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cp11-12-2014No Workshop AGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL WEDNESDAY, NOVEMBER 12, 2014 1. CALL TO ORDER — 5:30 P.M. 2. INVOCATION — Oak Heights Covenant Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY PUBLIC COMMENTS 6. MINUTES �a) REGULAR MEETING OF OCTOBER 28, 2014 b) SPECIAL MEETING OF OCTOBER 31, 2014 [Action] — Move to approve/reject the minutes of the regular meeting of October 28, 2014, and special meeting of October 31, 2014 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.) 5 min. (a) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 14353 —RESOLUTION AMENDING RESOLUTION NO. 14321 — ADOPTING CORRECTION OF LEGAL DESCRIPTION (b) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS - CHANGE ORDER NO. 4 — LETTING NO. 3, PROJECT NO. 14-03 (2014 PAVEMENT MANAGEMENT PROGRAM) - CHANGE ORDER NO. 3 — LETTING NO. 1, PROJECT NO. 14-01 (JEFFERSON STREET) (c) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDER NO. 2 FOR BURICH ARENA REFRIGERATION REPLACEMENT PROJECT (d) CONSIDERATION FOR APPROVAL OF REVISIONS TO ASSESSMENT ROLL FOR 2014 PAVEMENT MANAGEMENT PROGRAM PROJECT (e) CONSIDERATION FOR APPROVAL OF ITEMS FOR 2ND AVENUE SE RECONSTRUCTION PROJECT — LETTING NO. 1, PROJECT NO. 15-01 (ORDERING PREPARATION OF REPORT ON IMPROVEMENT, RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT) (f) CONSIDERATION FOR APPROVAL OF ITEMS FOR AUTOMATIC WATER METER READING IMPLEMENTATION PROJECT — LETTING NO. 7, PROJECT NO. 15-07 (ORDERING PREPARATION OF REPORT ON IMPROVEMENT, RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT) (g) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A CITY COUNCIL AGENDA NOVEMBER 12, 2014 [Action] — Motion to approve/rej ect those items contained under the consent agenda. 7A. CONSENT AGENDA (a) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B [Action] — Motion to approve/reject Council Check Register B 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS, REQUESTS AND PETITIONS (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) 10. UNFINISHED BUSINESS 11. NEW BUSINESS 30 min. (a) CONSIDERATION FOR APPROVAL OF ENTERING INTO CONTRACT WITH B S &A FOR SOFTWARE SERVICES [Action] — Motion to approve/deny entering into contract with BS&A for software services 10 min. (b) CONSIDERATION FOR APPROVAL OF FULL ACQUISITION OF MN/DOT WATER STREET TRUCK GARAGE PROPERTY [Action] — Motion to approve/deny full acquisition of Mn/DOT Water Street truck garage property 5 min. (c) CONSIDERATION FOR APPROVAL OF LETTER OF SUPPORT FOR DAKOTA RAIL TRAIL STUDY AND PRELIMINARY DESIGN GRANT APPLICATION [Action] — Motion to approve/deny letter of support for Dakota Rail trail study and preliminary design grant application 10 min. (d) DISCUSSION OF HUTCHINSON UTILITIES COMMISSION INDUSTRIAL RATE REDUCTION AND CONSIDERATION OF POSSIBLE ACTION [Action] - 10 min. (e) CONSIDERATION FOR APPROVAL OF SETTING 2015 HUTCHINSON UTILITIES COMMISSION FINANCIAL TRANSFER [Action] — Motion to approve/deny reduction of Hutchinson Utilities Commission financial transfer 5 min. (f) CANVASS ELECTION RESULTS FROM MUNICIPAL ELECTION HELD NOVEMBER 4, 2014 [Action] — State results and declare winners 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items.) (a) RESOURCE ALLOCATION COMMITTEE MEETING MINUTES FROM OCTOBER 7, 2014 13. MISCELLANEOUS 14. ADJOURN 2 MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, OCTOBER 28, 2014 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Gary Forcier, Mary Christensen, Bill Arndt and Chad Czmowski. Others present were Marc Sebora, Interim City Administrator, Kent Exner, City Engineer and Jody Winters, Attorney 2. INVOCATION — Pastor Scott Grorud, Faith Lutheran Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS Robert Hantge, 1210 Lewis Avenue, presented before the Council. Mr. Hantge asked if the item under 11(a), Review of Hutchinson Utilities Commission Industrial Rates Revisions, would be a question and answer time for the public or if that would be presented by HUC only. Mayor Cook responded that it would not be a public hearing opportunity so that this would be the time for any comments. Mr. Hantge also noted that at the last meeting Marc Sebora, Interim City Administrator, was explaining conflicts of interest however he was cut off during his explanation. Mr. Sebora clarified that what he has consistently stated is that a council member would need to have a direct financial benefit from a decision made in order for there to be a true conflict of interest. Mr. Hantge recognized that a council member does not have a conflict of interest by merely holding employment, but rather if they own stock in a company. Mr. Sebora stated that wasn't necessarily true and again stated that a council member would need to have a direct financial benefit gain from a decision made. Marlin Torgerson, 1245 Rolling Oaks Lane, presented before the Council. Mr. Torgerson noted that he is a member of the Charter Commission. Mr. Torgerson spoke about the annual transfer made from HUC to the City. Mr. Torgerson cited Section 11.05 of the City Charter which he said stated that the HUC and the City should mutually agree on transfers to the general fund. Mr. Torgerson noted that the mayor stated at the last meeting that not all funds from the transfer go to the general fund. Mr. Torgerson stated that Mayor Cook also stated that the transfers have decreased over the years, however Mr. Torgerson stated that in 2005 the transfer was around $900,000 and this year it was over $1 million. Mr. Torgerson spoke about the Hutchinson Leader being pleased that the industrial rates would be reduced as it may invite more industries to move into the city. Mr. Torgerson noted that only 3M and HTI fit into the industrial rate class that is being proposed to be revised. 6. MINUTES �a) SPECIAL MEETING OF OCTOBER 10, 2014 b) REGULAR MEETING OF OCTOBER 14, 2014 (c) SPECIAL MEETING OF OCTOBER 22, 2014 Motion by Arndt, second by Christensen, to approve minutes of the regular and special meetings of October 10, 14, and 22, 2014. Motion carried unanimously. 7. CONSENT AGENDA (Purpose: only for items requiring Council approval by external entities that would otherwise have been delegated to the City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 14341 - RESOLUTION AUTHORIZING EXECUTION OF GRANT AGREEMENT WITH THE MINNESOTA DEPARTMENT OF PUBLIC SAFETY FOR TRAFFIC SAFETY ENFORCEMENT PROJECTS CITY COUNCIL MINUTES OCTOBER 28, 2014 2. RESOLUTION NO. 14342 — RESOLUTION CERTIFYING SPECIAL ASSESSMENTS TO MCLEOD COUNTY 3. ORDINANCE NO. 14-734 — AN ORDINANCE AMENDING SECTION 112.056 OF THE HUTCHINSON CITY CODE PERTAINING TO RESTRICTIONS OF OPEN CONTAINERS (SECOND READING AND ADOPTION) 4. ORDINANCE NO. 14-735 —AN ORDINANCE AMENDING SECTION 112.025 OF THE HUTCHINSON CITY CODE PERTAINING TO LICENSED PREMISES (SECOND READING AND ADOPTION) (b) PLANNING COMMISSION ITEM CONSIDERATION OF PRELIMINARY AND FINAL PLAT OF MENARD THIRD ADDITION AND SITE PLAN APPROVAL FOR 1450 MONTREAL STREET SE, SUBMITTED BY VINCENT DRIESSEN, APPLICANT, WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14336) (c) AMENDMENT TO SUBDIVISION AGREEMENT OF FAIRWAY ESTATES SECOND ADDITION (d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A Item 7(b)l and 7(c) were pulled for separate discussion. Motion by Czmowski, second by Arndt, to approve those items contained under the consent agenda except for the items noted above. Motion carried unanimously. Item 7(b)1 had further discussion. Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that Item (g) on the Resolution had a typographical error and should read "developed" as opposed to "development". Motion by Czmowski, second by Christensen, to approve Item 7(b)1 as amended. Motion carried unanimously. Item 7(c) had further discussion. Kent Exner, City Engineer, explained that a minor revision had been made to the subdivision agreement. These revisions include language that was inadvertently removed from the agreement that was in the original subdivision agreement which states that sanitary sewer or water mains and sewer lines are the subdivision's responsibility. In addition, language was struck regarding gas utilities. Motion by Arndt, second by Cook, to approve Item 7(c) with the amended agreement. Motion carried unanimously. 7A. CONSENT AGENDA (a) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B Motion by Czmowski, second by Arndt, with Forcier abstaining, to approve Council Check Register B. Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS, REQUESTS AND PETITIONS (Purpose: to provide Council with information 2 CITY COUNCIL MINUTES OCTOBER 28, 2014 necessary to craft wise policy. Always looking toward the future, not monitoring past) (a) RECOGNITION OF M.I.T.G.I. FOR RECEIVING IMAGE AWARD Lee Miller, EDA Director, presented before the Council. Mr. Miller came before the Council to officially recognize Midwest Industrial Tool and Grinding, Inc. (M.I.T.G.I.) for being awarded the 2014 Image Award. This was one of eleven Manufacturing awards presented by Minnesota Business Magazine. This award recognizes the company for their efforts to improve the industry's image and the appeal of careers in manufacturing. Eric Lipke, Vice President of M.I.T.G.I., presented before the Council and spoke of the company's commitment to community and education and encouraging and supporting young people to enter manufacturing -related programs. (b) UPDATE BY LEE MILLER, EDA DIRECTOR — DEPOT MARKETPLACE PROJECT SELECTED AS FINALIST FOR REDEVELOPMENT AWARD Lee Miller, EDA Director, presented before the Council. Mr. Miller explained that the depot marketplace project was one of three finalists for a ReScape award under the small city category. The award categories include environmental, economic, community and small city impact. Judges selecting the finalists are comprised of leaders in government, environmental, business and academic professions. Applications were evaluated by the judges based on measurable results of beneficial impact, use of innovative solutions and incorporation of sustainability. The winner of the award was a Habitat for Humanity project out of Hibbing. 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) REVIEW OF HUTCHINSON UTILITIES COMMISSION INDUSTRIAL RATES REVISIONS Jeremy Carter, Hutchinson Utilities Commission General Manager, presented before the Council. Mr. Carter provided a presentation on the Utilities proposal to reduce industrial rates. These proposed revisions are being driven by rising costs for generation. Mr. Carter explained that this topic has been discussed since the Spring of 2013 and even earlier to a certain degree. The topic of decreasing industrial rates is being pushed by not only customers in Hutchinson but in other cities as well. Mr. Carter also explained that co-generation/distributed distribution is allowed by state law and is favorable at the Public Utilities Commission. Mr. Carter also explained that there is currently a customer in the community, 3M, that has a viable option alternative to co -generate and needs to be taken seriously by the Hutchinson Utilities Commission. Mr. Carter explained that the HUC Commission voted in favor of a financial scenario which is a phased approach. Mr. Carter further explained that the HUC Commissioners reviewed the following when considering self -generation: 1) adding in a back-up charge; 2) unbundling rates to better align rates with fixed versus variable costs of providing service; 3) potential impact on the gas division; 4) standby power (customer is not required to purchase standby power, however if standby power is not purchased it may not be available). Mr. Carter noted that 3M has the following rates at their various plants throughout the United States. Their average U.S. blended plant rate is 6.9 cents per kwh with HUC's current blended plant rate at 8.2 cents per kwh. Mr. Carter also shared other data concerning rates at the customer's plants across the country: average of top 10 plants is 6.1 cents; average of top 25 plants is 6.5 cents; average of top 72 plants is 6.8 cents. HUC's overall customer blended rate after the proposed 3 -year phase-in is 7.4 cents. Mr. Carter clarified that HUC is also looking at ways to reduce costs and not just revise industrial rates, such as reducing the PILOT for the short-term. Other areas include operational cost reductions and efficiencies and looking at additional revenue opportunities and sources. Mr. CITY COUNCIL MINUTES OCTOBER 28, 2014 Carter stated that all options will be explored before customer rate increases will be considered. Mr. Carter noted that no rate changes will be made in 2015 for residential and commercial customers. Mr. Carter spoke to the budgeting cycle for 2015 and beyond. Other strategies include a cost of service study and redefining HUC's capital improvement plan. Mr. Carter provided several data graphs on various rates compared to other utilities. This data shows how fair the HUC rates have been in comparison to other communities. Mr. Carter spoke to various items that have been reviewed and considered before the HUC making the decision to reduce industrial rates. Mr. Carter noted that the last rate increases were in 1988 and 2006, with the 2006 increase being 8%. Council Member Czmowski asked if 3M could replicate as good of reliability as HUC can provide. Mr. Carter stated that with generation alone, they could probably match reliability, however the customer most likely could not match infrastructure reliability that HUC can provide. Council Member Forcier asked if the HUC has specific plans on how to reduce their budget even more for 2015. Mr. Carter explained that staff will continue to look for ways to do things more efficiently but not effect operations. Staff is also continuing to look at additional contract energy sales as additional sources of revenue. Mr. Carter stated the major concerns are those things out of the HUC's control, such as costs of gas and generation due to industry changes. Council Member Forcier stated another question he has received from the public is that is there a guarantee that 3M won't generate their own power anyway, even if the industrial rates are reduced. Mr. Carter stated there is no guarantee that that won't happen, however there is also no guarantee that the industrial rates won't be raised to account for such. Council Member Czmowski asked how many plants 3M self generates at. Mayor Cook had conducted research on this matter and found that there are two facilities that currently self - generate and at least one other has been permitted and one is actively considering it. Mayor Cook spoke of sustainability projects that 3M has taken part in. Mayor Cook noted that it is 3M's corporate effort to manage energy as efficiently as possible, so the project they are proposing in Hutchinson is in line with other efforts they have been part of. (b) CONSIDERATION FOR APPROVAL OF SMALL CITIES DEVELOPMENT PROGRAM PRELIMINARY PROPOSAL AND SUBMITTAL TO THE MINNESOTA DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT Jean Ward, HRA Director, presented before the Council. Ms. Ward explained that the Hutchinson HRA has prepared a Small Cities Development Program rental rehab pre -application for the downtown area on behalf of the City of Hutchinson. The HRA sent out letters to rental property owners in the downtown area to determine interest in a rental rehab program, finalized the target area and worked with Southwest Minnesota Housing Partnership to prepare the pre -application. The estimated total project cost is $755,901 with the amount being requested from the SCDP to be $548,044. 35 rental units in the downtown area are expected to be rehabilitated with these funds. The rental units in the target area run from both sides of Main Street from the Crow River to Oakland Avenue SE ands both sides of Franklin Street to both sides of Monroe Street and the Crow River to both sides of 4t Avenue. Ms. Ward explained the deferred loan structure and the income limits associated with this program. Motion by Arndt, second by Christensen, to approve proposal and submittal of Small Cities Development Program to Minnesota Department of Employment and Economic Development. .19 CITY COUNCIL MINUTES OCTOBER 28, 2014 Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF AMENDMENTS TO THE CITY OF HUTCHINSON SNOW & ICE REMOVAL POLICY John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the City has had a snow & ice removal policy for many years, however upon attending a workshop hosted by the American Public Works Association, Mr. Olson is recommending some language additions that are being recommended to the policy to clarify responsibilities. Areas that include recommended changes are clarifying drivers' responsibilities for operating vehicles, recognizing the entire department as being responsible as opposed to one individual, providing room in the policy for operational adjustments, addressing standards for cul-de-sac and bridge plowing procedures, identifying operating policies that the City may have, identifying repair of mailboxes and ensuring the governing body is the sole authority to amend the policy. In addition, two appendices have been added to the policy. Appendix A relates to the declaration of a snow emergency and prohibited parking and Appendix B relates to operation of road maintenance equipment. No additional costs are foreseen due to the changes recommended to the policy. Mayor Cook suggested putting the adoption date on the policy. He also asked if a reminder would be sent out to residents on the snow emergency policy. Mr. Olson explained that notification will go out in the November or December utility bills. Council Forcier asked about the possibility of cleaning up Main Street in a more efficient capacity and not have such high windrows at the edge of the road against the sidewalk. Mr. Olson spoke about staffing levels, equipment needs and timing issues, all that effect the clean-up of Main Street. Motion by Czmowski, second by Christensen, to approve amendments to City of Hutchinson snow and ice removal policy with the attached appendices. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF AMENDMENTS TO THE MN/DOT AIRPORT GRANT AGREEMENT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the City had made a request to have some work done near hangars for drainage issues. These projects will include removing bituminous, installing drainage tile and restore the bituminous to grade. In addition, another project is being planned for parking between the former Life Link III hangar and the Civil Air Patrol building. This improvement will add 16 parking stalls. These projects will be funded 80% by the State and 20% locally, with the City's portion estimated at $7415 and is currently budgeted for in the 2015 general fund. Motion by Arndt, second by Cook, to approve amendments to MnDOT airport grant agreement. Motion carried unanimously. (e) CLOSED SESSION PURSUANT TO MINNESOTA STATUTE SECTION 13D.05 TO DISCUSS LITIGATION STRATEGY UNDER THE ATTORNEY-CLIENT PRIVILEGE RELATED TO STACIE ZIEMAN VS. CITY OF HUTCHINSON, MCLEOD COUNTY COURT FILE NO. CO - 14 -130 Motion by Arndt, second by Czmowski, to convene into closed session at 8:00 p.m. Motion carried unanimously. Motion by Czmowski, second by Christensen, to reconvene into open session at 8:15 p.m. Motion carried unanimously. Motion by Czmowski, second by Christensen, to authorize Marc Sebora, City Attorney, to resolve the court file of Stacie Zieman vs. City of Hutchinson in whatever fashion he sees fit. Motion carried unanimously. 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the CITY COUNCIL MINUTES OCTOBER 28, 2014 organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items.) (a) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR SEPTEMBER 2014 (b) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR SEPTEMBER 2014 (c) PLANNING COMMISSION MINUTES FROM SEPTEMBER 16, 2014 (d) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM SEPTEMBER 16, 2014 13. MISCELLANEOUS Kent Exner — Mr. Exner provided a proj ect update on Jefferson Street. Signage will be placed this week and will be striped next year. The pavement management program is nearing completion. The South Grade Road trail project crossing is complete, however the pedestrian activation system is not installed yet. All paving near Freemont Avenue and the Hwy 15 frontage road should all be completed by next week. John Olson — Mr. Olson provided an update of the leaf vacuuming project. It is going well with the last service pick-up being the Monday of the week of Thanksgiving. 14. ADJOURN Motion by Arndt, second by Czmowski, to adjourn at 8:15 p.m. Motion carried unanimously. rel MINUTES SPECIAL MEETING - HUTCHINSON CITY COUNCIL FRIDAY, OCTOBER 31, 2014 - 8:30 A.M. 1. CALL TO ORDER — 9:00 A.M. Mayor Steve Cook called the meetinu to order. Members present were Mary Christensen, Gary Forcier, Chad Czmowski and Bill Arndt. Others present were John Lofdahl, Council Member -Elect, Marc Sebora, Interim City Administrator, Brenda Ewing, Human Resources Director and Sharon Klumpp, Recruiter, Springsted Inc. 2. NEW BUSINESS (a) FINALIST INTERVIEWS FOR CITY ADMINISTRATOR POSITION Mayor Cook called the meeting to order at 8:30 a.m Ms. Klumpp explained the process for the interviews and the formalities for the day. Ms. Klumpp explained that four finalists will be interviewed today. Ms. Klumpp reviewed the interview questions for the day. Ms. Klumpp explained a rating/scoring sheet that can be used for all of the candidates. Ms. Klumpp further explained the process that will be used during the interviews and following the interviews. Ms. Klumpp also explained that reference reports on each of the finalists will be distributed for the Council to review and consider. Also, Ms. Klumpp will be distributing a staff report from the directors based on their meetings with the finalists yesterday. Ms. Klumpp noted that today is an information -gathering day and a decision can be made at a later date. Ms. Klumpp again reviewed the interview questions and the Council determined how the questions would be asked. The four finalists - Reggie Edwards, Kevin McCann, Matthew Jaunich, Kandis Hanson - arrived separately and were introduced to the Council. The Council asked each finalist the following questions: 1. Let's begin by getting to know more about your leadership style. What do you consider to be three important leadership qualities you would bring to the City Administrator position in Hutchinson? 2. As City Administrator, what will be your approach to working with individual City Council members and with the City Council as a whole? We will have a new Council member coming on board in January so please comment on how you work with new members. 3. Do you generally provide options and recommendations for the Council's consideration? Under what circumstances would you refrain from presenting a recommendation to the City Council? 4. While we work together well as a City Council, we don't always agree. Give us an example of a situation in which Council members wanted to go different directions. What steps did you take to help City Council members find a satisfactory outcome? 5. As a Greater Minnesota community, what do you see as the top issues that Hutchinson will need to address with other cities across the state over the next five years? 6. What steps will you take to facilitate a productive City Council -city staff relationship? What type of interactions between City Council members and department heads are appropriate? 7. How would your subordinates describe you as a manager? 8. What approach would you use for assessing the effectiveness of the City organization and the services we provide? 9. Tell us about your experience in economic development and creating new jobs. What role should the City Administrator play to encourage balanced growth and development? 10. What are your plans to get involved with and become a part of our community? 11. Prudent financial management is important to us. What do you consider to be the most important financial policies and practices needed to promote the City's long-term fiscal health? 12. Tell us about the most difficult or complex financial situation you have addressed and describe the actions you took. 13. What have you learned from your professional successes and disappointments that will help you lead and manage organizational change? 14. How would you work with the news media? What policies do you suggest to ensure that the City presents a consistent message to the media? 15. Tell us about the last time you had a significant conflict with a city council member or a resident. Describe the situation and the outcome. 16. If you are selected as our City Administrator, tell us how you will spend your first month on the job and what you will need from the City Council to be successful in this position. 17. Do you have any questions for us or would you like to make a final comment? Each finalist answered the questions and some had follow up questions. The interviews were then completed. Ms. Klumpp then talked about the next steps and asked for initial comments from the Council Members on the finalists. Council Member Czmowski indicated that he felt McCann and Jaunich were his top two candidates. Mayor Cook expressed that he liked Jaunich and Hanson, but noted that Jaunich is probably the best fit for the organization. Council Member Arndt felt that Jaunich would be the best candidate. Council Member Christensen expressed that she like Jaunich, but also found positive things about Hanson as well. Council Member Forcier expressed that he felt Jaunich was the front running candidate, but that McCann and Hanson also had positive attributes. Council Member -Elect Lofdahl noted that he felt that Hanson finished strong in her interview, however Jaunich seemed to be a perfect fit with the organization. Jaunich or Hanson would be his top candidates. Ms. Klumpp spoke about the directors' perceptions and distributed a report from the directors' feedback from yesterday's meetings with the finalists. Marc Sebora and Brenda Ewing provided feedback on the tours they provided to the finalists yesterday. The Council discussed recessing this meeting and meeting again next week to make final decisions. Mr. Sebora informed the Council that at the continuation of the meeting the Council should discuss if there is a top clear cut candidate that the Council would like to pursue or are there two or three finalists that the Council would like to conduct second interviews with. Mr. Sebora also mentioned that the Council should be contemplating whether or not they want the City Administrator employed via contract or no contract. If the Council chooses employment via contract, the Council should consider a subcommittee to negotiate the parameters of a contract. Mr. Sebora mentioned some items the Council should be considering to be included in the proposed contract. Ms. Klumpp spoke to the advantages of having an employment contract and the various structures that could be used. Motion by Czmowski, second by Christensen, to recess until 8:30 a.m. on Tuesday, November 4, 2014, to further discuss finalists. Motion carried unanimously. Mayor Cook reconvened the meeting at 8:30 a.m. on November 4, 2014. Members present were Mary Christensen, Bill Arndt, Gary Forcier and Chad Czmowski. Others present were John Lofdahl, Council Member -Elect, Marc Sebora, Interim City Administrator and Brenda Ewing, Human Resources Director. Sharon Klumpp, Recruiter, was present via phone. John Lofdahl noted he had gone through the directors' feedback which showed Matt Jaunich showing the highest ranking, which he would support. Gary Forcier noted that he felt Matt Jaunich and Kevin McCann were his top two candidates and after reviewing the directors' feedback, he would be in support of offering employment to Mr. Jaunich. Bill Arndt noted the directors' thoughts are the same as his and he would support offering employment to Mr. Jaunich. Mary Christensen agreed that Mr. Jaunich is an excellent candidate and the Council should support the directors' thoughts and feelings. However, she feels that Marc Sebora, who has been serving as interim City Administrator, would be the best candidate for the job. She has spoken with directors and they have been very happy with Mr. Sebora as the interim city administrator. Chad Czmowski feels that Mr. Jaunich is the best candidate and would feel comfortable offering him a position. Czmowski would also support offering the position to Mr. Sebora if Jaunich would decline. Mayor Cook supported offering the position to Mr. Jaunich. He would not necessarily not consider Mr. Sebora, however he feels Mr. Jaunich is the best candidate at this time. The Council spoke about the different personalities they saw in the candidates as well as the references received on each. The Council asked Mr. Sebora his thoughts on the position. Mr. Sebora noted he would have concerns if he was offered the position at this time and would not want the Council to come under any scrutiny for selecting him at this point in the process. He also spoke on some of the areas that he doesn't necessarily have experience in. Mr. Sebora noted he has really enjoyed performing the function and would consider the position, however he feels it is best to offer the position to the top candidate they have identified through the applications and interviews in order to maintain the integrity of the selection process. Mr. Sebora was very thankful for all of the favorable comments he has received. He feels it is best to continue with the offer and negotiation with their top candidate, who appears to be Mr. Jaunich. Motion by Arndt, second by Christensen, to extend an offer to Matt Jaunich for the City Administrator position. Motion carried unanimously. Mayor Cook noted that there is a wage committee in place that includes Chad Czmowski and Gary Forcier. He stated perhaps they could be part of the subcommittee that will negotiate the contract with Mr. Jaunich, along with the assistance of Sharon Klumpp, Marc Sebora and Brenda Ewing. Mr. Sebora stated that he would like the Council to set parameters for the subcommittee to use when considering the salary range and other areas of the contract. Ms. Ewing reviewed the pay grid for Grade 19, which is where the City Administrator position falls in. Ms. Klumpp was favorable to using the market rate, or near it, that is currently on the pay grid. This starting rate would be approximately $110,0004113,000. Ms. Klumpp stated that she could also have a conversation with Mr. Jaunich to see what he would like included in an employment agreement, such as vacation and other things he would like considered. Ms. Klumpp mentioned that perhaps language could be included in the employment agreement addressing completion of a Master's Degree. Czmowski offered for consideration perhaps a three-year agreement, $110,000 salary, six months severance, with a master's degree incentive. Bill Arndt and Gary Forcier considered offering Mr. Jaunich less than proposed, however yet higher than what he is currently making. Brenda Ewing, Human Resources Director, responded to questions the Council had on her opinion on an offer to Mr. Jaunich. Ms. Ewing stated that she feels an initial offer should come out as fair and thinks it is important for his considerations to be part of the negotiations. Marc Sebora, Interim City Administrator, responded to questions the Council had of his opinion on an offer to Mr. Jaunich. Mr. Sebora felt that Mr. Jaunich is the best fit with the organization and will be very committed to the community and the position. Sharon Klumpp stated she feels it is important to discuss with Mr. Jaunich the goals and expectations of the city administrator within the first 12 months of the position. Mayor Cook noted that he feels it is important that not only the City's goals be expressed to Mr. Jaunich, but also his goals in the position as well. The Council spoke of goals that they would like Mr. Jaunich made aware of, such as the facilities of the school district. Mr. Sebora cautioned the Council on setting too many goals for Mr. Jaunich in his first year due to the vast amount of relationships that he will be creating, as well as the learning curve that goes along with being in this position. Ms. Klumpp stated she will contact Mr. Jaunich and inform him that the Council would like him to be the city administrator and to begin discussion on creating an employment agreement. Feedback will be received from Mr. Jaunich on areas he has interest in being included in the agreement initially. Ms. Klumpp will also notify the other finalists on the Council's decision. Motion by Christensen, second by Arndt , to appoint Czmowski and Forcier to negotiation committee for city administrator position. Motion carried unanimously. Mayor Cook noted that if negotiations do not end favorably with Mr. Jaunich, the Council will convene again to discuss further recruitment efforts. 3. MISCELLANEOUS 4. ADJOURN Motion by Arndt, second by Cook, to adjourn at 9:15 a.m. Motion carried unanimously. Steven W. Cook Mayor ATTEST: Marc A. Sebora Interim City Administrator HUTCHINSON CITY COUNCIL c'=y-fAa� Request for Board Action 7AL =-ft Agenda Item: Corrected Resolution Legal Description 150 Michigan St. SE Department: Planning LICENSE SECTION Meeting Date: 11/12/2014 Application Complete N/A Contact: Dan Jochum Agenda Item Type: Presenter: Marc Sebora Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: This item is a corrected resolution that includes the correct legal description for the property. The County rejected the original resolution because the legal description the applicant provided the City did not match what the County had on file. This resolution corrects that issue so the legal descriptions are the same. BOARD ACTION REQUESTED: Approval of amended resolution with correct legal description. 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 MCLEOD COUNTY, MINNESOTA RESOLUTION NO. 14353 RESOLUTION AMENDING RESOLUTION NO. 14321— ADOPTING CORRECTION OF LEGAL DESCRIPTION CITY OF HUTCHINSON MCLEOD COUNTY, MINNESOTA RESOLUTION NO. 14321 RESOLUTION ADOPTING FINDINGS OF FACT AND REASONS FOR APPROVAL OF CONDITIONAL USE PERMIT TO ALLOW THE OPERATION OF A RECYCLABLE MATERIAL COLLECTION CENTER IN AN I-1 ZONING DISTRICT LOCATED AT 150 MICHIGAN ST. SE. FACTS Duane Michael Haefner, is the owner of a parcel of land located at 150 Michigan St. SE, Hutchinson Minnesota; and, 2. The subject property is legally described as: LOT 1 EX S 17' & EX N'LY 3.83 ACRES & EX .27 AC, 5.11 ACRES Full Legal: That part of Lot One (1) of Auditor's Plat of the West Half of Section 5, Township 116 North of Range 29 West of the 5th P.M. excepting therefrom the South 17 feet thereof, described as follows, to -wit: Beginning at the Northwest corner of said Lot 1; thence Easterly, along the North line of said Lot 1, a distance of 530.00 feet to the Northeast corner of said Lot: thence Southerly along the East line of said Lot 1, a distance of 757.00 feet to a point distant 17.00 feet north of the Southeast corner of said Lot 1; thence Westerly, parallel with the South line of said Lot 1, a distance of 316.60 feet; thence Northerly, deflecting to the right 87 degrees 25 minutes a distance of 430.00 feet; thence Northwesterly deflecting to the left 70 degrees 06 minutes a distance of 206.07 feet to a point on the West line of said Lot 1; thence Northerly, along said West line, a distance of 266.09 feet to the point of beginning lying Southerly of a line described as follows: Commencing at the Northwest corner of said Lot 1; thence Easterly, along the North line of said Lot 1, a distance of 530.00 feet to the Northeast corner of said Lot; thence Southerly along the East line of said Lot 1, a distance of 757.00 feet to a point distant 17.00 feet north of the Southeast corner of said Lot 1; thence Westerly, parallel with the South line of said Lot 1, a distance of 316.60 feet; thence Northerly, deflecting to the right 87 degrees 25 minutes a distance of 430.00 feet; thence Northwesterly deflecting to the left 70 degrees 06 minutes a distance of 206.07 feet to a point on the West line of said Lot 1; and the beginning of said line; thence Southeasterly, deflecting to the right 180 degrees 00 minutes 00 seconds a distance of 206.07 feet; thence Easterly, parallel with the North line of said Lot 1 a distance of 333.63 feet to a point on the East line of said Lot 1 and said line there terminating. 3. McLeod County, has applied to the City for a conditional use permit to allow the operation of a recyclable material collection center in an I-1 zoning district located at 150 Michigan St. SE, Hutchinson MN. 4. The Planning Commission met on September 16, 2014, and held a public hearing on the request and considered the effects of the proposal on the health, safety, and welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and hereby recommends approval of the request subject to the following findings and conditions: Findings of Fact — Resolution # 14353 150 Michigan St SE Conditional Use Permit Page 2 a) The standards for granting a conditional use permit would be met, subject to the conditions stated. b) The proposed building and site improvements shall comply with the standards of the I-1 district and the Zoning Ordinance. c) No outdoor storage of materials is permitted. All storage must be inside. d) The building must be properly sprinkled. e) The City of Hutchinson must be informed if there materials going to be stacked high to the ceiling so that proper fire protection can be put in place for that type of storage. f) The Applicant must obtain all necessary permits for any construction that would be needed. g) The conditional use permit shall remain in effect as long as the conditions required by the permit are observed. Any expansion or intensification of a conditional use or change to another conditional use requires approval of a new conditional use permit. h) If the use ceases to operate for more than 365 consecutive days the conditional use permit shall be deemed null and void. i) If the proposed use fails to start operation within one year of the conditional use permit being granted, the conditional use permit shall be deemed null and void and a new conditional use permit must be applied for. 5. The City Council of the City of Hutchinson reviewed the requested conditional use permit at its meeting on September 23, 2014, and has considered the recommendation and findings of the Planning Commission and hereby does recommend approval of the conditional use permit, subject to the following findings and conditions: a) The standards for granting a conditional use permit would be met, subject to the conditions stated. b) The proposed building and site improvements shall comply with the standards of the I-1 district and the Zoning Ordinance. c) No outdoor storage of materials is permitted. All storage must be inside. d) The building must be properly sprinkled. e) The City of Hutchinson must be informed if there materials going to be stacked high to the ceiling so that proper fire protection can be put in place for that type of storage. f) The Applicant must obtain all necessary permits for any construction that would be needed. g) The conditional use permit shall remain in effect as long as the conditions required by the permit are observed. Any expansion or intensification of a conditional use or change to another conditional use requires approval of a new conditional use permit. h) If the use ceases to operate for more than 365 consecutive days the conditional use permit shall be deemed null and void. i) If the proposed use fails to start operation within one year of the conditional use permit being granted, the conditional use permit shall be deemed null and void and a new conditional use permit must be applied for APPLICABLE LAW 6. The conditional use permit request meets the following standards as required in Section 154.170 of the City of Hutchinson Municipal Code: Findings of Fact — Resolution # 14353 150 Michigan St SE Conditional Use Permit Page 3 (a) The proposed building or use at the particular location requested is necessary or desirable to provide a service or a facility which is in the interest of the public convenience and will contribute to the general welfare of the neighborhood or community; (b) The proposed building or use will not have a substantial or undue adverse effect upon adjacent property, the character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and (c) The proposed building or use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations. CONCLUSIONS OF THE LAW 7. The requested conditional use permit is consistent with the comprehensive plan. 8. The proposed use will not have a substantial or undue adverse effect upon adjacent property, character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare. 9. The proposed use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hutchinson, Minnesota, that the application to issue a conditional use permit allowing the operation of a recyclable material collection center in an I-1 zoning district located at 150 Michigan St. SE, Hutchinson MN is approved. Adopted by the City Council this 12th day of November, 2014. ATTEST: Marc Sebora City Administrator Steven W. Cook Mayor HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Approval of Project Change Orders and Supplemental Agreements Department: PW/Eng LICENSE SECTION Meeting Date: 11/12/2014 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 OF AGENDA 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 and/or Supplemental Agreements are proposed as noted: o Change Order No. 4 — Letting No. 3/Project No. 14-03 — 2014 Pavement Management Program This Change Order addresses the extension of the Completion Date, for the Flasher Crossing System only (equipment delivery delay), from November 7, 2014 to November 26, 2014. This Change Order results in no increase to the Contract. o Change Order No.3 — Letting No. 1/Project No. 14-01 — Jefferson St This Change Order addresses the change of paint type from latex to epoxy and bituminous pavement density disincentive. This change results in a $3,530.08 increase in the contract amount. BOARD ACTION REQUESTED: Approval of Change Orders and/or Supplemental Agreements Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: HUTCHINSON CITY COUNCIL C,yo, Request for Board Action Agenda Item: Approval of Project Change Orders and Supplemental Agreements Department: PW/Eng LICENSE SECTION Meeting Date: 11/12/2014 Contact: Kent Exner Application Complete N/A Agenda Item Type: Presenter: Kent Exner Reviewed by Staff F--1 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 and/or Supplemental Agreements are proposed as noted: o Change Order No. 4 — Letting No. 3/Project No. 14-03 — 2014 Pavement Management Program This Change Order addresses the extension of the Completion Date, for the Flasher Crossing System only (equipment delivery delay), from November 7, 2014 to November 26, 2014. This Change Order results in no increase to the Contract. o Change Order No.3 — Letting No. 1/Project No. 14-01 — Jefferson Street SE Reconstruction Phase 2 This Change Order addresses the addition of soil stabilization geogrid materials and bituminous pavement density disincentive. This change results in a $3,530.08 increase in the contract amount. BOARD ACTION REQUESTED: Approval of Change Orders and/or Supplemental Agreements Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: eRo"A" 7rb) L3P14-03 11/4/2014 Page 1 of 1 STATE AID FOR LOCAL TRANSPORTATION CHANGE ORDER City/County of City of Hutchinson Change Order No. 4 FEDERAL PROJECT STATE PROJECT LOCAL PROJECT NO. CONTRACT NO. NO. NA NO. NA L3P14-03 L3P14-03 CONTRACTOR NAME AND ADDRESS LOCATION OF WORK Wm Mueller & Sons Inc 2014 Pavement Management Program South Grade Road Trail & 831 Park Ave, P O Box 247 Century Ave Trail Hamburg, MN 55339 TOTAL CHANGE ORDER AMOUNT $0.00 In accordance with the terms of this Contract, you are hereby authorized and instructed to perform the work as altered by the following provisions. This Change Order addresses the extension of the Completion Date, for the Flasher Crossing System only, from November 7, 2014 to November 26, 2014. This Change Order results in no increase to the Contract. COST BREAKDOWN There are no items associated with this Change Order. * Funding category is required for federal projects. CHANGE IN CONTRACT TIME (check one) Due to this change the Contract Time: a. [ ] Is Increased by Working Days b. [ X ] Is Not Changed [ ] Is Decreased by Working Days [ ] Is Increased by Calendar Days c. [ ] May be revised if work affected the controlling operation [ ] Is Decreased by Calendar Days Approved By Project Engineer: Kent Exner Approved By Contractor: Wm Mueller & Sons Inc Signed Signed Date: 11/12/2014 Phone: (320) 234-4212 Date: Phone: (952) 467-2720 Original to Project Engineer; Copy to Contractor kpproved by Hutchinson City Council 11/12/2014. Signed Signed Mayor, Steven W. Cook City Administrator, Marc A. Sebora Date: 11/12/2014 Date: 11/12/2014 Original Contract Alount $965,659.22 Previous Changes $86,562.68 / This Change $0.00 Total $1,052.221.90 UP14-01 11/4/2014 Page 1 of 1 STATE AID FOR LOCAL TRANSPORTATION CHANGE ORDER City/County of City of Hutchinson Change Order No. 3 FEDERAL PROJECT NO. I STATE PROJECT NO. SAP 133-103-002 LOCAL PROJECT NO. L1 P14-01 CONTRACT NO. L1 P14-01 CONTRACTOR NAME AND ADDRESS LOCATION OF WORK R & R Excavating Jefferson St SE from Oakland Ave SE to Century Ave SE 1149 Hwy 22 South TOTAL CHANGE ORDER AMOUNT Hutchinson, MN 55350 $3,530.08 In accordance with the terms of this Contract, you are hereby authorized and instructed to perform the work as altered by the following provisions. This Change Order addresses the Engineer's decision to change the paint type from latex to epoxy. This overall subtraction and addition of work does not affect the Substantial Completion Date or Final Completion Date. COST BREAKDOWN Item No. Item Unit Unit Price Quantity Amount Funding Category No. 001 2105.604 SOIL STABILIZATION GEOGRID SQ YD $4,187.62 1 $4,187.62 2360.503 DENSITY DISINCENTIVE - TYPE SPWEB230C WEARING COURSE MIXTURE - STREET (2 1/2") - LOT 2 (98% PAYMENT) LUMP SUM ($657.54) 1 ($657.54) Funding Category No. 001 Total: $3,530.08 Change Order No. 3 Total: $3,530.08 " Funding category is required for tederal projects. CHANGE IN CONTRACT TIME (check one) Due to this change the Contract Time: a. [ ] Is Increased by Working Days b. [ X ] Is Not Changed [ ] Is Decreased by Working Days [ ] Is Increased by Calendar Days c. [ ] May be revised if work affected the controlling operation [ ] Is Decreased by Calendar Days Approved By Project Engineer: Kent Exner Approved By Contractor: R & R Excavating Approved by Hutchinson City Council 11/12/2014. Signed Signed Date: 11/12/2014 Phone: (320) 234-4212 Date: Phone: (320) 587-5918 Original to Project Engineer; Copy to Contractor Once contract has been fully executed, forward a copy to DSAE for funding review: The State of Minnesota is not a participant in this contract; signing by the District State Aid Engineer is for FUNDING PURPOSES ONLY. Reviewed for compliance with State and Federal Aid Rules/Policy. Eligibility does not guarantee funds will be available. This project is eligible for: Federal Funding State Aid Funding Local funds District State Aid Engineer: Date: Original Contract Alount $1,325,837.48 Previous Changes $2,376.63 / This Change $3,530.08 Total $1,331,744.19 BROCKWH ITE Page 1 of 1 C O N S T R U C 7 1 0 N 61 A i F 11 I A l S aROCK WHITE COMPANY, LLC PHONE: (651) 647.0950 2575 KASOTA AVE. TOLL FREE: (800) 8a 0-32i 0 ST. PAUL, MN 66108-1504 FAX: (651) 647.0403 N V 0 1 C E INVOICE NO 12480293-00 INVOICE DATE 10/01/14 PD NUMBER JEFFERSON STREET 14 CUSTOMER NO ORDER NUMBER SHIP VIA DUE DATE TERMS 10531 12480293-00 WC -WAITING 11/10/14 10THPROXIM0 ORDER HATE SHIP DATE ORDER BY JOB NAME 09/30/14 10/01.114 ! K N K CAUAVNl3NU H K& K EAUAVAIiNU L 1149 HIGHWAY 22 S 1 1149 HIGHWAY 22 S o HUTCHINSON, MN 55350-7037 o HUTCHINSON. MLN 55350.7037 ORDER SHPD BI[ORD I UN QTY QTY QTY IT ITEM # I DESCRIPTION PRICE NET PRICE 3 3 0 ROLL 0229222 650.00 1950.00 TRIAX GEOGRIO TX140 475 13.1 X 246' 358.6SY Shipped Total 3 Total 1950.00 MN SALES TAX 6.875 134.06 StCloud City Tx 1/2 9.75 Invoice otal 2093.81 P Cash Dis If Paid By 10101114 1.6% per month interest charged on all overdue accounts. PLEASE D ETA C H RE YIITTANCE STAB HERE AND INC WOE WTR YOUR PAYMEN f to ASSURE A CC URATE C R@DR U.S. FUNDS INVOICE DAT4 CUSTOMER NUMBS INVOICE NO INVOICE TOTAL REMIT TO 10/01/14 10531 12480293 00 2093,81 BROCK WHITE COMPANY, LLC -- U.S. FUNS 2575 KASOTA AVE. ST. PAUL, MN 55108-1504 R & R EXCAVATING 1149 HIGHWAY 22 S Cash Discount 0,00 If Paid By 10/01/14 HUTCHINSON, MN 55350-7037 REMITTANCE AMOUNT 6RCCKWHITE Page I of 1 C 0 k 5 T H V C T I ON M A T' F R I A L 5 BROCK WHITE COMPANY. LLC PHONE: (651) 647.050 2575 KASOTA AVE. TOLL FREE: (800) 880-3210 ST. PAUL, MN 55108-1504 FAX: (6 61) 647-0403 INVOICE INVOICE NO 12480237-00 INVOICE DATE 09/30/14 PO NUMBER JEFFERSON STREET 14 CUSTOMER NO ORDER NUMBER SHIP VIA DUE DATE TERMS 10531 12480237-00 WC -WAITING 10/10/14 10THPROXIMO ORDER DATE SHIP DATE ORDER BY JOB NAME 09/30/14 09/30/14 Ij R& R EXCAVATING H R& R EXCAVATING L 1149 HIGHWAY 22 S I 1149 HIGHWAY 22 S L P THUTCHINSON, MN 55350.7037 T HUTCHINSON. MN 55350.7037 ORDER I SHPD BHORD UNIT.. ITEM # 1 DESCRIPTION PRICE NET PRICE QTY QTY QTY 3 3 0 ROLL 0229222 650.00 1950.00 TRIAX GEOGRID TX140 475 13.1 X 246' 358.6SY Shipped Total 3 Tota] 1950.80 HN SRLES TAX 6.875% 134. 6 StCloud City Tx 1/2% 9.75 Invoice Total 2093.81 1 Last Pae Cash Discount 0,00 If Paid By 09/30/14 1.6% per month interest charged on all overdue accounts. PLEASE DETACH REMITTANCE aTU8 HERE AND IHCLVOE WITH YOUR PAYMENT TO ASSURE A"V RATE ORENT INVOICE DATq CUSTOMER NUMBS INVOICE NO I INVOICE TOT 09/30/14 10531 12480237-00 2093.81 11"11101•1� R & R EXCAVATING 1149 HIGHWAY 22 S HUTCHINSON, MN 55350.7037 U.S. FUNDS AL REMIT TO BROCK WHITE: COMPANY, LLC 2576 KASOTA AVE. ST. PAUL, MN 55108-1504 Cash Discount 0.00 If Paid By 09/30/14 REMITTANCE AMOUNT %W: 07/18/2013 Plant Mixed Asphalt Pavement (Mn/DOTSpecification 2360) Density Incentive/Disincentive Worksheet Specification Year 2013 Tatalyd^2 Paved 9175 Lots Requlred: 3 S.A.P 133-103-W2 Contractor Kardtives MDR 9 BA -2014.081 Bid Price &Sq. Yd- In.) $10-75 Man. Density Yd -2. 9175 aver -ride sof Lots CSAR Jefferson St. Engineer Kent Exner Plant: 701 % Passing 98 sieve: 54 MaxJTotal Ratio: 1.00 Tons/tpt: 366,5 JAKatipn Hutchinson nate Paved 10/1S/2014 1% Reduced Prict7 Yes Thickness {inches): 2.24 SPWEB230C nater -A nntm/7nsa .. _ Mix Design Type 5P {Gyratory) Mix Course WE(Wear) Max-Aggr. Site a (3/4 Inch) ESALS [Traffic Lavefi i 11Level 21 Air Voids 3% AsphaItBinder Gmde C=PG 58-34 Shoulder7 No Tans or Sq Yd in. Pdct7 I Sq Yd inch Mi1[.Mai Ovulty Reqrd: 92 Sample Number 301 302 303 Sample 7ons 163 398 937 Tons Represented 398 539 193 Density Tons 398 539 193 Individual Air Voids 2.8 2.9 3.0 Individual Gmm 2.459 2.466 2.463 Moving Avg. Gmm 1 2-459 2.466 1 2.463 ... _. _e_ ------ _.._.. ....... ... -..a. • nn vurua. e.a -y s wetgnieo Avg. Air vain' 1.9 Use laboratory Method 1810 Core Core . Dry %water Gmb/ Density Hulk Lot Avg. Mat Pay Total Pay Sq. Yd. incent[ve Thickness Air Dry Pan Pan pan 550 Immersed Weight absorbed Sulk Sp- G %af Grum SP. G Density Factor Fact" Represent Disincentive .. ---- a --•-- mn-�onnnmwrcequrca� xu-] Mm-Dnr.Mlnad GDRequired- a9-1 A.- Core Core. Ory %water Gmb1 Density Bulk Lot Avg- Edge Pay Net Inc./Disine. 'Aa Corea Joint Thickness AlrDry Pan Pan Pan SSD Immersed Weight absorbed BulkSp.G I% of Gmm) Sp G Density Fact" -$657.54 Core Type [incI Ig) ID i Ig) { i (S) (RI used %M Gmm Bore 1.1 Contr, QC 1.31- Unconfined 2.25 1093.1 15 1314.1 229.5 1093.8 616.8 1034-6 0.1 2-274 92.3 2.214 92.3 1.00 contr. AC 1.4R Confined 2.00 891.0 A 1066.3 184.0 892.6 494-1 882.3 0.2 2.220 90.1 2.22 90.1 1.00 Agency 4A 1.3LC 2.25 1095-2 1103-8 14.1 1096.1 619A 1089,7 0.2 2.288 92.9 en CIA IARC 2-00 940.7 948.5 14_3 941.5 524.1 934-2 0.2 2-238 50.9 No Cor. No Core Info: 1% Reduced Density, No Incentive Notes= iH.9tCwr [n.r,ctrnsi:p Avg. D.nirty Ld" Iww.. 196-3 Data By: NF chk'd By sc-er.9n HUTCHINSON CITY COUNCIL C Request for Board Action Agenda Item: Burich Arena refrigeration replacement project change order #2 Department: Burich Arena LICENSE SECTION Meeting Date: 11111/2014 Application Complete NIA Contact: Mary Haugen Agenda Item Type: Presenter: Mary Haugen Reviewed by Staff 0 Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The Burich Arena refrigeration replacement project is nearing completion. We have ice in both rinks and our schedule is filled as usual. Stevens Engineering, the company hired to design and engineer our new system, did not include this item in the original plans and specifications. Change order #2 will allow control of the west rink main lighting from the resurfaces room. The original design had the switches located in the electrical room. By moving the switches to the resurfaces room, we are able to keep the electrical room secure. This allows easier access and we will be able to vary the lighting levels based on activities. Stevens Engineering recommends that we accept and authorize this change order. City staff requests that the Mayor and City Council approve this change order request in the amount of $2,796.52. City staff will be available at the meeting to answer questions. BOARD ACTION REQUESTED: Approve Burich Arena project change order #2 in the amount of $2,796.52 Fiscal Impact: $ 2,796.52 Funding Source: Facilities/Capital Projects FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 2,796.52 Total City Cost: $ 2,796.52 Funding Source: Facilities FundinglCapital Projects Remaining Cost: $ 0.00 Funding Source: UStevens October 7, 2014 Mr. Mary Haugen City of Hutchinson 950 Harrington Street Hutchinson, MN 55350 Re: Burich Arena Improvement project — Change Order No. 2 Stevens File No. 900-14-205 Dear Mr. Haugen: Enclosed are three (3) copies of Change Order No. 2 for the Burich Arena Improvement Project. This change order is for labor and materials associated with adding light switches in the resurfacer room to control the west rink lights. We recommend the City accept this change order in the amount of $2,796.52. Please have the first page of each copy of the change order signed and distribute as follows: One (1) Copy............ City of Hutchinson One (1) Copy......... ........... Stevens Engineers One (1) Copy........... Commercial Refrigeration Systems Inc. 104 East Chestnut, P.O. Box 1066 Virginia, MN 55792 If you have any questions regarding this documentation or the project in general please feel free to call us anytime. Our office number is 651.436.2075. Sincerely, STEVE. S IL. Jason R. Raverty, PE Project Manager Enclosure 2211 O'Neil Road, Hudson, W! 54016 t 715,386.5819 t 651.436.2075 f 715.386.5879 www.stevensengineers.com ENGINEERS - PLANNERS - O. UStevens Change Order ENGINEERS & PLANNERS �r No.2 Date of Issuance: 1012114 Effective Date: 1012114 Project: Owner: Owner's Contract No.: Burich Arena Improvements City of Hutchinson, MN NA Contract: Date of Contract: May 14 2014 Contractor: Engineer's Project No.: Commercial Refrigeration Systems 900-14-208 The Contract Documents are modified as follows ui2on execution of this Change Order: Description: Add light switches in the resurfacer room to control the lights in the west rink Attachments (list documents supporting change): Contractor Pricing and Change Order Request CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES: Original Contract Price: Original Contract Times: ❑ Working days ❑ Calendar days Substantial completion (days or date): 9126114 $1,610,345 Ready for final payment (days or date). 10/10/14 Increase from previously approved Change Orders No Change from previously approved Change Orders No. 1 to No. 1: No. 0 to No. 0: $5,518.17 Contract Price prior to this Change Order: $1,615,863.17 Substantial completion (days): 9126114 Deady for final payment (days): 10/14/14 Contract Times prior to this Change Order. Substantial completion (days or date): 9126114 Ready for final payment (days or date): 10/10/14 Increase of this Change Order: No change of this Change Order: Substantial completion (days or date). 9126114 $2 796.52 Ready for final payment (days or date): I0110114 Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial completion (days or date): 9126114 $L618,659.69 659.69 Ready for final payment (days or date): 10/10/14 14 RECOMWIDEW Jai ACCEPTED: 1-A-1nC . TFT): {, r r By: _ By: By: Engine (Au[ rued Signature] Owner (Authorized Signature) Contractor (Auth1', ign Date: 7,�r Date: Date:. to -I E.1CDC C-941 Change Order Prepared by the Engineers Joint Contract documents Committee and endorsed by the Construction Specifications Institute. Page i of 1 COMMERCIAL REFRIGERATIOPJ BYSTEMS SALES, SERVICE, INSTALLATION & REPAtR Mark Rodorigo • John Rodorigo Phone {?_1 B} 749-3368 CHANGE ORDER REQUEST September 22, 2014 Stevens Engineers Attn : Jason Raverty 2211 0' Neil Road Hudson, WI 54016 RE: Burich Ice Arena Dear Mr. Raverty, 104 East Chestnut Street • P O. Box 1056 Virginia. P. mnesota 55792 We are requesting a Change Order (as requested by the Owner) for the following: Add switches as per attached Proposal from E2 Electrical. Price: $2,400.44 360.07 + 15% Profit and Overhead 36.01 + 1.5% Bond Premium Total: $2,796.52 If you have any questions or need anything further, please do not hesitate to contact me. Sincerely, �J l aw"c � l[ oalolov Mark W Rodorigo 2'; Electrical Services Inc [; 15995 Hwy T E ! J Hutchinson. MN 55350 l 324.234-8334 9/18/2014 Commercial Refrigeration Systems, Inc. 104 East Chestnut Virginia, MIDI PROJECT: Burich Arena -Add Switches Specific Scope Items: 1) We have figured adding (4) switches in the zamboni room for control of the west rink lights. 2) We have figured switching for every other row. We will supply and install all materials, labor, and equipment for the total amount of S 2,400.44. Payment Terms Payments as invoiced. Terms and Conditions 1) All applicable taxes are included in our submission. 2) Electrical shall be installed to standards of the National Electric Code and is guaranteed free from short circuits for one year. No other warranties are expressed or implied. 3) F,lectric Contractor shall make holes in the building to gain access for routing cables and conduits and shall not be held liable in any way for labor or costs incurred for painting, texturing, repairing walls or ceilings. 4) Time and materials work shall be charged $65 an hour plus materials. Service calls shall be charged $50 for the first half-hour, then $65 per hour. $50 is minimum charge. 5) Change orders: Any alteration or deviation from the above specifications involving extra costs will be made only upon written agreement, and will become an extra charge above the contract price to be paid immediately. 6) Ile lay: Electric Contractor will be excused for any delay beyond our control. These delays may include, but are not limited to acts of God, labor disputes, inclement weather, acts of owner or public authority, product shortages, or other unforeseen contingencies. 7) Right to stop work: IF any payment tinder this contract is not made when due, Electric Contractor may stop suspend work until all payments have been made. 8) Any failure to make payments to Electric Contractor is subject to a claim against the property in accordance with applicable lien laws. 9) It is agreed that payments to Electric Contractor shall not be withheld due to any delay or failed payments to the part this proposal is submitted to. 10) Malicious mischief and vandalism on the job is the responsibility of the pan this proposal is submitted to. Electric Contractor shall not be responsible for any damage resulting therefrom. Party submitted to shall carry needed insurance. 1 1) Overdue accounts will be charged a late charge at the rate of 1.5% per month plus a monthly administrative tee of $20.00 or the maximum rate permitted by law. 12) In the event any party to this contract cornmences any action, legal or otherwise, to collect the contract price, the prevailing party shall be entitled to recover attorneys fees and all other costs incurred in connection with the action, 13) This proposal shall be effective for thirty days from the date set forth above, if this proposal is not accepted within this time it shall be expired. This proposal may be withdrawn any time before acceptance. 14) The language of all parts of this contract shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. No provision shall be deemed dependant upon any others. 15) If any provision of this contract is held by an arbitrator or court to be unenforceable, invalid or illegal, said provision shall be deemed to be deleted and shall not affect the validity of the remaining provisions of this contract. 16) Party submitted to shall give written notice of a back charge to Electric Contractor within ten days of the act giving rise to a back charge. If no such notice is given within the ten day period the back charge shall not be allowed. 17) In the event party submitted to does not request work to begin and/or the project is not in good condition to commence the work within 30 days after the acceptance of this contract, Electric Contractor shall have the option to terminate this contract. 18) Unless included in this proposal, all bonding and/or special insurance requirements are supplied at additional cost. Accepted by Client UStevens ENGINEERS & PLANNERS Change Order No. Z Date of Issuance: 1012/14 Effective Date: 10/2114 Project:f Owner. I Owner's Contract No.: Burich Arena improvements (City of Hutchinson, MN NA Contract: Date of Contract: Mav 14, 2014 Contractor: Engineer's Project No.: The Contract Documents are modified as follows u on execution of this Chane Order. Description: Add _light switches in the resurfacer room to control the lights in the west rink Attachments (list documents supporting change): Contractor Pricing and Change Order Reclucst CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES: Original Contract Price: Original Contract Times: ❑ Working days ❑ Calendar days Substantial completion (days or date). 9126114 $L610.345 Ready for final payment (days or date): 10/10/14 Increase from previously approved Change Orders No Change from previously approved Change Orders No. 1 to No. 1: No. 4 to No. 0: Substantial completion (days): 9126114 $5 518.17 Ready for final payment (days): 10/10/14 Conti -act Price prior to this Change Order. Contract Times prior to this Change Order: Substantial completion (days or date): 9126114 $1,615,863.17 Ready for final payment (days or date): 10/10/14 Increase of this Change Order: No change of this Change Order: Substantial completion (days or date): 9126114 $2,796.52 Ready for final payment (days or date): 10/10/14 Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial completion (days or date): 9126114 $1,618,659.69 Ready for final payment (days or date): 10/10/14 RECOM DE�'j r] ACCEPTED: "(Authorizned By: J [ ![ By: y: En eer (Authorized Signature} owncr (Authorized Signature) Date: !o 7- 9 Date: Date: to 1P - 14 EJCDC G941 Change Order Prepared by the Engincers Joint Contract Documents Committee and endorsed by the Construction Speeirwations institute. Page t of 1 COMMERCIAL REFRIGERATION SYSTEM SALES, SERVICE, INSTALLATION & REPAIR Mark Rodorigo - John Rodorigo Phone (218) 749-3356 CHANGE ORDER REQUEST September 22, 2014 Stevens Engineers Attn : Jason Raverty 2211 O'Neil Road Hudson, WI 54016 RE: Burich Ice Arena Dear Mr. Raverty, 104 East Chestnut Street • F 0, Box 1066 Vrginia, Minnesota 55792 We are requesting a Change Order (as requested by the Owner) for the following: Add switches as per attached Proposal from E2 Electrical. Price: $2,400.44 360.07 + 15% Profit and Overhead 36.01 + 1.5% Bond Premium Total: $2,796.52 If you have any questions or need anything further, please do not hesitate to contact me. Sincerely, t7 �a�l IC dc1a1111 Mark W Rodorigo 1 Electrical Services Inc ey 15895 Hwy ► E 1 Hutchinson. UN 55350 J 320-234.8330 9/18/2014 Commercial Refrigeration Systems, Inc. 104 East Chestnut V irgi n ia, MN PROJECT: Bu rich Arena -Add Switches Specific Scope Items: l) We have figured adding (4) switches in the zamboni room For control of the west rink lights. 2) We have figured switching for every other row. We will supply and install all materials. labor. and equipment for the total amount of$ 2,400.44. Payment Terms Payments as invoiced. Terms and Conditions 1) All applicable taxes are included in our submission. 2) Electrical shall be installed to standards of the National Electric Code and is guaranteed free from short circuits for one year. No other warranties are expressed or implied. 3) Electric Contractor shall make holes in the building to gain access for routing cables and conduits and shall not be lie Id Iiablc in any way for labor or costs incurred for painting, texturing, repairing walls or ceilings. 4) Time and materials work shall be charged $65 an hour plus materials. Service calls shall be charged $50 for the first half-hour, then $65 per hour. $50 is minimum charge. 5) Change orders: Any alteration or deviation from the above specifications involving extra costs will be made only upon written agreement, and will become an extra charge above the contract price to be paid immediately, 6) Delay: Electric Contractor will be excused for any delay beyond our control- These delays may include, but are not limited to acts of God, labor disputes, inclement weather, acts of owner or public authority, product shortages, or other unforeseen contingencies. 7) Right to stop work: if any payment under this contract is not made when due, Electric Contractor may stop suspend work until all payments have been made - 8) Any failure to make payments to Electric Contractor is subject to a claim against the property in accordance with applicable lien laws. 9) It is agreed that payments to Electric Contractor shall not be withheld due to any delay or Failed payments to the part this proposal is submitted to. 10) Malicious mischief and vandalism on thejob is the responsibility of the part this proposal is submitted to. Electric Contractor shall not be responsible for any damage resulting therefronn- Party submitted to shall carry needed insurance - I I) Overdue accounts will be charged a late charge at the rate of t.5% per month plus a monthly administrative fee of $20.00 or the maximum rate permitted by law. t2) In the event any party to this contract commences any action, legal or otherwise, to collect the contract price, the prevailing party shall be entitled to recover attorneys fees and all other costs incurred in connection with the action. 13) This proposal shall be effective for thirty days from the date set forth above, if this proposal is not accepted within this time it shall be expired. Phis proposal may be withdrawn any time before acceptance. 14) The language of all parts of this contract shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. No provision shall be deemed dependant upon any others. 15) if any provision of this contract is held by an arbitrator or court to be unenforceable, invalid or illegal, said provision shall be deemed to be deleted and shall not affect the validity of the remaining provisions of this contract. 16) Party submitted to shall give written notice of a back charge to Electric Contractor within ten days of the act giving rise to a back charge. 11' no such notice is given within the ten day period the back charge shall not be allowed. 17) in the event party submitted to does not request work to begin and/or the project is not in good condition to commence the work within 30 days after the acceptance of this contract, Electric Contractor shall have the option to terminate this contract. 18) Unless included in this proposal, all bonding and/or special insurance requirements are supplied at additional cost. Accepted by Client UStevens ENGINEERS & PLANNERS Date of Issuance: 10/2114 Effective Date: 1012114 Project: Owner. Owner's Contract No.: Burich Arena Improvements City of Hutchinson, MN �NA Contract: Date of Contract: May 14 2014 Contractor: Engineer's Project No.: Commercial Refrigeration Systems 900-14-208 Change Order No. 2 The Contract Documents are modified as follow n execution of this Chan a Order; Description: Add light switches in the resurfacer room to control the lights in the west rink Attachments (list documents supporting change): Contractor Pricing and Change Order Request CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES: Original Contract Price: Original Contract Times: ❑ Working days ❑ Calendar days Substantial completion (days or date): 9126114 $1,610345 Ready for final payment (days or date): 10/10/14 Increase from previously approved Change Orders No Change from previously approved Change Orders No. 1 to No. 1: No. 0 to No. 0: $5,518.1 Contract Price prior to this Change Order: $1,615,863.17 Increase of this Change Order: $2,796.52 Contract Price incorporating this Change Order $1 618 659.69 RECD 'ND By: P -41 - En neer(Authorized Signature) Date: t 1DWI Substantial completion (days): 9126114 Ready for final payment (days): 10/10/14 Contract Times prior to this Change Order: Substantial completion (days or date): 9126114 Ready for final payment (days or date): 10/10/14 No change of this Change Order: Substantial completion (days or date): 9126114 Ready for final payment (days or date): 10/10/14 Contract Times with all approved Change Orders: Substantial completion (days or date). 9126114 Ready for final payment (days or date): 111 , ACCEPTED: C By: By: Owner (Authorized Signature) Date: Date: 1a EJCDC C-941 Change Order Prepared ky the Engineers Join! Contract Documents Committee and endorsed by the Construction Specifications Institute. Page t of 1 SI No - COMMERCIAL REFRICCERATION SYSTEMS SALES, SERVICE, INSTALLATION & REPAIR Mark Rodorigo • John Rodoriga Phone (216) 749-3366 CHANGE ORDER REQUEST September 22, 2014 Stevens Engineers Attn : Cason Raverty 2211 0' Neil Road Hudson, WI 54016 RE: Burich Ice Arena Dear Mr. Raverty, 104 East Chestnut Street • P_ Q. Sox 1066 Viigwis, Unnasc$a 55792 We are requesting a Change Order (as requested by the Owner) for the following: Add switches as per attached Proposal from E2 Electrical. Price: $2,400.44 360.07 + 15% Profit and Overhead 36.01 + 1.5% Bond Premium Total: $2,796.52 If you have any questions or need anything further, please do not hesitate to contact me. Sincerely, Iffal-I A/ padai'00 Mark W Rodorigo r J^ Electrical Services Inc 15895 Hwy 7 E Hutchinson. MN 55350 324234-8330 9118f2014 Commercial Refrigeration Systems, Inc. 104 East Chestnut Virginia, MIN PROJECT: Bu rich Arena -Add Switches Specific Scope Items: l) We have figured adding (4) switches in the zambon i room For control of the west rink lights. 2) We have figured switching for every other row. We will supply and install all materials. labor, and equipment for the total amount of $ 2,400.44. Payment Terms Payments as invoiced. Terms and Conditions 1) All applicable taxes are included in our submission. 2) Electrical shall be installed to standards of the National Electric Code and is guaranteed Free from short circuits for one year. No other warranties are expressed or implied. 3) Electric Contractor shall make holes in the building to gain access for routing cables and conduits and shall not be held liable in any way for labor or costs incurred for painting, texturing, repairing walls or ceilings. 4) Time and materials work shall be charged $65 an hour plus materials. Service calls shall be charged $50 for the first half-hour, then $65 per hour. $50 is minimum charge. 5) Change orders: Any alteration or deviation from the above specifications involving extra costs will be made only upon written agreement, and will become an extra charge above the contract price to be paid immediately. 6) belay: Electric Contractor will be excused for any delay beyond our control. These delays may include, but are not limited to acts of God, labor disputes, inclement weather, acts of owner or public aulltority, product shortages, or other unforeseen contingencies. 7) Right to stop work: If any payment under this contract is not made when due, Electric Contractor may stop suspend work until all payments have been made. 8) Any failure to make payments to Electric Contractor is subject to a claim against the property in accordance with applicable lien laws. 9) It is agreed that payments to Electric Contractor shall not be withheld due to any delay or failed payments to the part this proposal is submitted to. 10) Malicious mischief and vandalism on the jab is (lie responsibility of the pan this proposal is submitted to. Electric Contractor shall not be responsible for any damage resulting therefrom. Party submitted to shall carry needed insurance. 11) Overdue accounts will be charged a late charge at the rate of 1.5% per month plus a monthly administrative fee of $20.00 or the maximum rate pennitted by law. 12) In the event any party to this contract commences any action, legal or otherwise, to collect the contract price, the prevailing party shall be entitled to recover attorneys fees and alI other costs incurred in connection with the action. 13) This proposal shall be effective for thirty days from the date set forth above, if this proposal is not accepted within this time it shall be expired. This proposal may be withdrawn any tirne before acceptance. l4) The language of all parts of this contract shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. No provision shall be deerned dependant upon any others. 15) 1f any provision of this contract is held by an arbitrator or court to be unenforceable, invalid or illegal, said provision shall be dee tried to be deleted and shall not affect the validity of the remaining provisions of this contract. 16) Party submitted to shall give written notice of a back charge to Electric Contractor within ten days of the act giving rise to a back charge. if no such notice is given within the ten day period the back charge shall not be allowed. 17) In the event party submitted to does not request work to begin and/or the project is not in good condition to commence [lie work within 30 days after file acceptance of this contract, Electric Contractor shall have the option to terminate this contract. 18) Unless included in this proposal, all bonding and/or special insurance requirements are supplied at additional cost. Accepted by Client HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Revisions to Assessment Roll for 2014 Pavement Management Program Project Department: PW/Eng LICENSE SECTION Meeting Date: 11/12/2014 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 OF AGENDA ITEM: Due to a relatively minor revision to a specific property's assessable frontage length (exclusion of City facility length), City staff requests that the attached assessment roll and corresponding resolutions be approved to accurately account for these changes within the City's assessment administration system. BOARD ACTION REQUESTED: Approval of Assessment Rolls and Resolutions Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14348 RESOLUTION ADOPTING REVISED ASSESSMENT ASSESSMENT ROLL NO. SA -5110, SA -5110A, SA -51106, SA -5110C LETTING NO. 3/PROJECT NO. 14-03 WHEREAS, pursuant to resolution and notice of hearing the Council has met and reviewed the proposed assessment for improvement of: Dale Street SW from Century Avenue SW to CSAH 7, TH 15 Service Rd from Echo Drive SE to Hutchinson Health Center, Freemont Ave SE from TH15 to East Termini, Lynn Road SW from Clinton Avenue SW to South Grade Road SW, Michael Court NW and HCC Parking Lot and potentially other roadways by roadway mill/overlay, reclamation or reconstruction by construction of grading, curb & gutter, draintile, bituminous/concrete pavement, storm sewer, watermain, sanitary sewer, street lighting, restoration and appurtenances and South Grade Road Trail (adjacent to South Grade Rd near the Otter Lake bridge) and Century Avenue Trail Overlay (Dale St SW to TH15) by construction of grading, bituminous/concrete pavement, milling, street lighting, electronic crossing warning system, trail, sidewalk, landscaping, restoration and appurtenances. WHEREAS, such proposed assessment was adopted 08/26/2014; and WHEREAS, due to revised construction costs, the assessment on PID# 07-116-29-04-0060 (County PID# 23.214.0010) is reduced from $17,615.40 to $11,257.40. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such revised assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted, and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments extending over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 2015 and shall bear interest at the rate of 3.12 percent per annum as set down by the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from November 1, 2014, until the 31st day of December 2015. To each subsequent installment when due, interest shall be added for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Finance Department, except that no interest shall be charged if the entire assessment is paid by the 17th day of November, 2014; and he may, at any time thereafter, pay to the City Finance Department the entire amount of the assessment remaining unpaid, with interest accrued to the 31st 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 12th day of November 2014. Steven W. Cook, Mayor Marc A. Sebora, City Administrator ASSESSMENT ROLL NO. 5110, 0. 5110B, LETTING NO. 3/PROJECT NO. ,0 � 0®® All ITIIAI 1.1",111T ® ®�,�11 ®®�®® ASSESSMENT ROLL NO. 5110, 0. 5110B, LETTING NO. 3/PROJECT NO. ,0 -d - FEE T.1 IINN COMPILEDBY: PVANDERVEEN COMPUTEDBY: P-NDERIEN NUM BE R OF YEA io ASSESSMENT ROLL NO. 5110, 0. 5110B, LETTING NO. 3/PROJECT NO. ,0 F --t A- S E fr . TH15 t. Ea.t T—mi, Ly- R.ad � fr.. Cimt- A-- SWt. S-1, Grade R.ad SW -d! Vkhael C- NW, HHC Parkin L. - - _ �,.STREET , �� ■00 � ASSESSMENT ROLL NO. 5110, 0. 5110B, LETTING NO. 3/PROJECT NO. ,0 - - _ - �®® . . T-111-- ROLL NO.i 5110A, 5110B, 5110C - REVISED 11/12/2014 NO. • •14-03 STREET COST/FF Al- ® ®=® � ®®® COMPILED BY: PVANDERVEEN ASSESSMENT ROLL NO. F 5110A, 511013, 5110C - REVISED 11/12/2014 LETTING NO. 3/PROJECT NO. ,F - - -_ - COST PER FRONT FOOT: COMPUTEDBY: PVANDERVEEN $92,815.32 COMPUTEDBY: PVANDERVEEN LETTING NO.3/PROJECT NO. 14-03 $20.00 STREET COST/FF �• NUMBER OF YEARS 10 �• CHECKED BY: KEXNER Dale Street SW from Century Avenu a Salto CSAR 7, TH 15 Service Rd from Echo Drive SEto Hutchinson H-Ith Center, 1ST HEARING 06/10/2014 330 ADOPTED: 08/26/2019/REV: 09/23/14/REV: 11/12/14 FIN ACCT# �®® Freemont Ave SE from TH15to EastTermini, Lynn Road SWfrom Clinton Avenue5Wto South Grade Road SWand Michael Court NW, HHC Parking Lot END HEARING 08/26/2014 INTEREST RATE: 3:12% and potentially other roadways byroadway mill/overlay, —1 amation --o—rt—tion byconrtmRion of grading,curb&gutter, d,.I,til% 2014 BONDS 330 07-2104 ADOPTED: O 262019REV: 092319REV: 111214 bituminous/co ete pavement, rtorm sewer, wa[ermain, sanitary sewe etlighting, r.to,.FoO and appurtenances. FIN ACCT# 7750 11110 .1 29185 Ac 8 J $0.00 $0.00 $42,815.32 50. $42p1532 SURO IAII 1.2 $9,.— $0.00 50. 50. $4,31On0 $0.00 ol 11 RR $0.00 $0.00 $On0 $®0.00 $®On0 TOTAL ASSESSMENT ROLL NO. 511Q 5110A, 51108, 5110C $s45l—T $. 11.a $42,.95.32 $Tspo535 $3is,a5o31 $0.00 $0.00 $022 $3,6m.00 $3,62nn0 $4,31On0 $0.00 $0n0 $9,310.00 COMPILED BY: PVANDERVEEN ASSESSM ENT ROLL NO. 5110, 5110A, 51108, 5110C - REVISED 11/12/2014 COST PER FRONT FOOT: COMPUTEDBY: PVANDERVEEN $92,815.32 COMPUTEDBY: PVANDERVEEN LETTING NO.3/PROJECT NO. 14-03 $20.00 STREET COST/FF 06/10/20M NUMBER OF YEARS 10 2ND HEARING CHECKED BY: KEXNER Dale Street SW from Century Avenu a Salto CSAR 7, TH 15 Service Rd from Echo Drive SEto Hutchinson H-Ith Center, 1ST HEARING 06/10/2014 330 ADOPTED: 08/26/2019/REV: 09/23/14/REV: 11/12/14 FIN ACCT# NUMBER OF YEARS 10 Freemont Ave SE from TH15to EastTermini, Lynn Road SWfrom Clinton Avenue5Wto South Grade Road SWand Michael Court NW, HHC Parking Lot END HEARING 08/26/2014 INTEREST RATE: 3:12% and potentially other roadways byroadway mill/overlay, —1 amation --o—rt—tion byconrtmRion of grading,curb&gutter, d,.I,til% 2014 BONDS 330 07-2104 ADOPTED: O 262019REV: 092319REV: 111214 bituminous/co ete pavement, rtorm sewer, wa[ermain, sanitary sewe etlighting, r.to,.FoO and appurtenances. FIN ACCT# 7750 11110 .1 29185 Ac 8 J $0.00 $0.00 $42,815.32 50. $42p1532 SURO IAII 1.2 $9,.— $0.00 50. 50. $4,31On0 $0.00 ol 11 RR $0.00 $0.00 $On0 $®0.00 $®On0 TOTAL ASSESSMENT ROLL NO. 511Q 5110A, 51108, 5110C $s45l—T $. 11.a $42,.95.32 $Tspo535 $3is,a5o31 $0.00 $0.00 $022 $3,6m.00 $3,62nn0 $4,31On0 $0.00 $0n0 $9,310.00 COMPILEDBY: PVANDERVEEN ASSESSMENT ROLL NO. 5110, 5110A, 51108, 5110C- REVISED 11/12/2014 LETTING NO.3/PROJECT NO. 14-03 Dale Street SW from Century Avenu a Salto CSAH 7, TH 15Serv1ce Rdfrom Echo Drive SEto Hutchinson H-Ith Center, Freemont Ave SE from TH15to EastTermini, Lynn Road SWfrom Clinton Avenue5Wto South Grade Road SWand Michael Court NW, HHC Parking Lot and potentially other roadways byroadway mill/overlay, —1 amation orreconrtr on byconrtmRion of grading,curb&gutter, d,.I,til% bituminous/co etepavement, rtorm sewer, watermain, sanitary sewe etlighting, restoration and appurtenances. COST -LUMPSUM COMPUTEDBY: PVANDERVEEN $92,815.32 PARKING LOT/LUMP SUM CHECKED BY: KEXNER 1ST HEARING 06/10/20M NUMBER OF YEARS 10 2ND HEARING 08/26/2014 INTEREST RATE: 3:12% 2014 BONDS 330 ADOPTED: 08/26/2019/REV: 09/23/14/REV: 11/12/14 FIN ACCT# 7750 07-2104 IAII .11 11110 .1 29185 Ac 8 J $0.00 $0.00 $42,815.32 50. $42p1532 SURO $0.00 $0.00 $9],89532 $0.00 $9],89532 TOTAL ASSESSMENT ROLL NO. 511Q 5110A, 51108, 5110C $s45l—T $. 11.a $42,.95.32 $Tspo535 $3is,a5o31 DEFERRALS ARE FOR 20 YEARS OR UNTIL DEVELOPED,W ITH INTEREST ACCRUING, WHICHEVER OCCURS FIRST. HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Items for 2nd Avenue SE Reconstruction Project (L1/P15-01) Department: PW/Eng LICENSE SECTION Meeting Date: 11/12/2014 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 OF AGENDA ITEM: City staff requests that the City Council approve the appropriate Resolutions to set a Public Hearing for the above referenced letting at their December 9th 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: Yes PROJECT SECTION: Total Project Cost: $ 1,516,200.00 Total City Cost: $ 1,396,200.00 Funding Source: Bonding, State Aid & Utility Funds Remaining Cost: $ 120,000.00 Funding Source: Improvement Special Assessments RESOLUTION NO. 14349 RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT LETTING NO. 1/PROJECT NO. 15-01 WHEREAS, it is proposed to improve: 2nd Avenue SE from Main St (TH15) to approximately 200 LF west of 2nd Ave Bridge; 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 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. 15-01, 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 12th day of November 2014. Mayor: Steven W. Cook City Administrator: Marc A. Sebora HUTCHINSON PUBLIC WORKS/ENGINEERING DEPARTMENT Hutchinson City Center/1 I I 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: November 12, 2014 SUBJECT: Letting No. 1/Project No. 15-01 I have studied the following proposed improvements and find that the proposed project is feasible and recommend it be constructed: L1/P15-01 2nd Avenue SE from Main St (TH15) to approximately 200 LF west of 2nd Ave Bridge; 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 $1,220,000 Engineering $183,000 Administration $73,200 Engineering Services - Geotechnical $40,000 ESTIMATED TOTAL $1,516,200 ESTIMATED FUNDING TOTAL Assessable Costs $120,000 State Aid $500,000 City - Bonding $756,200 City -Water Funds $50,000 City -Wastewater Funds $20,000 Cit - Stormwater Funds $70,000 ESTIMATED TOTAL $1,516,200 RESOLUTION NO. 14350 RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT LETTING NO. 1/PROJECT NO. 15-01 WHEREAS, pursuant to a resolution of the Council adopted November 12th, 2014, a report has been prepared by Kent Exner, Public Works Director/City Engineer with reference to the following proposed improvements: 2nd Avenue SE from Main St (TH15) to approximately 200 LF west of 2nd Ave Bridge; 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 said report was received by the Council on November 12th, 2014. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The Council will considerthe improvement in accordance with the report at an estimated total cost of the improvement of $1,516,200.00. 2. A public hearing shall be held on such proposed improvements on the 9th day of December, 2014, 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 12th day of November 2014. Mayor: Steven W. Cook City Administrator: Marc A. Sebora HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Items for Automatic Water Meter Reading Implementation Project (L7/P15-07) Department: PW/Eng LICENSE SECTION Meeting Date: 11/12/2014 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 OF AGENDA ITEM: City staff requests that the City Council approve the appropriate Resolutions to set a Public Hearing for the above referenced letting at their December 9th meeting. BOARD ACTION REQUESTED: Approval of Resolutions Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 725,000.00 Total City Cost: $ 725,000.00 Funding Source: Water & Wastewater Utility Funds Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14351 RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT LETTING NO. 7/PROJECT NO. 15-07 WHEREAS, it is proposed to improve: Automatic Water Meter Reading Implementation; meter transmitters procurement, system integration, training, software configuration, HUC system contribution, installation and appurtenances; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, the proposed improvement, called Letting No. 7/Project No. 15-07, 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 12th day of November 2014. Mayor: Steven W. Cook City Administrator: Marc A. Sebora 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: November 12, 2014 SUBJECT: Letting No. 7/Project No. 15-07 I have studied the following proposed improvements and find that the proposed project is feasible and recommend it be constructed: L7/P15-07 Automatic Water Meter Reading Implementation; meter transmitters procurement, system integration, training, software configuration, HUC system contribution, installation and appurtenances. ESTIMATED COST TOTAL Construction Cost $615,000 Engineering $25,000 Administration $0 Contribution to HUC Existing AMI System $65,000 Estimated Installation Costs $20,000 ESTIMATED TOTAL $725,000 ESTIMATED FUNDING TOTAL Assessable Costs $0 State Aid $0 Cit - Bonding $0 City -Water Funds $543,750 City -Wastewater Funds $181,250 City - Stormwater Funds $0 ESTIMATED TOTAL $725,000 RESOLUTION NO. 14352 RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT LETTING NO. 7/PROJECT NO. 15-07 WHEREAS, pursuant to a resolution of the Council adopted November 12th, 2014, a report has been prepared by Kent Exner, Public Works Director/City Engineer with reference to the following proposed improvements: Automatic Water Meter Reading Implementation; meter transmitters procurement, system integration, training, software configuration, HUC system contribution, installation and appurtenances; and said report was received by the Council on November 12th, 2014. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The Council will considerthe improvement in accordance with the report at an estimated total cost of the improvement of $725,000.00. 2. A public hearing shall be held on such proposed improvements on the 9th day of December, 2014, 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 12th day of November 2014. Mayor: Steven W. Cook City Administrator: Marc A. Sebora CITY OF HUTCHINSON Council Check Register -1 11/5/2014 Check Issue Dates: 10/29/2014 - 11/12/2014 Check Number Check Date Amount Vendor Account Description 183221 11/12/2014 205.06 ABELSON, RANDY Travel/Conference Expense 183222 11/12/2014 401.85 ACE HARDWARE Equipment Parts 183223 11/12/2014 60.00 AITKIN COUNTY SHERIFFS OFFICE Other Professional Services 183224 11/12/2014 794.75 ALPHA WIRELESS Contractual R&M 183225 11/12/2014 155.40 AMERICAN BOTTLING CO Cost of Sales - Miscellaneous 183226 11/12/2014 81.33 AMERIPRIDE SERVICES Contractual R&M 183227 11/12/2014 222.10 ARCTIC GLACIER USA INC. Cost of Sales - Miscellaneous 183228 11/12/2014 400.00 ARM OF MINNESOTA Travel/Conference Expense 183229 11/12/2014 587.35 ARNESON DISTRIBUTING CO Cost of Sales - Beer 183230 11/12/2014 638.00 ARTISAN BEER COMPANY Cost of Sales - Beer 183231 11/12/2014 1,942.46 ASSURANT EMPLOYEE BENEFITS Life Insurance 183232 11/12/2014 81.37 AUTO VALUE - GLENCOE Equipment Parts 183233 11/12/2014 2,000.00 AUTOMATIC SYSTEMS CO Other Professional Services 183234 11/12/2014 241.76 B & C PLUMBING & HEATING INC Contractual R&M 183235 11/12/2014 5,408.50 B. W. WELDING Equipment Parts 183236 11/12/2014 1,486.76 BELLBOY CORP Cost of Sales - Beer 183237 11/12/2014 1,697.61 BENNETT MATERIAL HANDLING Contractual R&M 183238 11/12/2014 152.50 BERNICK'S Cost of Sales - Miscellaneous 183239 11/12/2014 362.40 BETTER HALF EMBROIDERY Uniforms & Personal Equip 183240 11/12/2014 11,100.00 BIOBAG AMERICAS INC Compost Bags 183241 11/12/2014 46,823.50 BOLTON & MENK INC. Engineering Fees 183242 11/12/2014 3,329.56 BRAUN INTERTEC CORP Other Professional Services 183243 11/12/2014 3,352.00 BT LOCK & KEY Contractual R&M 183244 11/12/2014 4,724.00 BURNHAM COMPANIES LLC Inventory- Bulk Product 183245 11/12/2014 1,156.05 BUSINESSWARE SOLUTIONS Contractual R&M 183246 11/12/2014 1,050.00 C & C CONTRACTING Contractual R&M 183247 11/12/2014 25,261.90 C & L DISTRIBUTING Cost of Sales - Beer 183248 11/12/2014 379.88 CALIFORNIA CONTRACTORS SUPPLIES Safety Supplies 183249 11/12/2014 1,124.58 CARS ON PATROL SHOP LLC Automotive R&M 183250 11/12/2014 11,200.00 CDW GOVERNMENT INC Small Tools & Minor Equipment 183251 11/12/2014 347.94 CENTRAL HYDRAULICS Equipment Parts 183252 11/12/2014 170.36 CENTRAL MCGOWAN Repair & Maintenance Supplies 183253 11/12/2014 34.18 CENTRAL TURF & IRRIGATION SUPPLY Repair & Maintenance Supplies 183254 11/12/2014 274.89 COMDATA CORPORATION Operating Supplies 183255 11/12/2014 198,386.76 COMMERCIAL REFRIGERATIONS SYSTEMS INC Civic Arena Project - draw #5 183256 11/12/2014 1,163.09 COMMISSIONER OF TRANSPORTATION Other Professional Services 183257 11/12/2014 569.58 CONTINENTAL RESEARCH CORP Equipment Parts 183258 11/12/2014 153.85 CRAIG, MIKE Travel/Conference Expense 183259 11/12/2014 1,074.25 CROW RIVER AUTO & TRUCK REPAIR Automotive R&M 183261 11/12/2014 571.48 CROW RIVER GOLF CLUB Beer Pub Club 183263 11/12/2014 45.00 DAVE GRIEP CLEANING Contractual R&M 183264 11/12/2014 2,210.00 DAVE'S PALLET SERVICE Inventory - Process Material 183265 11/12/2014 5,816.50 DAY DISTRIBUTING Cost of Sales - Beer 183266 11/12/2014 492.00 DISPLAY SALES Repair & Maintenance Supplies 183267 11/12/2014 4,409.39 DPC INDUSTRIES INC Chemicals & Chemical Products 183268 11/12/2014 936.77 DROP -N -GO SHIPPING INC Printing & Publishing 183269 11/12/2014 39.99 DUNDEE Employee Flowers 183270 11/12/2014 746.59 DYNA SYSTEMS Equipment Parts 183271 11/12/2014 1,920.00 E. G. RUD & SONS INC. Other Professional Services 183272 11/12/2014 169.95 EBERT, DICK Uniforms & Personal Equip 183273 11/12/2014 137.87 ECOLAB PEST ELIMINATION Contractual R&M 183274 11/12/2014 750.00 EHLERS, GAIL Cemetery- Grave Repurchase 183275 11/12/2014 464.10 ELECTRIC PUMP Contractual R&M 183276 11/12/2014 828.00 ELECTRO WATCHMAN Dues & Subscriptions 183277 11/12/2014 4,004.00 JERICKSON ENGINEERING CO LLC Other Professional Services CITY OF HUTCHINSON Council Check Register-1 11/5/2014 Check Issue Dates: 10/29/2014- 11/12/2014 Check Number Check Date Amount Vendor Account Description 183278 11/12/2014 613.19 FARM-RITE EQUIPMENT Contractual R&M 183279 11/12/2014 264.13 FASTENAL COMPANY Repair & Maintenance Supplies 183280 11/12/2014 114.99 FELBER, MARIE Safety Supplies 183281 11/12/2014 152.00 FIRST CHOICE FOOD & BEVERAGE SOLUTIONS Operating Supplies 183282 11/12/2014 140.29 G & K SERVICES Operating Supplies 183283 11/12/2014 19.94 GALLS LLC Safety Supplies 183284 11/12/2014 5,000.00 GAVIN WINTERS TWISS THIEMANN & LONG LTD Other Professional Services 183285 11/12/2014 368.60 GOPHER STATE FIRE EQUIPMENT CO. Contractual R&M 183286 11/12/2014 1,098.68 GRAINGER Operating Supplies 183287 11/12/2014 5,167.40 GRO-WELL BRANDS Inventory- Bagged Product 183288 11/12/2014 3,865.00 GUSTAFSON & GOUDGE INC Machinery & Equipment 183289 11/12/2014 12,881.00 HALDEMAN HOMME /ANDERSON LADD Machinery & Equipment 183290 11/12/2014 428.94 HASSAN VALLEY TOWNSHIP Refunds & Reimbursements 183291 11/12/2014 3,253.06 HAWKINS INC Chemicals & Chemical Products 183292 11/12/2014 23,159.85 HCVN-TV Cable Franchise Expenses 183293 11/12/2014 1,023.42 HD SUPPLY WATERWORKS LTD Equipment Parts 183294 11/12/2014 835.50 HENRY'S WATERWORKS INC Meters & Meter Parts 183295 11/12/2014 1,353.62 HEWLETT-PACKARD CO Small Tools & Minor Equipment 183296 11/12/2014 1,530.67 HIRSHFIELD'S INC Machinery & Equipment 183297 11/12/2014 3,285.00 HJERPE CONTRACTING Contractual R&M 183298 11/12/2014 49.28 HOLT MOTORS INC Automotive R&M 183299 11/12/2014 230.00 HUTCH AUTO & TRUCK PARTS Automotive R&M 183300 11/12/2014 7,812.90 HUTCHINSON CONVENTION & VISITORS BUREAU Lodging Tax Reimb 183301 11/12/2014 249.09 HUTCHINSON CO-OP Automotive R&M 183302 11/12/2014 3,740.11 HUTCHINSON LEADER Advertising 183303 11/12/2014 585.00 HUTCHINSON SENIOR ADVISORY BOARD Operating Supplies 183304 11/12/2014 1,220.24 HUTCHINSON WHOLESALE Automotive R&M 183305 11/12/2014 4,000.00 HUTCHINSON, CITY OF ATM Replenish 183306 11/12/2014 125.00 HUTTON, CHRIS Uniforms & Personal Equip 183307 11/12/2014 800.00 I.M.S. SHARPENING SERVICE Contractual R&M 183308 11/12/2014 5,941.34 IFCO SYSTEMS NA INC. Inventory- Process Material 183309 11/12/2014 259.87 INTERSTATE BATTERY SYSTEM MINNEAPOLIS Equipment Parts 183310 11/12/2014 95.00 INTOXIMETERS INC Operating Supplies 183311 11/12/2014 303.21 J & R COMPLETE AUTO & RADIATOR Automotive R&M 183312 11/12/2014 154.34 JACOBSEN, SEPTEMBER Operating Supplies 183313 11/12/2014 4,117.58 JEFF MEEHAN SALES INC. Accrued Payable - Commissions 183314 11/12/2014 601.10 JJ TAYLOR DIST OF MN Cost of Sales - Beer 183315 11/12/2014 30,379.79 JOHNSON BROTHERS LIQUOR CO. Cost of Sales - Wine 183316 11/12/2014 40,518.00 JUUL CONTRACTING CO Improv other than Buildings 183317 11/12/2014 2,310.00 KAHNKE BROTHERS NURSERY Contractual R&M 183318 11/12/2014 1,270.80 KDUZ KARP RADIO Operating Supplies 183319 11/12/2014 494.60 KLOSS, TOM Travel/Conference Expense 183320 11/12/2014 12,233.12 LANDSCAPE CONCEPTS INC Contractual R&M 183321 11/12/2014 30.00 LANGAN, JEANNE Other Revenues 183322 11/12/2014 147.00 LEXISNEXIS Other Professional Services 183323 11/12/2014 207.19 LIEN, MIKE Travel/Conference Expense 183324 11/12/2014 20,612.82 LOCHER BROTHERS INC Cost of Sales - Beer 183325 11/12/2014 341.85 MACQUEEN EQUIP INC Automotive R&M 183326 11/12/2014 30.00 MALONE,KRISTEN Comm Ed Refund 183327 11/12/2014 10.78 MARSHALL CONCRETE PRODUCTS Repair & Maintenance Supplies 183328 11/12/2014 13.65 MATHESON TRI-GAS INC Operating Supplies 183329 11/12/2014 508.00 MCLEOD COUNTY AUDITOR-TREASURER Inventory - Bulk Product 183330 11/12/2014 646.49 MENARDS HUTCHINSON Operating Supplies 183331 11/12/2014 336.50 MES - MIDAM Contractual R&M 183332 11/12/2014 252.85 MESSNER, KEITH Travel/Conference Expense CITY OF HUTCHINSON Council Check Register-1 11/5/2014 Check Issue Dates: 10/29/2014- 11/12/2014 Check Number Check Date Amount Vendor Account Description 183333 11/12/2014 1,080.00 MIDWEST CUSTOM APPAREL Operating Supplies 183334 11/12/2014 2,548.00 MILLWOOD INCORPORATED Inventory - Process Material 183335 11/12/2014 72.90 MINNEAPOLIS, CITY OF Other Professional Services 183336 11/12/2014 109.90 MINNESOTA CHIEFS OF POLICE Operating Supplies 183337 11/12/2014 20.00 MINNESOTA DEPT OF PUBLIC SAFETY Dues & Subscriptions 183338 11/12/2014 200.00 MINNESOTA STATE HORTICULTURAL SOCIETY Advertising 183339 11/12/2014 2,526.10 MINNESOTA VALLEY TESTING LAB Other Professional Services 183340 11/12/2014 2,761.92 MMC Contractual R&M 183341 11/12/2014 325.00 MN FALL MAINTENANCE EXPO Travel/Conference Expense 183342 11/12/2014 247.99 M-R SIGN Sign Repair Materials 183343 11/12/2014 1,427.85 MURPHY GRANITE CARVING Law Enforcement Park 183344 11/12/2014 727.20 NASH FINCH COMPANY Contractual R&M 183345 11/12/2014 83.63 NORTH CENTRAL LABORATORIES Chemicals & Chemical Products 183346 11/12/2014 410.00 NORTH SHORE ANALYTICAL INC Other Professional Services 183347 11/12/2014 1,211.00 NORTH STAR PUMP SERVICE Contractual R&M 183348 11/12/2014 175.00 NORTHEAST WISCONSIN TECHNICAL COLLEGE Travel/Conference Expense 183349 11/12/2014 652.41 NORTHERN SAFETY TECHNOLOGY Automotive R&M 183350 11/12/2014 315.84 NORTHERN STATES SUPPLY INC Equipment Parts 183351 11/12/2014 187.00 NORTHSTAR CALIBRATION INC Contractual R&M 183352 11/12/2014 4,364.43 NU-TELECOM Phone Services 183353 11/12/2014 121.54 OLD DOMINION BRUSH Automotive R&M 183354 11/12/2014 45.97 O'REILLY AUTO PARTS Automotive R&M 183355 11/12/2014 19,311.73 PHILLIPS WINE & SPIRITS Cost of Sales - Wine 183356 11/12/2014 999.00 PINE VALLEY ECO PRODUCTS Chemicals & Chemical Products 183357 11/12/2014 117.00 PIONEER MANUFACTURING CO Sign Repair Materials 183358 11/12/2014 39,261.50 PIONEERLAND LIBRARY SYSTEM Other Professional Services 183359 11/12/2014 308.50 PRO AUTO MN INC. Contractual R&M 183360 11/12/2014 1,997.21 QUADE ELECTRIC Equipment Parts 183361 11/12/2014 74.42 QUILL CORP Office Supplies 183362 11/12/2014 279,794.60 R & R EXCAVATING Improv other than Buildings 183363 11/12/2014 1,642.55 R.J.L. TRANSFER Freight 183364 11/12/2014 298.94 RADKE, ANGIE Travel/Conference Expense 183365 11/12/2014 1,540.00 RAMAKER & ASSOCIATES INC Machinery & Equipment 183366 11/12/2014 561.98 RANDY'S REPAIR SERVICE Contractual R&M 183367 11/12/2014 3,637.99 RAPIDS PROCESS EQUIPMENT INC Equipment Parts 183368 11/12/2014 11.99 RDO TRUST #80-5800 Equipment Parts 183369 11/12/2014 1,219.33 REFLECTIVE APPAREL FACTORY INC Safety Supplies 183370 11/12/2014 6,635.00 REINER ENTERPRISES INC Freight-in 183371 11/12/2014 2,883.00 RIDGEWATER COLLEGE Travel/Conference Expense 183372 11/12/2014 306.38 RITE INC Operating Supplies 183373 11/12/2014 831.70 ROYAL TIRE Contractual R&M 183374 11/12/2014 278.57 RUNNING'S SUPPLY Automotive R&M 183375 11/12/2014 241.13 SCHUMANN, MIKE Travel/Conference Expense 183376 11/12/2014 2,950.00 SIGNATURE MASONRY INC. Contractual R&M 183377 11/12/2014 10,511.35 SOUTHERN WINE & SPIRITS OF MN Cost of Sales - Wine 183378 11/12/2014 3,112.95 SPARTAN STAFFING Other Professional Services 183379 11/12/2014 198.66 ST PAUL STAMP WORKS Printing & Publishing 183380 11/12/2014 220.96 STAPLES ADVANTAGE Operating Supplies 183381 11/12/2014 287.00 STEARNS COUNTY COURT ADMINISTRATOR Other Revenues 183382 11/12/2014 565.00 STEPHENS PUBLISHING Operating Supplies 183383 11/12/2014 333.75 STOTTS, CASEY Travel/Conference Expense 183384 11/12/2014 3,225.00 STREICH TRUCKING Freight-in 183385 11/12/2014 259.71 SUBWAY WEST Operating Supplies 183386 11/12/2014 265.00 TACTICAL SOLUTIONS Other Professional Services 183387 11/12/2014 52.96 ITARGET iSafety Supplies CITY OF HUTCHINSON Council Check Register-1 Check Issue Dates: 10/29/2014- 11/12/2014 11/5/2014 Check Number Check Date Amount Vendor Account Description 183388 11/12/2014 574.57 ITITAN MACHINERY Automotive R&M 183389 11/12/2014 309.60 TKO WINES Cost of Sales - Wine 183390 11/12/2014 22,948.62 TREBELHORN & ASSOC Motor Fuels & Lubricants 183391 11/12/2014 540.00 TRIMBO, DAVID Other Professional Services 183392 11/12/2014 4,050.00 U.S. WATER SERVICES Chemicals & Chemical Products 183393 11/12/2014 100.00 UNITED ABSTRACT COMPANY Other Professional Services 183394 11/12/2014 417.49 US BANK EQUIPMENT FINANCE Copy Machine 183395 11/12/2014 1,434.89 USPS-HASLER Postage 183396 11/12/2014 2,464.12 VERIZON WIRELESS Phone Services 183397 11/12/2014 69.95 VERTECH SOLUTIONS & SERVICES Contractual R&M 183398 11/12/2014 90.56 VESSCO INC Operating Supplies 183399 11/12/2014 11,802.20 VIKING BEER Cost of Sales - Beer 183400 11/12/2014 450.10 VIKING COCA COLA Cost of Sales - Miscellaneous 183401 11/12/2014 2,703.40 VIK'S LANDSCAPING & LAWN CARE Improv other than Buildings 183402 11/12/2014 303.25 VINOCOPIA INC Cost of Sales - Liquor 183403 11/12/2014 1,411.67 WASTE MANAGEMENT OF WI-MN Refuse - Recycling 183404 11/12/2014 105.00 WESTPHAL, TISHA Recreation Activity Fees 183405 11/12/2014 320.40 WINE COMPANY, THE Cost of Sales - Wine 183406 11/12/2014 1,332.11 WINE MERCHANTS INC Cost of Sales - Wine 183407 11/12/2014 14,772.04 WIRTZ BEVERAGE MINNESOTA Cost of Sales - Beer 183408 11/12/2014 3,165.00 WITTE SOD FARMS INC Improv other than Buildings 183409 11/12/2014 713,687.92 WM MUELLER & SONS - SEPARATE CK Improv other than Buildings 183410 11/12/2014 4,085.75 WSB & ASSOC Other Professional Services 183411 11/12/2014 2,348.72 ZELLER STUDIO Other Professional Services Grand Totals: 1,750,355.89 CITY OF HUTCHINSON Check Register - Council Check Register Page: 1 Report Dates: 10/12/2014-10/25/2014 Oct 29, 2014 10:48AM Report Criteria: Transmittal checks included Pay Period Journal Check Check Date Code Issue Date Number Payee Amount 10/25/2014 CDPT 10/29/2014 183220 HART 583.70- 10/25/2014 CDPT 10/29/2014 1029140 AFLAC 152.23- 10/25/2014 CDPT 10/29/2014 1029140 EFTPS 12,060.45- 10/25/2014 CDPT 10/29/2014 1029140 EFTPS 12,060.45- 10/25/2014 CDPT 10/29/2014 1029140 EFTPS 3,611.06- 10/25/2014 CDPT 10/29/2014 1029140 EFTPS 3,611.06- 10/25/2014 CDPT 10/29/2014 1029140 EFTPS 24,485.72- 10/25/2014 CDPT 10/29/2014 1029140 ICMA 1,505.00- 10/25/2014 CDPT 10/29/2014 1029140 ING 975.00- 10/25/2014 CDPT 10/29/2014 1029140 Minnesota Dept. of Revenue 10,712.84- 10/25/2014 CDPT 10/29/2014 1029140 MN Child Support System 41.87- 10/25/2014 CDPT 10/29/2014 1029140 MNDCP 250.00- 10/25/2014 CDPT 10/29/2014 1029140 PERA 11,935.30- 10/25/2014 CDPT 10/29/2014 1029140 PERA 11,935.30- 10/25/2014 CDPT 10/29/2014 1029140 PERA 5,902.50- 10/25/2014 CDPT 10/29/2014 1029140 PERA 8,853.74- 10/25/2014 CDPT 10/29/2014 1029140 PERA 36.16- 10/25/2014 CDPT 10/29/2014 1029140 PERA 36.16- 10/25/2014 CDPT 10/29/2014 1029140 PERA 1,909.61- 10/25/2014 CDPT 10/29/2014 1029140 TASC-Flex 225.00- 10/25/2014 CDPT 10/29/2014 1029140 TASC-Flex 1,322.25- 10/25/2014 CDPT 10/29/2014 1029141 TASC-HSA 4,253.09- 10/25/2014 CDPT 10/29/2014 1029141 TASC-HSA 3,553.44- 10/25/2014 CDPT 10/29/2014 1029141 TASC-HSA 1,008.44- 10/25/2014 CDPT 10/29/2014 1029141 TASC-HSA 592.24- 10/25/2014 CDPT 10/29/2014 1029141 TASC-HSA 849.22 - Grand Totals: 26 122,461.83- CITY OF HUTCHINSON Council Check Register -2 11/5/2014 Check Issue Dates: 10/29/2014 - 11/12/2014 Check Number Check Date Amount Vendor Account Description 183260 11/12/2014 164.47 CROW RIVER GLASS Automotive R&M 183262 11/12/2014 10.00 CROW RIVER SIGNS Automotive R&M Grand Totals: 174.47 CITY OF HUTCHINSON Council Check Register -2 11/5/2014 Check Issue Dates: 10/29/2014 - 11/12/2014 Check Number Check Date Amount Vendor Account Description 183260 11/12/2014 164.47 CROW RIVER GLASS Automotive R&M 183262 11/12/2014 10.00 CROW RIVER SIGNS Automotive R&M Grand Totals: 174.47 HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Consideration of Software Services from BS & A Department: IT LICENSE SECTION Meeting Date: 11/12/2014 Application Complete N/A Contact: Tom Kloss Agenda Item Type: Presenter: Tom Kloss Reviewed by Staff ❑ New Business Time Requested (Minutes): 30 License Contingency N/A Attachments: No BACKGROUND/EXPLANATION OF AGENDA ITEM: September 2014, the Council approved a travel request to Lansing Michigan. The travel request provided a site visit to the offices of BS & A, a software company specializing in government management software, along with live demonstrations at a community that currently utilizes the software package. The meeting and tour of the BS & A facility went very well and we were impressed with the day to day operation, along with the philosophies the company adheres too. The demonstrations went equally as well. Staff observed the entire Utility Billing process along with other financial functions. The efficiency and ease of use of the software is as advertised. Staff is requesting approval to enter into a contract with BS & A, located in Bath Michigan, for software services to manage HR, Payroll, Finance, Business Licensing, Special Assessments, Building Permits, Rental Inspections, and Utility Billing. Attached is the Financial impact to the Water, Waste Water, CreekSide and Capital Improvement Budgets. Please find attached the latest budget breakdown and a memo, dated 9/12/2014, containing additional detail about the project. BOARD ACTION REQUESTED: Fiscal Impact: Funding Source: See attachment for financial detail 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: BS&A Software Cost: General Utility Billing Total Creekside Purchase of Applications $ 78,290 $ 10,400 $ 88,690 $ 14,863 Data Conversions $ 35,095 $ 8,580 $ 43,675 Project Management & Planning $ 21,600 $ 2,400 $ 24,000 Implementation & Training $ 50,000 $ 7,000 $ 57,000 $ 15,000 Post -Go Live Assistance $ 1,800 $ 200 $ 2,000 Travel Expenses $ 26,194 $ 2,911 $ 29,105 Total Costs $ 212,979 $ 31,491 $ 244,470 $ 29,863 Unspent Caselle Budget: $ 75,823 $ 14,328 $ 90,151 $ 13265 Unfunded New Cost $ 137,156 $ 17,163 $ 154,319 $ 28,598 Caselle Software Cost: General Utility Billing Total Creekside $ 20,000 Purchase of Applications $ 128,028 $ 17,000 $ 145,028 Scale Software $ - $ 8,314 Travel Expenses $ 7,107 $ 948 $ 8,055 $ 1,421 Hardware / Server costs $ 10,042 $ 10,042 Other costs $ - $ 1,274 $ 1,274 Total Costs paid to date $ 145,177 $ 19,222 $ 164,399 $ 29,735 Budgeted Amount $ 221,000 $ 33,550 $ 254,550 $ 31,000 Unspent Budget $ (75,823) $ (14,328) $ (90,151) $ (1,265) Annual Service Fees: (2013 Billing) BS&A Caselle Change LOGIS Finance $ 7,350 $ 6,660 $ 690 $ 50,210 HR & Payroll $ 5,340 $ 6,120 $ (780) $ 32,035 Business Licensing $ 980 $ 810 $ 170 $ 1,500 Building Inspections/Permits $ 2,350 $ 2,160 $ 190 $ 18,627 Special Assessment $ 1,190 $ 900 $ 290 $ 7,687 Total General Fund $ 17,210 $ 16,650 $ 560 $ 110,059 Utility Billing $ 2,080 $ 4,630 $ (2,550) $ 46,702 Grand Total $ 19,290 $ 21,280 $ (1,990) $ 156,761 M E M O R A N D U M TO: Marc Sebora, Interim City Administrator FROM: Tom Kloss, Director of Information Technology RE: Software Changes DATE: 9/12/2014 Early in 2012, we began the process of reviewing services we receive from LOGIS, and started a search for less expensive alternatives. Following were our annual LOGIS fees. Building Permits $18,627 Business Licensing $1,500 Special Assessments $7,687 Financial $50,210 HR & Payroll $32,035 Utility Billing $46,702 Annual Total $156,761 Annual fees for alternative software packages average $25,000. With the annual fees and the implementation costs the payback is less than three years. In May, 2013 we began implementation of the Caselle Enterprise Resource Planning solution with the goal of being completely converted from LOGIS applications by January 1, 2014. ERP software is a suite of products that work as one management solution for diverse operations. As of today, we do not have solutions implemented for special assessments or building inspections. The human resources module is not working correctly, and the time keeping system has lacked efficiency and been frustrating for all employees. On July 1, 2014, Andy Reid and I had a conference call with Chad Jarvi, president of Civic Systems, and Mike Mandler, vice president of development for Civic Systems, to formally convey our concerns with Civic Systems and to alert them that we are going to pursue a different solution if the issues with Civic Systems and Caselle were not, or could not, be addressed to the City's satisfaction. During that meeting we were assured that they would address our issues, and the first problem they would work on is the time keeping system. Their plan was to have a meeting with their programmers and include 3 to 4 of our end users to address the issues. This was to happen by the end of that week, which was July 25, 2014. As of today, we have not heard from them. End user support has been slow and at many times less than confident. We often hear from Civic Systems support staff "we've never seen that before". During our initial conversations with Civic we spoke in length about support response times. After speaking with references we did have a concern with response times, as that was a complaint from existing customers. We spoke with the sales team and they assured us that they were in the process of adding additional support staff and wait times would be down to less than one hour. A recent example: On July 14, 2014 we submitted a ticket for an issue with a report in Utility Billing and we finally heard back from them on July 21, 2014. Overall we don't see that the Caselle product is going to fulfill our needs and we have no confidence that Civic Systems will be upgrading their technology anytime soon. We do have a product that we would like to pursue to replace Civic Systems and Caselle. This product would provide a solution for Finance, Human Resources, Business Licenses, Payroll, Employee Self Service, Building Inspections, Rental Inspections, Animal License and Special Assessments. This product was at the top of our list during the initial project review but was not chosen because they don't have an application for Creekside. I have found a solution that looks very viable for Creekside. There are two products that act as one. One component will take care of the manufacturing and cost accounting for the production side of Creekside and that information will automatically populate into the product that will manage the sales and business end of Creekside. One of the long term issues that Creekside has been dealing with is the complicated pricing structure and none of the past products could deal with this efficiently. The new product has a solution and is very straight forward. I reviewed the product with Andy Kosek and after reviewing a demo he feels that the pricing product is what they have needed for many years. The other issue we have continually dealt with is the idea that the financials from Creekside should be integrated into the City financial software system. This has never worked well, and has always created inefficiencies. Manufacturing software and government software do not easily integrate. I have asked the City of Hutchinson Controller to think about ways to separate the two systems. My hope is we can run Creekside as a separate business with its own check book and bank accounts. This would increase the reporting to Council and possibly an increase for auditing but the simplification of isolating the business would reduce overall complications in the financial recording and reduce staff stress, and hopefully time required for the accounting functions. The software for the manufacturing piece of Creekside provides a sure start data conversion and training along with a 60 day "no quibble" money back guarantee. For support and training on the accounting package I found an accounting firm in St. Cloud that is a reseller for the product, provide training services, uses the software themselves to provide accounting services for businesses, and provide consulting services for businesses that use the software on their own. They are very experienced and well rounded in all factions of the software. To date we have spent $176,823 of the original budget of $285,550 with Civic Systems. The followoing is the updated quote from BS & A: Item Description Quote March 2013 Quote September 2014 Increase/Decrease from 2013 Initial Purchase Annual Support QuickBooks (3 user) $2,250 Applications $102,220 $94,635 -$7,585 Data Conversions $33,000 $42,175 $9,175 Custom Imports $1,000 $1,500 $500 Project Management and Implementation $14,750 $24,000 $9,250 Implementation and Training $47,000 $60,000 $13,000 Post Go Live Assistance $2,000 $2,000 $0 Estimated Travel Expenses $18,090 $29,105 $11,015 Overall Total 1 $218,060 1 $253,415 1 $35,355 Annual support fees would be very close to $24,000 dependent on some internet based service options. I spoke with Dan Burns, our assigned sales person from BS & A, to review in detail the changes in cost. These are as follows 1. Applications decreased in price as we dropped two applications for Creekside and the application for the Cemetery. The applications for Creekside were for Inventory management and Work orders. These components are two small pieces of what would be required for Creekside. We have chosen an independent application for the Cemetery. 2. Data Conversion, Project Management, Implementation, Training and Travel have all increased due to a fundamental change in the way BS & A now implements their software. The company was unhappy with the "push" that customers were dealing with during an implementation so they hired an outside consultant to study their process. From the results of that study BS & A has completely revised their implementation and training schedule and dedicate additional staff to each project for a more thorough approach. The increase in staff time to each project in turn, increases the fees in these areas. The estimated costs for Creekside are as follows: Creekside Initial Purchase Annual Support QuickBooks (3 user) $2,250 $1,750 Advance Inventory Module $999 $999 Advanced Pricing $399 $399 Misys Manufacturing $11,215 $1,000 Estimated Consulting $15,000 Creekside Total $29,863 $4,148 Current Budget Stance The project budget to implement Caselle was $285,550. To date we have spent $176,823 of which approximately $150,000 was paid to Civic Systems for Caselle. The other expenditures were for items such as software to manage the scale at Creekside, new laptops for field inspections, software for Cemetery management, etc. Those expenditures will still be used if we change to BS & A. Estimated Capital needed to move away from Caselle and Civic Systems. Creekside Applications Initial Purchase Annual Support QuickBooks (3 user) $2,250 $1,750 Advance Inventory Module $999 $999 Advanced Pricing $399 $399 Implementation and Training $60,000 Misys Manufacturing $11,215 $1,000 Estimated Consulting $15,000 Creekside Total $29,863 $4,148 BS&A Applications $94,635 $29,863 Data Conversions $42,175 Remaining budget from Caselle Conversion Custom Imports $1,500 Project Management and Implementation $24,000 Implementation and Training $60,000 Post Go Live Assistance $2,000 Estimated Travel Expenses $29,105 BS & A Total $253,415 $23,830 Estimated Budget Required to change to BS & A Creekside $29,863 BS & A $253,415 Remaining budget from Caselle Conversion -$108,727 Total Estimated Additional Budget $174,551 The Creekside estimate is just that, an estimate. If we receive approval to move ahead we will need to meet with a consultant for QuickBooks and a consultant from MiSYS to finalize the consulting estimate and the required MiSYS modules. If you have any questions, please feel free to contact me. HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Consideration of Full Acquisition of MnDOT Water Street Truck Garage Property Department: PW/Eng LICENSE SECTION Meeting Date: 11/12/2014 Application Complete N/A Contact: Kent Exner/John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ New Business Time Requested (Minutes): 10 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Since the Water Street Garage Facility was vacated by MnDOT when the HATS Facility was built, the facility has been used by: HATS, a private contractor for about 2 years, Trailblazer Transit, McLeod County, and the City of Hutchinson (Fire & Public Works). Most recently, In early 2013, McLeod County informed both MnDOT and the City that the County did not intend to renew their lease for the Water Street Garage Facility. Subsequently, the City requested a lease with MnDOT for the property. Rather than preparing a new lease, MnDOT instead offered a conveyance of the property, with a reversion clause, for the City to take possession of the property. Before considering a conveyance, the City requested environmental documentation for the property. Subsequent to reviewing those documents, the City Council approved a resolution requesting conveyance of the property from MnDOT to the City in May of last year. Late this fall, Public Works staff was contacted by Mr. Adam Ahrndt, PE, of MnDOT District 8 indicating that the State would prefer a full transfer, and that the City should consider what it could pay for the property. Subsequently, Public Works staff responded that the condition of the facility was as such that it would only be possible to reimburse MnDOT for its costs to convey the property to the City. MnDOT's response was that the State would be willing to convey the property (with NO reversion clause) for $3,000, which represents MnDOT"s cost. Public Works staff recommends approving this conveyance - without reversion clause. The $3,000 check would be written to the Commissioner of the MN Dept. of Transportation, and would be sent to District 8. Upon receipt, the City would record the deed. Taking ownership of the Water Street Garage Facility will provide off-season storage for the Fire Department, Public Works and other City departments for many years to come. City staff has already spent over 40 personnel hours cleaning the site up and upon conveyance of the property would continue to improve the site. BOARD ACTION REQUESTED: Approve conveyance of Water Street Garage Facility from MnDOT, without reversion clause, for $3,000 in funds to the Commissioner of MN Dept of Transportation. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 3,000.00 Total City Cost: $ 3,000.00 Funding Source: Streets & Alleys Remaining Cost: $ 0.00 Funding Source: 1,500 SF — Bunker storage, open to the south 335 SF — Garage Space 4,750 SF — Vehicle/Equipment Storage TOTAL SITE — 6,585 SF for off-season Vehicle/Equipment Storage Area that cannot be disturbed HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Approval of Letter of Support for Dakota Rail Trail Grant Application Department: PW/Eng LICENSE SECTION Meeting Date: 11/12/2014 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Please see the attached draft Letter of Support pertaining to a Transportation Alternatives Program (TAP) grant application for the Dakota Rail Trail study and preliminary design efforts. This grant application is being submitted by the Minnesota Department of Natural Resources with the assistance of McLeod County. Also attached is the recently submitted Letter of Intent (LOI) Worksheet which is the initial step in this particular grant process. At the upcoming meeting, City staff will provide an overview of this Letter of Support and be willing to answer any questions regarding this request. BOARD ACTION REQUESTED: Approval of Letter of Support for Dakota Rail Trail Grant Application Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: C November 12, 2014 Minnesota Department of Natural Resources Attn: Kristy Rice 20596 Highway 7 Hutchinson, MN 55350 RE: Transportations Alternatives Program Grant Application — Dakota Rail Trail Dear Ms. Rice: Hutchinson City Center 111 Hassan Street SE Hutchinson, MN 55350-2522 320-587-5151/Fax 320-234-4240 Please consider this correspondence a Letter of Support for the recently prepared Transportations Alternatives Program (TAP) grant application pertaining to funding of the Dakota Rail Trail Study & Preliminary Design efforts. As you are well aware of, the City of Hutchinson has been an active supporter of trail infrastructure and participated in the funding of the ongoing Luce Line State Trail improvements. From the City's standpoint, improving the Dakota Rail Trail corridor from the Carver -McLeod county boundary to the corporate limits of Hutchinson would extend the existing trail infrastructure within Carver and Hennepin Counties and, hopefully, capitalize on the significant use of this trail corridor (currently the Hennepin and Carver Counties section of the trail is accommodating over 400,000 users/year). Also, with the Luce Line State Trail scheduled to be paved in 2015, the potential for a "looped" improved trail circuit from the west Metro area to the City could become a reality in the future if the Dakota Rail Trail is addressed appropriately. Lastly, the City has already implemented a significant amount of trail infrastructure that could cost-effectively connect the Dakota Rail Trail to the City's extensive trail system. Thus, the City encourages the Minnesota Department of Natural Resources, McLeod County and others to actively pursue improvements to the Dakota Rail Trail. If you need further City support documentation/efforts pertaining to this TAP grant application, please feel free to contact Kent Exner at 320.234.4212 or kexner@ci.hutchinson.mn.us . Sincerely, Steve Cook Mayor Cc: City Council Members Printed on recycled paper - �ku��a //��) November 12, 2014 Minnesota Department of Natural Resources Attn: Kristy Rice 20595 Highway 7 Hutchinson, MN 55350 RE: Transportations Alternatives Program Grant Application —Dakota Rail Trail Dear Ms. Rice: Hutchinson City Center 111 Hassan Street SE Hutchinson, MN 55350-2522 320-587-51511Fax 320-234.4240 Please consider this correspondence a Letter of Support for the recently prepared Transportations Alternatives Program (TAP) grant application pertaining to funding of the Dakota Rail Trail Study & Preliminary Design efforts. As you are well aware of, the City of Hutchinson has been an active supporter of trail infrastructure and participated in the funding of the ongoing Luce Line State Trail improvements. From the City's standpoint, improving the Dakota Rail Trail corridor from the Carver -McLeod county boundary to the corporate limits of Hutchinson would extend existing trail infrastructure within Carver and Hennepin Counties and, hopefully, capitalize on the significant use of this trail corridor. Also, with the Luce Line State Trail scheduled to be paved in 2415, the potential for a "looped" improved trail circuit from the west Metro area to the City could become a reality in the future if the Dakota Rail Trail is addressed appropriately. Lastly, the City has already implemented a significant amount of trail infrastructure that could cost-effectively connect the Dakota Rail Trail to the City's extensive trail system. Thus, the City encourages the Minnesota Department of Natural Resources, McLeod County and others to actively pursue improvements to the Dakota Rail Trail. If you need further City support documentation/efforts pertaining to this TAP grant application, please feel free to contact Kent Exner at 320.234.4212 or kexner@ci.hutchinson.rrm.us . Sincerely, Steve Cook Mayor Cc: City Council Members Printed on recycled paper - Transportation Alternatives Program (TAP) Solicitation Fall 2014 Area Trans pa -f t$tion Paraberehlp �I y Letter of Intent (LOI) Review Process Interested applicants must first complete a Letter of Intent (LOI) for their project to be eligible to participate in the TAP project solicitation. Upon completion, the LOIS will be distributed to the appropriate Regional Development Organization (RDO), Metropolitan Planning Organization (MPO) or MnDOT District (see maps/contact information on following pages) for review before an applicant may proceed. The reviewing party should discuss the project with the applicant and either recommend or not recommend that the applicant proceed to the full TAP application. The goal of this initial review is to ensure project eligibility and determine project readiness prior to submittal of the full application. A recommendation to proceed will be received by the applicant on or before November 14, 2014. A complete breakdown of eligible sponsors and projects for TAP can be found in the Guidebook. Worksheet NOTES: If you wish to apply, please use this worksheet to prepare all your responses before completing the Letter of Intent (LOI) online (www.dot.state.mn.us/map-21/tap.html). TAP will only review LOI submitted through its website. All requests must be submitted by October 31, 2014. Throughout this LOI please be specific about the work for which you are seeking support and avoid jargon. Applicant Information Name of Applicant Organization: MN DNR Title of Project: Dakota Rail Trail Study & Preliminary Design Name of Contact: Kristy Rice?????? Address: City: State: County: Zip: Phone: Email: Please provide the following information: 1. One sentence description of the work for which you are seeking support: Comprehensive study and preliminary design of the Dakota Rail Trail between Hutchinson and Carver County. 2. Amount requested from TAP: $ 150,000 TAP Letter of Intent Worksheet — 2014 Page 2 3. Total project budget. Please briefly explain the total estimated amount of financing needed. Include TAP request and other sources of financing, specifically how you will obtain the 20% match (100 words maximum): Study and Preliminary Design cost estimate: $150,000. Breakdown: TAP Funds (80%) - $120,000 Local Funds (20%) - $ 30,000 ** ** (Local funds not identified yet but anticipated partners include DNR, McLeod County, Cities along corridor, and other groups) 4. Project request type (capital, planning, both): Planning 5. Describe the work you want to do for which you are seeking TAP support. Provide a description of the project development activities for this project to date (250 words maximum): Hire Engineering Consultant to perform a comprehensive study to determine impacts of establishing a recreational trail on the Dakota Rail between Hutchinson and Lester Prairie. The study would identify right of way constraints, social and environmental impacts, bridge concerns, and other related issues. Consultant would also perform preliminary design of an aggregate surfaced trail, including provisions for future bituminous surfacing. Consultant would produce a detailed report including possible phasing and detailed cost estimate. 6. Describe how your project meets a transportation purpose (100 words maximum): The future trail would provide a corridor for bicycles, pedestrians, and possibly recreational vehicles. Completing this Dakota Rail trail would complement the Luce Line Trail by providing an alternate loop for trail users. TAP Letter of Intent Worksheet — 2014 Page 3 7. List any adopted plans that your project has been identified in (statewide, regional, Safe Routes to School, Scenic Byways, etc.): None that I am aware of. 8. Describe your organization and/or the sponsoring agency's history with delivering Transportation Alternatives -type projects, including background working with federal funding requirements. If not applicable, identify the key steps and strategies that will be used to deliver the project (250 words maximum): The DNR has partnered successfully with several of the local communities in McLeod County as well as McLeod County on the adjacent Luce Line Trail project. The DNR has a good working relationship with McLeod County Highway Department and McLeod County Parks Department, who will be close advisors for the project. 9. Have you contacted representatives from the sponsoring agency, including elected officials and county engineers? If so, please describe what has resulted from this conversation and if you have written support for the project (50 words maximum): McLeod County Commissioner and McLeod Regional Railroad Chair Sheldon Nies is supportive of the project. Al Koglin, McLeod County Parks director has been involved with preliminary meetings for this trail as well as John Brunkhorst, County Engineer. We anticipate support from cities along the trail corridor as well. Submit here. You will receive an email message confirming your submittal. If you have any issues submitting the form Please email a PDF copy to chris.berrens@state.mn.us HUTCHINSON CITY COUNCIL ci=V�f� Request for Board Action 79 M-W Agenda Item: Consideration of Setting 2015 HUC Financial Transfer Department: Administration LICENSE SECTION Meeting Date: 11/12/2014 Application Complete N/A Contact: Marc A. Sebora Agenda Item Type: Presenter: Marc A. Sebora Reviewed by Staff ❑ New Business Time Requested (Minutes): 10 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: As you may recall, Jeremy Carter, General Manager for Hutchinson Utilities Commission, appeared before the Council at its last meeting and gave a financial overview of the Hutchinson Utilities Commission. Part of this included a discussion on the needs of HUC in the near term, including the financial challenges that HUC faces due to, among other things, increasing costs particularly in the electric division. The City is fortunate to receive in 2014 a base transfer amount of $1,430,000 this year from HUC. In addition to the base transfer amount, an agreed upon additional $500,000 is being transferred in 2014 for a total transfer of $1,930,000. Earlier this year, representatives from both HUC and the City Council met to discuss the financial needs of both HUC and the City for 2015. As a result of those discussions, it is proposed that there is a city transfer reduction for 2015 of the additional $500,000 that will be transfered in 2014 outside of the base transfer amount, in addition to a base amount reduction of $500,000 (transfer percent) to a total 2015 transfer figure of $939,000. This reduction to the 2015 base amount can be offset by the additional $500,000 dollars received in 2014 that have been put in reserves. Because these additional 2014 dollars are set aside, they can be used to back-fill a temporary reduction in the base amount transfer, resulting in no net tax levy impact to the City in 2015. Both Jeremy Carter and Andy Reid will be present at the meeting to answer any questions you may have regarding this proposed reduction and its effects on the City and HUC. BOARD ACTION REQUESTED: Approve reduction of Hutchinson Utilities Commission. 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. 14354 RESOLUTION CANVASSING ELECTION RETURNS OF GENERAL MUNICIPAL ELECTION HELD ON NOVEMBER 4, 2014 WHEREAS, the City Council has duly met as a canvassing board as required by the City Charter for the purpose of canvassing the election returns of the General Municipal Election held November 4, 2014, wherein optical scan voting systems were used for the casting of votes in every voting precinct in the City, and WHEREAS, the City Council has duly inspected the return sheets of each precinct prepared and certified to by the election officers of the three precincts in which the election was held, and THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON THAT: 1. Said election returns be hereby canvassed, and the number of votes received by each candidate voted upon at such election, together with the number of absentee ballots and spoiled ballots, if any, is hereby determined to be as follows: GENERAL ELECTION — POLL BALLOTS GENERAL ELECTION — ABSENTEE BALLOTS PRECINCTS OFFICE TOTAL VOTES 1 2 3 MAYOR Steven W. Cook Gary T. Forcier Write -Ins COUNCIL MEMBER SEAT #1 4 YEAR TERM Mary Christensen Write-ins COUNCIL MEMBER SEAT #2 4 YEAR TERM John Lofdahl Write-ins GENERAL ELECTION — ABSENTEE BALLOTS PRECINCTS OFFICE TOTAL VOTES 1 2 3 MAYOR Steven W. Cook Gary T. Forcier Write -Ins COUNCIL MEMBER SEAT #1 4 YEAR TERM Mary Christensen PRECINCTS OFFICE TOTAL VOTES Write-ins 2 3 MAYOR COUNCIL MEMBER SEAT #2 4 YEAR TERM Steven W. Cook John Lofdahl Gary T. Forcier Write-ins Write -Ins TOTAL VOTES CAST — POLL BALLOTS + ABSENTEE BALLOTS Adopted by the City Council this 12`x' day of November, 2014. Marc A. Sebora Steven W. Cook Interim City Administrator Mayor PRECINCTS OFFICE TOTAL VOTES 1 2 3 MAYOR Steven W. Cook Gary T. Forcier Write -Ins COUNCIL MEMBER SEAT #1 4 YEAR TERM Mary Christensen Write-ins COUNCIL MEMBER SEAT #2 4 YEAR TERM John Lofdahl Write-ins Adopted by the City Council this 12`x' day of November, 2014. Marc A. Sebora Steven W. Cook Interim City Administrator Mayor Abstract of Votes Cast In the Precincts of the City of Hutchinson State of Minnesota at the 2014 State General Election Held Tuesday, November 4, 2014 as compiled from the official returns. Abstract print version 9908, generated 11/6/2014 3:12:41 PM Summary of Totals City of Hutchinson Tuesday, November 4, 2014 2014 State General Election Number of persons registered as of 7 a.m. 7573 Number of persons registered on Election Day 459 Number of accepted regular, military, and overseas absentee ballots and mail ballots 432 Number of federal office only absentee ballots Number of presidential absentee ballots Total number of persons voting 4623 Abstract print version 9908, generated 11/6/2014 3:12:41 PM Page 1 of 6 KEY TO PARTY ABBREVIATIONS NP - Nonpartisan Mayor (Hutchinson) Summary of Totals City of Hutchinson Tuesday, November 4, 2014 2014 State General Election NP NP WI STEVE COOK GARY T. FORCIER WRITE-IN** 2098 2418 15 Council Member Seat 1 (Hutchinson) NP WI MARY CHRISTENSEN WRITE-IN** 3723 55 Council Member Seat 2 (Hutchinson) NP WI JOHN K. LOFDAHL WRITE-IN** 3719 31 Page 2 of 6 Detail of Election Results City of Hutchinson Tuesday, November 4, 2014 2014 State General Election Precinct Persons Registered Persons Registered Total Number of as of 7 A.M. on Election Day Persons Voting 430070 HUTCHINSON CITY P-1 2429 163 1429 430075 HUTCHINSON CITY P-2 2398 164 1444 430080 HUTCHINSON CITY P-3 2746 132 1750 City of Hutchinson Total: 7573 459 4623 Page 3 of 6 Detail of Election Results City of Hutchinson Tuesday, November 4, 2014 2014 State General Election Office Title: Mayor (Hutchinson) Precinct NP NP WI MARY CHRISTENSEN STEVE COOK GARY T. FORCIER WRITE-IN** 430070 HUTCHINSON CITY P-1 613 780 5 430075 HUTCHINSON CITY P-2 640 760 5 430080 HUTCHINSON CITY P-3 845 878 5 Total: 2098 2418 15 Office Title: Council Member Seat 1 (Hutchinson) Precinct NP WI MARY CHRISTENSEN WRITE-IN** 430070 HUTCHINSON CITY P-1 1155 17 430075 HUTCHINSON CITY P-2 1149 20 430080 HUTCHINSON CITY P-3 1419 18 Total: 3723 55 Office Title: Council Member Seat 2 (Hutchinson) Precinct NP WI JOHN K. LOFDAHL WRITE-IN** 430070 HUTCHINSON CITY P-1 1148 12 430075 HUTCHINSON CITY P-2 1156 12 430080 HUTCHINSON CITY P-3 1415 7 Total: 3719 31 Page 4 of 6 We, the legally constituted county canvassing board, certify that we have herein specified the names of the persons receiving votes and the number of votes received by each office voted on, and have specified the number of votes for and against each question voted on, at the 2014 State General Election held on Tuesday, November 4, 2014 As appears by the returns of the election precincts voting in this election, duly returned to, filed, opened, and canvassed, and now remaining on file in the office of the City of Hutchinson Clerk. Witness our official signature at in County this day of 2014. Member of canvassing board Member of canvassing board Member of canvassing board Member of canvassing board Member of canvassing board Member of canvassing board Member of canvassing board Page 5 of 6 State of Minnesota City of Hutchinson I, Clerk of the City of Hutchinson do hereby certify the within and foregoing pages to be a full and correct copy of the original abstract and return of the votes cast in the City of Hutchinson 2014 State General Election held on Tuesday, November 4, 2014. Witness my hand and official seal of office this day of , 2014. Page 6 of 6 Resource Allocation Committee October 7, 2014 4:00 PM Hutchinson City Center Attendees: Steve Cook, Gary Forcier, Kent Exner (Committee Members) John Olson, Lee Miller, John Paulson (Contributing Participants) Meeting Minutes 1. WWTF Solar Installation Project —review project status and future activities John P. provided an overview of current information relative to the WWTF Solar Installation project. RAC members agreed that the project appeared to be feasible at this time and agreed that the terms agreement with Ameresco could be presented to the City Council at their October 14d` meeting. 2. 2015 Infrastructure Improvement Program —review preliminary project list/priorities - Kent E. provided and reviewed a preliminary 2015 Infrastructure Improvements Program projects list that included work addressing 2nd Avenue SE, Golf Course Road NW, pavement management program (5h Avenue SW and others to be determined), WWTF solar installation, south central storm sewer improvements, sanitary sewer lining/manhole repair, automatic water meter reading, and Luce Line State Trail paving (DNR -led). 3. EDA DEED Grant — review potential utilization of grant funds - Lee M. reviewed the possibility of utilizing previously allocated DEED grant funds for an infrastructure or facility project. RAC members agreed that several potential options exist and that City staff should continue to explore opportunities to reallocate these grant funds. 4. Other Discussion - RAC members agreed that the November meeting should be rescheduled from Tuesday the 4d` to Thursday the 6d`.