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cp10-08-2013No Workshop AGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, OCTOBER 8, 2013 2. INVOCATION —Peace Lutheran Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS. DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS, 6. MINUTES (a) REGULAR MEETING OF SEPTEMBER 24, 2013 Action — Motion to reject — Motion to approve 5 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. 14197 — A RESOLUTION AMENDING ATTACHMENT D OF THE CITY OF HUTCHINSON EMPLOYEE HANDBOOK — PERSONNEL POLICY ALLOWING A HEALTH CARE SAVINGS PLAN 2. ORDINANCE NO. 13 -0719 —AN ORDINANCE VACATING DRAINAGE AND UTILITY EASEMENTS LOCATED IN SUMMERSET SECOND ADDITION (SECOND READING AND ADOPTION) (b) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO. 3, LETTING NO. 8B/PROJECT NO. 13 -08B — RAILROAD DEPOT SITE IMPROVEMENTS (c) CONSIDERATION OF ITEMS FOR JEFFERSON STREET SE RECONSTRUCTION PHASE 2 PROJECT — LETTING NO. 1, PROJECT NO. 14 -01 (d) CONSIDERATION FOR APPROVAL OF ACTIVATION OF SPECIAL ASSESSMENT — 5087A — NORTHEAST TRUNK STORM SEWER (e) CONSIDERATION FOR APPROVAL OF 2013 SPOOKY SPRINT EVENT (fl CONSIDERATION FOR APPROVAL OF ESTABLISHMENT OF IMAGINE HUTCHINSON SUBCOMMITTEES (g) CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY LIQUOR LICENSE TO HUTCHINSON CENTER FOR THE ARTS ON NOVEMBER 19, 2013 CITY COUNCIL AGENDA OCTOBER 8, 2013 (h) CONSIDERATION FOR APPROVAL OF STATE OF MINNESOTA JOINT POWERS AGREEMENT FOR PROFESSIONAL /TECHNICAL SERVICES (TRAFFIC ORIGIN - DESTINATION STUDY) (i) CONSIDERATION FOR APPROVAL OF BOARD REAPPOINTMENTS 0) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Action — Motion to reject — Motion to approve 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS. REOIJESTS AND PETITIONS (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) 10_ UNFINISHED BISINESS 11 _ NEW BUSINESS 10 min. (a) CONSIDERATION FOR APPROVAL OF COMMENCING QUIET TITLE ACTION CONCERNING PROPERTY LEGALLY DESCRIBED AS: THAT PART OF LOT 12, AUDITOR'S PLAT OF THE SOUTH HALF OF SECTION 30 AND THE NORTH HALF OF SECTION 31, TOWNSHIP 117 NORTH, RANGE 29 WEST, ACCORDING TO THE PLAT THEREOF ON FILE AND OF RECORD IN THE OFFICE OF THE COUNTY RECORDER, MCLEOD COUNTY, MINNESOTA, DESCRIBED AS FOLLOWS: COMMENCING AT THE SOUTHEAST CORNER OF SAID LOT 12; THENCE WESTERLY, ALONG THE SOUTH LINE OF SAID LOT 12 A DISTANCE OF 1138.40 FEET; THENCE NORTHERLY, DEFLECTING TO THE RIGHT 90 DEGREES 00 MINUTES 00 SECONDS 293.00 FEET TO THE POINT OF BEGINNING OF THE LAND TO BE DESCRIBED; THENCE CONTINUING NORTHERLY, ALONG THE LAST DESCRIBED COURSE TO THE NORTH LINE OF SAID LOT 12; THENCE EASTERLY, ALONG SAID NORTH LINE TO THE NORTHEAST CORNER OF SAID LOT 12; THENCE SOUTHERLY, ALONG THE EAST LINE OF SAID LOT 12 TO THE SOUTHEAST CORNER OF SAID LOT 12; THENCE WESTERLY, ALONG THE SOUTH LINE OF SAID LOT 12 TO A POINT A DISTANT 667.50 FEET EAST OF THE SOUTHWEST CORNER OF SAID LOT 12; THENCE NORTHERLY, DEFLECTING TO THE RIGHT 90 DEGREES 00 MINUTES 00 SECONDS 293.00 FEET; THENCE WESTERLY, PARALLEL WITH THE SOUTH LINE OF SAID LOT 12 TO THE POINT OF BEGINNING (FORMER BURNS MANOR PROPERTY) Action — Motion to reject — Motion to approve 5 min. (b) CONSIDERATION FOR APPROVAL OF SETTING ENTERPRISE FUND COUNCIL WORKSHOPS Action — Motion to reject — Motion to approve 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) HUTCHINSON UTILITIES COMMISSION MINUTES FROM AUGUST 28,2013 2 CITY COUNCIL AGENDA OCTOBER 8, 2013 (b) FIRE DEPARTMENT MONTHLY REPORT FOR SEPTEMBER 2013 (c) WEED NOTICES MONTHLY REPORT FOR SEPTEMBER 2013 13. MISCELLANEOUS 14. ADJOURN 3 MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 24, 2013 1. CALL. TO ORDER — ..3 P.M., Mayor Steve Cook calle the meeting to order. Members present were Mary Christensen, Bill Arndt, Gary Forcier and Chad Czmowski. 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 Council Member Christensen thanked the Public Library for the Childrens' Reading Program and acknowledged Shari Lund, Childrens' Librarian. Mayor Cook commented on another successful Arts & Crafts Festival. PROCLAMATION — NATIONAL BIKE TO SCHOOL DAY — OCTOBER 8, 2013 Council Member Czmowski announced that October 5th is Take Your Kid Mountain Biking Day. 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF SEPTEMBER 10, 2013 Mayor Cook noted that in the miscellaneous section, his comments needed to be revised to read that the trail base prep is from the Carver /McLeod Line to County Road 115 and is approximately 23 miles. Motion by Czmowski, second by Forcier, to approve the minutes as corrected. Motion carried unanimously. 7. CONSENT A ENDA (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) CITY COUNCIL MINUTES SEPTEMBER 24, 2013 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) 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) (f) 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 Items 7(a)8, 7(b)1, 7(d), and 7(h) were pulled for separate discussion. 2 CITY COUNCIL MINUTES— SEPTEMBER 24, 2013 Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(a)8 had further discussion. Mayor Cook noted that a revised ordinance was distributed. This is the ordinance that was approved at the last meeting. The ordinance included in the packet was inadvertently included rather than the revised version of the ordinance that was considered at the last meeting. Motion by Czmowski, second by Forcier, to approve Item 7(a)8. Motion carried unanimously. Item 7(b)1 had further discussion. Mayor Cook noted that SAC/WAC and electric service territory fees are proposed to be charged to the property owners as part of the subdivision agreement. Mayor Cook expressed that typically SAC/WAC is charged when a building permit is issued and in this case no new home is intended to be built. Kent Exner, City Engineer, noted that typically SAC/WAC fees are charged to and paid by contractor at the time a building permit is issued and then they are passed on to the homeowner. Mr. Exner explained that SAC /WAC is a charge to cover infrastructure investments and can be collected with the entering of a subdivision agreement. Mayor Cook asked if the property owners have a clear understanding that the SAC /WAC fees will be charged and at what stage they will need to be collected. Mayor Cook did note that because of the lay of the land, the usability of the lot is somewhat limited. Valerie Howell, 1251 Denver Avenue, presented before the Council. Ms. Howell expressed that the homeowners are not in agreement with the SAC /WAC and electric service territory fees. Ms. Howell noted that the preliminary/final plat fees were approximately $1000. Ms. Howell noted that every indication through the process was that the platting and easement vacation process would be approved. Ms. Howell stated that the SAC /WAC and electric service territory fees were not divulged to the property owners in the process. The property owners' plans are to extend the retaining wall across the lot with an in- ground sprinkler and be nicely landscaped. Ms. Howell spoke about the vacant lots where no SAC /WAC fees are being collected. No infrastructure will be used on this lot. Ms. Howell requested that the project be approved, however removing the condition of the SAC /WAC and electric service territory fees. Jeremy Carter, City Administrator, noted that from a policy standpoint, staff follows the original intent of development agreement. Mr. Carter questioned the creation of the new plat when that wasn't the original intent of the development agreement. Mr. Exner noted that staff must follow a process and most times the process doesn't begin until an application is submitted. Mr. Exner also noted that subdivision agreements are typically followed and simply because the intention is not to build a home on the lot at this time, the SAC /WAC fees should not be forgiven. It was noted that there are no covenants in the current subdivision agreement. Ms. Howell suggested that in the subdivision agreement that is going to be created with the new plat, perhaps it can state that no future development would allow for only a garage to be built on the lot. Discussion was held regarding the multitude of situations that could be similar to this situation. The main reason for the new subdivision agreement was to address the SAC /WAC fees. If the fees are dismissed, a subdivision agreement wouldn't be necessary unless the character of the neighborhood needs to be addressed. 3 CITY COUNCIL MINUTES— SEPTEMBER 24, 2013 Council Member Czmowski noted that the SAC /WAC fees should be charged. The realtor should have been aware of these SAC/WAC charges and informed the potential buyers. Concerns were raised as far as if the replatting is approved, how it affects the character of the neighborhood. Residents may have the expectation that all lots have single family homes on them and not sheds only. Dan Jochum, Planning Director, noted that the application fees can be refunded if the platting is not approved. A policy addressing SAC /WAC fees needs to be adopted. Staff feels that the process should not go against the subdivision agreement. Mr. Jochum that if the Council would not approve this item, the findings of the rejection could include that it is not in conformance with the original subdivision agreement, is not in character of the neighborhood and is not in conformance with high - density of comprehensive plan. Motion by Arndt, to approve Item 7(b) 1, however to waive the SAC/WAC fees, removing condition 5e. Motion failed due to lack of second. Motion by Christensen, second by Arndt, to approve Item 7(b) 1, including collection of the SAC /WAC fees as recommended by the Planning Commission. The motion includes that if this sale doesn't go through, the application fees would be refunded to the applicants. Roll call vote was taken: Christensen — aye; Arndt — aye; Forcier — aye; Czmowski — nay; Cook — nay. Motion carried 3 to 2. Item 7(d) had further discussion. Kent Exner explained that the subdivision agreement is with Woodstone Senior Living for a development on Dale Street. A water main needs to be installed on the property with the City paying 2/3 of the installation at approximately $29,000. The agreement assigns responsibilities to each party. Discussion was held regarding the installation of a cul -de -sac on Cleveland Avenue. Infrastructure needs are the basis for the agreement. Motion by Arndt, second by Forcier, to approve Item 7(d). Motion carried unanimously. Item 7(h) had further discussion. Council Member Forcier will be abstaining. Motion by Arndt, second by Cook, with Forcier abstaining, to approve Item 7(d). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS. REOIJESTS AND PETITIONS (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) Council Member Arndt excused himself (a) CENTER FOR THE ARTS — COUNCIL UPDATE Tom Wirt, President of the Board of Directors of the Center for the Arts, presented before the Council. Mr. Wirt updated the Council on the happenings of the Center for the Arts. Mr. Wirt explained that the first year of the Center was spent on start-up efforts. In July 2012, the Center moved into a new facility which has brought in much activity. About that same time, a new CITY COUNCIL MINUTES— SEPTEMBER 24, 2013 executive director was hired. An ArtsLab has been established. Mr. Wirt spoke about how the Center operates between raising funds and programming. Mr. Wirt noted that over 60 activities were held at the Center in the month of May 2013. Mr. Wirt spoke of organizations that use the Center, such as the photography club, the film club and Crow River Singers. Mr. Wirt spoke about the planning process that the Center is following. The Center is currently looking for an executive director. (b) DISCUSSION OF 2013 PAVEMENT MANAGEMENT REPORT John Olson, Public Works Director, presented before the Council. Mr. Olson explained that pavement management is used to accumulate information regarding the condition of the City's roadways. There are approximately 78 miles of streets in the City's system. This pavement has a replacement value of around $140 million. Mr. Olson explained the pavement condition index. The City's PCI goal has been to maintain an average of between 65 and 75. The estimated PCI for 2013 is 69. Mr. Olson explained the costs associated with alternatives for pavement maintenance, such as reconstruction, overlays, crack repairs and patching. Mr. Olson reviewed data analysis and budget recommendations. (c) DISCUSSION OF RESIDENTIAL LEAF VACUUM SERVICES John Olson, Public Works Director, presented before the Council. Mr. Olson explained that the start of residential leaf vacuum service will begin October 15th and will end November 25th or when the snow arrives. Mr. Olson asked residents not to begin raking leaves into the gutter area until October 15th. If the weather changes and the service needs to begin sooner, staff will notify residents. 10. ITNFINISHED BIJSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF CITY OF HUTCHINSON RETIREMENT INCENTIVE PROGRAM Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that this item is a follow up from the July 9 Council workshop. At that time, there was a modest gap in the 2014 budget and a greater gap in 2015 and beyond. One of the items discussed in July was to consider offering a retirement incentive program, similar to that which was offered in 2009 and 2010. The eligibility requirements for the program are as follows: meet age and service requirements necessary to collect a pension from PERA, have at least 15 years of service with PERA employers, and have at least 10 years of PERA covered service with the City. The financial components of the program include: one week of pay for each year of service to the City up to a $20,000 maximum; payment equivalent to the dollar value of one week of the employer provided health and dental insurance premium for each year of employment; payout of 2/3 accrual of sick time over 240 hours; and payment equivalent to the dollar value of an additional six months of the cost of the employer provided health and dental insurance premiums. 24 employees are eligible for this program. In addition, the sick leave payments, the payments equivalent to the insurance costs and the years of service payment are mandated to be deposited into the Health Care Savings Plan. In 2010, 25% of the years of service payment were deposited into the account and with this year's program, a request will be made to allow more of the retirement incentive monies to be deposited into the employee accounts, such as 50 % -75 %. Payback could be seen in 10 -15 months dependent on the employees that take advantage of the program. Employees have until October 31" to notify the City Administrator whether or not they will take advantage of the program. The payouts would most likely occur in 2014, however if an employee would prefer payouts in 2013, that could probably be accommodated. The general fund and self - insurance fund could be utilized for this program. 5 CITY COUNCIL MINUTES— SEPTEMBER 24, 2013 Motion by Christensen, second by Czmowski, to approve retirement incentive program. 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) 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 /ZONING /BUILDING DEPARTMENT MONTHLY REPORT FOR AUGUST 2013 (f) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM AUGUST 20, 2013 13. MISCELLANEOUS Kent Exner — South Grade Road Bridge project update — completion date is estimated for October 4th in the best case. The County has stipulations with the contractor for falling behind the completion date. Mayor Cook — Mayor Cook asked about trail repair work beginning on the Adams Street bridge, 5th Avenue, and The Greens. Mr. Exner noted that the contractor has much work on their plate however the work will be addressed this Fall and is tentatively scheduled to begin September 30t1i. 14. ADJOURN Motion by Christensen, second by Forcier, to adjourn at 7:50 p.m. Motion carried unanimously. 0 HUTCHINSON CITY COUNCIL ci =q­f 0"'N Request for Board Action 79 Agenda Item: Amend Personnel Policy - Health Care Savings Plan Language Department: Administration LICENSE SECTION Meeting Date: 10/8/2013 Application Complete N/A Contact: Brenda Ewing Agenda Item Type: Presenter: Brenda Ewing Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: In 2010, the City of Hutchinson established a Post Retirement Health Care Savings Plan (HCSP) that is administered by the Minnesota State Retirement Services (MSRS). The plan is a vehicle through which regular full -time and part time employees shall contribute funds to cover certain health care costs after an employee retires /terminates from employment with the City. Funds contributed by employees will be deposited into an account in the employee's name. The funds are deposited on a tax -free basis and may also be withdrawn on a tax -free basis to pay for eligible medical expenses. This arrangement has been in place since May 2010. MSRS allows amendments to plans only after there has been a minimum 2 -year commitment to the existing plan language. The City of Hutchinson is eligible to propose amended language since the existing language has been in place since mid -year 2010. Attached is Resolution No. 14197 to amend the language. The amendments include the following: 1. Grammatical change in paragraph 1. 2. Retirement Incentive Program Severance Section - page 2: Changing the percentage ( %) of the retirement incentive program years of service payment that is deposited into the employee HCSP account from 25% to 75 %. Likewise, the percentage of the cash payment to the employee changes from 75% to 25 %. The percentage change is being proposed as a result of the feedback received from the employees eligible for the retirement incentive. It was the consensus of the employees to change the percentages as noted above. The intent is to increase or maximize the tax -free contributions to the employee accounts. In turn, there is a cost savings to the City, as there are no employer taxes on the HCSP contributions. Upon approval of the resolution, the language change will be submitted to MSRS for review for compliance with their HCSP plan rules and for official acceptance. BOARD ACTION REQUESTED: Consideration and approval of Resolution No. 14197, a resolution amending Attachment D to the City of Hutchinson Employee Handbook - Personnel Policy entitled Health Care Savings Plan. 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: RESOULTION NO. 14197 A RESOLUTION AMENDING ATTACHMENT D OF THE CITY OF HUTCHINSON EMPLOYEE HANDBOOK — PERSONNEL POLICY ALLOWING A HEALTH CARE SAVINGS PLAN THE HUTCHINSON CITY COUNCIL HEREBY AMENDS THE POLICY TO REFLECT NECESSARY CHANGES TO THE HEALTH CARE SAVINGS PLAN: HEALTH CARE SAVINGS PLAN In 2010, the City of Hutchinson established a Health Care Savings Plan (HCSP) per Minnesota Statutes §352.98 aPA to be administered by the Minnesota State Retirement System (MSRS). The HCSP is intended to allow eligible employees to contribute pre -tax monetary contributions into an account to pay for medical expenses and /or health insurance premiums after separation from employment with the City of Hutchinson. The contributions are placed in the account on a tax free basis and may be withdrawn on a tax -free basis to pay for eligible medical expenses. The plan also allows employees to choose amongst several investment options for their contributions. Eligibility The HCSP is a benefit available to all regular full time and part time employees terminating their employment and who meet the criteria as established in the group plans indicated in the plan. Mandatory Participation Mandatory participation is required of an employee who meets the criteria established in the applicable group plan. Administration The HCSP will be administered by the MSRS and the employee will deal directly with MSRS on all account matters. The City will be responsible for processing the eligible employee's initial enrollment and forwarding the required contribution amounts as indicated in the following group plans. Review of Plans The HCSP may be periodically reviewed to determine whether any adjustments in the established contribution levels, and any recommended changes will be brought before the City Council for review and subject to Council approval. Group Plans The following are the designated group plans that will be provided to employees who meet the established criteria: Regular Full Time and Part Time Employee Group % Sick Leave Severance All employees eligible for retirement severance payments as outlined in Section 14 (Sick Leave) of the City of Hutchinson Employee Handbook — Personnel Policy that discusses sick leave retirement severance eligibility and -or calculations will contribute to the Post Employment Health Care Savings Plan as described below: 100% of employee sick leave retirement severance to the HCSP. % Retirement Incentive Proaram Severance All employees eligible for a retirement incentive severance payment outlined in the 2010 Hutchinson City Council Retirement Incentive Program and any subsequent Programs will contribute to the Post Employment Health Care Savings Plan as described below: 75% of employee retirement incentive severance payment based on years of service to the HCSP and shall receive 25% in cash. 100% of the retirement severance payment representing the cost of one week of employer provided health and dental insurance premium for each year of employment and 100% of the retirement severance payment in the amount equal to six (6) months of employer provided health and dental insurance premiums of to the HCSP. 100% of the payment of the annual sick leave payout per section 14 of the Personnel policy for the retirement incentive program participants who work through December 31 of the year in which the incentive is offered. Adopted by the City Council this day of October , 2013. Steven W. Cook, Mayor ATTEST: Jeremy J. Carter, City Administrator HUTCHINSON CITY COUNCIL ci =W-f 0"'N Request for Board Action 79 Agenda Item: Ordinance Vacating Drainage and Utility Easements - Summerset 2nd Addition Department: Planning and Zoning LICENSE SECTION Meeting Date: 10/8/2013 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: AN ORDINANCE VACATING DRAINAGE AND UTILITY EASEMENTS LOCATED IN SUMMERSET SECOND ADDITION (SECOND READING AND ADOPTION). The easements need to be vacated in order for the three lots to be platted into two lots. BOARD ACTION REQUESTED: Approval of ordinance vacating drainage and utility easements. 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: 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, Summerset 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, Surmnerset 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, Sutmnerset 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, Summerset 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, Summerset 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, Summerset 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, Surmnerset 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 =W-f 0"'N Request for Board Action 79 Agenda Item: Consideration for Approval of Project Change Orders Department: PW /Eng LICENSE SECTION Meeting Date: 10/8/2013 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. 8B /Project No. 13 -08B — Railroad Depot Site Improvements This Change Order addresses the storm sewer flooding issues at 1 st Ave Se. The addition work results in an increase to the contract in the amount of $6,847.50. 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: $ 6,847.50 Total City Cost: Funding Source: 2013 Construction Funds Remaining Cost: $ 6,847.50 Funding Source: 45 HUTCHINSON CITY CENTER Cif ENGINEERING DEPARTMENT 1.00 111 HASSAN STREET SE, HUTCINSON MN 55350 $250.0 PHONE: 320-234-4209 FAX: 320-234-4240 2503.603 LETTING NO. 813 - PROJECT NO. 13 -08B Dated: 09/25/2013 CHANGE ORDER NO. 3 Page 1 of 1 Project Railroad Depot Site Improvements - 25 Adams St SE Location: 2503.602 CONNECT TO EXISTING STORM SEWER STRUCTURE CONTRACTOR: Wm Mueller & Sons Inc, 831 Park Ave, P O Box 247, Hamburg MN 55339 Contract $1853257.67 Completion Date: Final: 08/02/2013 Revised: 08/23/2013 Amount: BULKHEAD 12" RC PIPE END EACH 2.00 Description [This Change Order addresses storm sewer flooding issues at 1st Avenue SE. The additional work results in an increase to the of Change: ntract in the amount of $6,847.50. Item No. Spec. Ref. r Item Name Unit Quantity Unit Price Amount 1.00 INCREASE ITEMS 45 2021.501 MOBILIZATION LS 1.00 $250.00 $250.0 46 2503.603 12" HDPE DUAL WALL LF 227.00 $22.00 $4,994.0 47 2503.602 CONNECT TO EXISTING STORM SEWER STRUCTURE EACH 2.00 $400.00 $800.0 48 2503.609 BULKHEAD 12" RC PIPE END EACH 2.00 $80.00 $160.0 49 2105.607 10 CY OF FILL IN GRADING AREA LS 1.00 $21.00 $21.0 50 3882.100 CONTRACTOR 10% ALLOWANCE LS 1.00 $622.50 $622.5 DECREASE ITEMS: Approved: Approved: Contractor - Wm Mueller & Sons Inc Dated: Dated: Approved: Approved: City of Hutchinson - City Engineer: Kent Exner Dated: Dated: City of Hutchinson - Mayor: Steven W Cook 10/08/2013 City of Hutchinson - City Administrator: Jeremy J Carter 10/08/2013 TOTAL DECREASE ITEMS I 1 1 $0.00 NETCHANGE ---------------------------------------------------------------------------------------------------------------------------------------------- - - - - -- $6,847.50 In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $6,847.50 An extension of - calendar days shall be allowed for completion. (add)/(dedUGt)- ORIGINAL CONTRACT AMOUNT I PREVIOUS ADDITIONS /DEDUCTIONS THIS ADDITION (SON' IL TOTAL $185,257.67 $9,054.45 $6,847.50 =1 $201,159.62 Approved: Approved: Contractor - Wm Mueller & Sons Inc Dated: Dated: Approved: Approved: City of Hutchinson - City Engineer: Kent Exner Dated: Dated: City of Hutchinson - Mayor: Steven W Cook 10/08/2013 City of Hutchinson - City Administrator: Jeremy J Carter 10/08/2013 HUTCHINSON CITY COUNCIL ci =W-f 0"'N Request for Board Action 79 Agenda Item: Items for Jefferson Street SE Reconstruction Phase 2 Project (L1/P14 -01) Department: PW /Eng LICENSE SECTION Meeting Date: 10/8/2013 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: City staff requests that the City Council approve the appropriate Resolutions to set a Public Hearing for the above referenced letting at their November 26th meeting. City staff will be administering a Neighborhood Meeting prior to this Public Hearing to familiarize adjacent property owners with the proposed project improvements and potential assessment amounts. BOARD ACTION REQUESTED: Approval of Resolutions Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 2,339,000.00 Total City Cost: $ 2,039,000.00 Funding Source: Bonding, State Aid & Utility Funds Remaining Cost: $ 300,000.00 Funding Source: Special Assessments RESOLUTION NO. 14199 RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT LETTING NO. 1 /PROJECT NO. 14 -01 WHEREAS, it is proposed to improve: Jefferson Street SE from Oakland Ave SE to Century Ave SE; roadway reconstruction by construction of curb and gutter, draintile installation, bituminous /concrete surfacing, stormwater /drainage, water distribution, sanitary sewer, street lighting, trail, sidewalk, landscaping, restoration and appurtenances; and WHEREAS, it is proposed to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, the proposed improvement, called Letting No. 1 /Project No. 14 -01, be referred to the Engineer for study and that that person is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost - effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvement as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. Adopted by the Council this 8th day of October 2013. Mayor: Steven W. Cook City Administrator: Jeremy J. Carter HUTCHINSON PUBLIC WORKS /ENGINEERING DEPARTMENT Hutchinson City Center /111 Hassan St SE /Hutchinson MN 55350 - 2522/320 - 234 - 4209 /FAX 320 - 234 -4240 ENGINEERING REPORT & FEASIBILITY STUDY TO: Mayor & City Council FROM: Kent Exner, DPW /City Engineer DATE: October 8, 2013 SUBJECT: Letting No. 1 /Project No. 14 -01 I have studied the following proposed improvements and find that the proposed project is feasible and recommend it be constructed: L1/P14 -01 Jefferson Street SE from Oakland Ave SE to Century Ave SE; roadway reconstruction by construction of curb and gutter, draintile installation, bituminous /concrete surfacing, stormwater /drainage, water distribution, sanitary sewer, street lighting, trail, sidewalk, landscaping, restoration and appurtenances. ESTIMATED COST TOTAL Construction Cost $1,900,000 Engineering $285,000 Administration $114,000 Engineering Services - Geotechnical $40,000 ESTIMATED TOTAL $2,339,000 ESTIMATED FUNDING TOTAL Assessable Costs $300,000 State Aid $500,000 City - Bonding $1,039,000 City - Water Funds $200,000 City - Wastewater Funds $200,000 City - Stormwater Funds $100,000 ESTIMATED TOTAL $2,339,000 RESOLUTION NO. 14200 RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT LETTING NO. 1 /PROJECT NO. 14 -01 WHEREAS, pursuant to a resolution of the Council adopted October 8th, 2013, a report has been prepared by Kent Exner, Public Works Director /City Engineer with reference to the following proposed improvements: Jefferson Street SE from Oakland Ave SE to Century Ave SE; roadway reconstruction, curb and gutter, draintile installation, bituminous /concrete surfacing, stormwater /drainage, water distribution, sanitary sewer, street lighting, sidewalks, landscaping, restoration and appurtenances; and said report was received by the Council on October 8th, 2013. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The Council will consider the improvement of such street(s)s in accordance with the report and the assessment of benefited property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429, at an estimated total cost of the improvement of $2,339,000.00. 2. A public hearing shall be held on such proposed improvements on the 26th day of November , 2013, in the Council Chambers of the Hutchinson City Center at 6:00 P.M., and the Clerk shall give mailed and published notice of such hearing and improvements as required by law. Adopted by the Hutchinson City Council this 8th day of October 2013. Mayor: Steven W. Cook City Administrator: Jeremy J. Carter HUTCHINSON CITY COUNCIL ci =W-f 0"'N Request for Board Action 79 Agenda Item: Activation of Deferred Assessment - SA5087 - NE Trunk Storm Sewer Department: PW /Eng LICENSE SECTION Meeting Date: 10/8/2013 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: Assessment Roll No. SA5087 was adopted in 06/24/2008 and placed in a deferred status. The deferral conditions were as follows: 10 Year Assessment with First 5 years deferred with no interest accruing (2009 — 2013 and activation occurring in 2013 for certification to County for collection with taxes for 5 years (2014 — 2018). City staff requests that the City Council approve activation of SA- 5087A. BOARD ACTION REQUESTED: Approve Resolution Activating Deferred Assessment Roll No. SA -5087A 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. 14198 RESOLUTION ACTIVATING DEFERRED ASSESSMENT ASSESSMENT ROLL NO. SA -5087A (Activation of Deferred Assessment on SA -5087) WHEREAS, the following properties have assessments in deferred status: Interest Original Accrued Activation SA Roll Citv PID County PID Rate Assess. Interest Amount SA -5087 31- 117 -29 -01 -0070 23.238.0014 5.5466% $82,134.13 $ 0.00 $82,134.13 AND WHEREAS, the deferral period will expire at the end of 2013, AND WHEREAS, the City proposes to activate said assessment, with payments over a five (5) year period at the original interest rate, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such proposed activation of said assessments is hereby approved, and shall constitute a 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 often (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 per annum rate shown above as set down by the adoption of this resolution. To the first installment shall be added interest on the entire assessment from November 1, 2013, until the 31st day of December 2014. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Administrator, except that no interest shall be charged if the entire assessment is paid by the 15th day of November, 2013; and owner may, at any time thereafter, pay to the City Administrator the entire amount of the assessment remaining unpaid, with interest accrued to the 31 st day of December, of the year in which such payment is made. Such payment must be made before November 15, or interest will be charged through December 31, of the next succeeding year. 4. The Administrator shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of the County, and such assessment shall be collected and paid over in the same manner as other municipal taxes. Adopted by the Council this 8th day of October, 2013. Mayor, Steven W Cook City Administrator, Jeremy J Carter COMPILED BY: PVANDER VEEN COMPUTED BY: K EXNER CHECKED BY: P VANDER VEEN INTEREST RATE: 15.5466% 1ST YEAR INT: 14 MONTHS = 6.4708% SA -5087A - ACTIVATION OF ASSESSMENT ROLL NO. SA -5087 1ST HEARING: 0412212008 LETTING NO. 2 /PROJECT NO. 08 -02 2ND HEARING: 06/24/2008 NE Trunk Storm Sewer Phase 2 project by utility infrastructure installations by construction of lateral ADOPTED: 06/24/2008 storm sewer, stormwater treatment improvements, trunk and lateral watermain, lateral sanitary sewer, DEFERRED 5 YEARS: 2009-2013 mass grading, restoration and appurtenances on Maple Street NE from the intersection of ACTIVATED: 10/0812013 Northwoods Ave NE to 10th Ave NE and the future extension of 10th Ave NE to the East NUMBER OF YEARS- 5 31- 117 -29 -01 -0070 1 Stephen E Lee 1201 East Washington, Ste 1100 8.61 AC of Lot 6, Auditors Plat S 1/2 Section 30 & 1 23- 238 -0014 905 Maple St NE 1PhoenixAZ 85004 -2385 IN 1/2 Section 31- 117 -29 1 $41,469.32 $30,936.76 $9,728.05 $82,134.13 NOTE: THIS ASSESSMENT WAS ADOPTED JUNE 24, 2008 AND PLACED IN DEFERRAL STATUS. DEFERRAL CONDITIONS WERE AS FOLLOWS: 10 YEAR ASSESSMENT WITH FIRST 5 YEARS DEFERRED WITH NO INTEREST (2009 - 2013). ACTIVATION TO OCCUR IN 2013 FOR CERTIFICATION TO COUNTY FOR COLLECTION WITH TAXES FOR 5 YEARS (2014 - 2018). TOTAL ASSESSMENT ROLL NO. 5087A G:\ASSESSMENT ROLLS \ROLLS \2013\ACTIVATION OF ASS ESSM ENT\SA-5087\C-23-ASS ESSM ENT ROLL AR -5087A L2 08 -02 ACTIVATED 10 -08 -2013 - Page 1 of 1 $41,469.32 1 $30,936.83 1 $9,728.05 1 $82,134.13 CITY PID NO. 4 Z PROPERTY NAME & ADDRESS LEGAL DESCRIPTION SEWER WATER STREET TOTAL COUNTY PID NO. ADDRESS OF PROPERTY OWNER ADDITION OR SUBDIVISION ASSESSMENT ASSESSMENT ASSESSMENT ASSESSMENT 31- 117 -29 -01 -0070 1 Stephen E Lee 1201 East Washington, Ste 1100 8.61 AC of Lot 6, Auditors Plat S 1/2 Section 30 & 1 23- 238 -0014 905 Maple St NE 1PhoenixAZ 85004 -2385 IN 1/2 Section 31- 117 -29 1 $41,469.32 $30,936.76 $9,728.05 $82,134.13 NOTE: THIS ASSESSMENT WAS ADOPTED JUNE 24, 2008 AND PLACED IN DEFERRAL STATUS. DEFERRAL CONDITIONS WERE AS FOLLOWS: 10 YEAR ASSESSMENT WITH FIRST 5 YEARS DEFERRED WITH NO INTEREST (2009 - 2013). ACTIVATION TO OCCUR IN 2013 FOR CERTIFICATION TO COUNTY FOR COLLECTION WITH TAXES FOR 5 YEARS (2014 - 2018). TOTAL ASSESSMENT ROLL NO. 5087A G:\ASSESSMENT ROLLS \ROLLS \2013\ACTIVATION OF ASS ESSM ENT\SA-5087\C-23-ASS ESSM ENT ROLL AR -5087A L2 08 -02 ACTIVATED 10 -08 -2013 - Page 1 of 1 $41,469.32 1 $30,936.83 1 $9,728.05 1 $82,134.13 HUTCHINSON CITY COUNCIL ci =W-f 0"'N Request for Board Action 79 Agenda Item: 2013 Spooky Sprint Department: Administration LICENSE SECTION Meeting Date: 10/8/2013 Application Complete N/A Contact: Jeremy Carter Agenda Item Type: Presenter: Jeremy Carter Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: Attached is a request from Jason Werowinski and the Spooky Sprint. The request outlines their wish to host a 5K walk /run and a 1/2 mile kids run on October 26, 2013. The event would require the closing of 1 st Avenue SE between Main Street and Hassan Street. The street would be opened to traffic by noon on the 26th. The route would also require some traffic cones and barricades which the police department would provide. The police department staff has reviewed the information and feel confident that they can accommodate the request. The Spooky Sprint event is accustomed to the rules and regulations in the area during the event and is willing to reimburse the police department for their time. This will be the fourth year the Spooky Sprint has occurred. The proceeds from the event go to the REACH program at the Hutchinson High School. BOARD ACTION REQUESTED: Approve Spooky Sprint event including closure of 1 st Avenue SE between Main Street and Hassan Street. 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: Jason Werowinski 16650206 Ih Circle Hutchinson, MN 55350 September 26th, 2013 Hutchinson City Council 111 Hassan ST SE Hutchinson, MN 55350 Re: 5K Family Run and Walk in Hutchinson on Saturday October 26th, 2013 To The Members of the Hutchinson City Council, I am writing today in regards to a fourth annual event some citizens of Hutchinson and myself are planning for Saturday October 26th, 2013. We are in the planning stages for a 5k (3.1 mile) family fun run and walk to be staged in Hutchinson with a start time of 9AM. We are calling it the Spooky Sprint. The proceeds of this run will go to the REACH program at the Hutchinson High School. We want to take advantage of a great resource in town, the area around the Library (Library Square). As such, we would like to start and end this race there, on 1" Ave SE. We realize that having a 3 mile run throughout the city may cause disruption, so we are attempting to run on city streets for about 20% of the total run distance. The remainder would be run on the Luce Line Trail. Our goal is to offer 2 runs, a 5k run and walk, and a % mile dash for children. The % mile dash will begin at 9:15AM, the 5k run and walk will begin at 9:30AM. Each participant will be required to sign a waiver stating the following: "I am properly trained and enter this walk /run totally at my own risk and hereby waive all claims that I or my heirs may have against all sponsors, walk /run directors and all others associated with this walk /run, for any injuries or problems I may sustain, regardless of any negligence. I am totally responsible for my safety and any injury I may suffer." I am attaching a map of the proposed courses. I have met with Sergeant Nagel about the course and modified it as suggested. I am seeking approval for closure of 1" Ave SE for this run. We will also be running down Adams Street towards the Luce Line, but our belief is that Adams will not need to be closed off. We will be using cones to create a separation lane on Adams. As I stated I have discussed this with Sergeant Nagel. So in essence the matter before the Council on this issue is the approval or denial for the Police Department to use their discretion to close /block 1" Ave SE for some period of time on Saturday October 26th, 2013. We understand there may be costs associated with this Traffic Control and have accounted for this in our budget. We are looking forward to this new event in Hutchinson, and to continuing it in the years to come. Sincerely, Jason Werowinski ve NW Sfh Av, W z e N 6 fhq Y y PROPOSED COURSE - 2013 SPOOKY SPRINT 5K - 3.1 MILES Ave NW 4 Q 41h Ave NW W i " s"' 4PP" Ath f.re y" (D n °TAAre 5 M s�, d Avc NW 15 vF e P "f O # Perk Gnf scout 4 � # By Scout ♦ t,r' �—. ; Park awes: pre NW - 3 e'- .w•5""s•u as laYCeeP w Fpr. i�. R-1 ak %"F e&W 1 = 1st Ave NW 1st Ave NE ♦ G1 r *. les %VU11a T'kWy HW Washington Ave W W.ishirujtnn Ave F W fk V t� bye EX n od - `cc u Hutchinson c Pwrdr � dy liGary ^ a m JvSW Harmony I n SW 1,t Ave SW - � 'S 15 N * yr - n Pak _ m Elemenlary = ini Arc SW a„d A'.e SW �]?nd A,,SW [_i Q Schod 2nd Ave SW © o Ind Ave SE Ind Ave SE zs m Ave SW L,— Ave S5V 3,d Avr SW m Park Towne N N m o SOWN Pak 3rd Ave SW 3rd Ave SE y n 3rd Ave SE y IS H Huyden Ave SW _ re,thludreraa;a� m i -0th Are SW Church _ ®O .i nve NW 15 Proposed Course - Spooky Sprint Z Sz ^AeNE 112 Mile Dash - There and Back Style Run e5 a e NW O is Qthq °e N� Recreational 3rtl Ave NW 3rd Ave NW O Area L�Kouua 901 Sr S-ul d FI'ernars O Park A• Trd F'a'R 7 F3'R gRry ^ jL�ptlna 8l Rerferm'n� _ N 9ve McLend.^,aLnly 000 Riverslde velera' \ Jaycee Park rwe NW Memonal P Park 151 Ave rl\N I sl $ Turnaround 10 f — ninglon Av-e_N_ V'la51ington Ave E yT pve SW lJ r w c V m y N K N N (Nn cW Harmony Ln SW 151 AVe SUVA M '.Ave CM I nlar L m 2nd AVe SW _ County —y7 zna Ave SW County HVry7 StaNFinish zna Ave ;, m I p N L-15 AVee SW L—m Ava SW _ 3b AVe Sw 3M AVe 5W „W�Pa `e m Si rNn r 2 3rtl Ave SVV v 31tl Ave S y HaMen Ave SW — -- 41h Ave SW `{ rI J iT <Ih AVe SW _ Ch Ava SW ' th Ave SEA 91h AV. SW F.,itn I L.1—an R Dear City Council Members, As a follow up to the Imagine Hutchinson project and to kick off the next phase of the project, I would like to appoint three subcommittees to look at certain areas that received particular interest during the process. One was the idea of an "Arts Plaza" in the parking area behind Zella's and the Aquarius Pet Store and between the Center for the Arts and the Nimitz Building. Another committee would look at the Gateway Area on the southwest side of the Main Street bridge. The final group would look at various regulatory issues to see if some changes might be recommended as a way to help make the community more vibrant and facilitate additional development. I met with the City Administrator and Planning Director about possible committee members and pulled together a list of that included appropriate city staff, members of the Imagine Hutchinson Steering Committee and members of the public that had backgrounds that could be helpful in each area. Many showed an interest in the Imagine Hutchinson process by attending one or both open houses. Below is a list of the committees and recommended members. I have spoken to everyone and they are willing to be involved in this process and look forward to it. I ask for your approval. Thanks, Mayor Steve Cook Regulatory Mary Hodson John Lofdahl Jim Fahey Tiffany Haag GregJodzio Christie Hantge Dan Hatten Marc Sebora Jeremy Carter Dan Jochum Mary Christensen Gary Forcier Gateway Plaza Ben Erlandson Tim Ulrich Andy Nissen Tom Wirt Rabert Hantge Jeff Haag Ellen Starr Julie Neubarth Mary Hodson Mark Cormier Jay Bartholomew Peg Carls Dolf Moon Scott Ziegler Kent Exner Kent Exner Lee Miller Lee Miller Jean Ward Dan Jochum Dan Jochum Chad Czmowski Steve Cook Bill Arndt HUTCHINSON CITY COUNCIL aiyaf. Request for Board Action 7AL =-n-v' Agenda Item: Temporary Liquor License - Hutchinson Center for the Arts Department: Administration LICENSE SECTION Meeting Date: 10/8/2013 Application Complete Yes Contact: Jeremy Carter Agenda Item Type: Presenter: Jeremy Carter Reviewed by Staff ✓❑ Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND /EXPLANATION OFAGENDA ITEM: The Hutchinson Center for the Arts has submitted a temporary liquor license to dispense liquor at an event being held at the Center for the Arts on November 19, 2013. The Hutchinson Center for the Arts is a non - profit organization that has been in existence for at least three years and meets the requirements for a temporary liquor license. BOARD ACTION REQUESTED: Approve issuing temporary liquor license to Hutchinson Center for the Arts on November 19, 2013. 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: OF Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 222, St. Paul MN 55101 '` I (651) 201 -7507 Fax (651) 297 -5259 TTY (651) 282 - 6555 `fir WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A I TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZA'T'ION DATE ORGANIZED TAX EXEMPT NUMBER -4 r,Gt . s d►-. (� � ►-`�'� �3 )/I /� o o 1"13 16 O STREET ADDRESS CITY STATE ZIP CODE 15— rra tti !4 f 6 :_ 5 to K.) S S 3 S'Z NAME OF PERSON MAKING APPLICATION BUSINESS PHONE HOME PHONE Ise Ii v tj le w,.�, '7� c DATES LIQUOR WILL BE SOLD �!�'ff 22 TYPE OF ORGANIZATION Toe S. NOJ. 0, 26 U CLITR CHARITABLE RELIGIOUS n_ ROfV ORGANIZATION OFFICER'S NAME ADDRESS ORGANIZATION OFFICER'S NAME ADDkAS IX— C I.L -Lo^_c,6 /oe,,-< -7�, (-- �`� -A �fi SW ORGANIZATION OFFIC -S NAME ADDRESS U),f-e i r Siea (n <; . V �l � x-44 Location license will be used. If an outdoor area, describe 4",-_ (,e -k, ,- +L.., ftyf-s / S­ �r � -fc lr;. Sh S Lj Will the applicant contract for intoxicating liquor service? If so, give theAame and address of the liquor licensee providing the service. ez,cv- C�o+✓t� +V�Y'1 L.I.,�Cr�, ar %�_fc'S, Jh�3 I Shill hp.�1:� 1+E':1a4'`_Ir�e'• _ I d,- V I }I y _ �7 _ ) cI l v`v' n,.i -eV•C y- ��� Y1F -Yt� . d a 1Ct.+✓L� \ jea- --. Will the applicant carry liquor liability insurance? If so, please provide the carrier's name and amount of coverage. `tV\e t_enir.r',r_ r4tve Ac�-s 1_.111 br fi,veferl bu (_0L&iQiVe(k,1�n4P.0 1vi1,kiCfnnc.Z ' CF\(tic C) APROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLING ENFORCEMENT CITY /COUNTY CITY FEE AMOUNT DATE FEE PAID DATE APPROVED LICENSE DATES SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE: Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event PS -09079 (05/06) HUTCHINSON CITY COUNCIL ci =W-f 0"'N Request for Board Action 79 Agenda Item: State of Minnesota JPA for Professional /Technical Services (Traffic O -D Study) Department: PW /Eng LICENSE SECTION Meeting Date: 10/8/2013 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, the State of Minnesota has agreed to fund a portion of the City's upcoming Traffic Origin- Destination Study in the amount of $13,000. Thus, as requested by MnDOT, please see the attached Joint Powers Agreement to allow for MnDOT's financial contribution to this effort. BOARD ACTION REQUESTED: Approval of State of Minnesota Joint Powers Agreement for Professional /Technical Services 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: Pat Vanderveen From: East, Gene (DOT) <gene.east @state.mn.us> Sent: Wednesday, September 18, 2013 9:56 AM To: Kent Exner Subject: Contract 04639 for City Signature Attachments: Contract_04639.pdf In reference to: MnDOT Contract No. 04639 Hutchinson Area Traffic Origin- Destination Study Dear Mr. Exner: Attached is the above referenced contract. Please obtain the correct signatures as described below: Governmental Agency: The MAYOR, CITY ADMINISTRATOR, or individual identified as AUTHORIZED to SIGN / EXECUTE said contract in the Governmental Agency Resolution, must sign and date. Your signature on this contract does not constitute an obligation by MnDOT. Execution of this contract is subject to and expressly conditioned upon final approval by MnDOT, pursuant to Minnesota Statutes §16C.05 Subdivision 2. Approval will be conclusively deemed given upon delivery of a fully executed contract to you. A copy of the contract will be sent to you after it is fully executed by MnDOT. If the enclosed contract meets your approval, please print and sign one copy of the contract, scan it and e -mail it back to me. I have been assigned as MnDOT's Authorized Representative for this project. Any changes or additions to this contract will render it invalid. Gene East -Contract Administrator Gene East I District Consultant Coordinator Minnesota Department of Transportation I District 8 - Willmar 2505 Transportation Rd. I Willmar, MN 1 56201 Email: eene.easticDstate.mn.us I Phone 320.214.6331 STATE OF MINNESOTA JOINT POWERS AGREEMENT FOR PROFESSIONAL/TECHNICAL SERVICES Federal Project Number: N/A State Project Number (SP): N/A Trunk Highway Number (TH): Multiple Project Identification: Hutchinson Area Traffic Origin- Destination Study MnDOT Agreement No. 04639 This agreement is between the State of Minnesota, acting through its Commissioner of Transportation ( "State ") and City of Hutchinson, acting through its City Council ( "Governmental Unit "). RECITALS 1. Minnesota Statutes § 15.061 authorizes State to engage such assistance as deemed necessary. 2. Minnesota Statutes §471.59 authorizes State and Governmental Unit to enter into this agreement. 3. State is in need of a Traffic Origin- Destination Study and Final Report. 4. Governmental Unit represents that it is duly qualified and agrees to perform all services described in this agreement to the satisfaction of State. AGREEMENT 1. Term of Agreement; Survival of Terms; Incorporation of Exhibits 1.1 Effective Date: This agreement will be effective on the date State obtains all required signatures under Minnesota Statutes Section § 16C.05, subdivision 2. The Governmental Unit must not begin work under this agreement until this agreement has been fully executed and the Governmental Unit has been notified by State's Authorized Representative to begin work. 1.2 Expiration Date: This agreement will expire on February 28, 2014, or when all obligations have been satisfactorily fulfilled, whichever occurs first. 1.3 Survival of Terms: All clauses which impose obligations continuing in their nature and which must survive in order to give effect to their meaning will survive the expiration or termination of this agreement, including, without limitation, the following clauses: 6. Indemnification; 7. State Audits; 8. Government Data Practices; 9. Intellectual Property Rights; and 10. Venue. 1.4 Exhibits: Exhibits A and B are attached and incorporated into this agreement. 2. Scope of Work and Deliverables 2.1 The Governmental Unit will: The Governmental Unit will complete the duties and provide the deliverables listed in Exhibit A - Scope of Services. 3. Payment 3.1 Consideration. State will pay for all services performed by the Governmental Unit under this agreement as follows: 3. 1.1 Compensation State will pay the Governmental Unit on a Lump Sum basis as follows: Upon Delivery and State's Acceptance of a completed traffic origin- destination study and final report: $13,000.00 3.1.2 Total Obligation. The total obligation of State for all compensation and reimbursements to the Governmental Unit will be $13,000.00. Page 1 of 6 (CSS /CM Last Updated 8/19/2013) MnDOT Agreement No. 04639 3.2 Terms of Payment 3.2.1 Invoices. The Governmental Unit must submit invoices electronically for payment, using the format set forth in Exhibit B. The Governmental Unit will submit invoices for payment in accordance with the following schedule: Upon delivery of a completed traffic origin- destination study and final report. 3.2.2 State's Payment Requirements. State will promptly pay all valid obligations under this agreement as required by Minnesota Statutes § 16A.124. State will make undisputed payments no later than 30 days after receiving the Governmental Unit's invoices for services performed. If an invoice is incorrect, defective or otherwise improper, State will notify the Governmental Unit within 10 days of discovering the error. After State receives the corrected invoice, State will pay the Governmental Unit within 30 days of receipt of such invoice. State reserves the right to audit all invoices, at State's discretion. 3.2.3 Invoice Package Submittal. The Governmental Unit must submit the signed invoice and all required supporting documentation, for review and payment, to State's Consultant Services Section, at ntinvoices.dotna,state.mn.us. Invoices will not be considered "received" within the meaning of Minnesota Statutes § 16A.124 until the signed documents are received by State's Consultant Services Section. 3.2.3.1 Each invoice must contain the following information: MnDOT Agreement Number, the Governmental Unit invoice number (sequentially numbered), the Governmental Unit billing and remittance address, if different from business address, and the Governmental Unit signature attesting that the invoiced services and costs are new and that no previous charge for those services and goods has been included in any prior invoice. 3.2.3.2 Except for Lump Sum agreements, direct nonsalary costs allocable to the work under this agreement, must be itemized and supported with invoices or billing documents to show that such costs are properly allocable to the work. Direct nonsalary costs are any costs that are not the salaried costs directly related to the work of the Governmental Unit. Supporting documentation must be provided in a manner that corresponds to each direct cost. 3.2.3.3 Except for Lump Sum agreements, the Governmental Unit must provide, upon request of State's Authorized Representative, the following supporting documentation: 3.2.3.3.1 Direct salary costs of employees' time directly chargeable for the services performed under this agreement This must include a payroll cost breakdown identifying the name of the employee, classification, actual rate of pay, hours worked and total payment for each invoice period; and 3.2.3.3.2 Signed time sheets or payroll cost breakdown for each employee listing dates and hours worked. Computer generated printouts of labor costs for the project must contain the project number, each employee's name, hourly rate, regular and overtime hours and the dollar amount charged to the project for each pay period. 3.2.4 Federal funds. If federal funds are used, the Governmental Unit is responsible for compliance with all federal requirements imposed on these funds and accepts full financial responsibility for any requirements imposed by the Governmental Unit's failure to comply with federal requirements. 4. Agreement Personnel 4.1 State's Authorized Representative will be: Name /Title: Gene East / Contract Administrator Address: 2505 Transportation Rd., Willmar, MN 56201 Telephone: 320/214 -6331 E -Mail: gene.east@state.mn.us State's Authorized Representative, or his/her successor, will monitor the Governmental Unit's performance and has the authority to accept or reject the services provided under this agreement. Page 2 of 6 (CSS /CM Last Updated 8/19/2013) MnDOT Agreement No. 04639 4.2 State's Project Manager will be: Name /Title: Patrick Weidemann / State's Project Manager Address: 2505 Transportation Rd., Willmar, MN 56201 Telephone: 320/214 -6365 E -Mail: pat.weidemann@state.mn.us State's Project Manager, or his/her successor, has the responsibility to monitor the Governmental Unit's performance and progress. State's Project Manager will sign progress reports, review billing statements, make recommendations to State's Authorized Representative for acceptance of the Governmental Unit's goods or services and make recommendations to State's Authorized Representative for certification for payment of each Invoice submitted for payment. 4.3 The Governmental Unit's Authorized Representative will be: Name /Title: Kent Exner / Hutchinson Director of Public Works - City Engineer Address: 111 Hassan Street SE, Hutchinson, MN 55350 Telephone: 320/234 -4212 E -Mail: kexner @ci.hutchinson.mn.us 5. Assignment, Amendments, Waiver and Contract Complete 5.1 Assignment. The Governmental Unit may neither assign nor transfer any rights or obligations under this agreement without the prior consent of State and a fully executed Assignment Agreement, executed and approved by the same parties who executed and approved this agreement, or their successors in office. 5.2 Amendments. Any amendment to this agreement must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original agreement, or their successors in office. 5.3 Waiver. If State fails to enforce any provision of this agreement, that failure does not waive the provision or its right to subsequently enforce it 5.4 Contract Complete. This agreement contains all negotiations and agreements between State and the Governmental Unit. No other understanding regarding this agreement, whether written or oral, may be used to bind either party. 6. Indemnification 6.1 In the performance of this agreement by the Governmental Unit, or the Governmental Unit's agents or employees, the Governmental Unit must indemnify, save, and hold harmless State, its agents, and employees, from any claims or causes of action, including attorney's fees incurred by State, to the extent caused by the Governmental Unit's: 1) Intentional, willful, or negligent acts or omissions; or 2) Actions that give rise to strict liability; or 3) Breach of contract or warranty. The indemnification obligations of this section do not apply in the event the claim or cause of action is the result of State's sole negligence. This clause will not be construed to bar any legal remedies the Governmental Unit may have for State's failure to fulfill its obligation under this agreement. 7. State Audits 7.1 Under Minnesota Statutes § 16C.05, subdivision 5, the Governmental Unit's books, records, documents and accounting procedures and practices relevant to this Agreement are subject to examination by the State and the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this Agreement. Page 3 of 6 (CSS /CM Last Updated 8/19/2013) MnDOT Agreement No. 04639 8. Government Data Practices 8.1 The Governmental Unit and State must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by State under this agreement, and as it applies to all data created, collected, received, stored, used, maintained or disseminated by the Governmental Unit under this agreement. The civil remedies of Minnesota Statutes § 1113.08 apply to the release of the data referred to in this clause by either the Governmental Unit or State. 9. Intellectual Property Rights 9.1 Intellectual Property Rights. State owns all rights, title and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks and service marks in the Works and Documents created and paid for under this agreement. "Works" means all inventions, improvements, discoveries (whether or not patentable), databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes and disks conceived, reduced to practice, created or originated by the Governmental Unit, its employees, agents and subcontractors, either individually or jointly with others in the performance of this agreement. Works includes Documents. "Documents" are the originals of any databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications, materials, tapes, disks or other materials, whether in tangible or electronic forms, prepared by the Governmental Unit, its employees, agents or subcontractors, in the performance of this agreement. The Documents will be the exclusive property of State and the Governmental Unit upon completion or cancellation of this agreement must immediately return all such Documents to State. To the extent possible, those Works eligible for copyright protection under the United States Copyright Act will be deemed to be "works made for hire." The Governmental Unit assigns all right, title and interest it may have in the Works and the Documents to State. The Governmental Unit must, at the request of State, execute all papers and perform all other acts necessary to transfer or record State's ownership interest in the Works and Documents 9.2 Obligations 9.2.1 Notification. Whenever any invention, improvement or discovery (whether or not patentable) is made or conceived for the first time or actually or constructively reduced to practice by the Governmental Unit, including its employees and subcontractors, in the performance of this agreement, the Governmental Unit will immediately give State's Authorized Representative written notice thereof, and must promptly furnish State's Authorized Representative with complete information and/or disclosure thereon. 9.2.2 Representation The Governmental Unit must perform all acts, and take all steps necessary to ensure that all intellectual property rights in the Works and Documents are the sole property of State, and that neither the Governmental Unit, nor its employees, agents nor subcontractors retain any interest in and to the Works and Documents. The Governmental Unit represents and warrants that the Works and Documents do not and will not infringe upon any intellectual property rights of other persons or entities. Notwithstanding Clause 6, the Governmental Unit will indemnify, defend, to the extent permitted by the Attorney General, and hold harmless State, at the Governmental Units expense, from any action or claim brought against State to the extent that it is based on a claim that all or part of the Works or Documents infringe upon the intellectual property rights of others. The Governmental Unit will be responsible for payment of any and all such claims, demands, obligations, liabilities, costs and damages, including but not limited to, attorney fees. If such a claim or action arises, or in the Governmental Unit's or State's opinion is likely to arise, the Governmental Unit must, at State's discretion, either procure for State the right or license to use the intellectual property rights at issue or replace or modify the allegedly infringing Works or Documents as necessary and appropriate to obviate the infringement claim. This remedy of State will be in addition to and not exclusive of other remedies provided by law. Page 4 of 6 (CSS /CM Last Updated 8/19/2013) MnDOT Agreement No. 04639 10. Venue 10.1 Venue for all legal proceedings out of this agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 11. Termination; Suspension 11.1 Termination State or the Commissioner of Administration may terminate this agreement at any time, with or without cause, upon 30 days' written notice to the Governmental Unit. 11.2 Termination for Insufficient Funding. State may immediately terminate this agreement if it does not obtain funding from the Minnesota Legislature, or other funding source; or if funding cannot be continued at a level sufficient to allow for the payment of the services covered here. Termination must be by written or fax notice to the Governmental Unit. State is not obligated to pay for any services that are provided after notice and effective date of termination. However, the Governmental Unit will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that funds are available. State will not be assessed any penalty if the agreement is terminated because of the decision of the Minnesota Legislature, or other funding source, not to appropriate funds. State must provide the Governmental Unit notice of the lack of funding within a reasonable time of State's receiving that notice. 11.3 Suspension. State may immediately suspend this agreement in the event of a total or partial government shutdown due to failure to have an approved budget by the legal deadline. Work performed by the Governmental Unit during a period of suspension will be deemed unauthorized and undertaken at risk of non - payment. 12. E- Verify Certification (In accordance with Minnesota Statutes §16C.075). 12.1 For services valued in excess of $50,000, the Governmental Unit certifies that as of the date of services performed on behalf of State, the Governmental Unit and all its subcontractors will have implemented or be in the process of implementing the federal E -Verify program for all newly hired employees in the United States who will perform work on behalf of State. The Governmental Unit is responsible for collecting all subcontractor certifications and may do so utilizing the E -Verify Subcontractor Certification Form available at httD: / /www.mmd.admin. state. mn .us /doc /EverifvSubCertForm.doc. All subcontractor certifications must be kept on file with the Governmental Unit and made available to State upon request. 13. Additional Provisions NONE THE BALANCE OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK Page 5 of 6 (CSS /CM Last Updated 8/19/2013) MnDOT Agreement No. 04639 STATE ENCUMBRANCE VERIFICATION DEPARTMENT OF TRANSPORTATION Individual certifies that funds have been encumbered as required by Minnesota Statutes § 16A.15 and § 16C.05. By: Signed: Date: SWIFT Contract (SC) ID No. Purchase Order (PO) ID No. GOVERNMENTAL UNIT* Governmental Unit certifies that the appropriate person(s) have executed the Agreement on behalf of Governmental Unit as required by applicable resolutions, ordinances or charter provisions. C Title Date * INCLUDE A RESOLUTION (with delegated authority) Title: Date: COMMISSIONER OF ADMINISTRATION As delegated to Materials Management Division C Date: Page 6 of 6 (CSS /CM Last Updated 8/19/2013) MnDOT Contract No. 04639 Exhibit A - Scope of Services 1.0 Proiect Background - Contract Purpose 1.1 The City of Hutchinson, McLeod County and the State agree that a Traffic Origin- Destination Study is needed to be used in planning for future transportation improvements in and around the city of Hutchinson Minnesota. 1.2 The City, County and State will share in the cost of this study, and will each receive a report of the study findings. 1.3 This contract defines the roles and responsibilities for the State and the City of Hutchinson in regard to this Traffic Origin - Destination Study. 1.4 The City of Hutchinson will lead the effort; including but not limited to: procuring a consultant contract for performing the work, managing the consultant, paying initial consultant fees. 1.5 The State will provide a share of the consultant fees for the study upon delivery of an approved final report. 1.6 For purposes of this Scope of Services, City of Hutchinson will be referred to as "Governmental Unit ". 2.0 Scope of Work and Deliverables 2.1 The Governmental Unit will conduct a Traffic Origin- Destination (O -D) Study at Hutchinson Minnesota. The Governmental Unit will also provide the resulting Final Report to the State. The O -D Study will be conducted on at least six (6) key routes into Hutchinson, including Trunk Highways 7, 15, and 22. 2.2 The Governmental Unit will be responsible for all tasks related to procuring, administering and managing a consultant contract for performance of the O -D Study and delivery of the Final Report. 2.3 State will provide cursory review and comment on the Study and Final Report if requested by the Governmental Unit's Project Manager. 2.4 State's Source Type Code 6244 (invoice cost accounting) will be used for the all work performed. Page 1 of 1 MnDOT Contract No. 04639 Exhibit B - Invoice INVOICE NO. Invoice Instructions: Contractor must: 1. Complete this invoice form in its entirety. 2. Sign the invoice form. 3. Attach supporting documentation, if applicable, and scan the entire invoice package *. in the following order: a. Completed, signed Invoice Form b. Supporting Documentation (if applicable) Note: Whenever possible, convert landscape pages to portrait pages and optimize the document to decrease the size. 4. E -mail the invoice package, in .pdf, to ntinvoices.dotna,state.mn.us MnDOT Contract No. 04639 Contract Expiration Date: February 28, 2014 Origin- Destination Study and Final Report Net Earnings Totals: Contractor: Complete this table when submitting an invoice for payment Source Total Amount Billed This Type Billing to Previously Invoice Date Billed 6244 Total* *Must Match Net Earnings Totals Above Estimated Completion: % Billing Period: From to Invoice Date: Total Total Contract Billing Amount to Date $13,000.00 $13,000.00 Amount Billed Previously This Billed Invoice Total Amount Due This Invoice: I certify that the statements contained on this invoice, and its supporting documents, are true and accurate and that I have not knowingly made a false or fraudulent claim, or used a false or fraudulent record in connection with this Invoice. I understand that this invoice is subject to audit. Contractor: City of Hutchinson Signature: Print Name: Title: *If you are unable to support electronic submission of Invoices, you must contact the Authorized Representative for possible alternatives. Page 1 of 1 (CSS /CM Last Updated 7/19/2013) 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 =W-f 0"'N Request for Board Action 79 Agenda Item: Reappointments to City Boards /Commissions Department: Administration LICENSE SECTION Meeting Date: 10/8/2013 Application Complete N/A Contact: Jeremy Carter Agenda Item Type: Presenter: Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: No BACKGROUND /EXPLANATION OFAGENDA ITEM: The following individuals have shown interest in being reappointed to the followings boards and Mayor Cook recommends appointing them as follows: - ELIZABETH HANNINEN TO PRCE BOARD TO AUGUST 2016 - JOHN RODEBERG TO PRCE BOARD TO AUGUST 2016 - VERNE MEYER TO POLICE COMMISSION TO MAY 2016 - LENA MOWLEM TO PUBLIC ARTS COMMISSION TO AUGUST 2016 BOARD ACTION REQUESTED: Ratify reappointments as indicated above. 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 Council Check Register - 1 10/03/13 Check Dates - 9/25/13 - 10/8/13 Check NumbE Check Issue Date Amount Vendor Account Description 177762 10/8/2013 341.06 ACE HARDWARE A/P - Received not Vouchered 177763 10/8/2013 1,500.00 ALBERS, LANCE Other Professional Services 177764 10/8/2013 90.85 AMERICAN FAMILY INS CO. Life Insurance 177765 10/8/2013 3,313.00 AMERICAN LEGAL PUBLISHING CORP Operating Supplies 177766 10/8/2013 146.20 AMERIPRIDE SERVICES Contractual R &M 177767 10/8/2013 348.38 ARCTIC GLACIER PREMIUM ICE INC. Cost of Sales - Miscellaneous 177768 10/8/2013 31.00 ARNDT, WILLIAM Recognition Dinner 177769 10/8/2013 566.00 ARNESON DISTRIBUTING CO Cost of Sales - Beer 177770 10/8/2013 157.05 ARROW TERMINAL LLC Shop Supplies 177771 10/8/2013 95.00 ASHLEY RAEDEL- PERSIAN Rentals- Building 177772 10/8/2013 2,857.14 AUTOMATIC SYSTEMS CO Equipment Parts 177773 10/8/2013 90.00 AWWA- MINNESOTA SECTION Travel /Conference Expense 177774 10/8/2013 1,135.44 B & C PLUMBING & HEATING INC Contractual R &M 177775 10/8/2013 3,703.55 B. W. WELDING A/P - Received not Vouchered 177776 10/8/2013 50.00 BARCODE GIANT Machinery & Equipment 177777 10/8/2013 431.30 BENNETT MATERIAL HANDLING A/P - Received not Vouchered 177778 10/8/2013 350.73 BERGER PLUMBING HEATING AC Contractual R &M 177779 10/8/2013 117.00 BERNICK'S Cost of Sales - Miscellaneous 177780 10/8/2013 102.50 BETTER HALF EMBROIDERY Uniforms & Personal Equip 177781 10/8/2013 838.00 BLACK HILLS AMMUNITION Operating Supplies 177782 10/8/2013 13,111.25 BRAUN INTERTEC CORP Other Professional Services 177783 10/8/2013 202.00 BT LOCK & KEY Contractual R &M 177784 10/8/2013 1,753.82 BUSINESSWARE SOLUTIONS Operating Supplies 177785 10/8/2013 19,211.70 C & L DISTRIBUTING Case Deposits 177786 10/8/2013 637.20 CALIFORNIA CONTRACTORS SUPPLIES Safety Supplies 177787 10/8/2013 4,077.93 CARS ON PATROL SHOP LLC Contractual R &M 177788 10/8/2013 720.66 CENTRAL HYDRAULICS Equipment Repair 177789 10/8/2013 309.63 CENTRAL MCGOWAN Operating Supplies 177790 10/8/2013 223.64 CENTRAL TURF & IRRIGATION SUPPLY Contractual R &M 177791 10/8/2013 313.00 COLLINS BROTHERS Cost of Sales - Miscellaneous 177792 10/8/2013 1,164.21 COMMISSIONER OF TRANSPORTATION Other Professional Services 177793 10/8/2013 112.22 CREEKSIDE SOILS Operating Supplies 177794 10/8/2013 697.37 CROW RIVER AUTO & TRUCK REPAIR Equipment Repair 177795 10/8/2013 2,700.00 CROW RIVER OFFICIALS ASSN Other Professional Services 177796 10/8/2013 425.06 CROW RIVER PRESS INC Printing & Publishing 177797 10/8/2013 2,449.58 CUMMINS NPOWER LLC Other Professional Services 177798 10/8/2013 84.05 DAAK REFRIGERATION Contractual R &M 177799 10/8/2013 9,161.65 DAY DISTRIBUTING Cost of Sales - Beer 177800 10/8/2013 1,200.00 DOG -N -IT -PARKS Operating Supplies 177801 10/8/2013 102.01 DOMINO'S PIZZA Operating Supplies 177802 10/8/2013 1,259.85 DPC INDUSTRIES INC Chemicals & Chemical Products 177803 10/8/2013 13.40 DROP -N -GO SHIPPING INC A/P - Received not Vouchered 177804 10/8/2013 339.32 DUECO Equipment Parts 177805 10/8/2013 2,225.20 DUFF BRUSH LLC A/P - Received not Vouchered 177806 10/8/2013 34.19 DUNDEE Flowers Employee 177807 10/8/2013 420.67 DYNA SYSTEMS Repair & Maintenance Supplies 177808 10/8/2013 488.87 E2 ELECTRICAL SERVICES INC Equipment Parts 177809 10/8/2013 137.87 ECOLAB PEST ELIMINATION A/P - Received not Vouchered 177810 10/8/2013 69.39 ECONO FOODS Meetings In House 177811 10/8/2013 192.00 ELECTRO WATCHMAN Contractual R &M 177812 10/8/2013 500.00 EMPIRE PIPE SERVICES Contractual R &M 177813 10/8/2013 247.90 FASTENAL COMPANY A/P - Received not Vouchered 177814 10/8/2013 534.38 FENSKE'S STUMP REMOVAL Contractual R &M 177815 10/8/2013 168.40 FIRST CHOICE FOOD & BEVERAGE SOLUTION' Operating Supplies 177816 10/8/2013 140.55 G & K SERVICES Operating Supplies 177817 10/8/2013 293.60 GEB ELECTRICAL INC Contractual R &M 177818 10/8/2013 567.90 H.A. R.T. Deferred Compensation 177819 10/8/2013 81.02 HANSEN GRAVEL Operating Supplies 177820 10/8/2013 3,690.00 HANSON & VASEK CONSTRUCTION Contractual R &M 177821 10/8/2013 4,768.50 HARRELL'S A/P - Received not Vouchered 177822 10/8/2013 2,201.03 HEWLETT - PACKARD CO Small Tools & Minor Equipment 177823 10/8/2013 332.60 HILLYARD / HUTCHINSON Cleaning Supplies 177824 10/8/2013 5,353.46 HJERPE CONTRACTING Contractual R &M 177825 10/8/2013 1,015.00 HOLT PETERSON CHARTER BUS Senior Tours 177826 10/8/2013 1,457.00 HUTCHINSON AREA HEALTH CARE Common Area Maintenance 177827 10/8/2013 57.00 HUTCHINSON LEADER Dues & Subscriptions 177828 10/8/2013 700.00 HUTCHINSON SENIOR ADVISORY BOARD Operating Supplies 177829 10/8/2013 378.82 HUTCHINSON WHOLESALE A/P - Received not Vouchered 177830 10/8/2013 15.00 HUTCHINSON, CITY OF Property Taxes 177831 10/8/2013 395.00 ICE SKATING INSTITUTE Dues & Subscriptions 177832 10/8/2013 795.90 INTERSTATE BATTERY SYSTEM MINNEAPOLIS Shop Supplies 177833 10/8/2013 584.39 JACK'S UNIFORMS & EQUIPMENT Uniforms & Personal Equip 177834 10/8/2013 200.00 JAMIE MASKREY - KAPSKY Rentals- Building 177835 10/8/2013 71.35 JAY MALONE MOTORS Equipment Repair 177836 10/8/2013 2,091.44 JEFF MEEHAN SALES INC. Accrued Payable - Commissions 177837 10/8/2013 209.92 JIM'S GARDEN SERVICE Other Professional Services 177838 10/8/2013 543.30 JJ TAYLOR DIST OF MN Freight 177839 10/8/2013 805.31 JOANIE'S CATERING Recognition Dinner 177840 10/8/2013 87.55 JOCHUM, DANIEL Travel /Conference Expense 177841 10/8/2013 35,285.32 JOHNSON BROTHERS LIQUOR CO. Cost of Sales - Miscellaneous 177842 10/8/2013 200.00 JORDAHL, JIM Operating Supplies 177843 10/8/2013 21,594.34 JUUL CONTRACTING CO Contractual R &M 177844 10/8/2013 23,948.77 KNIFE RIVER Other Professional Services 177845 10/8/2013 3,090.42 KRIS ENGINEERING Equipment Parts 177846 10/8/2013 166.35 L & P SUPPLY CO Equipment Repair 177847 10/8/2013 604.90 LAMPLIGHTER II Recognition Dinner 177848 10/8/2013 255.00 LANDSCAPE CONCEPTS INC Contractual R &M 177849 10/8/2013 120.00 LARSON, QUENTIN Travel /Conference Expense 177850 10/8/2013 69.41 LOCATORS & SUPPLIES Safety Supplies 177851 10/8/2013 22,548.45 LOCHER BROTHERS INC Cost of Sales - Beer 177852 10/8/2013 6,336.00 LOGIS Other Professional Services 177853 10/8/2013 360.00 LUEDTKE CONTRACTING LLC Improv other than Buildings 177854 10/8/2013 2,296.19 LYNDE & MCLEOD INC A/P - Received not Vouchered 177855 10/8/2013 45.10 MAIN STREET SPORTS BAR Operating Supplies 177856 10/8/2013 131.50 MANZANITA MICRO LLC Repair & Maintenance Supplies 177857 10/8/2013 10,000.00 MARK BETKER CONSTRUCTION LLC Loan 177858 10/8/2013 30.00 MAUS, ARDIS Other Revenues 177859 10/8/2013 35.00 MCFOATREASURER D BUCHHOLTZ Dues & Subscriptions 177860 10/8/2013 61,005.00 MCLEOD COUNTY AUDITOR - TREASURER Other Professional Services 177861 10/8/2013 300.00 MCLEOD COUNTY COURT ADMINISTRATOR Bail 177862 10/8/2013 63.84 MEHR, BRIAN Travel /Conference Expense 177863 10/8/2013 90.32 MENARDS HUTCHINSON Small Tools & Minor Equipment 177864 10/8/2013 337.00 MID -STATE ROLL -OFF SERVICE Small Tools & Minor Equipment 177865 10/8/2013 166.51 MINI BIFF Equipment Rental 177866 10/8/2013 72.90 MINNEAPOLIS, CITY OF Other Professional Services 177867 10/8/2013 700.00 MINNESOTA RECREATION & PARK ASSN Travel /Conference Expense 177868 10/8/2013 700.00 MINNESOTA STATE FIRE CHIEFS ASSN Travel /Conference Expense 177869 10/8/2013 527.80 MINNESOTA VALLEY TESTING LAB Other Professional Services 177870 10/8/2013 249.22 MOORE, ERIC Travel /Conference Expense 177871 10/8/2013 886.19 M -R SIGN Sign Repair Materials 177872 10/8/2013 155.94 MUELLERLEILE, SONJA Travel /Conference Expense 177873 10/8/2013 681.42 NAGY, RICHARD Travel /Conference Expense 177874 10/8/2013 352.00 NCPERS LIFE INS. Life Insurance 177875 10/8/2013 97.50 NEW FRANCE WINE Cost of Sales - Wine 177876 10/8/2013 4,507.76 NU- TELECOM Phone Services 177877 10/8/2013 339.70 OFFICE DEPOT Office Supplies 177878 10/8/2013 1,631.50 PAUSTIS & SONS WINE CO Freight 177879 10/8/2013 21,110.12 PHILLIPS WINE & SPIRITS Cost of Sales - Wine 177880 10/8/2013 226.00 PIONEER MANUFACTURING CO Sign Repair Materials 177881 10/8/2013 34.00 POLLMANN, SARA Refunds & Reimbursements 177882 10/8/2013 1,500.00 POSTMASTER Postage 177883 10/8/2013 1,465.56 PRIDE SOLUTIONS INC A/P - Received not Vouchered 177884 10/8/2013 81.11 PRO AUTO MN INC. Equipment Repair 177885 10/8/2013 1,512.28 PRO CARE SERVICES INC Contractual R &M 177886 10/8/2013 63.27 QUADE ELECTRIC Contractual R &M 177887 10/8/2013 4,982.99 QUALITY FLOW SYSTEMS Contractual R &M 177888 10/8/2013 26.79 QUILL CORP Cleaning Supplies 177889 10/8/2013 289,957.41 R & R EXCAVATING Improv other than Buildings 177890 10/8/2013 938.60 R.J.L. TRANSFER Freight 177891 10/8/2013 74.12 RDO EQUIPMENT CO. A/P - Received not Vouchered 177892 10/8/2013 4,025.84 REINER ENTERPRISES INC Freight 177893 10/8/2013 5,110.35 RIDGEWATER COLLEGE Travel /Conference Expense 177894 10/8/2013 427.45 ROYALTIRE Tire Repair 177895 10/8/2013 895.03 RUNNING'S SUPPLY Repair & Maintenance Supplies 177896 10/8/2013 342.81 S ROBERTS CO Equipment Parts 177897 10/8/2013 528.16 SAM'S CLUB Operating Supplies 177898 10/8/2013 193.75 SAM'S TIRE SERVICE A/P - Received not Vouchered 177899 10/8/2013 1,035.25 SCHMELING OIL CO Motor Fuels & Lubricants 177900 10/8/2013 34.00 SCHUCH, VICKIE Refunds & Reimbursements 177901 10/8/2013 64.13 SCOTT'S WINDOW CLEANING SERVICE Contractual R &M 177902 10/8/2013 155.67 SEBORA, MARC Travel /Conference Expense 177903 10/8/2013 1,370.00 SEH Other Professional Services 177904 10/8/2013 150.00 SHAW, KAREN Other Professional Services 177905 10/8/2013 44.60 SHRED -IT USA INC- MINNEAPOLIS Refuse - Recycling 177906 10/8/2013 8,647.92 SIMPLE BENEFIT PLAN ADM LLC Admin Fees - Dental 177907 10/8/2013 663.50 SIMPLEXGRINNELL LP Repair & Maintenance Supplies 177908 10/8/2013 900.00 SOIL CONTROL LAB A/P - Received not Vouchered 177909 10/8/2013 101.23 SONORA'S Operating Supplies 177910 10/8/2013 25,169.63 SOUTHERN WINE & SPIRITS OF MN Freight 177911 10/8/2013 75.00 SOUTHWEST MN CHAPTER OF ICC Refunds & Reimbursements 177912 10/8/2013 1,287.82 STAPLES ADVANTAGE Office Supplies 177913 10/8/2013 79.30 STAR TRIBUNE Dues & Subscriptions 177914 10/8/2013 545.59 STRATEGIC EQUIPMENT Operating Supplies 177915 10/8/2013 5,973.62 STREICH TRUCKING Freight 177916 10/8/2013 1,532.59 STREICHERS Operating Supplies 177917 10/8/2013 12,800.00 SUPERIOR HOME EXTERIORS Loan 177918 10/8/2013 25.00 TAPS -LYLE SCHROEDER Other Professional Services 177919 10/8/2013 1,794.84 TESSMAN COMPANY Chemicals & Chemical Products 177920 10/8/2013 250.00 TIM OLSON Rentals- Building 177921 10/8/2013 33.60 TOWN & COUNTRY TIRE Equipment Repair 177922 10/8/2013 24,258.98 TREBELHORN & ASSOC Motor Fuels & Lubricants 177923 10/8/2013 924.00 TRUE AMERICAN LOGISTICS LLC Freight 177924 10/8/2013 169.35 TWIN CITY FILTER SERVICE INC Repair & Maintenance Supplies 177925 10/8/2013 797.30 TWIN CITY GARAGE DOOR CO Contractual R &M 177926 10/8/2013 263.77 TWO WAY COMMUNICATIONS INC A/P - Received not Vouchered 177927 10/8/2013 4,328.44 U.S. WATER SERVICES 177928 10/8/2013 120.00 UNIVERSITY OF MINNESOTA 177929 10/8/2013 160.00 UNIVERSITY OF MINNESOTA 177930 10/8/2013 1,265.59 USPS - HASLER 177931 10/8/2013 69.95 VERTECH SOLUTIONS & SERVICES 177932 10/8/2013 9,677.80 VIKING BEER 177933 10/8/2013 2,349.83 VIKING COCA COLA 177934 10/8/2013 529.03 VIKING SIGNS & HOPE CENTER 177935 10/8/2013 48.07 WAL -MART COMMUNITY 177936 10/8/2013 929.20 WINE COMPANY, THE 177937 10/8/2013 1,303.55 WINE MERCHANTS INC 177938 10/8/2013 39,040.41 WIRTZ BEVERAGE MINNESOTA 177939 10/8/2013 7,615.20 WM MUELLER & SONS 177940 10/8/2013 3,363.33 WORK CONNECTION, THE 177941 10/8/2013 100.60 ZACKRISON, BRENDA 177942 10/8/2013 444.60 ZARNOTH BRUSH WORKS INC Grand Totals: 802,357.54 Chemicals & Chemical Products Travel /Conference Expense Travel /Conference Expense Postage Contractual R &M Case Deposits Concession Supplies Machinery & Equipment Operating Supplies Freight Cost of Sales - Wine Cost of Sales - Liquor Improv other than Buildings Other Professional Services Travel /Conference Expense Equipment Repair HUTCHINSON CITY COUNCIL ci =W-f 0"'N Request for Board Action 79 Agenda Item: Authorization to Begin a Quiet Title Action Concerning Burns Manor Property Department: legal LICENSE SECTION Meeting Date: 10/8/2013 Application Complete N/A Contact: Marc Sebora Agenda Item Type: Presenter: Marc Sebora Reviewed by Staff ❑ New Business Time Requested (Minutes): 10 License Contingency N/A Attachments: No BACKGROUND /EXPLANATION OFAGENDA ITEM: In November of 2012 the Council authorized the transfer of the Burns Manor property to Hutchinson Health. As part of the survey and other due diligence items that were conducted in preparation for the closing, it was discovered that a landowner adjacent to the parcel of property which contained the nursing home building had erected a swingset and appeared to be mowing over the property line onto city owned property. The adjoining property owners are Dustin and Allison Heilman of 75 North High Drive. The City's duty under the transfer agreement is to convey title to the hospital "free and clear of all liens and encumbrances ". Obviously, the use of the City's land by the Heilman's would constitute an encumbrance upon the title to the land and, as such, it is the duty of the City then to correct this defect in the title. This situation could be remedied if the Heilmans would sign a quitclaim deed giving up any claim of ownership or interest in the City's property. I sent such a deed to the Heilmans to sign on August 20th and September 27th . In my September 27th letter I informed the Heilmans that the signed deed needed to be returned to the City by the close of business on October 2nd or I would ask the City Council to authorize legal action to clear any encumbrances on the Burns Manor parcel. No deed was returned. Therefore, I would ask that the City Council authorize me to institute a quiet title action in McLeod County District Court against the Heilmans and any other persons who may be claiming an interest in the Burns Manor property so that clear title can be transfered to the hospital. BOARD ACTION REQUESTED: Authorize the commencement of legal proceedings to eliminate all encumbrances to the Burns Manor Property Fiscal Impact: $ 0.00 Funding Source: NA FTE Impact: 0.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: NA Remaining Cost: $ 0.00 Funding Source: NA au �t lk A zum,n ZM Out A 3 a z h tt13 +�3 175 1293 75 <--- are.ck- I n Cj'► 5 P Lj-+e NORTH HIGH OR NF m 34 ES 55 69 116 w N io A 78 2 19B 126 134 14 1% Z n r 2 M 210 Q a � w I 117.5 35 45 c5 15 125 1% Z, ` 5`' 195 115 435 145 11D4'4 1145 MINUTES Regular Meeting — Hutchinson Utilities Commission Wednesday, August 28, 2013 Call to order — 3:00 p.m. President Bordson called the meeting to order. Members present: President Bordson, Vice President Leon Johnson; Secretary Monty Morrow; Commissioner Craig Lenz; Commissioner Anthony Hanson; General Manager Michael Kumm; Attorney Marc Sebora. Guests: City Administrator Jeremy Carter; Mark Girard. 1. Approve Minutes of July 31, 2013 Regular Meeting The minutes of the July 31, 2013 regular meeting were reviewed. After discussion, a motion was made by Commissioner Hanson, seconded by Secretary Morrow to approve the July 31, 2013 regular meeting minutes. Motion was unanimously carried. 2. Recognition to Leon Johnson for Years of Service On behalf of the Hutchinson Utilities Commission, President Bordson and GM Kumm presented Leon Johnson with a meter lamp in appreciation for his years of service to the Commission. 3. Ratify Payment of Bills for July 2013 The July 2013 payables were discussed. A motion was made by Commissioner Lenz, seconded by Vice President Johnson to ratify the payment of bills in the amount of $2,930,079.33 (detailed listing in payables book). Motion was unanimously carried. 4. Approve Financial Statements /Budget Year to Date Jared Martig presented the July 2013 financial statements /budget year -to -date. After discussion, a motion was made by Commissioner Lenz, seconded by Commissioner Hanson to approve the financial statements /budget year -to -date. Motion was unanimously carried. 5. Approve Changes to Policies and Requirements Booklet GM Kumm presented changes to the policies and requirements booklet, sections: • Deposit Requirement — Residential • Deposit Requirement — Commercial /Industrial • Terminating Electric /Natural Gas Service by Customer (Above Three Sections Tabled at the July 31, 2013 Regular Commission Meeting) • Disconnection of Residential Services by HUC • Disconnection of Commercial Services by HUC • Cold Weather Rule No changes recommended for sections: deposit requirement — residential; and Cold Weather Rule. 1 Jan Sifferath explained changes made to the deposit requirement - commercial /industrial were due to losing revenue. Changes made to section: terminating electric /natural gas service by customer were for clarification. Changes recommended to sections: disconnection of residential and disconnection of commercial services by HUC were made for clarification and consistency along with adding a paragraph stating, "In the event that the customer pays after the deadline given on the disconnect letter, and the payment is processed before physical disconnection, a $40 Removal from Disconnect List Fee will be applied to their account." This allows HUC to cancel physical disconnection, however as the customer still paid late, the $40 fee will be charged for the administration of the disconnect list. A motion was made by Vice President Johnson, seconded by Commissioner Lenz to approve the changes to the policies and requirements booklet. Motion was unanimously carried. (Changes attached.) 6. Approve Changes to Exempt and Non - Exempt Handbooks Jan Sifferath presented changes to the exempt and non - exempt handbooks, sections: • Absolve Community Advertising • Petty Cash Staff requested section: community advertising be rescinded, as it has never been followed and it is against Minnesota State Statute. No recommended changes to section: petty cash. A motion was made by Secretary Morrow, seconded by Commissioner Hanson to approve the changes to the exempt and non - exempt handbooks. Motion was unanimously carried. (Changes attached.) 7. Approve PILOT Resolution President Bordson presented HUC Resolution #1010 Redefining the Annual Contribution to the City of Hutchinson in Lieu of Taxes between the Hutchinson Utilities Commission and the City of Hutchinson. After discussion, a motion was made by Commissioner Lenz, seconded by Commissioner Hanson to approve HUC Resolution #1010 Redefining the Annual Contribution to the City of Hutchinson in Lieu of Taxes between the Hutchinson Utilities Commission and the City of Hutchinson. Motion was unanimously carried. (Resolution #1010 attached.) 8. Approve Professional Services Agreement with Dave Berg Consulting Commissioner Hanson presented the Professional Services Agreement and Task Order #1 with Dave Berg Consulting. Commissioner Hanson explained he and Secretary Morrow were assigned last month to the 3M Generation subcommittee, and they have recommended Dave Berg Consulting as an outside resource to provide consulting services to assist in the identification and development of 2 potential strategies within the industrial rate class to Hutchinson Utilities Commission. A motion was made by Vice President Johnson, seconded by Commissioner Lenz to approve the professional services agreement and task order #1 with Dave Berg Consulting. Motion was unanimously carried. (Agreement and Task Order #1 attached.) 9. Approve Requisition #5526 for Wartsila Emission Control Randy Blake presented requisition #5526 for Wartsila emission control in the amount of $49,725.25 for Wartsila. After discussion, a motion was made by Commissioner Hanson, seconded by Secretary Morrow to approve requisition #5526 for Wartsila emission control. Motion unanimously approved. (Requisition attached.) 10. Discussion on Purchasing Strategies for Unit 6 (Attorney Sebora) (Tabled at the July 31, 2013 Regular Commission Meeting) This agenda item was tabled last month due to Attorney Sebora's absence. Attorney Sebora explained HUC may consider two options to make the purchasing of future generation sets more cost effective by being exempt from the bidding process: 1) through a joint action agency; or 2) if there is a guaranty of an energy savings payback, paying for the unit over a period not longer than 20 years. After discussion, the Board requested GM Kumm and Attorney Sebora to research these options further. This agenda item was tabled until next regular commission meeting. 11. Discuss Charter for HUC Commissioner Position as it Relates to Living Outside City Limits for One Position President Bordson requested the Board's consideration of one commissioner position being filled by someone living outside city limits but inside HUC service territory, in case it may be difficult in the future to find someone who directly lives within city limits to serve on the Board. After discussion, the Board requested Attorney Sebora communicate this suggestion to the Charter Committee. Attorney Sebora will report back to the Board. 12. Committee Discussion Nothing to report. 13. Communication from the City Administrator City Administrator Carter reported: • Jefferson Street project to be complete this fall. • Various City and school parking lots have been paved and restriped. • South Grade Road bridge project is approximately three to behind schedule. • Depot project — building is re- attached to foundation. • Preliminary levy meeting September 10. • Pool and recreation facility workshop on September 24. • City going through software conversion now through November. 3 are being four weeks • City will be evaluating Hutchinson airport operations. Division Reports Natural Gas — John Webster • Natural gas division is working on Jefferson Street Southeast relocating gas distribution main. • Thank you to Jared Martig, Roberta Yates and Jason Sturges on doing a great job in supplying materials for City of Brownton project on time. • Brownton's natural gas system is functioning; waiting for electricity to be installed. Electric — Randy Blake • Fence has been installed at plant 1.1 • Stacks for units 3 and 4 are installed. • Contractor was onsite to work on auxiliary boiler at plant 2. Business — Jan Sifferath • Testing continues on Infinity.Link with an internal "go -live" date of September 3. Will do additional advertising in September. • HUC has collected over $10,000 with the assistance of Revenue Recapture. Finance — Jared Martig • Spoke with Dave Berg regarding the professional services agreement. • Received letter for a sales tax audit. 14. Legal Update Nothing to report. Unfinished Business • Discuss Separate Business Unit for Wholesale Business Nothing to report • Discuss Pre -Pay for Natural Gas Nothing to report • PILOT Committee Recommendation Approved resolution #1010 in agenda item #7. New Business None 11 There being no further business, a motion was made by Commissioner Lenz, seconded by Vice President Johnson to adjourn the meeting at 4:23 p.m. Motion was unanimously carried. ATTEST: Dwight Bordson, President 5 Monty Morrow, Secretary v f` October is Fire Prevention Month To: The Resident's of the Hutchinson Fire Department District, City Councils, Township Supervisors, and Visitors to the City of Hutchinson web -site From: Brad Emans, Fire Chief Date: 10/01/2013 This is the official monthly report on the various activities of the Hutchinson Fire Department for September 2013. Fire Department ResponsF The Fire Department responded to 25 emergency calls for service in the month of September. "Fire rrr -F ;-- A "fire officer only" responded to 7 calls in September saving the Hutchinson Fire District the cost of a "general" alarm estimated at $1,274.00 for the month. Response Time: First Truck "Out of the Door ": September — 3 minutes 2 seconds. Example of a Few of the Calls your FD responded to: Firefighters responded to a residential structure fire in the southeast part of the city. A passerby noticed smoke coming from around front door and notified the fire department. The resident had placed multiple pizzas in the oven earlier in the morning and then decided to lie down on the couch; the resident had to be pulled from the building as heavy smoke filled the building. The building was ventilated, checked with the TIC (Thermal Imaging Camera), and the stove ultimately removed from the building; • Firefighters responded to a call that a large tree fell on a moving vehicle during a sever wind storm. Upon arrival firefighters found that a tree had fallen on the roof and hood of a pick -up truck with one passenger inside. Firefighters assisted paramedics in removing the victim; • A Fire Officer responded to a call that a 5 gallon bucket of paint fell off a truck, and then spilled on a busy street in the southwest part of the city. The street was blocked to avoid any more vehicles driving through the paint and then used absorbent on the spill; • A Fire Officer responded to a potential natural gas leak in a residential house in the southeast part of the city. The Fire Officer checked the building and found two leaks in the gas pipes in the basement; • A Fire Officer responded to a CO /Smoke Detector activation in the rural district, upon arrival all of the alarms in the house were activated. After it was determined that no CO was present the investigation as to why the alarms activated started. It was determined that the water fountain built into the refrigerator in the kitchen had leaked through the floor into a combination CO /Smoke detector in the basement. FYI - Water will activate them! Type of the Calls for the Montl City Type of Call Number Residential 2 Commercial /Industrial 2 Multi - Family 3 School 0 Grass 1 Medical 0 CO 1 Rescue 3 Haz -Mat Leak/Spill 2 Vehicle 1 Sky -Warn 0 Mutual Aid 0 Total 15 Structure Fires 1 Arson 0 • Page 2 Rural T.E. -..-: _,F `"1II Numbi- Residential 1 Commercial / Industrial 1 School 0 Farm Building 0 Grass 0 Medical 6 CO 0 Rescue 1 Haz -Mat Leak/Spill 0 Vehicle 1 Mutual Aid 0 Total 10 Structure Fires 0 Arson 0 Training: Firefighters Trained on the Following Topics /Equipment: • Firefighters completed another 4 hour medical refresher class. The focus was on lacerations and a new product called "quick clot" used to stop life threatening bleeding. The product was initially developed for use in the field of combat; • Firefighters did some season ending "refresher' water pumping at various locations around the city. As the weather gets cold we limit our water movement training as we do not want to create ice slicks on streets or parking lots. Fire Prevention f Public Relations f Other Intormation: • This is the time of year to make sure that your CO (Carbon Monoxide) detector is operational; the heating season is unfortunately upon us. The Minnesota State Law requires ALL residential property to have a CO detector with -in 10 feet of every sleeping room; • The FD participated in the annual "Big Toys for Little Kids" held at the Hutchinson High School. The kids are always fascinated by the big equipment used in farming, construction and emergency service; • The FD participated in a local churches 50th Anniversary as part of their educational section; • The FD held their annual "Open House" for the public. This year the focus was on "auto extrication" or removing the vehicle from the victim, and "car fires ". We were • Page 3 very pleased with the large crowd that came down to the station to see their fire department. Measurements: 1. Number of calls that required more than one engine, four firefighters and one IC in September: 9 2. Number of Calls that required investigation in September: 1 3. Estimated dollars "saved" in property (building and contents) by the fire department response for the month of September: $120,000 4. Estimated dollars "lost" in property (building and contents) to fire in September: $500 • Page 4 Weed Notices Monthly Report September 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 Number of properties cleared by City order 2 0 Number of properties pending compliance at month's end 1 Properties that were ordered to be cleared by the City House Street Quadrant Property Owner City PID Maria Elena Rojas De Barragan 304 11th Ave 791 California St NW Worthington, MN 56187 36- 117 -30 -06 -0310 Jamie Anderson 854 Merrill St SW 854 Merrill St SW Hutchinson, MN 55350 01- 116 -30 -16 -0380