirement program, Public Employees Retirement Association (PERA). 2. Have at least 15 years of service with PERA employers, with a minimum of 10 years of PERA covered service to the City of Hutchinson. 3. Retire from the current regular full time or regular part time position to which the employee is currently appointed no later than December 31, 2013 4. Indicate in writing by October 31, 2013, to the City Administrator the intended acceptance of the retirement incentive program offer and a resignation of employment date (on or before December 31, 2013). Using the previously noted criteria, 24 current employees are eligible for the program. Informational meetings regarding a potential retirement incentive program were held on September 4, 2013. All but three of the eligible employees attended. In 2010, the City approved a Health Care Savings Plan (HCSP) with the Minnesota State Retirement System (MSRS) that mandates certain severance monies be deposited into an HCSP created for the employee at the time of retirement. The sick leave payments, the payments equivalent to the insurance costs, and 25% of the years of service payment are mandated to be deposited into the account. The monies are deposited on a tax -free basis for both the employee and the employer and may be withdrawn on a tax -free basis by the employee to pay for eligible medical expenses incurred after retirement. If this incentive request is approved, staff will also be proposing a change to the HCSP to allow more of the retirement incentive monies to be deposited into the employee accounts, resulting in additional tax savings for the employees and the City as the employer. This change was discussed at the informational meetings and such a change supported by a consensus of the meeting attendees. Staff has calculated the estimated costs of the incentive program payments and the resulting future cost savings or returns on investments. It should be noted that these estimates are speculative, as any actual costs cannot be determined until a program is offered to and accepted by the employee(s). An additional result of this and previous retirement incentive programs is the opportunity for the City to consider staffing /departmental reorganizations (not replacing retirees, replacing with lower graded positions, replacing positions with reduced hours, etc.) that could further reduce future staffing costs. Staff will be at the September 24th City Council meeting to address any questions. Resource Allocation Committee September 3, 2013 4:00 PM Hutchinson City Center Attendees: Steve Cook, Mary Christensen, Jeremy Carter, Kent Exner (Committee Members) John Olson, Dolf Moon, Dan Jochum, Lee Miller (Contributing Participants) Meeting Minutes 1. Pavement Management Program Review — review recently compiled report information - John O. provided a review of recently compiled 2013 Pavement Management Program information. The results of this information shows an estimated overall Pavement Condition Index (PCI) of 69 which is within the targeted range of 65 to 75. At this point, City staff anticipates administering a physical inventory assessment in 2014 to establish a more accurate PCI rating. RAC members agreed that this information should be presented to the City Council in the near future. 2. Corridors of Commerce —review funding alternative (& others) and identify potential projects - Kent E. reviewed the potential of utilizing a recently established funding source, Corridors of Commerce (COC), for potential improvements to the connection of TH 22 to US 212. Per MnDOT's input, COC funding parameters will be communicated sometime this coming fall and a potential project/information solicitation may occur at that time. Also, other MnDOT- administered competitive funding sources, such as Transportation Economic Development Program (TED) and the Corridor Investment Management Strategy (CIMS), were reviewed for potential applicability to future City projects and/or trunk highway improvements. 3. 2014 Infrastructure Improvement Projects — review initially proposed projects - Kent E. reviewed the recently compiled Public Works related capital improvement plan projects and identified Pavement Management Program potential improvements. At this time, improvement projects associated with Jefferson St. south, Lynn Road, Dale St. south, and TH 15 Service Road have been established as priorities to be addressed within the 2014 Infrastructure Improvement Plan. RAC members discussed the potential of addressing roadway and storm sewer utility needs within the South Central Drainage Study area (primarily adjacent to the Hutchinson Recreation Center). 4. Other Discussion Weed Notices Monthly Report Aug 2013 Monthly Summary of Weeds /Tall Grass Noncompliance A summary of weed notices sent to properties not in compliance with Chapter § 92.35 Weed Ordinance, of the Hutchinson City Code of Ordinances can be found below. Seven (7) business days were given to those receiving notice to remove weeds /tall grass on their property. Number of properties that received a removal notice 9 Number of properties cleared by City order 3 Number of properties pending compliance at month's end 0 Properties that were ordered to be cleared by the City House Street Quadrant Property Owner City PID Dawne Huntingon -Burns 109 4th Ave 109 4th Ave NW NW Hutchinson, MN 55350 31- 117 -29 -11 -0241 North Hutch, LLC c/o Scott Bradfor 16 Washington Ave W, Suite 102 940 North High Dr NW Hutchinson, MN 55350 36- 117 -30 -02 -0260 Eric A & Lora Goodwin 1085 Randall 1085 Randall Rd SE Rd SE Hutchinson, MN 55350 07- 116 -29 -03 -0460 Bart & Susan Carlson 955 Keith St 955 Keith St SW SW Hutchinson, MN 55350 01- 116 -30 -15 -0410 Hutchinson Senior Care Services 1095 Hwy 15 S Hutchinson, MN 255 Winnipeg Ave SE 55350 07- 116 -29 -15 -0120 Vance E Wolter 486 486 California St NW California St NW Hutchinson, MN 55350 36- 117 -30 -11 -0200 Stix & Brix Inc 307 N Holcombe Ave 415 Adams St SE Litchfield, MN 55355 06- 116 -29 -07 -0610 Stix & Brix Inc 307 N Holcombe Ave 435 Adams St SE Litchfield, MN 55355 06- 116 -29 -07 -0590 Brooke Krumwiede 605 Texas 605 Texas Ave NW Ave NW Hutchinson, MN 5530 36- 117 -30 -09 -0510 +HUTCHINSON AIRPORT COMMISSION July 18, 2013 5:30 p.m. Airport Arrival/Departure Building Minutes Members present: Doug McGraw, Dick Freeman, Joel Schwarze, Juli Neubarth, Ross Peterson, Steve Cook (Council Representative) Members absent: none Others Present: John Olson, City of Hutchinson; Tom Parker, Hutchinson Aviation; Others present: Tim Miller, ASI; Dave Skaar, CAP; Jim Weckam, Tenant Meeting called to order at 5:32 p.m. There was a quorum of members present. 1. Approve June 20, 2013 Airport Commission Minutes Motion made by Cook, second by Freeman to approve minutes. Unanimous approval 2. Airport Commission Juli Neubarth (to 09/13, fast full -teen) Doug McGraw (to 09/14, second full -term) Joel Schwarze (to 09/15, fast full -teen) Ross Peterson (to 09/16, first full -teen) Dick Freeman (to 09/17, second full -teen) Steve Cook (Council representative) For meeting schedules & interest forms for serving on the Airport Commission, see www.ci.hutchinson.mn.us 3. Hangars There was no hangar activity since the last meeting. Update on private hangar construction. Olson explained that Mr. Weckman had not identified a specific contractor on the building permit application; therefore he is treated as the general contractor. As the general contractor, he is required to maintain $1 million liability coverage during construction. After construction, the building must be insured for fire- weather. After construction he, like other tenants, will be required to maintain $1 million premises coverage. Premises coverage is often associated with aircraft insurance policies and would not necessarily need to be tied to the structure. 4. Operational Issues (Open Proiects) a) Airport Financials. May 31, 2013 year -to -date shows a surplus of $20,501, compared to $23,014 on May 31, 2012. Significant deviations in 2013 are: Fuel - $1,010 due to snow removal during 2012- 2013 season; Utilities - $2,213 due to colder than normal temperatures this spring. The remainder of 2013's expenditures was similar to 2012. b) Maintenance & Operations grant — Requested reimbursement for Jan, Feb & Mar 2013 expenses. The total grant amount is for $22,937 per year. For the last few years, airports have been able to apply for grant reimbursements on a quarterly basis. The airport typically has no problems receiving the entire grant amount, as qualifying expenses typically far exceed $22,937. c) Electrical project —Hutchinson Utilities (HUC) has completed installation of electrical service to the south end of the airport. Beginning in June, electricity charges are now under HUC Electric. It will be some time before the affect of switching carrier will be known, but the KW charges and fixed charges will be less with HUC. d) Pavement condition inspection — Pavement condition inspections were finished this week. The pavement condition reports will not likely come until late fall or early winter. No significant changes, other than usual deterioration, are expected. The cross -crack project done two years ago has held up well. The cracks have reopened, but there is no cupping. Some alternatives for maintenance have been discussed internally and with Bolton & Menk (BMI). Olson reported that pavement maintenance will be a topic that can be considered as part of the airport master planning process. e) 2013 AIP — Report on status of project. At the July 9 City Council meeting, the Council approved the work order with BMI for the Airport Master Plan Update /Obstruction ID /removal. a. Upon approval, the City provided BMI with a copy of the City's account number so the federal grant application could be processed. BMI had already worked with both MnDOT & FAA personnel to ensure the grant application was ready to go in. It's expected that the grant application process will be fmished by the end of the week. b. Staff will be holding an initial planning meeting with BMI in the next couple of weeks to lay out some initial steps that need to be taken. c. One of the key elements of the project is the Master Plan Advisory Group (MPAG). This group will provide input on information being considered for the plan and findings being developed throughout the process. The MPAG will help assess airport issues and needs and serve a vital role in the overall project. They will act as a sounding board for proposed development alternatives, as well as be a conduit for information among various groups in the community. MPAG participants are planned to include: i. Airport Commission ii. Airport business representatives iii. City Council representative and/or City Administrator iv. City Planning Commission representatives v. FAA Airports District Office vi. MnDOT Office of Aeronautics vii. Staff from City departments (Public Works, Planning/Zoning/Building) viii. County and township staff, as necessary. d. The MPAG will be on the `distribution' list for various plan components so they can react to the work being done. As necessary, meetings will be arranged to address specific issues. 5. Other Discussions/ New Business a) Rental of Life Link III hangar to ASI. As was indicated earlier via email, Life Link III requested to be out of the hangar at the end of July. ASI Jet has expressed interest in the hangar. ii. Discussions were held regarding the staff recommendation to offer the hangar to ASI Jet for $700 per month from August 1, 2013 until May 31, 2014, when the new FBO contract would be signed. After much discussion relating to the value of the hangar, and whether the hangar should be linked into the FBO contract or not, a motion was made by Peterson, second by Freeman to offer the hangar to ASI Jet for $1,100 per month, while authorizing staff to reduce the rents through negotiation to no lower than $900 per month. b) Report of subcommittee activities regarding FBO alternatives. Cook indicated that a telephone conference with Glenn Burke, South St. Paul Airport Manager and MN Council of Airports Board Member, would be held on Wednesday, August 24. ii. Olson reported on meeting held with ASI Jet and the City's EDA Director. The Director is recommending the City to work with ASI Jet, particularly considering the potential for agricultural related aviation is very good. EDA has programs in place that could assist ASI Jet with future large capital costs, such as building, equipment, etc. However, there are no short-term small grants available. During the meeting, the EDA Director also mentioned that there may be potential for partial funding to bring water /sewer utilities to the airport, if they were needed in the future. c) Internet service at the airport. The City's IT department had acquired a router. Replacement of the existing router should be completed next week. Hopefully the new router will result in fewer internet outages in Dooley Terminal. ii. Olson has met with one wireless internet service provider, but has not yet received a price quotation for the service. There is one other wireless provider that still needs to visit the airport, and NU- Telecom will be asked to provide a price quote for the best service they can provide. iii. CAP has already worked with NU- Telecom to provide service on a month -to -month basis as final decisions about service are pending. iv. There was apparently a connection that had served at least a portion of the Air Methods computer system which performed very well. It was thought, however, that this line was not hooked up through the internet service, but rather was a dedicated line. d) Change the date of the August meeting Olson requested the Commission change the Airport Commission meeting from August 15 to August 22. The consensus was to change the meeting to August 22. e) Miscellaneous. i. Thank you cards for the courtesy card. Miller requested that consideration be given to making business card -sized thank you notes that pilots using the courtesy car could leave at area businesses encouraging them to thank the City for providing the courtesy car. Olson will provide a sample card at the August 22 meeting. ii. McGraw requested installing a logbook, of good quality, in the lobby. Pilots could voluntarily sign in, which could provide some indication of traffic at the airport. iii. It was requested that a refrigerator be installed in the pilot's lounge. This could be a place where pilots could leave lunch or other perishables for a period of time while visiting Hutchinson. This is a comfort feature that could make a positive impact for around $500. iv. The Commission asked Olson to contact North Memorial Air Care to see if they would be interested in moving operations to Hutchinson. At 7:12, a motion to adjourn was made by Peterson, second by Cook. Unanimous approval. NEXT MEETING: Regularly scheduled meeting for 08/15/2013 was postponed to 08/22/2013. CITY OF HUTCHINSON Financial Report - GENERAL FUND For the month of August, 2013 SUMMARY FINANCIAL STATEMENT: Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD Au gust 2012 Approved Budget % Used REVENUES: 4005 Taxes & Penalties - 2,280,855 4,491,446 2,210,591 50.8% 2,301,076 4,491,446 51.2% 4050 Licenses 494 39,868 53,500 (13,633) 74.5% 52,084 53,500 97.4% 4070 Permits 37,109 147,763 168,925 (21,162) 87.5% 124,120 158,950 78.1% 4100 Intergovernmental 27,914 905,366 1,215,663 310,297 74.5% 950,956 1,269,711 74.9% 4250 Charges for Services 116,048 941,927 1,855,706 913,779 50.8% 957,872 1,852,400 51.7% 4400 Fines & Forfeitures 4,608 41,245 45,000 3,755 91.7% 37,262 45,000 82.8% 4620 Investment Earnings - 4,316 50,000 (45,684) 8.6% 5,568 35,000 15.9% 4700 Reimbursements 7,967 358,640 438,752 80,112 81.7% 311,451 407,152 76.5% 4800 Transfers 413 782,484 2,170,346 1,387,862 36.1% 768,690 2,090,376 36.8% 4890 Surcharge 1,920 3,822 350 3,472 1091.9% 4,748 350 1356.5% 4998 1 Fund Balance - - 6,250 6,250 0.0% - 10,000 0.0% TOTAL REVENUES 196,473 5,506,286 10,495,938 4,989,652 52.5% 5,513,827 10,413,885 52.9% EXPENDITURES: 6105 Salaries & Fringe Benefits 557,561 4,442,964 6,778,616 2,335,652 65.5% 4,395,914 6,633,597 66.3% 6200 Supplies, Repairs, Maint. 39,331 465,929 783,840 317,911 59.4% 530,040 790,835 67.0% 6300 Contracted Services 50,741 269,938 462,233 192,295 58.4% 239,964 462,442 51.9% 6306 Services & Charges 147,219 1,266,489 2,162,199 895,710 58.6% 1,231,550 2,155,664 57.1% 6700 Transfers - 48,618 95,486 46,868 50.9% 46,825 92,750 50.5% 6900 Misc. Expenses 8,891 170,092 213,564 43,472 79.6% 161,226 278,597 57.9% 7000 Capital Outlay 445 7,405 - (7,405) 100.0% 1,420 - 100.0% TOTAL EXPENDITURES 804,188 6,671,435 10 495 938 3,824,503 63.6% 6 606 938 10,413,885 63.4% TOTAL REVENUE OVER UNDER EXPENDITURES (607,715) 1 165 149 ) - (1,165,149) 100.0% (1,093,111) - 100.0% COMMENTS: REVENUES: Total revenues are tracking slighly below last year through August, however 2012 contained the unanticipated FEMA reimbursement of $66,800 related to the July 2011 storm damage. The 2013 revenues would be up $59,000 over last year through August without the FEMA reimbursement. Other revenue categories are tracking close to or above last year at this point. EXPENDITURES: Total expenditures are tracking 3.1% below budget through August with an increase over last year of $64,496, or 1.0 %. EXPENDITURES BY DEPARTMENT: Department 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD Au gust 2012 Approved Budget % Used Mayor & City Council 3,103 25,164 52,016 26,852 48.4% 23,853 53,814 44.3% City Administrator 30,601 266,525 387,401 120,876 68.8% 252,797 380,851 66.4% Elections 204 805 10,000 9,195 8.1% 8,952 16,000 55.9% Finance Department 24,108 245,662 371,863 126,201 66.1% 249,047 364,529 68.3% Motor Vehicle 22,173 202,620 275,413 72,793 73.6% 192,587 271,910 70.8% Assessing - - 61,911 61,911 - 61,911 Legal 18,792 155,525 252,067 96,542 61.7% 150,730 233,181 64.6% Planning 11,142 95,505 123,210 27,705 77.5% 100,479 117,320 85.6% Information Services 29,943 321,569 499,332 177,763 64.4% 262,708 452,687 58.0% Police Department 231,913 1,875,564 2,889,291 1,013,727 64.9% 1,963,301 2,989,966 65.7% Emergency Management 658 16,471 13,000 (3,471) 126.7% 11,183 13,025 85.9% Safety Committee - 7,970 13,450 5,480 59.3% 7,726 13,450 57.4% Fire Department 13,347 196,197 309,187 112,990 63.5% 202,016 296,805 68.1% Protective Inspections 15,621 126,418 208,350 81,932 60.7% 108,114 206,188 52.4% Engineering 49,197 350,130 465,756 115,626 75.2% 326,168 457,614 71.3% Streets & Alleys 104,827 892,679 1,369,738 477,059 65.2% 888,312 1,308,421 67.9% City Hall Building 3,778 58,904 121,096 62,192 48.6% 75,618 121,698 62.1% Park/Recreation Administration 15,919 143,111 213,127 70,016 67.1% 139,893 215,295 65.0% Recreation 10,846 160,294 217,610 57,316 73.7% 168,313 217,894 77.2% Senior Citizen Center 9,984 53,816 69,749 15,933 77.2% 42,200 67,635 62.4% Civic Arena 13,919 219,411 331,469 112,058 66.2% 194,736 326,765 59.6% Park Department 72,300 543,531 757,260 213,729 71.8% 528,550 721,981 73.2% Recreation Building & Pool 17,443 138,060 185,885 47,825 74.3% 153,302 187,760 81.6% Events Center 13,544 128,157 213,650 85,493 60.0% 121,978 231,225 52.8% Evergreen Building 369 10,767 11,880 1,113 90.6% 6,220 12,305 50.5% Library 39,097 139,023 190,937 51,914 72.8% 97,244 183,970 52.9% Cemetery 7,444 54,084 109,104 55,020 49.6% 62,705 108,400 57.8% Airport 2,449 48,147 99,700 51,553 48.3% 56,164 100,235 56.0% Revenue Department - - - - - 50,000 Unallocated General Expense 41,468 195,326 672,486 477,160 29.0% 212,041 631,050 33.6% TOTAL EXPENDITURES 804,188 6,671,435 10 495 938 31824,503 63.6% 6,606,938 10 413 885 63.4% Fund: Liquor Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD August 2012 Approved Budget % Used REVENUES: 2012 Change Liquor 1,150,621 1,134,416 1.4% 165,745 154,993 4450 Sales - Liquor 165,745 1,150,621 1,803,150 652,529 63.8% 1,134,416 1,705,453 66.5% 4450 Sales - Wine 78,014 571,030 898,430 327,400 63.6% 526,259 852,364 61.7% 4450 Sales - Beer 291,268 1,792,666 2,709,500 916,834 66.2% 1,804,728 2,601,267 69.4% 4450 Sales - Other 824 674 14,470 13,796 4.7% 11,423 21,142 54.0% 4620 Investment Earnings 53 698 1,000 302 69.8% 1,249 1,000 124.9% 4700 Reimbursements 500 3,525 2,000 1,525 176.2% 2,711 2,000 135.6% 4998 lFund Balance - - - - 0.0% - - 0.0% TOTAL REVENUES 534,757 3,519,214 5,428,550 1,909,336 64.8% 3,480,786 5,183,226 67.2% Gross Margin % EXPENDITURES: 137,966 25.8% 869,171 24.7% 1,309,853 24.1% (440,682) 66.4% 839,310 24.1% 1,248,158 24.1% 67.2% 6800 Cost of Sales 396,238 2,645,821 4,115,697 1,469,876 64.3% 2,637,517 3,932,068 67.1% 6105 Salaries & Fringe Benefits 41,402 321,953 488,190 166,237 65.9% 315,833 436,850 72.3% 6200 Supplies, Repairs, Maint. 596 11,375 16,600 5,225 68.5% 8,405 16,600 50.6% 6306 Services & Charges 18,577 131,354 196,750 65,396 66.8% 111,884 186,500 60.0% 6600 Debt Service - - 128,295 128,295 0.0% - 128,035 0.0% 6700 Transfers 435,000 435,000 0.0% 420,000 0.0% 6898 IDepreciation - 70,940 70,940 0.0% 77,671 0.0% 6900 JMisc. Expenses 4,869 3,650 1,219 133.4% 7,599 3,650 208.2% 7000 lCapital Outla - 14,098 31,000 16,902 45.5% - - 0.0% TOTAL EXPENDITURES 456,814 3,129,470 5,486,122 2,356,652 57.0% 3,081,238 5,201,374 59.2% TOTAL REVENUE OVER UNDER EXPENDITURES 77,943 1 389J44 (57,572)1 447,316 -677.0%1 399,548 (18,148)1 - 2201.6% COMMENTS: REVENUES: Sales Total 2013 sales are up 1.1% from last year after strong August sales resulted in an 8.7% increase over last year. This large increase is due mostly to the timing difference with the Labor Day sales. In 2012, the Saturday before Labor Day was September 1st, with $34,000 of sales that day. In 2013, the Saturday before the holiday was August 31st with $34,700 of sales for the day, contributing to the higher August 2013 sales. Capital Outlay We spent $7,823 to replace the interior and exterior light fixtures with more efficient LED fixtures. The cooler lighting fixtures were also replaced at a cost of $6,275. YTD YTD August August Sales: 2013 2012 Change 2013 2012 Change Liquor 1,150,621 1,134,416 1.4% 165,745 154,993 6.9% Wine 571,030 526,259 8.5% 78,014 73,646 5.9% Beer 1,792,666 1,804,728 -0.7% 291,268 264,910 9.9% Other 674 11,423 -94.1% (824) (1,948) - 57.7% Total Sales 3,514,991 3,476,827 1.1% 534,204 491,601 8.7% YTD Customer Count 147,051 149,484 -1.6% 22,285 20,945 6.4% Average Sale per Customer $ 23.90 $ 23.26 2.8% $ 23.97 $ 23.47 2.1% EXPENDITURES: Services & Charges The annual liquor liability premium was paid in August; $6,868. Capital Outlay We spent $7,823 to replace the interior and exterior light fixtures with more efficient LED fixtures. The cooler lighting fixtures were also replaced at a cost of $6,275. Fund: Compost Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD August 2012 Approved Budget % Used REVENUES: Bagged (# of bags) 2,025,256 1,698,159 327,097 19.3% 138,667 69,121 69,546 100.6% Bulk (yards) 12,084 18,022 (5,939) -33.0% 2,518 2,088 430 20.6% EXPENDITURES: Cost of Sales YTD 2013 is higher than 2012 due to two factors. The first factor is simply that higher sales equates to higher 4250 Charges for Services 7,435 73,404 129,000 55,596 56.9% 120,984 132,000 91.7% 4450 Sales - Bulk Product 30,611 165,527 200,000 34,473 82.8% 165,009 145,000 113.8% 4450 Sales - Bagged Product 112,036 2,158,795 1,982,500 176,295 108.9% 1,779,926 1,759,629 101.2% 4450 Sales - Other 5,342 90,841 52,250 38,591 173.9% 71,156 66,000 107.8% 4620 Investment Earnings - 238 2,500 2,738 -9.5% 705 - 100.0% 4700 Reimbursements 1 485 1,000 515 48.5% 852 1,000 85.2% 4998 JFund Balance - - - - 0.0% - - 0.0% TOTAL REVENUES 155,423 2,488,814 2,367,250 121,564 105.1% 2,138,632 2,103,629 101.7% Gross Margin % EXPENDITURES: 115,362 500,164 20.7% 682,700 30.5% (182,536) 73.3% 588,478 29.2% 769,686 39.1% 76.5% 6800 Cost of Sales 32,628 1,914,999 1,552,050 362,949 123.4% 1,427,612 1,200,943 118.9% 6105 Salaries & Fringe Benefits 39,297 144,939 530,035 385,096 27.3% 322,499 523,605 61.6% 6200 Supplies, Repairs, Maint. 2,772 92 25,700 25,608 0.4% 18,695 24,350 -76.8% 6300 Contracted Services - 1,213 5,000 3,788 24.3% 13,432 13,000 103.3% 6306 Services & Charges 25,771 63,945 95,100 31,155 67.2% 55,772 117,800 47.3% 6700 Transfers - - 90,775 90,775 0.0% - 57,800 0.0% 6898 IDepreciation 7,500 88,737 56,680 145,417 - 156.6% 68,802 70,290 - 97.9% 6900 JMisc. Expenses 94 6,569 14,340 7,771 45.8% 12,095 8,500 142.3% 7000 lCapital Outla - 112,444 10,833 101,611 1038.0% - 125,000 0.0% TOTAL EXPENDITURES 93,062 2,155,462 2,380,513 225,051 90.5% 1,743,913 2,141,288 81.4% TOTAL REVENUE OVER UNDER EXPENDITURES 62,361 333,352 (13,263)1 346,615 - 2513.4% 394 719 (37,659)1 - 1048.1% COMMENTS: REVENUES: Sales Total 2013 sales are up 19.8% over last year. Creekside has sold 327,097 more bagged product YTD 2013 than in 2012, equating to a 19.3% increase. Bulk sales have lagged, with 5,939 less yards sold YTD 2013 compared to YTD 2012. YTD YTD August August Sales: 2013 2012 Change % 2013 2012 Change % Bagged (# of bags) 2,025,256 1,698,159 327,097 19.3% 138,667 69,121 69,546 100.6% Bulk (yards) 12,084 18,022 (5,939) -33.0% 2,518 2,088 430 20.6% EXPENDITURES: Cost of Sales YTD 2013 is higher than 2012 due to two factors. The first factor is simply that higher sales equates to higher cost of goods. Second, we incorprated a change in accounting for administrative overhead in our job costing model in November 2012. Our prior method charged administrative overhead to the cost of the products in inventory and reduced Cost of Sales. Instead of reducing Cost of Sales we need to reduce the period expense categories such as Payroll, Supplies, Services and Depreciation. This change results in a higher but more accurate Cost of Sales with the Gross Margin also being more accurate. Since this change went into effect in November 2012, the financials are not comparable at this point. Fund: Refuse Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD August 2012 Approved Budget % Used REVENUES: 4100 Intergovernmental 3,979 6,195 12,500 6,305 49.6% 7,711 26,000 29.7% 4250 Charges for Services - - - - 0.0% - - 0.0% 4450 Sales 95,312 755,295 1,145,150 389,855 66.0% 755,507 1,143,100 66.1% 4620 Investment Earnings - 909 2,500 1,591 36.4% 997 - 100.0% 4700 Reimbursements - - - 0.0% - - 0.0% 4998 Fund Balance - - - - 0.0% - - 0.0% TOTAL REVENUES 99,291 762,400 11160,150 397 750 65.7% 764,215 1,169,100 65.4% EXPENDITURES: 6800 Cost of Sales - - - - 0.0% - 5,000 0.0% 6105 Salaries & Fringe Benefits 15,481 120,947 172,065 51,118 70.3% 118,666 148,420 80.0% 6200 Supplies, Repairs, Maint. 757 39,213 61,700 22,487 63.6% 13,528 68,700 19.7% 6300 Contracted Services 1,099 9,101 10,500 1,399 86.7% 6,585 15,000 43.9% 6306 Services & Charges 59,542 389,889 677,125 287,236 57.6% 380,944 658,417 57.9% 6600 Debt Service - 1,809 24,261 22,452 7.5% - - 0.0% 6700 Transfers - - 55,000 55,000 0.0% - 55,000 0.0% 6898 Depreciation - - 132,510 132,510 0.0% - 163,073 0.0% 6900 Misc. Expenses 56 110 - 110 100.0% 166 - 100.0% 7000 Capital Outla - 38,952 31,930 7,022 122.0% - - 0.0% TOTAL EXPENDITURES 76,934 600,021 1,165,091 565,070 51.5% 519,889 1,113,610 46.7% TOTAL REVENUE OVER UNDER EXPENDITURES 22,357 162,380 (4,941)1 167,321 1 - 3286.4% 244,326 55,490 440.3% COMMENTS: REVENUES: Intergovernmental YTD activity consists of the first and second quarter reimbursement of the site monitoring cost from the County. Sales YTD sales are tracking slightly under budget, but consistent with last year. *1»0U]111r111.1 *3 Supplies, Repairs, Maint. This expense category reflects an increase due to compost bags ordered in 2013; $24,693. We did not order bags until September in 2012. Contracted Services This expense category consists of temporary labor used in the source separating process. Capital Outlay This category consists of repairs and a motor rebuild on the grinder costing $38,952. Fund: Water Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD August 2012 Approved Budget % Used REVENUES: (9,022,000) -14.0% Industrial 72,279,000 78,536,361 (6,257,361) -8.0% Total 4005 Taxes 34,059 264,633 420,000 155,367 63.0% 239,836 252,000 95.2% 4020 Special Assessments - - - - 0.0% - - 0.0% 4100 Intergovernmental - - - - 0.0% 9,271 - 100.0% 4250 Charges for Services 1,962 47,326 41,000 6,326 115.4% 32,903 32,000 102.8% 4450 Sales 244,891 1,494,873 2,347,500 852,627 63.7% 1,604,107 2,347,500 68.3% 4620 Investment Earnings - 2,928 20,000 17,072 14.6% 3,101 20,000 15.5% 4700 lReimbursements 369 1,914 64,148 62,234 3.0% 3,284 64,017 5.1% 4800 ITransfers - - - - 0.0% 60 - 100.0% 4998 lFund Balance - - - - 0.0% - - 0.0% TOTAL REVENUES 281,282 1,811,674 2,892,648 1,080,974 62.6% 1,892,560 2,715,517 69.7% EXPENDITURES: 6105 Salaries & Fringe Benefits 33,899 286,083 465,623 179,540 61.4% 263,238 443,330 59.4% 6200 Supplies, Repairs, Maint. 6,768 63,186 128,825 65,639 49.0% 61,656 143,975 42.8% 6300 Contracted Services 934 19,076 40,000 20,924 47.7% 12,039 50,000 24.1% 6306 Services & Charges 12,249 257,927 400,470 142,543 64.4% 213,863 405,550 52.7% 6600 Debt Service 759,874 1,037,072 1,218,848 181,776 85.1% 1,026,220 1,218,884 84.2% 6700 Transfers - - 43,145 43,145 0.0% - 43,145 0.0% 6898 IDepreciation - - 1,057,860 1,057,860 0.0% - 1,020,000 0.0% 6900 IMisc. Expenses 250 8,473 15,850 7,378 53.5% 10,930 15,850 69.0% 7000 lCapital Outlay - 313,090 250,000 63,090 125.2% 18,936 250,000 7.6% TOTAL EXPENDITURES 813,973 1,984,907 3,620,621 1,635,714 54.8% 1,606,881 3,590,734 44.8% TOTAL REVENUE OVER UNDER EXPENDITURES (532,691)1 173 233 1 7,9731 554 740 23.8% 285 679 875 217 - 32.6% COMMENTS: REVENUES: Taxes This income category consists of the Local Option Sales Tax through June and Excise Tax on auto sales through July. YTD sales tax revenue is 10.3% higher than last year at this time and we are forecasting the annual revenue to exceed $1.36M compared to $1.3M in 2012. Sales Total 2013 water revenue is down 6.8% from last year and is currently tracking about 3% below budget for the year. Industrial consumption is down 8% from last year due mostly to 3M whose usage is down 15 %. Commercial and residential consumption are down 14% and 8.4% respectively. EXPENDITURES: Services & Charges YTD 2013 expense is up from last year due to water main and hydrant repairs. Debt Service Payments of $759,874 were made in August on the PFA loans. There are no other debt payments for 2013. Capital Outlay The 2013 activity consists of the replacement of the RO Membranes. YTD 2013 WATER CONSUMPTION YTD 2012 Change % Residential 175,806,000 191,918,000 (16,112,000) -8.4% Commercial 55,339,000 64,361,000 (9,022,000) -14.0% Industrial 72,279,000 78,536,361 (6,257,361) -8.0% Total 303,424,000 334,815,361 (31,391,361) -9.4% EXPENDITURES: Services & Charges YTD 2013 expense is up from last year due to water main and hydrant repairs. Debt Service Payments of $759,874 were made in August on the PFA loans. There are no other debt payments for 2013. Capital Outlay The 2013 activity consists of the replacement of the RO Membranes. Fund: Sewer Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD August 2012 Approved Budget % Used REVENUES: $ 32,959 $ 17,885 $ 15,075 84.3% HTI 80,015 65,923 14,092 4005 Taxes 47,034 365,293 580,000 214,707 63.0% 331,202 348,000 95.2% 4070 Permits - 6,800 7,000 200 97.1% 6,700 7,000 95.7% 4250 Charges for Services - 447 7,000 6,553 6.4% 10,360 7,000 148.0% 4450 Sales 262,786 2,248,505 3,190,000 941,495 70.5% 2,241,266 3,190,000 70.3% 4620 Investment Earnings - 4,025 20,000 15,975 20.1% 4,467 20,000 22.3% 4700 Reimbursements 1,807 15,661 64,148 48,487 24.4% 12,078 64,017 18.9% 4800 ITransfers - - - 0.0% - - 0.0% 4998 lFund Balance - - - 0.0% - - 0.0% TOTAL REVENUES 311,627 2 640 731 3,868,148 1 227 417 68.3% 2,606,073 3 636 017 71.7% EXPENDITURES: 6105 Salaries & Fringe Benefits 49,027 386,937 653,623 266,687 59.2% 403,754 623,725 64.7% 6200 Supplies, Repairs, Maint. 21,361 131,554 254,700 123,146 51.7% 164,464 405,500 40.6% 6300 Contracted Services 8,985 79,143 120,000 40,857 66.0% 69,109 120,000 57.6% 6306 Services & Charges 22,729 404,869 717,960 313,091 56.4% 395,999 747,300 53.0% 6600 Debt Service 822,540 1,354,760 1,528,394 173,634 88.6% 1,339,475 1,527,212 87.7% 6700 Transfers - - 43,145 43,145 0.0% - 43,145 0.0% 6898 IDepreciation - - 1,647,960 1,647,960 0.0% - 1,620,000 0.0% 6900 IMisc. Expenses 185 15,870 27,000 11,130 58.8% 16,983 27,000 62.9% 7000 lCapital Outla 61,740 68,200 350,000 281,800 19.5% - 350,000 0.0% TOTAL EXPENDITURES 986,566 2,441,332 5,342,782 2,901,450 45.7% 2,389,783 5,463,882 43.7% TOTAL REVENUE OVER UNDER EXPENDITURES (674,939)1 199,399 (1,474,634)1 1,674,033 - 13.5% 216,289 1 827 865 11.8% COMMENTS: REVENUES: Taxes This income category consists of the Local Option Sales Tax through June and Excise Tax on auto sales through July. YTD sales tax revenue is 10.3% higher than last year at this time and we are forecasting the annual revenue to exceed $1.36M compared to $1.3M in 2012. Sales Sewer sales for 2013 are tracking slightly overbudget due to Purified Renewable Energy hauling over 4,000,000 gallons of discharge water to the City's facility, resulting in additional revenue of $128,214. The City has a pre - petition bankruptcy claim of $87,214 regarding Purified Renewable Energy that will most likely be written off as uncollectible at year -end. Flow revenue is down for Industrial and Commercial users while Residential is up nearly 1 %. Surcharge revenue is down substantially as Ohly addressed their issues in mid -2012. Industrial Users: YTD 2013 FLOW REVENUE YTD 2012 Change % YTD 2013 LOAD SURCHARGES YTD 2012 Change % 3M $ 107,004 $ 113,757 $ (6,753) -5.9% $ 32,959 $ 17,885 $ 15,075 84.3% HTI 80,015 65,923 14,092 21.4% 194 - 194 0.0% Ohly 123,208 157,707 34,499 - 21.9% 163,811 332,843 169,032 -50.8% Total $ 310,227 $ 337,387 $ (27,160) -8.1% $ 196,964 $ 350,727 $ (153,763) -43.8% Residential $ 1,270,087 $ 1,256,578 $ 13,509 1.1% Commercial 320,765 336,554 15,789 -4.7% W1»0U]111ILI]1.1 *3 Salaries & Fringe Benefits Wages are down this year due to a turnover in personnel. Debt Service Payments of $822,540 were made in August on the PFA loans. There are no other debt payments for 2013. Capital Outlay The new liner was purchased for the EQ basin, with installation included in the total cost of $61,740. Fund: Storm Water Utility Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD August 2012 Approved Budget % Used REVENUES: 4070 Permits 335 1,860 1,860 100.0% 1,140 100.0% 4100 Intergovernmental - - - - 0.0% - - 0.0% 4250 Charges for Services 764 1,351 1,000 351 135.1% 2,549 1,000 254.9% 4450 Sales 56,085 445,605 664,350 218,745 67.1% 416,533 613,250 67.9% 4620 Investment Earnings - 550 1,000 450 55.0% 676 1,000 67.6% 4700 Reimbursements - 1,919 - 1,919 100.0% 914 - 100.0% 4998 lFund Balance - - - - 0.0% - - 0.0% TOTAL REVENUES 57,184 451,285 666,350 215,065 67.7% 421,812 615,250 68.6% EXPENDITURES: 6105 Salaries & Fringe Benefits 9,912 75,058 211,877 136,819 35.4% 79,389 205,610 38.6% 6200 Supplies, Repairs, Maint. 251 3,749 29,100 25,351 12.9% 10,047 33,100 30.4% 6300 Contracted Services 112 919 20,000 19,081 4.6% 19,602 20,000 98.0% 6306 Services & Charges 7,610 46,544 124,300 77,756 37.4% 77,256 122,250 63.2% 6600 Debt Service - 148,809 198,857 50,048 74.8% 147,255 165,340 89.1% 6898 Depreciation - - 113,060 113,060 0.0% - 90,000 0.0% 6900 JMisc. Expense 923 4,232 2,200 2,032 192.4% 110 2,200 5.0% 7000 lCapital Outlay - 100 120,000 119,900 0.1% - 157,000 0.0% TOTAL EXPENDITURES 18,809 279,412 819,394 539,982 34.1% 333,660 795,500 41.9% TOTAL REVENUE OVER UNDER EXPENDITURES 38,375 171,873 153 044 324 917 - 112.3% 88,152 (180,250)1 48.9% COMMENTS: REVENUES: Sales Stormwater fees reflect an 8.3% increase for 2013 and is tracking to budget. *1»0U] Ill r111.1 *3 Fund: HATS Category 2013 Month of August 2013 YTD August 2013 Budget 2013 Budget Balance % Used 2012 YTD August 2012 Approved Budget % Used REVENUES: 4100 Intergovernmental 5,690 79,577 136,396 56,819 58.3% 76,518 131,150 58.3% 4250 Charges for Services 42,596 351,459 535,000 183,541 65.7% 301,777 480,000 62.9% 4620 Investment Earnings - 143 1,000 857 14.3% 220 1,000 22.0% 4700 Reimbursements 0 18,636 2,000 16,636 931.8% 457 2,000 22.8% 4800 Transfers - 46,618 93,236 46,618 50.0% 44,825 89,650 50.0% TOTAL REVENUES 48,285 496,432 767,632 271,200 64.7% 423,796 703,800 60.2% EXPENDITURES: 6105 Salaries & Fringe Benefits 5,796 45,896 52,665 6,769 87.1% 47,542 55,375 85.9% 6200 Supplies, Repairs, Maint. 25,545 339,573 535,000 195,427 63.5% 288,629 492,900 58.6% 6300 Contracted Services - - 1,105 1,105 0.0% - 1,455 0.0% 6306 Services & Charges 4,043 99,612 153,975 54,363 64.7% 74,777 154,000 48.6% 6900 Misc. Expenses - 35 77 42 45.5% 879 70 1255.0% 7000 Ca ital Outlay - - 20,500 20,500 0.0% - - 0.0% TOTAL EXPENDITURES 35,384 485,116 763,322 278,206 63.6% 411,827 703,800 58.5% TOTAL REVENUE OVER UNDER EXPENDITURES 12L901 11,316 4,310 7,006 11,969 COMMENTS: REVENUES: Intergovernmental This income category consists of the funding from the State and County. The State is paying monthly and the County is paying semi - annually in April and October. Charges for Services This income category consists of the fuel revenue from various governmental entities and City departments. Transfers This income category consists of the funding from the City and is paid semi - annually in April and October. EXPENDITURES: Supplies, Repairs, Maint. This expense category consists of the fuel purchased for use by various governmental entities and City departments. Services & Charges YTD 2013 expense is up from 2012 due to repairs made to the brine mixer. The expenses were covered by insurance with reimbursement reflected in the Reimbursement revenue line item. Utilities expense is also up from last year due to the colder weather this winter /sprinq compared to last year Executive summary as of August 31, 2013 Asset allocation summary Value on 08/31/2013 ($) A Cash 3,267,751.28 Cash 3,267,751.28 B Fixed Income 10,089,065.06 us 10,089,065.06 C Equity 0.00 D Commodities 0.00 E Non- Traditional 0.00 F Other 0.00 % of rtfolio 24.47 24.47 75.53 75.53 0.00 0.00 0.00 0.00 Total Portfolio $13,356,816.34 100% Balanced mutual funds are allocated in the 'Other' category Equity sector analysis �A B� Portfolio does not contain applicable holdings - exhibit intentionally left blank. Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Expected cash flow $ Thousands 53 44 35 27 18 9 0 Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug 2013 2014 2014 Taxable income Total expected cash flow: $137,541.35 Cash flows displayed account for known events such as maturities and mandatory puts. Credit quality of bond holdings Value on % of Effective credit rating Issues 08/31/2013 ($) port. A Aaa /AAA/AAA 5 4,277,413.65 42.39 B Aa /AA/AA 2 1,940,121.67 19.23 C A/A/A 1 510,766.67 5.03 D Baa /BBB /BBB 0 0.00 0.00 E Non - investment grade 0 0.00 0.00 F Certificate of deposit 15 3,360,763.08 33.35 G Not rated 0 0.00 0.00 Total 23 $10,089,065.06 100% F /. A B B Report created on: September 03, 2013 Page 1 of 3 Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income summaryIncludes all fixed -rate securities in the selected porfolio. Average yields and durations exclude Structured Product, Pass - Through, Perpetual Preferred, and Foreign securities. as of August 31, 2013 Bond overview Investment type allocation Total quantity 10,234,000 Total market value $10,065,649.99 % of Total accrued interest $23,415.07 Tax - exempt / bond Total market value plus accrued interest $10,089,065.06 Investment type Taxable ($) deferred ($) Total ($) port. Total estimated annual bond interest $149,484.25 Certificates of deposit 3,360,763.08 0.00 3,360,763.08 33.31 Average coupon 1.49% Municipals 1,015,208.33 0.00 1,015,208.33 10.06 Average current yield 1.49% U.S. federal agencies 5,713,093.65 0.00 5,713,093.65 56.63 Average yield to maturity 1.11 /o Average yield to worst 1.11% Total $10,089,065.06 $0.00 $10,089,065.06 100% Average effective maturity 5.99 Credit quality of bond holdings Bond maturity schedule $ Millions Value on % of Effective credit rating Issues 08/31/2013 ($) port. 3.5 A Aaa/AAA/AAA 5 4,277,413.65 42.39 B Aa /AA/AA 2 1,940,121.67 19.23 F 3.0 28.5% C A/A/A 1 510,766.67 5.03 A 2.5 D Baa/BBB /BBB 0 0.00 0.00 2.0 E Non - investment grade 0 0.00 0.00 c 1.5 15.9% F Certificate of deposit 15 3,360,763.08 33.35 B 10.0% G Not rated 0 0.00 0.00 1.0 P 4 Total 23 $10,089,065.06 100% 0.5 1'4% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2024 + Other 0 Effective maturity schedule Cash, mutual funds and some preferred securities are not included. Report created on: September 03, 2013 Page 1 of 2 o% UBS rt i i S as of August 31, 2013 Summary of Portfolio Holdings Cost basis ($) A Cash 3,267,751.28 Cash 3,267,751.28 B Fixed Income 10,361,542.83 us 10,361,542.83 C Equity 0.00 D Commodities 0.00 E Non - Traditional 0.00 F Other 0.00 Total Portfolio $13,629,294.11 Balanced mutual funds are allocated in the 'Other' category Report created on: September 03, 2013 Value on 08/31/2013 ($) 3,267,751.28 3,267,751.28 10,089,065.06 10, 089, 065.06 0.00 0.00 0.00 0.00 $13,356,816.34 Unrealized Unrealized gain /loss ($) gain /loss ( %) 0.00 0.00% 0.00 0.00% - 272,477.77 -2.63% - 272,477.77 - 2.63% 0.00 0.00% 0.00 0.00% 0.00 0.00% 0.00 0.00% $- 272,477.77 - 2.00% Est. annual income ($; 1,307.10 1,307.10 149,484.25 149,484.25 0.00 0.00 0.00 0.00 $150,791.35 Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Current % of ield ( %) portfolio 0.04% 24.47% 0.04% 24.47% 1.48% 75.53% 1.48% 75.53% 0.00% 0.00% �A 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% B 1.13% 100% Page 1 of 6 o% UBS Portfolio holdings - as of August 31, 2013 (continued) Details of portfolio holdings Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income % of Unrealized Unrealized Est. annual Current asset % of Cost basis ($) Market value ($) pain /loss ($) pain /loss M income ($) vield M class portfolio Total Portfolio $13,629,294.11 $13,356,816.34 $- 272,477.77 - 2.00% $150,791.35 1.13% 100% 100% Avg. purchase Price on Unrealized Unrealized Est. annual Current % of % of Cash Quantity price ($) 08/31/2013 ($) Cost basis ($) Market value ($) gain /loss ($) gain /loss ( %) income ($) yield ( %) Cash portfolio Cash LIES SELECT PRIME INSTITUTIONAL 3,267,751.28 1.00 1.00 3,267,751.28 3,267,751.28 0.00 0.00% 1,307.10 0.04% 100.00% 24.47% FUND Total Cash $3,267,751.28 $3,267,751.28 $0.00 0.00% $1,307.10 0.04% 100.00% 24.47% Total Cash $3,267,751.28 $3,267,751.28 $0.00 0.00% $1,307.10 0.04% 100% 24.47% Avg. % of purchase Price on Unrealized Unrealized Est. annual Current Fixed % of Fixed Income Quantity price ($) 08/31/2013 ($) Cost basis ($) Market value ($) gain /loss ($) gain /loss ( %) income ($) yield ( %) Income portfolio US ALLY BANK UT US RT 00.9500% MAT 248,000.00 100.00 100.81 248,000.00 250,164.70 2,164.70 0.87% 2,356.00 0.94% 2.48% 1.87% 02/09/15 FIXED RATE CD AMERICAN EXPRESS C NY US RT 145,000.00 100.00 100.34 145,000.00 145,596.45 596.45 0.41% 1,812.50 1.25% 1.44% 1.09% 01.2500% MAT 08/09/16 FIXED RATE CD BANK LEUMI NY US RT 00.8000% 249,000.00 100.00 100.52 249,000.00 250,712.54 1,712.54 0.69% 1,992.00 0.80% 2.48% 1.88% MAT 06/15/15 FIXED RATE CD BANK OF CHINA NY US RT 00.6000% 249,000.00 100.00 100.27 249,000.00 249,988.19 988.19 0.40% 1,494.00 0.60% 2.48% 1.87% MAT 06/13/14 FIXED RATE CD CHICAGO IL PROJ & TAX 2006B 500,000.00 108.20 101.27 541,020.00 510,766.67 - 30,253.33 - 5.59% 26,500.00 5.23% 5.06% 3.82% OID99.702BE/R/ 5.300 010114 DTD 032906 DISCOVER BANK DE US RT 01.0500% 248,000.00 100.00 100.52 248,000.00 249,845.77 1,845.77 0.74% 2,604.00 1.04% 2.48% 1.87% MAT 06/15/15 FIXED RATE CD Report created on: September 03, 2013 Page 2 of 6 o% UBS Portfolio holdings - as of August 31, 2013 (continued) Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Report created on: September 03, 2013 Page 3 of 6 Avg. % of purchase Price on Unrealized Unrealized Est. annual Current Fixed % of Fixed Income Quantity price ($) 08/31/2013 ($) Cost basis ($) Market value ($) gain /loss ($) gain /loss ( %) income ($) yield ( %) Income portfolio us DORAL BANK PR RT 00.9500% MAT 248,000.00 100.00 100.81 248,000.00 250,154.27 2,154.27 0.87% 2,356.00 0.94% 2.48% 1.87% 02/10/15 FIXED RATE CD ENERBANK UT US RT 01.3500% MAT 240,000.00 100.00 96.04 240,000.00 230,740.47 - 9,259.53 - 3.86% 3,240.00 1.41% 2.29% 1.73% 10/04/18 FIXED RATE CD FED FARM CREDIT BANK 04.875 % 431,000.00 114.39 112.09 493,022.83 485,688.87 - 7,333.96 -1.49% 21,011.25 4.35% 4.81% 3.64% DUE 011717 DTD 010907 FC 07172007 FHLB BOND STEP -UP 01.000 % DUE 1,000,000.00 100.00 95.35 1,000,000.00 955,841.11 - 44,158.89 -4.42% 10,000.00 1.05% 9.47% 7.16% 060623 DTD 060613 FC 12062013 FHLB STEP UP CALL BOND 01.000 % 1,000,000.00 100.00 96.45 1,000,000.00 965,343.33 - 34,656.67 -3.47% 10,000.00 1.04% 9.57% 7.23% DUE 013023 DTD 013013 FC 07302013 FHLB STEP UP CALL BOND 01.000 % 1,000,000.00 100.00 95.54 1,000,000.00 956,203.33 - 43,796.67 -4.38% 10,000.00 1.05% 9.48% 7.16% DUE 013023 DTD 013013 FC 07302013 FHLB STEP UP CALL BOND 01.000 % 950,000.00 100.00 95.82 950,000.00 914,337.00 - 35,663.00 -3.75% 9,500.00 1.04% 9.06% 6.85% DUE 092822 DTD 092812 FC 03282013 FHLB STEP UP CALL BOND 01.000 % 1,500,000.00 100.00 95.54 1,500,000.00 1,435,680.00 - 64,320.00 -4.29% 15,000.00 1.05% 14.23% 10.75% DUE 122822 DTD 122812 FC 06282013 GE CAP BK UT US RT 01.1000% MAT 115,000.00 100.00 100.34 115,000.00 115,675.19 675.19 0.59% 1,265.00 1.10% 1.15% 0.87% 06/08/15 FIXED RATE CD GE CAP BK UT US RT 01.7500% MAT 130,000.00 100.00 100.27 130,000.00 130,520.59 520.59 0.40% 2,275.00 1.75% 1.29% 0.98% 08/03/17 FIXED RATE CD GE CAP RETAIL BK UT US RT 247,000.00 100.00 100.27 247,000.00 247,989.12 989.12 0.40% 4,322.50 1.75% 2.46% 1.86% 01.7500% MAT 08/03/17 FIXED RATE CD GOLDMAN SACHS BANK NY US RT 248,000.00 100.00 100.37 248,000.00 249,081.69 1,081.69 0.44% 2,604.00 1.05% 2.47% 1.86% 01.0500% MAT 02/09/15 FIXED RATE CD HUNTINGTON NATL BK OH US RT 249,000.00 100.00 100.43 249,000.00 250,500.89 1,500.89 0.60% 1,992.00 0.80% 2.48% 1.88% 00.8000% MAT 12/15/14 FIXED RATE CD Report created on: September 03, 2013 Page 3 of 6 Portfolio holdings - as of August 31, 2013 (continued) Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income % of Unrealized Unrealized Est. annual Current asset % of Cost basis ($) Market value ($) gain /loss ($) gain /loss ( %) income ($) yield ( %) class portfolio Total Portfolio $13,629,294.11 $13,356,816.34 $- 272,477.77 -2.00 $150,791.35 1.13% 100% 100% Total accrued interest (included in market values): $23,415.07 Report created on: September 03, 2013 Page 4 of 6 Avg. % of purchase Price on Unrealized Unrealized Est. annual Current Fixed % of Fixed Income Quantity price ($) 08/31/2013 ($) Cost basis ($) Market value ($) gain /loss ($) gain /loss ( %) income ($) yield ( %) Income portfolio Us MASSACHUSETTS DEPT TRANS TAX 500,000.00 104.90 100.49 524,500.00 504,441.67 - 20,058.33 -3.82% 12,040.00 2.40% 5.00% 3.78% SR B RV BE/R/ 2.408 010117 DTD 113011 SAFRA NATL BK NY US RT 00.8000% 249,000.00 100.00 100.46 249,000.00 250,220.27 1,220.27 0.49% 1,992.00 0.80% 2.48% 1.87% MAT 08/17/15 FIXED RATE CD SALLIE MAE BANK UT US RT 248,000.00 100.00 100.44 248,000.00 249,273.02 1,273.02 0.51% 2,728.00 1.10% 2.47% 1.87% 01.1000% MAT 08/10/15 FIXED RATE CD SUN NATL BK NJ US RT 01.0000% 240,000.00 100.00 100.05 240,000.00 240,299.93 299.93 0.12% 2,400.00 1.00% 2.38% 1.80% MAT 10/03/17 FIXED RATE CD Total Us $10,361,542.83 $10,089,065.06 $- 272,477.77 - 2.63% $149,484.25 1.48% 100.00% 75.53% Total Fixed Income $10,361,542.83 $10,089,065.06 $- 272,477.77 -2.63% $149,484.25 1.48% 100% 75.53% % of Unrealized Unrealized Est. annual Current asset % of Cost basis ($) Market value ($) gain /loss ($) gain /loss ( %) income ($) yield ( %) class portfolio Total Portfolio $13,629,294.11 $13,356,816.34 $- 272,477.77 -2.00 $150,791.35 1.13% 100% 100% Total accrued interest (included in market values): $23,415.07 Report created on: September 03, 2013 Page 4 of 6 Planning and Zoning Monthly Activities Month/Year: August, 2013 Activity Number Additional Info. Number of Planning Applications Reviewed and 3 Preliminary and final plat and vacation Processed of easements Summerset 5t" Addition Number of Joint Planning Board Applications 1 Preliminary plat Riverside Church Reviewed and Processed Addition Number of Planning Commission Meetings 1 CUP Pride Solutions, CUP, Site Plan and Rezoning Memory Care Facility Number of Joint Planning Meetings 1 Final plat, Variance and Rezoning Sioux Hills No. 6 Number of Zoning Reviews for Building Permits 14 (Compliance with Zoning Code) Number of Land Use Permits Issued -(Fences, 13 small sheds, patios, driveways, detached decks, etc.) Number of Zoning Review for Sign Permits 3 Number of Predevelopment /Pre Application 4 Met with Realtor and Property Owners Meetings regarding platting and development at 525 Golf Course Rd - 3 Met with surveyor Number of Misc. Planning Meetings 21 Facilities meetings - 2, Management Team - 4, Resource Allocation, River Song Meeting, Planning Commission, Imagine Hutchinson, Gateway Park and Band Shelter meeting, City Council meetings -2, Met with Forester, Council Workshop - 2, Joint Planning, Met with Bob Claybaugh, Met with vendor regarding City Center flooring, Mid Country drive -thru discussion, Project fees discussion Number of Zoning Enforcement Cases 12 Hoop building and signs. Number of Walk -In Customers Served 495 Site Visits Verify Hutch Self Storage plantings Planning, Zoning and Building Dept. Monthly Report August 2013 Building Department Permit Activities A Commercial Remodel 525 Hwy 7 E (Valley) $600,000; 120 Eastgate Dr SE (Pride Solutions) $273,000; 1004 Hwy 15 S(Taco Bell) $200,000; 860 Texas Ave NW (Huski Townhomes) $76,000 B Commercial New 945 Hwy 15 S (Wallgreen's) C New Residential 907 Lewis Ave SW Other Building Inspection Activities Evergreen Meals served in August Week of 08/2012 08/2013 2012 Year to Date 2013 Year to Date Total Number Inspections 98 155 694 1205 % of Inspections done within 24 HRS N/A 100.0% N/A 99.76% Total Number Plan Reviews 2 27 12 135 % of Plan Reviews completed in 21 Days N/A 100% N/A 100% 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 $0.00 1 $1,750,000.00 B 3 $11,900.00 2 $1,788,400.00 Commercial ( additions /remodels) 8 $336,700.00 13 $1,214,600.00 A 53 $2,115,500.00 55 $2,656,201.00 Total Commercial 8 $336,700.00 14 $2,964,600.00 56 $2,127,400.00 57 $4,444,601.00 Industrial (new) 0 0 $0.00 0 1 $1,200,000.00 Industrial (additions /remodels) 0 $0.00 0 $0.00 2 $850,000.00 1 $20,000.00 Total Industrial 0 $0.00 0 $0.00 2 $850,000.00 2 $1,220,000.00 Fire Sprinkling 0 $0.00 1 $0.00 2 $1,600.00 6 $64,785.00 New Residential 0 $0.00 0 $0.00 4 $655,140.00 5 $1,075,254.00 Residential misc (additions /remodels) 9 $51,000.00 13 $67,000.00 82 $617,964.00 106 $607,650.00 Set Fee permits (reside, reroof, window) 74 64 423 356 HRA Permits 0 $0.00 1 $154,000.00 C 11 $80,946.00 2 $154,000.00 Subtotal Building Permits 91 $387,700.00 93 $3,185,600.00 580 $4,333,050.00 534 $7,566,290.00 Mechanical 14 $421,133.00 15 $14,400.00 97 $1,095,951.00 103 $363,848.00 HRA Mechanical 01 0 0 2 Plumbing 5 6 45 44 HRA Plumbing 0 1 0 2 Signs 6 $0.00 3 $0.00 72 $108.00 70 $679.00 Total Valuation 116 $808,833.00 118 $3,200,000.00 794 $5,429,109.00 755 $7,930,817.00 *Set fees not included in valuation A Commercial Remodel 525 Hwy 7 E (Valley) $600,000; 120 Eastgate Dr SE (Pride Solutions) $273,000; 1004 Hwy 15 S(Taco Bell) $200,000; 860 Texas Ave NW (Huski Townhomes) $76,000 B Commercial New 945 Hwy 15 S (Wallgreen's) C New Residential 907 Lewis Ave SW Other Building Inspection Activities Evergreen Meals served in August Week of Hutchinson Park Towers Silver Lake Glencoe Brownton Stewart 8/1 -8/3 196 117 33 105 27 39 8/4 -8/10 286 186 54 160 26 68 8/11-8/171 219 166 61 161 36 68 8/18 -8/24 333 164 57 177 29 65 8/25 -8/31 151 102 34 96 22 38 Total 1185 735 239 699 140 278 Total Meals served in August Dates Closed July 4th & 5th 3276 f RA Hutchinson Housing & Redevelopment Authority Regular Board Meeting Tuesday, August 20, 2013, 7:00 AM Min utes CALL TO ORDER: Chairman Becky Felling called the meeting to order. Members Present: Gary Fortier, LaVonne Hansen, and Joel Kraft. Staff Present: Jean Ward and Judy Flemming. 2. CONSIDERATION OF MINUTES OF THE REGULAR BOARD MEETING ON JULY 16, 2013 LaVonne Hansen moved to approve the Minutes of the regular board meeting as written. Joel Kraft seconded and the motion carried unanimously. 3. FINANCIAL REPORTS a. Joel Kraft moved to approve the City Center General Fund payments of $25,445.73 for checks 8316 to 8336 and the July 31, 2013 City Center Financial Statements. LaVonne Hansen seconded and the motion carried unanimously. b. Joel Kraft moved to approve the Park Towers payments of $35,642.60 for checks 12468 to 12506 and consideration of Park Towers June 2013 Financial Statements. LaVonne Hansen seconded and the motion carried unanimously. 4. PARK TOWERS UPDATE a. August 2013 Occupancy Report: 2 move -ins and 2 applications in process. Of the 32 applicants to date 15 had unacceptable landlord references or had a criminal background/court record. b. Update on Boiler Project: 0 Notice to Proceed issued August 8t' and the old boiler has been removed. • LaVonne Hansen moved to approve Resolution #2013 -9 Borrowing Resolution to receive General Obligation Bond Proceeds in the amount of $79,000 from MHFA for the Boiler Project and Consideration of Execution of Loan Commitment. Joel Kraft seconded and the motion carried unanimously. c. Joel Kraft moved to approve Resolution #2013 -6 Approving Original Grant Statement and Five Year Action Plan for 2013 CFP Grant Number MN46P 10350113 and Execution of ACC Amendment #23 for CFP 2013 of $84,558. The funds will be for operations, Energy Star refrigerators and the HUD required Green PNA. LaVonne Hansen seconded and the motion carried unanimously. d. LaVonne Hansen moved to approve Resolution # 2013 -7 Approving Park Towers Resident Handbook and Housekeeping Standards. Joel Kraft seconded and the motion carried unanimously. e. Joel Kraft moved to approve Resolution #2013 -8 Approving 2014 Budget for Park Towers Project. LaVonne Hansen seconded and the motion carried unanimously. f. FYI: PHA Score Report for Fiscal Year 2012 5. UPDATE ON 907 LEWIS AVE Everything is on schedule. Will present a budget update at September Board meeting. The High School will not be doing the cabinets for this house, so will be looking into other options. 6. SCDP REHAB PROJECTS a. Gary Fortier moved to approve the Farrell, Mahoney, Jay Anderson, Asche and Poquette, ENEN SCDP Loans, contingent to the Loan Review Committee's approval. LaVonne Hansen seconded and the motion carried unanimously. August 20. 2013 Minutes Page I of 2 b. FYI: Public Hearing August 27, 2013 City Council Meeting at 6:00 P.M for update of SCDP NE & SW Neighborhood Owner Occupied Rehab Program 7. INTEREST FOR HRA BOARD Gary Forcier moved to recommend to the City Council, Steve Jensen, 3M Hutchinson Environmental, Health, & Safety Manager for the HRA Board. Joel Kraft seconded and the motion carried unanimously. 8. FORECLOSURE REPORT UPDATE — No notices this month. 11. COMMUNICATIONS — None this month. 10. ADJOURNMENT LaVonne Hansen moved to adjourn and Joel Kraft seconded. There being no other business, Chairman Becky Felling declared the meeting adjourned. Recorded by Jean Ward, HRA Executive Director Gary Forcier, Secretary /Treasurer August 20, 2013 Minutes Page 2 of 2