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cp03-24-2015C CITY OF HUTCHINSON ,MCLEOD COUNTY HUTCHINSON, MINNESOTA Hutchinson City Center 111 Hassam Street SE Hutchinson, MN 5535U-2522 320-587-51511Fax 320-234-4240 NOTICE OF A SPECIAL CITY COUNCIL WORKSHOP Tuesday, March 24, 2415 4:00 p.m. Council Chambers — Hutchinson City Center Notice is hereby given that the Hutchinson City Council has called a special workshop meeting for Tuesday, March 24, 2015 in the Council Chambers at the Hutchinson City Center, 111 Hassan Street S.E., Hutchinson, Minnesota for the following purposes: 1. A discussion on the organizational focus of the City (Goal & Vision Setting) DATED: March 19, 2015 POSTED: City Center Matthew Ja*ich, City Admi razor CITY COUNCIL AGENDA MARCH 24, 2015 AGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, MARCH 24, 2015 1. CALL TO ORDER — 5:30 P.M. 2. INVOCATION — Shalom Baptist Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF MARCH 10, 2015 (b) BID OPENING MINUTES OF MARCH 17, 2015 (CEMETERY COLUMBARIA SHELTER AND FOUNDATIONS) [Action] — Move to approve/reject the minutes of the regular meeting of March 10, 2015, and bid opening from March 17, 2015 5 min. 7. CONSENT AGENDA (Purpose: only for items requiring Council approval by external entities that would otherwise have been delegated to the City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES - NONE (b) CONSIDERATION FOR APPROVAL OF ISSUING TRANSIENT MERCHANT LICENSE TO CHRIS ULMER OF TNT FIREWORKS TO HOLD A TENT SALE IN THE WALMART PARKING LOT FROM JUNE 22, 2015, TO JULY 5, 2015 (c) CONSIDERATION FOR APPROVAL OF ISSUING SHORT-TERM GAMBLING LICENSE APPLICATION TO SATURDAY NIGHT CAR CRUISERS CLUB FROM JUNE 1 — DECEMBER 31, 2015, AT HUTCHINSON MALL (d) CONSIDERATION FOR APPROVAL OF MOSQUITO CONTROL CONTRACT (e) CONSIDERATION FOR APPROVAL OF 2015 PUBLIC WORKS VEHICLE/EQUIPMENT PURCHASES (f) CONSIDERATION FOR APPROVAL OF OUT-OF-STATE TRAVEL FOR MILES SEPPELT TO ATTEND THE ECONOMIC DEVELOPMENT STRATEGIC PLANNING COURSE PUT ON BY THE INTERNATIONAL ECONOMIC DEVELEOPMENT COUNCIL IN MADISON, WISCONSON ON JUNE 4 & 5, 2015 (g) CONSIDERATION FOR APPROVAL OF RENEWING FOOD VENDOR LICENSE FOR PETER NEUBAUER OF NORTHSTAR BBQ (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A [Action] — Motion to approve/reject those items contained under the consent agenda 2 CITY COUNCIL AGENDA MARCH 24, 2015 1 min. 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 min. (a) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY YEAR END REPORT —JEAN WARD No action required. 1 min. (b) DISCUSSION ON REGISTERING FOR THE LEAGUE OF MINNESOTA CITIES ANNUAL CONFERENCE No action required. 10. UNFINISHED BUSINESS 11. NEW BUSINESS 15 min. (a) CONSIDERATION FOR APPROVAL OF SHARED CITY AND RURAL RESCUE/PUMPER FIRE TRUCK PROJECT [Action] — Motion to approve/reject the shared City and rural rescue/pumper fire truck project and allow for release of the build specifications to bid 5 min. (b) CONSIDERATION FOR APPROVAL OF NON -WAIVER OF TORT LIABILITY LIMITS FOR GENERAL LIABILITY [Action] — Motion to approve/reject non -waiver of tort liability limits for general liability 5 min. (c) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14407 — A RESOLUTION AMENDING CITY OF HUTCHINSON POSITION CLASSIFICATION ASSIGNMENT TABLE [Action] — Motion to approve/reject Resolution No. 14407, amending the City of Hutchinson position classification assignment table 5 min. (d) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14405 - A RESOLUTION APPROVING ATTACHMENT E OF THE CITY OF HUTCHINSON EMPLOYEE HANDBOOK — PERSONNEL POLICY ALLOWING FOR A SOCIAL MEDIA POLICY [Action] — Motion to approve/reject Resolution No. 14405, allowing for a social media policy. 1 min. (e) CONSIDERATION FOR APPROVAL OF SECOND READING OF ORDINANCE NO. 15- 737, AN ORDINANCE AMENDING CHAPTER 54 OF THE HUTCHINSON CITY CODE PERTAINING TO REVISIONS RELATED TO STORM WATER MANAGEMENT CITY COUNCIL AGENDA MARCH 24, 2015 [Action] — Motion to approve/reject second reading and adoption of Ordinance No. 15-737 10 min. (f) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR CEMETERY COLUMBARIA SHELTER AND FOUNDATIONS PROJECT (LETTING NO. 10, PROJECT NO. 15-10) [Action] — Motion to approve/reject the awarding of backstop project 5 min. (g) CONSIDERATION FOR APPROVAL OF PREPARING REQUEST FOR PROPOSALS ON A NEW GARBAGE/REFUSE AND HAULING CONTRACT [Action] — Motion to approve/reject the preparation of a Request for Proposals by staff for Residential Collection (Garbage/Compost) and Hauling Services. 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) EDA BOARD MINUTES FROM DECEMBER 18, 2014, AND JANUARY 28, 2015 (b) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM FEBRUARY 17, 2015 (c) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR FEBRUARY 2015 (d) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR FEBRUARY 2015 (e) SNOW REMOVAL — ICE CONTROL REPORT FOR FEBRUARY 2015 (f) STREET SWEEPING PRESS RELEASE 13. MISCELLANEOUS 14. ADJOURN 2 MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, MARCH 10, 2015 1. CALL TO ORDER — 5:30 P.M. Mayor Protein Chad Czmows i called the meeting to order. Members present were Mary Christensen, John Lofdahl, and Bill Arndt. Member absent was Gary Forcier. Others present were Matt Jaunich, City Administrator, Marc Sebora, City Attorney and Kent Exner, City Engineer 2. INVOCATION — Pastor Matt Troyer, Shalom Baptist Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF FEBRUARY 24, 2015 (b) BID OPENING MINUTES FROM MARCH 3, 2015 (2' AVENUE SE RECONSTRUCTION PROJECT) (c) BID OPENING MINUTES FROM MARCH 4, 2015 (AUTOMATIC METER READING IMPLEMENTATION PROJECT) Motion by Christensen, second by Czmowski, to approve the minutes noted above. 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 - NONE (b) CONSIDERATION FOR APPROVAL OF ITEMS FOR 2ND AVENUE SE RECONSTRUCTION PROJECT (LETTING NO. 1, PROJECT NO. 15-01), ADOPTING RESOLUTION NOS. 14400 AND 14401 (c) CONSIDERATION FOR APPROVAL OF AUTHORIZING CROW RIVER WINERY TO DISPENSE WINE SAMPLES AT BRING IT HOME EXPO AT MCLEOD COUNTY FAIRGROUNDS ON APRIL 11, 2015 (d) APPOINTMENT OF JAMES BRODD TO CHARTER COMMISSION TO AUGUST 2018 (e) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Lofdahl, second by Arndt, to approve those items contained under the consent agenda. Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. (a) CONSIDERATION FOR APPROVAL OF ISSUING ONSALE INTOXICATING LIQUOR LICENSE TO CROW RIVER GOLF CLUB Matt Jaunich, City Administrator, noted that this license is similar to the application received by the VFW last month and requires a public hearing because of the club applying for and changing to an CITY COUNCIL MINUTES MARCH 10, 2015 on -sale intoxicating liquor license. Charles Ulrich, 714 Shady Ridge Road NW, presented before the Council. Mr. Ulrich inquired as to zoning requirements of the facility. Mr. Ulrich noted that due to the liquor license fee increase to the club he could only speculate that the club will need to generate additional funds which would most likely mean more events at the club, which could be detrimental to the neighborhood. Mr. Ulrich inquired about other circumstances that may take place at the club with its new liquor license. Mr. Ulrich noted he is not against the Crow River Golf Club obtaining an on -sale intoxicating liquor license and believes it is fair amongst the license holders. However, he is concerned with the additional activities that the license may allow the club to hold and the nuisances it may bring to the residential neighborhood that abuts the club's property. Motion by Arndt, second by Czmowski, to close public hearing. Motion carried unanimously. Motion by Lofdahl, second by Arndt, to approve issuing on -sale intoxicating liquor license to Crow River Golf Club. Lofdahl requested that the applicant be more cognizant of the City's noise ordinance. Motion carried unanimously. (b) 2015 PAVEMENT MANAGEMENT PROGRAM PROJECT (LETTING NO. 3, PROJECT NO. 15-03), ADOPTING RESOLUTION NOS. 14402 AND 14403 Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the scope of the pr�gect includes Golf Course Road NW from School Road to CSAH 12/North Nigh Drive and Shady Rie Road NW from TH 7/22 to approximately 350 linear feet north of 7t Avenue NW. The project is proposed to address pavement surfacing and limited utilities. Mr. Exner noted that the only major property owner concern relative to this project appears to be the desire to have a sidewalk facility installed along the westerly side of Golf Course Road from School Road to Heritage Avenue. Mr. Exner noted that a six foot wide concrete sidewalk could be constructed immediately behind the new concrete curbing for an estimated total cost of $60,000. Staff is proposing to proceed with construction of this sidewalk unless there are any objections or concerns from the City Council. The total project is estimated at $1,577,500. The project is anticipated to start in early August of 2015. Mr. Exner noted that some water main work will be addressed along Golf Course Road. John Anderson, 485 Shady Ridge Road, presented before the Council. Mr. Anderson clarified when the work would begin on Shady Ridge Road. Mr. Exner noted that most likely work will begin on Shady Ridge Road near the end of August. Mr. Anderson noted he is holding a wedding at his home in early August so had some concerns with the work schedule. Mr. Anderson also asked if MnDOT has contributed to this project due to Shady Ridge Road being an informal detour during the Hwy 7 reconstruction project. Exner noted that MnDOT provided the City of Hutchinson approximately $41,000 for detour expenses as part of the two-year Hwy 7 reconstruction project. This $41,000 has been distributed on all of the various projects that were used as detours during the Hwy 7 project and ultimately deducts $.87/frontage foot on Shady Ridge Road properties. Anderson also commented that the interest rates appear to be high. Exner noted that when the City estimates the rates, they estimate conservatively. However, after bonds are awarded property owners pay that rate plus I% per city policy. Rick Morrow, 475 Shady Ridge Road, presented before the Council. Mr. Morrow spoke about the Shady Ridge Road detour during the Hwy 7 reconstruction project. Mr. Morrow noted that he feels it is unfair for the reconstruction of Shady Ridge Road to be on the shoulders of the property owners when the majority of the wear and tear and traffic was from the Hwy 7 detour. Mr. Exner noted that the City's assessment policy typically states property owners pay 50% of projects and the City pays 50%, however in this case it is 75%-25% split, which is essentially a reduction to the property owner. Jane Lien, 350 Shady Ridge Road, presented before the Council. Ms. Lien asked if the leaf vacuum service will be interrupted due to the proj ect. Exner explained that the leaf vacuum service only runs on compact, paved roads, so if the road is in gravel foundation, the service will not occur until it is paved. However, the improvement project will be completed before the leaf service is completed. Bob Baseman, 1140 13th Avenue, presented before the Council. Baseman asked about the sidewalk CITY COUNCIL MINUTES MARCH 10, 2015 construction and the connections points, which Mr. Exner clarified for him. Motion by Arndt, second by Lofdahl, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Christensen, to approve ordering improvement and preparation of plans and specifications, approving plans and specifications and ordering advertisement for bids. Motion carried unanimously. 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 (a) CONSIDERATION FOR APPROVAL OF FIRST READING AND REVIEW OF PROPOSED CITY ORDINANCE NO. 15-737, AN ORDINANCE AMENDING CHAPTER 54 OF THE HUTCHINSON CITY CODE PERTAINING TO REVISIONS RELATED TO STORM WATER MANAGEMENT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the City operates a municipal separate storm sewer system which is permitted by the Minnesota Pollution Control Agency. The MPCA required program changes to be made to comply with new standards in 2014 of which the City has already implemented. Part of the permitting process included reviewing program documents such as existing ordinances to see if changes are needed to comply with new permit requirements. Minor changes are needed for the ordinance to meet new permit requirements. Some clarifying definitions were added along with direct references to MPCA post construction storm water treatment requirements. Motion by Christensen, second by Czmowski, to approve first reading of ordinance and set second reading and adoption for March 24, 2015. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR AUTOMATIC WATER METER READING IMPLEMENTATION PROJECT (LETTING NO. 7, PROJECT NO. 15- 07), ADOPTING RESOLUTION NO. 14404 Kent Exner, City Engineer, explained that the City received one bid for this project. The sole low bidder was HD Supply Waterworks, LTD of Eden Prairie, Minnesota with a bid of $260,000 which was approximately0.8% higher than the final cost estimate. The bidder has proprietary vendor rights associated with the specified water meter reading transmitter devices/equipment. The City is comfortable recommending the award of this project to HD Supply Waterworks. This is the same company who installed meters for Hutchinson Utilities Commission. General discussion was held regarding the project in general, which is essentially automatic meter reading as opposed to physical meter reading done by a person. Motion by Arndt, second by Lofdahl, to approve accepting bid and awarding contract for automatic water meter reading implementation project. Motion carried unanimously. 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) BICYCLE -PEDESTRIAN ADVISORY BOARD MINUTES FROM DECEMBER 17, 2014 (b) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM FEBRUARY 2, 2015 (c) SIDEWALK SNOW REMOVAL MONTHLY REPORT FOR FEBRUARY 2015 CITY COUNCIL MINUTES MARCH 10, 2015 13. MISCELLANEOUS John Lofdahl — Council Member Lofdahl asked if liquor license holders can serve liquor in franchise areas now that the some amendments were made to sections of the liquor code. Marc Sebora, City Attorney, noted that if a liquor license holder wishes to amend the area in which they serve liquor, they need to make a request to the Council 30 days before doing so. Chad Czmowski — Council Member Czmowski commented that on April 15, 2015, the Hutchinson Utilities Commission is holding a customer lunch which the Council has been invited to. He suggested setting this is as a public meeting for all of them to attend. Motion by Christensen, second by Lofdahl, to set HUC customer lunch on April 15, 2015, at the HUC office as public meeting for City Council. Motion carried unanimously. Matt Jaunich — Mr. Jaunich noted that he will be appointing Andy Reid as Finance Director. A formal request to do so will be before the Council at the next meeting. Mr. Jaunich also noted that he would like to hold workshop at 4:00 p.m. on March 24, 2015, to review organizational items. Motion by Lofdahl, second by Christensen, to set March 24, 2015, at 4:00 p.m. for Council workshop. Motion carried unanimously. Mr. Jaunich also distributed information on the League of Minnesota Cities annual conference being held in June if any of the council members are interested in attending. Kent Exner — Mr. Exner noted that he did see some children on the rocks at the dam and he warned kids and others to be cautious. Mr. Exner also noted that the bid on the 2nd Avenue trail work came in approximately $20,000 under the estimate. In addition, plans for the 2nd Avenue bridge will be submitted by MnDOT in the near future. 14. ADJOURN Motion by Christensen, second by Arndt, to adjourn at 6:45 p.m. Motion carried unanimously. 4 BID OPENING LETTING NO. 10/PROJECT NO. 15-10 CEMETERY COLUMBARIA SHELTER & FOUNDATIONS March 17, 2015 at 10:30 a.m. Present: Matt Jaunich, City Administrator Kent Exner, City Engineer Melissa Starke, Recorder The Bid Opening was called to order at 10:32 a.m. by Matt Jaunich. Mr. Jaunich noted that the City Council reserves the right to reject all bids and to waive any informalities and irregularities. Publication No. 8092, Advertisement for Bids was waived and the following bids were opened and read aloud: Coldspring 17482 Granite West Rd Cold Spring, MN 56320 Closed at 10:34 a.m. Gary Forcier Mayor Bid Amount: $178,362.00 ATTEST: Matt Jaunich City Administrator HUTCHINSON CITY COUNCIL 44� Request for Board Action 7AL =-W Agenda Item: Transient Merchant License - Chris Ulmer - TNT Fireworks Department: Administration LICENSE SECTION Meeting Date: 3/24/2015 Application Complete Yes Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff F,-/-] Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Chris Ulmer of TNT Fireworks has submitted a transient merchant license application to hold a fireworks tent sale in the Walmart parking lot from June 17, 2015, to July 8, 20154. Walmart has submitted correspondence indicating that they have no object to this tent sale on their property. BOARD ACTION REQUESTED: Approve issuing transient merchant license to Chris Ulmer of TNT Fireworks from June 17, 2015, to July 8, 2015, in Walmart parking lot. 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: ltul131MMM, MN 5W(t w -W lifxv 43201 23.1-Q40 City of Hutchinson A PPLICATJ ON FOR PEDDLEIFS, SOLICITORS, AND,rRANS1ENTM.j_,-jtCj IA.!N,rs (U n der Ordiji.4 n cc No. I 11) _TT Aim I vqe I loose oile) Z] Solicitor $125.00 Date ofApplication 0 Transient Merchant 5125.00 Date(s) ul'Evcm: U Peddler 5125M fr Q llanedc Peddler $ 30.00 . ApjjLiC,tl % Information .. ..... ... 2" X 2" Picture Required Name: ('1160.11mm, TN"IF Fireworks I Leight: 240 Weight,. 75" Eye Color: Bro 11 Driver's Liccnse Numbcr: Sue-. Pelillanent Addrms: 2109 .59"' Ave S Fnn ND Stale Permanent Nlephou: I'Zinporary AddrCSS: 00. Mwe 7rP Temporary I-clephonc Access: I -lave you been convicted ur;jnv vrime. misdemeanor, or violation of any municipal ordiiiance, other than LrMlk Yit)Ia(jotj,;'? Q Yes , 11() I I'ves, sratc ihe jiwrire of an'erist" and punishmO)l or Penally asseswd 11jej-016re- City of Hutchinson Application for Peddlers, Solicitors, and Transient Merchants Page 2 of 4 Location Information Walmart Parking Lot Location Name (CANNOT OCCUPY PUBLIC RIGHT-OF-WAY) 1300 HWY 15 S Hutchinson MN 55350 Location Address If the applicant is not the property owner, the property owner must sign below granting permission for use of said property: see permission fetter Property owner signature City State zip owner name Business Information Describe relationship between applicant and employer: Regional Manager Describe nature of business and describe item(s) offered: Sell MNV approved safe and sane fireworks from a tent Describe method of delivery: freight service delivers to tent, customers shop in tent and transport it o mse)ve3 Describe source of supply: Supplier Name Supplier Address City 3 Supplier Name Supplier Address City Supplier Name Supplier Address City Suppler Phone Number State Zip Suppler Phone Number State Zip Suppler Phone Number State Zi Reference Information. Provide two (2) property owners (in McLeod County) for character references. �rty Chvner Name --• -- J Property Owner Address Property Owner Name Pronerry Owner Address PropertyChvner Phone Number y City State Zip Property Owner Phone Number State City of Hutchinson Application for Peddlers. Solicitors, and Transient Merchants Page 3 of 4 List last (up to three (3)) previous city(ies) where you carried on same activity (immediately preceding today's date): Rochester MN 2004 to Present city State Date(s) of Activity St Paul k4N -)011 Present city Alexandria city acute MIN State 2004 to Dale(s) ofAcltvity to present Dale(s) of Activity Checklist The following items need to be completed and/or attached in order for the application to be processed: Application/investigation fee paid in full (check or money order): ❑ yes ❑ no completed in full and sinned: ❑ ves ❑ no I hereby certify i have completely filled out the entire above application and that the application is true, correct, and accurate. I fully understand that any person who violates any provision of the Peddlers, Solicitors, and Transient Merchants Ordinance No. 673 is guilty of a misdemeanor and upon conviction thereof shall be punished by a fine not exceeding $1,000.00 or by imprisonment for a period not exceeding 90 days or both, plus, in either case, the costs of prosecution, s Signature Internal Use Police ❑ approved ❑ denied Notes: City Council ❑ approved ❑ denied Notes: H./LiocswealAppliratiocau'Poddler, Solicitor. T=ivm-doc -,F/q ! r I I Date Walmar Letter of Authorization Project Work Order — Dept 86 Fireworks Event 70: American promotional Events, aba TNT FireworkS #608872 f'vnrit. Merchandise Execution - Walmart Services December 23, 2014 kZ .- TNT Fireworks Parking lot Promotion Dear Valued Supplier, Tharik you for your continued support and collaboration. This Letter of Auftlorizabon ("LOA") outlines the project you have agreed to complete. Only your employees or approved third -party representatives tcollectively "Representativee" may perform the project on your behalf, You must ensure your Representatives produce credentials to store rnanagernenl shoMng that the Representative has been authorized by you to perform the project on your behalf. All tasks outlined in this LOA must be Performed in aocoTdance with the terms, condylions, and requirer nems of the Walmer[ Supplier Agreement and/or the Walmart Master License ,agreement. Pres eat Civervlew, - Purpose. To conduct fireworks promotions on the parking lot - Stones Af€ected: Preliminary stare list atlached (pending permltif4 licensing approval] - Project Timegne; June 17, 2015 through July 08, 2015. stares in UT July is, 2015 through .lufy 25 wn The authorizations granted to Supplier by this LOA expire at the and of the Project Timone- - If Supplier is hiring a third party to staff the project, list the company here. NIA -Supplier Rears o sibs hies• 1) Check in at the Customer Service Desk upon arrival at the store and sign In on the Veniddor Lot}. 2) Ask for the Store Manager t"MlaragW) or Front End Zone Merchandise Supervisor CZM V), present this fetter of authorization to h3m1her, and obtain the signature of a salaried member of stor a manapment.. Nofe: If Stoma Manager- or FSC End ZMS is rmt ava6abfe, oak for anatherAssistant Manager within the sf[ M 31 Atter presenting this LOA to the applkoble Manager or 7 -MS, inform Wmlher it l you V411 be exewting the fnllowing steps: Step #1 — Introduce the Company, explain the grcgrarn, discuss participation in Vie event and validate proper placement on the parking lot. Step #2 —TNTO Fireworks wlii obtain all necessary permits ascii/ or tic enses associated with a fireworks event on the parking rot. TNT to provide proof to stores of permitnicsnsing. Step 93 - TNTO Firsvoft (or authorized V party representatives) will set up the event on the parking lot In flte space approved for the event and will conduct steles during the dates listed in the attached (which will also be oornmunicated by the 1-10). Walmad grants permission for aft patrons of lite sale to ulAze the restroom faalties. In performing the LOA, SupplW must: Ensure its Reprosentatives execute only the steps listed in this LDA; Prohibit its Represeantatlives from giving directions to or receiving directions from Walmarl's associates except for directions listed in this LOA; • ProWbit its Representatives from dimpling Walmaifs normal store operatlan% Prohibit its• Representatives from entering the backroom or any other °asso.iate only" designated areas (unless Representatives ata SPARC certified or escorted by a Walmad associate); Prohibit its Representatives from using Waslmork pourer rif ing equipment to perforin this LOA; 0 Prohibit its Representatives from opening lacked cases on the sates floor (e.g„ electric shav€rs, firearms, etc.); and Property vel its RepresentMives to ensure that their ernployment status complies with applicable law, and that they do not pose s risk to the safety or property of Walmart, its associates, or its customers. Supplier may not solicll the general public to perform these tasks through web -based applications. including, but not limited to. Gighalk or Field Agent Under this LDA, you are an independent Contractor. As such, neither your action nor Inaction may be attributal to Waimart. Your !Representatives are not Walmart's employees and have no authority to act on Walmart's behalf. Any questions canearning this LCCA should be directed to the Walrnart associele identified below or a member of Store Management. Best regards, TwZ��ncfiwEecutkvi r. Direc Walmark Suppllers Vendor #7. 60$672 SupplieCs Master Suppliert5ervices Agreement is active: yes o no x r' Kent iver Director Walrrrart Services Agreed and accepted this 2'jday of L&n USLQ , 2015 by: SUPPLIER NAME (TNT Fireworks) d Bo Casle Viol President TNT Fireworks Fundraising Pt2jVA Mjr_ng; Flmworks Saiea on Par&ina lot Store Associate_fManaaernentj Responsibilities: 1) Check Event Calendar Pius Week 48 to verity that this LDA has been approved by Wa lmart; 2) Sign this LOA acknowledging the Representative's visit to the store; and 3) Ensure the spare on the parking lots is available to the Representative so the tasks maybe executed. STORE MANAGEMENT ASSOCIATE [Manager signs here once the pr*ct has been cbmpieted] Name: [print name) Title: [print title] Date: [print date] HUTCHINSON CITY COUNCIL Cayof. Request for Board Action 7AL =-x1,7 Agenda Item: Short -Term Gambling License - Saturday Night Cruisers Car Club Department: Administration LICENSE SECTION Meeting Date: 3/24/2015 Contact: Matt Jaunich Application Complete Yes Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ❑✓ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The Saturday Night Cruisers Car Club has submitted a short-term gambling license application into administration for review and processing. The application is for raffle drawings the organization will be holding between June 1, 2015, and December 31, 2015. The applicant has completed the appropriate application in full and all pertinent information has been received. BOARD ACTION REQUESTED: Approve issuing short-term gambling license to Saturday Night Cruisers Car Club from June 1, 2015 to December 31, 2015. 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: ci�y e� 111 Iiassan Street Southeast Hutchinson, MN 55350 (320) 587-5151 Fax: (320) 234-4240 City of Hutchinson APPLICATION FOR GAMBLING DEVICES LICENSE In provisions of the City of Hutchinson Ordinance No. 655 and Minnesota Statutes Chapter 349 All applications must be received at least 30 days before event in order to be considered Application TlEe X Short Term Date(s) 06/01/2015 — 12/31/2015 Fee: $30.00 MonthlDay/Year — MonthlDg /Year t 3 at r O anization Information R Q Saturday Night Cruisers Car Club Name Phone Number 1125 Blackbird Dr. SW Hutchinson MN 55350 Address where regular meeting are held City State zip Federal or State ID: 41-195-6814 Day and time of meetings? 7 pm first Tuesday of the month Is this organization organized under the laws of the State of Minnesota? X yes ❑ no How long has the organization been in existence? 1999 How may members in the organization? iii To involve the public with local car enthusiasts and What is the purpose of the organization? community businesses.. In whose custody will organization records be kept? Sue Lambertson. Treasurer/Jeannie Tessmer Secretary Jeannie Tessmer Secretary 320-587-7791 Name Phone Number 16207 -673rd Ave Hutchinson MN 55350 Address Cite ,State Zrn Duly Authorized Officer of the Organization Information Gary Lambertson -Vice President True Name 1125 Blackbird Dr, SW Residence Address Hutchinson nate of tsMW +,18/04/1949 Place of Birth Monthldaylyear Have you ever been convicted of any crime other than a traffic offense? If yes, explain: N/A 320-234-3711 Cit}, Willmar Phone Number A" 55350 State zip RANT Cu}r State I] yes X no Cit;: of Hutchinson Application for Gambling Devices License Page ? of 3 Designated Gambling Manager ({Qualified under Minnesota Statute §329) Sue Larnbertson — Treasurer True Name 1125 Blackbird Dr. SW Residence Address 320-234-3711 Phone Number Hutchinson MN 55350 City State Date of Birth: 0912.211958 Place of Birth: Lynwood Monthldeu /year City Have you ever been convicted of any crime other than a traffic offense? ❑ yes X no If yes, explain: How long have you been a member of the organization? 5 Zip CA State Game Information Location # 1 Hutchinson Mall (320) 587-5956 Name oj'location where game will be played Phone Number 1060 AlflV- 15 Hutchinson AIN 55350 Address (,f- location where game will be played City State Zip Date(s) and/or day(s) gambling devices will be used: June 2015 through Aug2015 AM AM Hours of the day gambling devices will be used: From To R pm Maximum number of player. 100 Will prizes be paid in money or merchandise? X money ❑ merchandise Will refreshments be served during the time the gambling devices will be used? X yes ❑ no If yes, will a charLe be made for such refreshments? X yes ❑ no Game Information Location #Z 320-296-1991 Multiple Sites in Hutchinson Name of location where game will be played Phone Number Multiple Sites in Hutchinson Hutchinson MN 553501 Address of location where game will be played City State Zip Date(s) and/or day(s) gambling devices will be used: Sept 2015 through Dee 2015 AM AM Hours of the day gambling devices will be used: From N/A pr„ t To N/A PM Maximum number of player: 100 Will prizes be paid in money or merchandise? X money ❑ merchandise Will refreshments be served during the time the gambling devices will be used? X yes ❑ no If yes, will a charge be made for such refreshments? X es ❑ no Chy of Hurcliinson Applicarratr for Gambling Devices License Page 3 of3 Officers of the Organization (if'necessary, list additional names an se agate sheet) Philip Claggett President Name Tille 724 Church St. SW Hutchinson MN 55350 Residence Address City State Zip Name Title Residence Address city State lip Name Tille Residence Address ct r State Zi or Other Persons Paid for Services In Name Residence Address Nam e — Residence Address Name Residence Address additional narrres on separate sheet} Title City state zip Title city .State Zip Title City Stale AT Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of all laws, ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of Hutchinson Ordinance 114.20 and Minnesota Statutes Chapter 349)? Gambling Manager X yes Lino Authorized Officer X yes ❑ no Initial Initial I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City Ordinance No. 114.20 relating to gambling and I will familiarize myself with the contents thereof. -3/ 151 �. Signa ire a uthori_ed weer ofotganiYation `j Date Signature afgamhling manager oforgani_ation City Council ❑ approved ❑ denied Notes: Date HUTCHINSON CITY COUNCIL Gaye Request for Board Action 7AL =-x1,7 Agenda Item: Mosquito Control Contract Department: PW/Eng LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Following the decision to move adulticide applications from Monday evenings to Wednesday evenings for 2015, attached is an amended agreement with Clarke Environmental Mosquito Management, Inc. for the 2015 and 2016 seasons. The General Fund budget adopted included the additional costs for Wednesday evening applications. The pricing was changed to reflect the mid -week applications. As indicated last fall, the per application amount moves from $2,600 (Monday application) to $3,500 (Wednesday application). There is no change in service or price for other components of the contract. BOARD ACTION REQUESTED: Approve amended contract with Clarke Environmental Mosquito Management, Inc. through the 2016 season. 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: 2013 — 2016 City of Hutchinson (010532) —Revised 3/16/15 IW Clarke Environmental Mosquito Management, Inc. Professional Services Outline for 2013 - 2016 City of Hutchinson Environmental Mosquito Management (EMM) Program Part I. General Service A. Computer System and Record Keeping Database B. Public relations and public education opportunities through a company website and/or by providing general mosquito control education material to be posted on the City's website. C. Mosquito Hotline Citizen Response — (800) 942-2555 D. Comprehensive Insurance Coverage naming the City of Hutchinson as additional insured E. Program Consulting and Quality Control Staff F. Monthly Operational Reports, Periodic Advisories, and Annual Report G. Regulatory compliance on local, state, and federal levels Part II. Surveillance and Monitoring A. Arbovirus Surveillance: 1. Clarke New Jersey Light Trap Network: Operation of Two (2) traps within the City of Hutchinson to monitor and evaluate adult mosquito activity at $295.00 per month per trap for June, July, and August. City of Hutchinson will supply power to the locations of the Light Traps. The City of Hutchinson will be responsible for damage of Light Traps placed in public areas. Part III. Larval Control A. Larval Site Monitoring and Inspections 1. One (1) complete inspection and treatment of up to (50) sites as outlined by most recent Clarke Survey and Prescription Larval Control with Altosid® 150 Day Briquettes @ $25.00 per site performed at the beginning of the season. Part IV. Adult Control A. Adulticiding in Residential Areas: 1. Six (6) community -wide truck ULV treatments of up to 100 miles of streets with Biomist® or synthetic pyrethroid insecticide @ $3,500.00 per treatment to be performed on Wednesday Evenings. Any additional authorized community ULV treatments will be priced at $3,500.00 per treatment. Up to seven unscheduled adulticide applications, provided upon request of the City, of adulticide. Treatments approved by the City five days prior to the due date for scheduling. Page 1 of 4 2013 — 2016 City of Hutchinson (010532) — Revised 3/16/15 B. Adulticiding Operational Procedures 1. Notification of community contact. 2. Weather limit monitoring and compliance. 3. Notification of residents will be handled by the City of Hutchinson 4. ULV particle size evaluation. 5. Insecticide dosage and quality control analysis. 6. All ULV Trucks will be equipped with GPS real-time and recording devices/software C. Adulticiding for community events:. 1. Two (2) backpack barrier treatments at selected park(s) to coincide with community activities, at the request of City, with a synthetic pyrethroid insecticide (treatments at all ballparks coincidental to ULV applications) @ $450.00. Page 2 of 4 2013 - 2016 City of Hutchinson (010532) -Revised 3/16/15 m Clarke Environmental Mosquito Management, Inc. Client Agreement and Authorization 2013 The City of Hutchinson Environmental Mosquito Management (EMM) Program I. Program Payment Plan: 2013 EMM Payment Total Cost for Parts I, II, III, IV Surveillance and Monitoring $1,770.00 Larval Control $1,250.00 Six Scheduled Adult ULV Treatments $21,000.00 Barrier Treatment (Community Event) $450.00 Core Total $24,470.00 **Sales Tax is not charaed if Sales Tax Exemption Certificate is on file Billing: Monthly invoicing based on services performed **NPDES Permit: A National Pollutant Discharge Elimination System (NPDES) permit is not necessary for the execution of the work for mosquito control effective October 31, 2011 for the City of Hutchinson. Any additional costs associated with activities and/or services that may be required by Clarke in order to comply with an NPDES permit in the future are not included in this proposal. II. Approved Contract Period and Agreement: Please check the following contract period: ❑ 2013 thru 2016 Season ( less than 5% increase per year) (New areas to be covered in 2014 - 2016 will be pro -rated to the program cost at the rates in effect at the time.) For The City of Hutchinson: Sign Name: Title: For Clarke Environmental Mosquito Management, Inc.: Name: U� ok , Rob Olson Date: Title: Control Consultant Date: 2/8/13 Revised 3/16/15 Page 3 of 4 2013 - 2016 City of Hutchinson (010532) -Revised 3/16/15 IW Clarke Environmental Mosquito Management, Inc. Client Authorization 2013 The City of Hutchinson Environmental Mosquito Management (EMM) Program Administrative Information: Invoices should be sent to: Name: Address: City: State: Zip Office Phone: Fax: P.O. # E-mail Address: County: **In an effort to be more sustainable, we ask that you provide us with an e-mail address that the invoices should be sent to.** Treatment Address (if different from above): Address: City: Contact Person for The City of Hutchinson: Name: Office Phone: Home Phone: Fax: Cell: Title: Alternate Contact Person for The City of Hutchinson: Name: Office Phone: Home Phone: Fax: Cell: State: E -Mail: Pager: Title: E -Mail: Pager: Please sign and return a copy of the complete contract for our files to: Clarke Environmental Mosquito Management, Inc., Attn: Rob Olson 20061 Edison Circle East, Clearwater, MN 55320 or Fax at (320) 558-2223 Email: rolson@clarke.com Page 4 of 4 Zip HUTCHINSON CITY COUNCIL Gaye Request for Board Action 7AL =-w1,7 Agenda Item: 2015 Public Works Vehicle/Equipment Purchase Department: PW/Eng LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Public Works staff recommends purchasing a 2015 Caterpillar CB32B double -drum vibratory compactor w/ 51" drum for $53,260.16, less trade of 2002 Vibromax of $5,500.00 for a total of $47,760.16. Our current 39" roller cannot "bridge" repairs done by a 48" excavator bucket, the most common repair type. Public Works has historically experienced significant parts/service issues when using non -US built rollers. Only one roller is built in the US (Caterpillar), which is built in Minnesota. Caterpillar's standard parts allow most repairs to be done in-house or in town. Other competitors reviewed included, Bomag (French company, rollers built in Germany) and Vibromax (our current roller) is now owned by JCB (UK company, rollers built in Germany). Bomag is available, but no dealer was found for JCB (formerly Vibromax) rollers. Standard repair parts for foreign brands are often not available as stock items and parts can be difficult to obtain. Historically, it has also been difficult to get timely service on these machines. BOARD ACTION REQUESTED: Approve purchase and related trade for Asphalt Roller from Ziegler CAT, Minneapolis, MN Fiscal Impact: Funding Source: Vehicle/Equipment Replacement Fund FTE Impact: 0.00 Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 47,760.16 Total City Cost: $ 47,760.16 Funding Source: Vehicle/Equipment Replacement Fund Remaining Cost: $ 0.00 Funding Source: VENDOR: Ziegler CAT PURCHASE ORDER No 19029 city n/ Date: 02/24/2015 Department 701-4951 111 Hassan Street SE 540 Hutchinson, Minnesota 55350-2522 Account (320) 587-5151 SHIP TO: CITY OF HUTCHINSON PUBLIC WORKS 901 West 94th Street 1400 ADAMS ST SE Minneapolis, MN 55420 HUTCHINSON, MN 55350-7010 QUANTITY DESCRIPTION AMOUNT 1 Caterpillar CB32B 51" roller $53,200.16 $53,260.16 1 Trade-in 2002 Vibromax 39" roller -$5,500.00 -$5,500.00 SUBTOTAL $47,760.16 FREIGHT TOTAL DUE $47,760.16 CITY OF HUTCHINSON Approved by Please Reference To Purchase Order Number When Invoicing. ......................................................................................................•----------.._.-----------.................,. Cut along dotted line. Notes: Print Original on White Obtain Signature airy of " Purchase Order Number PURCHASE REQUISITION 1 9 0 2 9 Department:. 701-4951 ,Account: - 10540 I: ;i a: 02/24/15 Submitted by: John Olson Check the Appropriate Box. Is Item Budgeted YES If not budgeted, where will the money come from? Department [lead Director Finance Director City Administrator VENDORINFORMATION Invoice To: Altn: City of Hutchinson Public Works John Olson Shipping Address 1400 ADAMS ST SE HUTCHINSON, MN 55350 Vendor: Ziegler CAT Contact Nmix' Matt Ducette Address 901 West 94th Street Reference No. Minneapolis, MN 55420 Phone No. 612.554.1540 Fax No. 952.887.5822 Customer I D Check if only source available and state reason t ! Check Box Only Amercian-made tandem vibratory roller available C R ERING 1NEORMATION QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL 1 EA Caterpillar C133213, 51" roller 53,260.16 $53,260.16 1 EA Trade 2002 Vibromax 39" roller -5,500.00 -$5,500.00 SUBTOTAL $47,760.16 TAX 6:875°l0 IMPING TU-rAL: DUE- $47,760.16 List additional quotes and comments on the reverse side of this form. (You may attach quote sheets if available). Receiving It4kl Mii�r►: Date Received Reid6d By Invoice Adi#uMt Verified By -ft -- - —+ I ft - 1, 19029 - 02-24-2015 - PR - ZIEGLER CAT.xIsxPage 1 of 2 VENDOR INFORMATION Vendor: Ruffrid e-Johnson Equipment Co. Cod tacl Name Jim Farrell Address 3024 4th St SE Reference No, Minneapolis, MN 55414 Phone Na. 612.378.9558 Fax No. 612.378.9395 Gustgrner IU. ORDERING INFORMATION .. QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL BOMAG rollers are not American-made rollers 1 EA BOMAG BW135AD-5 46,496.00 $46,496.00 1 EA ECONOMIZER OPTION 1,550.00 $1,550.00 I`I. TOfAli; $48,046.00 TAX 6.875�1�) SHIPPING TOTAL DUE $48,046.00 VENDOR INFORMATION Venow Address Reference No. Phone No. Fqx No, . Customer ID. ORDERING INFORMATION QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL TAX6:87:5°/6 SHIPPING TOTAL 17U 19029 - 02-24-2015 - PR - ZIEGLER CAT.xlsx HUTCHINSON CITY COUNCIL 44� Request for Board Action 7AL =-W Agenda Item: Travel Request Department: EDA LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: Miles R. Seppelt Agenda Item Type: Presenter: Miles R. Seppelt Reviewed by Staff F,-/-] Consent Agenda Time Requested (Minutes): 1 License Contingency N/A Attachments: No BACKGROUND/EXPLANATION OF AGENDA ITEM: I am writing to request City Council approval for out-of-state travel to attend the "Economic Development Strategic Planning" course put on by the International Economic Development Council in Madison, Wisconsin. Dates are June 4 & 5, 2015. All costs would be covered by the existing EDA Budget, so there would be no financial impact to the city. BOARD ACTION REQUESTED: Recommend Approval Fiscal Impact: $ 0.00 Funding Source: Existing EDA Budget FTE Impact: 0.00 Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: HUTCHINSON CITY COUNCIL 44� Request for Board Action 7AL =-W Agenda Item: Food Vendor License Renewal Department: Administration LICENSE SECTION Meeting Date: 3/24/2015 Application Complete Yes Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff F,-/-] Consent Agenda Time Requested (Minutes): 0 License Contingency No Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Peter Neubauer has submitted a food vendor renewal application. Mr. Neubauer operates a food cart with the business name of Northstar BBQ. Mr. Neubauer has submitted the appropriate documentation and license renewal fee. BOARD ACTION REQUESTED: Approve issuing a 2015 food vendor license to Peter Neubauer to operate a food cart. 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: APPLICATION FOR LICENSE RENEWAL for Food Vendor City of Hutchinson 111 rfassan St SE I lute]-inson, NIN 553bo (320) 234-4216 Peter Neubauer 322 Alan Street Hutchinson MN 55350 LICENSE Issued To: Peter Neubauer DBA Northstar B3Q Address: 322 Alan Street f iutChinson MN 55350 APPLICANT Mame: Peter Neubauer Address: 322 Alan 5treei Hutchinson MN 55.380 ContactlAttn Telepbone: (5 12) 724-5395 Fax. Federal Tax 10: State Tax IQ: SSN: Exempt, INSURANCE Cl7t3F .......... ......... ............ . ......... gescn tp ton Food Vendor License Nbr: 00OD4275 Appficant 526 INSTRUCTIONS: Make any corrections, sigin and return this application along with the license fee to the City of Hutchinson by 121(1112014- Make check payable to: {;ity of Hutchinson License Expires: 12131/2014 ....... ... Amount $ 175.00 Pursuant to Minnesota Statute, Sactiun 176.1 d2 proof of Workers' Compensation Liability is required. °lease inrliir da a Cart ricate of Insurance i�arrring the City of Hutchinson as additional insured with the following informal ion: Insurance Company Name (NOT the insurance agent), Policy Number, pates of Coverage (Must ❑e exact Term of License). .......... . ........................ ......................... I am not requiired to have worker$' WMI)ensation I,abIlity Coverage becaus-w C } I have no employees d) I am self-insured {include permit to self -inure) (} I have no employees who are covered by the wnrkers'r_Qmpensation law (these Enciude: spouoe, Parents. Children, and certain farm employees) I certify that thv irsferrrmetion provided is accurate and complete to the beat of my knowfedge and that a valid w-;Oers' cQmpen5ati0rt policy will be kept in effect at all timer as roquired by law. ...... ...... .......................................... _ `L r CITY USENL . L':..4 ._ r �~ G r Date Rec'd QafJ Signature of Applyrant Date Check # fc? i 44 Amount r Ir. ... ......... ... ............... 'C'?a CERTIFICATE OF LIABILITY INSURANCE �'�`,-,rMDIYYYVI IAIMLiSUOR POLICY NUMB X14 p8/19IZ014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the poficy(iss) must be endorsed. H SUBROGATION IS WAIVED, subject to the terms and Conditions of the policy, cartain policies may require an endorsement. A statement on this cartfcate does not confer rights to the certificate holder in lieu of such endorsement(s). PROCUCER insurance NAMED TITDmas LambertWsndalif a 320 587-8230 FAx iu+G> r+sE ..(3 587-9487 PO Bax 488 Hutchinson, MN 5535© en F huteh I. e PRODUCER PERSON AL & ADv INJuRy I 1 000 000. INSURERS) AFFOROIND COVERAGE MAIC 0 GENERAL AwREGATE # 2,000,000. iNS Petets Neubauer cfba North Star BBQ INSURERA: States Lla l� Group— 255895 322 Allan Street SW 4NBURER R _IN8l1RER C I. __-....... ....__..........___ -----------..--- Hutchinson MN 5535(] INSURER D INSURER E ; § INSURER F AU I w,.vversx:eea UkKIWICATE NUMBER: REVISION NUMBER; 11115 IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDIC.ATLD, NOTWITHSTANDING ANY REQUIREMENT, TERMOR CONUII ION OF ANY CZP41RAGI OR OTHER DOCUMENT WITH RESPECT 7C7 WHICH THIS CERTIFICATE AWAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HERON IS SUBJECT TO ALL THE TERMS, ENCLuStONS AND CONDITIONS OF SUCH POLICIES. LIPArr8 SHOWN MAY HAVE BEEN RFDLICED BY PAin rJ_aIIMS L NSM FYPL Of OANCL IAIMLiSUOR POLICY NUMB POLICY EFF MlDe/YYTY mmam YYY __.—..�..........� . _ ..._-. 41MIT'9 GENERAL LL481LI7Y EACH OCMPPENCE f 1.000=0. A . is CiTMMEFtC1Al C NFHAf I.lA1iI1.ITY • �f CLAiMS4NADE J UCCUR X CL 1654835 W1912014 6119!2015 . Fk;FM19F5 ({=rr xcumenaa) $ 100,000. MED EKP ane p S .5 000. PERSON AL & ADv INJuRy I 1 000 000. -_. GENERAL AwREGATE # 2,000,000. OENL AGGREGATE LIMA AVPL11=5MR- 7 Vch lcY 7 PRO LOC PR2UOUGIS - COM •P"AGG s 2,000,000. § AU I OMO04LE LIAOILI I AVy O � MMRI NM SINGLE I.Arr 130C . DaoILYINJURY (Reapmap) $ ALLLG1NVEp AUTOS fNJ4IRY{per soar" S SCHMULED AUTOS PROPERTY ROPROPERTY DAMAGE TY 15 HIREDAUTRJS y NWOINN41ED Auras _ s VMURELLA LIAR OCCUR EACH rJC.G.1HLiFNC,F r EkCEBR I.IAIJ CLAW 'MADE AGGREGATE $ -IA=VUZId3LL RETENT I WORKFRSCOMPERSATION ANe Emn0YE"'L1A19L11Y YIN ANY M0PR*7ORJPARTNER Q(ECUTIVE r --j OFFICEMWELIBER EXQLUDEp? A1lA VVCSTATk)- OTH - -ER - ti,L-EACH ACCIDENT $ E L DISEASE - EA EMPLU t -----........ ---------- IMandatary TriMH) • I . dertxpg vnc®r i D€ PT107J OF pPERATIC7fJ5 6etvn i E.L DISEASE POLICY LIMIT s S nESMPTION OF OPERATIONS rLOCATIONS I VEHICLES Wta6)ACORD 101, Add1Uanel RamaFka Sehadula, 11MMapaGa la FN Wmdl The Certificate holler is added to the P06Cy aS an Additional Insured. tv N 1 City of Hutchinson 111 Hassan Street SE Hutchinson, MN 55350 ACARD 25 (2009109) SHOULD ANY OFTHE ABOVE DESCRIBED POLICIES GE CANCELLED 13EFORE THE EXPIRATION DATE THEREOF, NOTICE WILL tie DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORI21M C 1988.2009ACORD CORPORATION, All rights reserved. � / R $ w © C: C14 V> � � ¥ 0\ / En /\/ Lm w 0 5 � q Lo o � / $ LL $ w © C: : 2 00 $ L �CA / 0 w 0 5 � q Lo o 2 0 0 I kf(13 a)'T r 12 3 u = -o « Z 7 @ ® 0- .(-)a 2 ° E 0 2 f »uj cO kLLLU x LL 2 � Z q r @ & ® / / LL LO m co � LL ) U) 0 /\LU E % Z $ 2 W . c m E iD \ iD C) Ir:, / f § O D ± I R / w CL 6 0 DE: w 0- w U) 2 w U 2 k L / �/ 3 mkt 2coq a 0 d�«/ «0" 2qI coL / � \LO \� co U) / k%@ o=<a Clh k wZmM � U) �2 , Lease Agreement This agreement, made this day, March 3, 2015, by the McLeod County Fairgrounds, called the lessor, and North Star BBQ, called the lessee. The lessor grants and accepts a lease of the following facilities and buildings: The 4H Kitchen. a) In consideration for the use of the building, the lessee agrees to pay a sum of $175.00 from January 1- December 31, 2015. b) The McLeod County Fair has the month of ,August, 2015. c) Permits are required and up to date by the MN Dept. of Health, and the City of Hutchinson. d) In consideration for space, all questions must go through Randy at the fairgrounds. 1) By signing this lease, the lessee agrees to make no changes to the facility with out the consent of the fairgrounds personnel. 2) The lessee agrees to return the facility or building in the condition in which they found it. 3) The lessee is responsible for all damages that take place during the event, including outside property being used for the event. 4) In case of damage, lessee is responsible for repair and/ or money to replace to original position. 5) No barking Zones is to be enforced by the lessee of the facility. Violators may be subsequent to an offense. No parking is allowed on grass without permission of the fairgrounds staff. 6) Emergency exits, doorways are to be kept free of all objects for fire codes. 7) The McLeod County Fairgrounds will not be held liable for any injury or accident involved with the activity as stated. 8) The lessee will assume the responsibility of the event, including serving of any alcoholic beverages, unless stated with an approved liquor vendor. This is then between both the vendor and the lessee. r f Lessor: McLeod County Faifgrounos A�,/ Le -1 Qr;--B. Lessee: North Star BB / ' ' i CITY OF HUTCHINSON Council Check Register -A Check Issue Dates: 3/11/2015 - 3/24/2015 3/18/2015 Check Number Check Date Amount Vendor Account Description 185011 3/11/2015 317.00 MCLEOD COUNTY COURT ADMINISTRATOR Filing Fee 185014 3/24/2015 278.60 A & K REPAIR Contractual R&M 185015 3/24/2015 330.00 AARP Other Professional Services 185016 3/24/2015 650.00 ABSOLUTE LOGISTICS LLC Freight - Bagged 185017 3/24/2015 216.00 ACCUWEATHER INC 1 Year Subscription 185018 3/24/2015 384.10 ACE HARDWARE Small Tools & Minor Equipment 185019 3/24/2015 1,895.83 ALFA LAVAL INC Equipment Parts 185020 3/24/2015 848.19 ALPHA WIRELESS Phone Services 185021 3/24/2015 154.96 AMERICAN BOTTLING CO Cost of Sales - Miscellaneous 185022 3/24/2015 800.88 ANIMAL MEDICAL CENTER ON CROW RIVER Other Professional Services 185023 3/24/2015 68.55 ARCTIC GLACIER USA INC. Cost of Sales - Miscellaneous 185024 3/24/2015 1,161.07 ARNESON DISTRIBUTING CO Cost of Sales - Beer 185025 3/24/2015 482.00 ARTISAN BEER COMPANY Cost of Sales - Beer 185026 3/24/2015 7,887.49 ASSURANT EMPLOYEE BENEFITS Dental Claims 185027 3/24/2015 1,713.78 AUTO VALUE - GLENCOE Equipment Parts 185028 3/24/2015 14,945.00 AUTOMATIC SYSTEMS CO Contractual R&M 185029 3/24/2015 478.00 BEACON ATHLETICS BELOW ZERO FROZEN YOGURT/CROW RIVER SIGN Operating Supplies 185030 3/24/2015 1,000.00 Loans Made 185031 3/24/2015 692.09 BERGER PLUMBING HEATING AC Contractual R&M 185032 3/24/2015 1,716.38 BETTER HALF EMBROIDERY Uniforms & Personal Equip 185033 3/24/2015 5,200.00 BOLTON & MENK INC. Other Professional Services 185034 3/24/2015 442.89 BRANDON TIRE CO Automotive R&M 185035 3/24/2015 173.00 BUSINESSWARE SOLUTIONS Office Supplies 185036 3/24/2015 14,227.87 C & L DISTRIBUTING Cost of Sales - Beer 185037 3/24/2015 13.06 CENTRAL HYDRAULICS Equipment Parts 185038 3/24/2015 113.01 CENTRAL MCGOWAN Operating Supplies 185039 3/24/2015 30.00 COMMISSIONER OF TRANSPORTATION Travel/Conference Expense 185040 3/24/2015 6,112.00 CRABTREE COMPANIES INC. Software & Licensing 185041 3/24/2015 346.45 CROW RIVER AUTO & TRUCK REPAIR Automotive R&M 185043 3/24/2015 97.63 CROW RIVER PRESS INC Printing & Publishing 185044 3/24/2015 884.61 CURTIS 1000 INC - MN Printing & Publishing 185045 3/24/2015 15.00 CZECH, RANDY Travel/Conference Expense 185046 3/24/2015 68.00 DAAK REFRIGERATION Contractual R&M 185047 3/24/2015 45.00 DAVE GRIEP CLEANING Contractual R&M 185048 3/24/2015 3,846.30 DAY DISTRIBUTING Case Deposits 185049 3/24/2015 90.27 DIMLER, KYLE Office Supplies 185050 3/24/2015 2,512.98 DLT SOLUTIONS Software & Licensing 185051 3/24/2015 6.00 DVS RENEWAL 2006 Ford Freestar Tabs 185052 3/24/2015 216.21 DYNA SYSTEMS Equipment Parts 185053 3/24/2015 282.52 E2 ELECTRICAL SERVICES INC Contractual R&M 185054 3/24/2015 18.40 EASTMAN, BRAD Travel/Conference Expense 185055 3/24/2015 258.81 ECOLAB PEST ELIMINATION Contractual R&M 185056 3/24/2015 876.08 ELECTRO WATCHMAN Contractual R&M 185057 3/24/2015 8,756.25 ELK RIVER COMPOSTING INC Inventory - Bulk Product 185058 3/24/2015 79.95 ENR Dues & Subscriptions 185059 3/24/2015 63.83 EWING, BRENDA Travel/Conference Expense 185060 3/24/2015 1,900.00 FARLEY, JENNIFER Other Professional Services 185061 3/24/2015 1,124.87 FASTENAL COMPANY Equipment Parts 185062 3/24/2015 525.00 FIRST CHOICE FOOD & BEVERAGE SOLUTIONS Operating Supplies 185063 3/24/2015 520.90 FRATERNAL ORDER OF EAGLES Alcoholic Beverages 185064 3/24/2015 553.35 FRONTIER PRECISION INC Contractual R&M 185065 3/24/2015 196.23 G & K SERVICES Operating Supplies 185066 3/24/2015 86.34 GARD SPECIALISTS Equipment Parts 185067 3/24/2015 15,107.26 GARICK CORPORATION Inventory - Process Material 185068 1 3/24/2015 875.25 GEB ELECTRICAL INC Contractual R&M CITY OF HUTCHINSON Council Check Register -A Check Issue Dates: 3/11/2015 - 3/24/2015 3/18/2015 Check Number Check Date Amount Vendor Account Description 185069 3/24/2015 118.85 GEMPLER'S INC Repair & Maintenance Supplies 185070 3/24/2015 49.89 GENERAL TRAFFIC CONTROLS, INC Equipment Parts 185071 3/24/2015 1,901.66 H&L MESABI Equipment Parts 185072 3/24/2015 2,527.00 HACH COMPANY Software & Licensing 185073 3/24/2015 234.00 HANSEN GRAVEL Contracted Snow Removal 185074 3/24/2015 911.25 HANSEN TRUCK SERVICE Automotive R&M 185075 3/24/2015 234.00 HANSON & VASEK CONSTRUCTION Contracted Snow Removal 185076 3/24/2015 3,098.74 HAWKINS INC Chemicals & Chemical Products 185077 3/24/2015 588.33 HILLYARD / HUTCHINSON Cleaning Supplies 185078 3/24/2015 151.00 HOFF, RANDY Miscellaneous Expense 185079 3/24/2015 304.86 HOLT MOTORS INC Automotive R&M 185080 3/24/2015 56.00 HOMETOWN SPORTS Uniforms & Personal Equip 185081 3/24/2015 2,328.84 HUTCHFIELD SERVICES INC Contractual R&M 185082 3/24/2015 2,166.00 HUTCHINSON AREA HEALTH CARE Common Area Maintenance 185083 3/24/2015 2,276.58 HUTCHINSON CO-OP Motor Fuels & Lubricants 185084 3/24/2015 3,179.00 HUTCHINSON FIGURE SKATING ASSOC Other Professional Services 185085 3/24/2015 254.00 HUTCHINSON HEALTH Other Professional Services 185086 3/24/2015 100.00 HUTCHINSON HUSKIES BASEBALL Advertising 185087 3/24/2015 3,892.80 HUTCHINSON LEADER Advertising 185088 3/24/2015 114,670.16 HUTCHINSON UTILITIES Utilities 185089 3/24/2015 428.47 HUTCHINSON WHOLESALE Equipment Parts 185090 3/24/2015 126.07 HUTCHINSON, CITY OF Utilities 185091 3/24/2015 4,000.00 HUTCHINSON, CITY OF Replenish ATM 185092 3/24/2015 12,146.00 IFCO SYSTEMS NA INC. Inventory - Process Material 185093 3/24/2015 621.33 INTERSTATE BATTERY SYSTEM MINNEAPOLIS Equipment Parts 185094 3/24/2015 165.84 JESERITZ, PAUL Travel/Conference Expense 185095 3/24/2015 1,480.00 A TAYLOR DIST OF MN Freight 185096 3/24/2015 21.00 JLR GARAGE DOOR SERVICE Equipment Parts 185097 3/24/2015 328.20 JOCHUM, DANIEL Travel/Conference Expense 185098 3/24/2015 11,140.34 JOHNSON BROTHERS LIQUOR CO. Cost of Sales - Wine 185099 3/24/2015 1,785.50 JUUL CONTRACTING CO Contractual R&M 185100 3/24/2015 24.60 KDUZ KARP RADIO Advertising 185101 3/24/2015 57,639.12 KEY GOVERNMENT FINANCE INC. Long -Term Obligation Interest 185102 3/24/2015 234.00 KOSEK, JEFF Contracted Snow Removal 185103 3/24/2015 125.66 KRANZ LAWN & POWER Equipment Parts 185104 3/24/2015 118.41 L & P SUPPLY CO Operating Supplies 185105 3/24/2015 47,770.00 LEAGUE OF MN CITIES -INS TRUST Worker's Comp Insur Premiums 185106 3/24/2015 200.00 LEVINE, ERIC Travel/Conference Expense 185107 3/24/2015 119.76 LIEN, MIKE Uniforms & Personal Equip 185108 3/24/2015 23,473.65 LOCHER BROTHERS INC Cost of Sales - Miscellaneous 185109 3/24/2015 8,350.95 LOGIS Software & Licensing 185110 3/24/2015 1,865.37 LYNDE & MCLEOD INC. Inventory - Bulk Product 185111 3/24/2015 36.51 MAIN STREET SPORTS BAR Operating Supplies 185112 3/24/2015 102.55 MAYTAG LAUNDRY & CAR WASH Other Professional Services 185113 3/24/2015 20.50 MCLEOD COUNTY SOLID WASTE MANAGEMENT Operating Supplies 185114 3/24/2015 401.18 MENARDS HUTCHINSON Equipment Parts 185115 3/24/2015 30.00 MESSAGE MEDIA Phone Services 185116 3/24/2015 1,612.50 MIDWEST CUSTOM APPAREL Operating Supplies 185117 3/24/2015 25,713.00 MIDWEST PLAYSCAPES INC. Machinery & Equipment 185118 3/24/2015 38.00 MINNESOTA COUNTY ATTORNEY ASSN Operating Supplies 185119 3/24/2015 14,773.00 MINNESOTA POLLUTION CONTROL AGENCY Licenses & Permits 185120 3/24/2015 2,369.80 MINNESOTA VALLEY TESTING LAB Other Professional Services 185121 3/24/2015 5,981.52 185122 3/24/2015 60.00 MMC Contractual R&M _ MN SCIA Travel/Conference Expense 185123 1 3/24/2015 134.80 M -R SIGN Sign Repair Materials CITY OF HUTCHINSON Council Check Register -A Check Issue Dates: 3/11/2015 - 3/24/2015 3/18/2015 Check Number Check Date Amount Vendor Account Description 185124 3/24/2015 438.10 MYGUY INC. Equipment Parts 185125 3/24/2015 150.00 NADEAU, GREG Uniforms & Personal Equip 185126 3/24/2015 76.82 NORTH STAR DENTAL SERVICES Other Professional Services 185127 3/24/2015 461.24 NORTHERN BUSINESS PRODUCTS Operating Supplies 185128 3/24/2015 95.02 NORTHERN SAFETY & INDUSTRIAL Operating Supplies 185129 3/24/2015 36.49 NORTHERN STATES SUPPLY INC Equipment Parts 185130 3/24/2015 550.00 NORTHERN VALLEY TRANSPORT Freight - Bagged 185131 3/24/2015 4,143.55 NU -TELECOM Phone Services 185132 3/24/2015 738.51 O'REILLY AUTO PARTS Automotive R&M 185133 3/24/2015 3,087.00 PALLETON OF MINNESOTA Inventory - Bulk Product 185134 3/24/2015 23,526.38 PARALLEL TECHNOLOGIES, INC Machinery& Equipment 185135 3/24/2015 350.00 PATRICK, DARYL Other Professional Services 185136 3/24/2015 48.08 PAULSON, JOHN Operating Supplies 185137 3/24/2015 3,859.79 PAUSTIS WINE COMPANY Cost of Sales - Wine 185138 3/24/2015 113.49 PETERSON, TIM Operating Supplies 185139 3/24/2015 14,819.74 PHILLIPS WINE & SPIRITS Cost of Sales - Wine 185140 3/24/2015 40,439.25 PIONEERLAND LIBRARY SYSTEM Other Professional Services 185141 3/24/2015 1,600.00 POSTMASTER Postage 185142 3/24/2015 182.99 POWER/MATION DIVISION INC Equipment Parts 185143 3/24/2015 5,369.00 PROFESSIONAL WATER TECHNOLOGIES INC Chemicals & Chemical Products 185144 3/24/2015 9.90 QUADE ELECTRIC Equipment Parts 185145 3/24/2015 53,983.20 RANGER GM Machinery & Equipment 185146 3/24/2015 1,758.60 RDO TRUST #80-5800 Equipment Parts 185147 3/24/2015 796.75 REDLINE SYSTEMS INC. Automotive R&M 185148 3/24/2015 167.97 REFLECTIVE APPAREL FACTORY INC Safety Supplies 185149 3/24/2015 222.63 REINER ENTERPRISES INC Freight - Bagged 185150 3/24/2015 107.25 ROSKAMP, COREY Utility Cash Clearing 185151 3/24/2015 1,128.09 ROYALTIRE Equipment Parts 185152 3/24/2015 188.73 RUNNING'S SUPPLY Operating Supplies 185153 3/24/2015 116.00 SALTMAN LLC Operating Supplies 185154 3/24/2015 2,544.92 SCHOOL DIST # 423 Other Revenues 185155 3/24/2015 131.33 SEPPELT, MILES Travel/Conference Expense 185156 3/24/2015 15.96 SHOPKO Cleaning Supplies 185157 3/24/2015 45.80 SHRED -IT USA INC Refuse - Recycling 185158 3/24/2015 116.32 SIMONSON LUMBER HUTCHINSON Operating Supplies 185159 3/24/2015 7,871.21 SOUTHERN WINE & SPIRITS OF MN Freight 185160 3/24/2015 3,962.40 SPARTAN STAFFING Other Professional Services 185161 3/24/2015 133.05 SPS COMMERCE Dues & Subscriptions 185162 3/24/2015 255.19 STANDARD PRINTING Sign Repair Materials 185163 3/24/2015 1,235.27 STAPLES ADVANTAGE Cleaning Supplies 185164 3/24/2015 290.00 STEVENS ENGINEERS INC Machinery & Equipment 185165 3/24/2015 7,569.96 STREICH TRUCKING Freight -in 185166 3/24/2015 49.90 SUBWAY WEST Operating Supplies 185167 3/24/2015 1,856.00 TESSMAN COMPANY Operating Supplies 185168 3/24/2015 1,508.92 THOMSON REUTERS -WEST Other Professional Services 185169 3/24/2015 379.69 _ TRI COUNTY WATER Operating Supplies 185170 3/24/2015 102.53 TRI-STATE BOBCAT Automotive R&M 185171 3/24/2015 664.87 TRUE FABRICATIONS Cost of Sales - Miscellaneous 185172 3/24/2015 15.95 TWO WAY COMMUNICATIONS INC Operating Supplies 185173 3/24/2015 378.02 ULTIMATE PLAYGROUNDS INC Repair & Maintenance Supplies 185174 3/24/2015 61.80 UNIFORMS UNLIMITED Uniforms & Personal Equip 185175 3/24/2015 18,396.00 UNITED PACKAGING & DESIGN Inventory - Process Material 185176 3/24/2015 431.28 UNIVERSAL ATHLETIC SERVICE INC Operating Supplies 185177 3/24/2015 380.00 UNIVERSITY OF MINNESOTA Travel/Conference Expense 185178 3/24/2015 45.00 UNIVERSITY OF MINNESOTA Travel/Conference Expense CITY OF HUTCHINSON Council Check Register -A Check Issue Dates: 3/11/2015 - 3/24/2015 3/18/2015 Check Number Check Date Amount Vendor Account Description 185179 3/24/2015 2,646.54 VERIZON WIRELESS Phone Services 185180 3/24/2015 14,544.15 VIKING BEER Case Deposits 185181 3/24/2015 345.30 VIKING COCA COLA Cost of Sales - Miscellaneous 185182 3/24/2015 1,731.33 VINOCOPIA INC Freight 185183 3/24/2015 210.00 VIVID IMAGE Other Professional Services 185184 3/24/2015 48,444.33 WASTE MANAGEMENT OF WI -MN Refuse - Services 185185 3/24/2015 43.70 WECKMAN, JERROD Travel/Conference Expense 185186 3/24/2015 60.00 WELCOME NEIGHBOR Advertising 185187 3/24/2015 1,818.09 WELLS FARGO Small Tools & Minor Equipment 185188 3/24/2015 51.79 WELLS FARGO BANK Utility Cash Clearing 185189 3/24/2015 385.12 WEST CENTRAL SANITATION INC. Utilities 185190 3/24/2015 3,500.00 WESTAFER ENTERPRISES Other Professional Services 185191 3/24/2015 16,386.23 WIRTZ BEVERAGE MINNESOTA Cost of Sales - Miscellaneous 185192 3/24/2015 52.00 WISCONSIN DEPT OF AGRICULTURE Licenses & Permits 185193 3/24/2015 445.43 ZARNOTH BRUSH WORKS INC Equipment Parts Grand Totals: 761,835.78 CITY OF HUTCHINSON Check Register - Council Check Register Page: 1 Report Dates: 3/1/2015-3/14/2015 Mar 18, 2015 11:OOAM Report Criteria: Transmittal checks included Pay Period Journal Check Check Date Code Issue Date Number Payee Amount 03/14/2015 CDPT 03/17/2015 185012 HART 621.88- 03/14/2015 CDPT 03/17/2015 185013 MNPEA 390.00- 03/14/2015 CDPT 03/17/2015 3171501 AFLAC 20.46- 03/14/2015 CDPT 03/17/2015 3171501 AFLAC 130.75- 03/14/2015 CDPT 03/17/2015 3171502 Assurant Employees Benefits 9.75- 03/14/2015 CDPT 03/17/2015 3171502 Assurant Employees Benefits 920.04- 03/14/2015 CDPT 03/18/2015 3171503 EFTPS 12,326.39- 03/14/2015 CDPT 03/18/2015 3171503 EFTPS 12,326.39- 03/14/2015 CDPT 03/18/2015 3171503 EFTPS 3,645.99- 03/14/2015 CDPT 03/18/2015 3171503 EFTPS 3,645.99- 03/14/2015 CDPT 03/18/2015 3171503 EFTPS 24,572.96- 03/14/2015 CDPT 03/17/2015 3171504 ICMA 2,105.00- 03/14/2015 CDPT 03/17/2015 3171505 ING 975.00- 03/14/2015 CDPT 03/17/2015 3171506 Minnesota Dept. of Revenue 10,393.70- 03/14/2015 CDPT 03/17/2015 3171507 MN Child Support System 41.87- 03/14/2015 CDPT 03/17/2015 3171508 MN Department of Revenue 271.65- 03/14/2015 CDPT 03/17/2015 3171509 MNDCP 250.00- 03/14/2015 CDPT 03/17/2015 3171510 PERA 12,772.70- 03/14/2015 CDPT 03/17/2015 3171510 PERA 12,772.70- 03/14/2015 CDPT 03/17/2015 3171510 PERA 5,982.31- 03/14/2015 CDPT 03/17/2015 3171510 PERA 8,973.50- 03/14/2015 CDPT 03/17/2015 3171510 PERA 26.01- 03/14/2015 CDPT 03/17/2015 3171510 PERA 26.01- 03/14/2015 CDPT 03/17/2015 3171510 PERA 1,965.07- 03/14/2015 CDPT 03/17/2015 3171511 TASC-Flex 359.91- 03/14/2015 CDPT 03/17/2015 3171511 TASC-Flex 1,495.49- 03/14/2015 CDPT 03/17/2015 3171512 TASC-HSA 4,432.43- 03/14/2015 CDPT 03/17/2015 3171512 TASC-HSA 5,230.56- 03/14/2015 CDPT 03/17/2015 3171512 TASC-HSA 687.98- 03/14/2015 CDPT 03/17/2015 3171512 TASC-HSA 692.28- 03/14/2015 CDPT 03/17/2015 3171512 TASC-HSA 871.90 - Grand Totals: 31 128,936.67- ELECTRONIC FUNDS TRANSFERS 3/24/2015 TAX FUND FUEL HATS SALES TAX LIQUOR SALES TAX PRCE CIVIC ARENA PAYABLE TO AMOUNT MN DEPT OF REV $1,555.25 MN DEPT OF REV $35,766.00 MN DEPT OF REV $651.00 SALES & USE TAX WATER SEWER CREEKSIDE MN DEPT OF REV $10,626.00 $48,598.25 CITY OF HUTCHINSON Council Check Register -B Check Issue Dates: 3/11/2015 - 3/24/2015 3/18/2015 Check Number Check Date Amount 3/24/2015 292.97 Vendor Account Description 185042 CROW RIVER GLASS Automotive R&M Grand Totals: 292.97 HUTCHINSON CITY COUNCIL Request for Board Action 44� 7AL =-W Agenda Item: 2014 HRA Year End Report Department: HRA LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: Jean Ward Agenda Item Type: Presenter: Jean Ward Reviewed by Staff F--] Communications, Requests Time Requested (Minutes): 10 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The Hutchinson HRA has prepared a 2014 Year End Report Synopsis and will present a summary of 2014 HRA activities, current trends in housing, and HRA priorities for 2015. BOARD ACTION REQUESTED: None Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: Hutchinson HRA 2014 Synops'is Y Before Owner Occupied Rehab Loans After f RA, Hutchinson Housing & Redevelopment Authority 111 Hassan Street SE Hutchinson, MN 55350 (320) 234-4251 Fax (320) 234-4240 NMLSR# 396789 www.hutchinsonhra.com Foreclosure Remediation: School Construction Program 907 Lewis Avenue SW 1 445 Adams Street SE r,� NpjgilinsonNBA ev lrrgrro9e lroods fool � �� ._ � <te •r�� ...rte ��.,��„� f " Hutchinson Housing & Redevelopment Authority 2014 SYNOPSIS YEAR END REPORT The HRA has been instrumental in obtaining Small Cities Development Program funds, Minnesota Housing Finance Agency Funding, and Greater MN Housing Funds for housing programs within the city of Hutchinson. Over the past twenty-five years the HRA has obtained nearly $20M of federal, state or other outside funding for the housing needs in Hutchinson. Why does Housing matter? Housing matters because: • Decent, affordable housing is shown to stabilize families -for example children who have stable housing do better in school • Housing Programs help improve neighborhoods and maintain property values • Housing Programs provide economic stimulus for the local economy by providing work for local contractors and businesses In 2014, the HRA worked on the following housing objectives: 1. Continue to maintain strong emphasis on property management, property improvements, energy conservation, and tenant services at Park Towers. 2. Support rehabilitation of aging housing stock to preserve housing stock and prevent decline of neighborhoods. 3. Monitor foreclosures and purchase/rehab/resale or purchase/demolish/new construction bank owned, short sale, vacant or blighted properties as funding allows. Summary of 2014 Activities Highlights: City Center Operations: Owner Occupied Rehabilitation The HRA closed out the SCDP Expanded NE program in September 2014, closing on four SCDP rehab loans in 2014. The breakdown for the completion of the total project is as follows: SCDP $175,312.54 Other leverage funds $195,945.46 Total $371,258.00 Homes improved over the term of the project -twelve. 2014 Foreclosure Remediation Initiative: Two projects were worked on by HRA staff in 2014: Completed 907 Lewis Ave and began construction at 445 Adams Street, scheduled for completion June 2015. For the 445 Adams Street house, the HRA is an Energy Star Builder. The HERS rating for 907 Lewis Ave was 58 and projected HERS rating for 445 Adams Street SE is 47. Tectal riinlshed 1,9' 445 Adam Street SE Main Fbor: 9396.&F. Second Fle r: 976 G.S. F. Hutahinsan Housing & Redevelopment AvtWty {32ID12311-42SI >r WVMhetchinsonhra.com Trends in Housing: 1. Rental Housing 15.00% 10.00% 5.00% 0.00% 3.50% 3.00% 2.50% 2.00% 1.50% 1.00% 0.50% 0.00% Market Rate General Occupancy Vacancy Rate '1 A nn0/ 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2014 Vacancy Rates 2. Homeownership Market Rate General Occupancy ■ Subsidized General Occupancy ■ Senior Market Rate Rental Housing ■ Senior Subsidized Rental Housing The median sales price rose again in 2014, reflecting a housing market recovery in Hutchinson and is helping decrease the number of homeowners underwater with their mortgages. The median sales price was $142,000, according to the Minneapolis Area Association of Realtors data based on MLS sales in Hutchinson. The 2014 median family income for McLeod County is $73,100. Based on a household being able to afford a home priced at 2.5 times their income, not factoring in savings or debt that they may have, a household would need an income of $53,400 to afford a home priced at $133,500 the 2014 median sales price of a house. HOME RESALES CITY OF HUTCHINS ON 2005 throw h 2014 Year 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 P rice R a n P e bL- Pct. ISL- Pct. _ N- Lct_ N- rr -t- bL- r I- N- Pct- bL- R -L- b a Lc(- bL- R-1- bL- P I- UnderS50,000 IS 5.7 29 102 44 15.3 30 12.4 24 11.1 9 4.2 6 2.7 5 1.8 6 1.6 2 0.5 $50,000 to $74,999 17 5.4 35 12.3 33 11.5 31 12.8 16 7.4 27 12.5 11 � 4.9 6 2.2 l0 2.6 8 2.1 $75,000 to $99,999 34 10.8 36 12.7 62 21,6 46 19.0 32 14.8 36 16.7 23 10.2 17 6.1 22 5.8 28 7.3 $100,000 to $124999 59 18.7 49 17.3 52 18.1 48 19.8 38 17.6 47 21.8 43-19.0 39 14.0 56 14.8 56 14.7 $125,000 to $149,999 $150, 000 70$174,999 68 51 21.5 16.1 59 29 20.8 10.2 41 16 14.3 5.6 33 22 13.6 9.1 38 23 17.6 10.6 46 20 21.3 9.3 34 15.0 S1I22.6 63 59 22.6 21.1 67 88 17.7 23.2 86 '83 22.6 21.8 $175.000 to $199,999 21 6.6 16 5.6 13 4.5 9 3.7 12 5.6 12 5.6 22 9.7 36 12.9 45 L1.9 46 12.1 $200000+ 48 15.2 31 10.9 26 9.1 23 9.5 33 15.3 19 8.8 36 15.9 54 19.4 85 22.4 72 18.9 Total 316 100.0 284 100.0 287 100.0 242 100.0 216 100.0 216 100.0 226 100.0 279 100.0 379 100.0 381 100.0 Median 1 $133,500 $121,000 $101,400 $109,950 $121,600 $117,750 $146,750 $157,900 $158,000 $152,000 .'004 resale breakdown -b- includes s sales not included in median talc. S Peterson -Paulsen Associates hrc. Maxt'ieId Research Inc. McLeod Coun Assessor's Office The median sales price rose again in 2014, reflecting a housing market recovery in Hutchinson and is helping decrease the number of homeowners underwater with their mortgages. The median sales price was $142,000, according to the Minneapolis Area Association of Realtors data based on MLS sales in Hutchinson. The 2014 median family income for McLeod County is $73,100. Based on a household being able to afford a home priced at 2.5 times their income, not factoring in savings or debt that they may have, a household would need an income of $53,400 to afford a home priced at $133,500 the 2014 median sales price of a house. 3. Housing Construction in Hutchinson According to the City of Hutchinson, Planning/Zoning/Building Department, there were 23 single family homes built in 2014. There is an adequate supply of 284 residential lots available compared to 299 lots as of January 1, 2014. 500 400 300 200 100 0 Residential Lots Available 1997 19981999 2000 20012002 2003 2004 2005 2006 2007 2008 2009 2010 20112012 2013 2014 100 90 80 70 60 50 40 30 20 10 0 Number of New Dwelling Units Construction 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 The above charts & maps are from the Department of Planning, Zoning and Building 2013 Year Report 4. Foreclosure Update 200 150 McLeod County and Hutchinson Foreclosure Counts 50 N 2007 2008 2009 2010 2011 2012 2013 2014 ■ McLeod County ■ Hutchinson Number of Foreclosures in McLeod County and Hutchinson Year McLeod Hutchinson 2001 37 2002 43 2003 48 2004 48 14 2005 56 2006 72 2007 142 40 2008 159 42 2009 135 50 2010 200 62 2011 176 77 2012 135 45 2013 93 39 2014 75 28 2014 Sheriff Sales Cancelled In Hutchinson 14 2015 Sheriff Sales Scheduled to Date In Hutchinson 14 2014 Hutchinson HRA Summary: 2014 Federal & State 2014 Local Funds Funds Administered Administered Park Towers: Capital Improvements: Federal Operating Funds $129,611.00 Replaced water circulating lines & water shut off valves Federal Capital Funds $96,177.00 Apt. programmable thermostats, zone valves & 2 air handlers Homeowner Rehab Loans closed DEED/SCDP $63,736.00 SCDP City Revolving PI Funds $9,215.00 NWA: CFUF $26,140.56 FUF $93,929.63 Unsecured FUL $6,946.55 CRV $17,154.00 Foreclosure Remediation: CRV Value Gap -907 Lewis Ave $11,984.01 Total 2014 Federal & State Funds Total 2014 Local Funds Administered $445,678.75 Administered $9,215.00 Funds Available: SCDP City Revolving Local Income $94,944.72 SCDP City Revolving Program Income $70,997.48 Housing Fund Loan Balances: HRA Notes Receivable $101,565.79 City SCDP New Construction $322,450.00 City SCDP Rehab $545,239.91 Total Balance of City SCDP Loans Receivable $867,689.91 2014 Budgets Park Towers $541,354.25 City Center $379,235.00 Total HRA Budget $920,589.25 2014 HRA Personnel 4.0 Total FTE Executive Director HRA City Center Program Coordinator Park Towers Public Housing Specialist Park Towers Maintenance/Custodian Hutchinson HRA Priorities for 2015: • Submit Rental Rehab SCDP application to DEED for the downtown area of Hutchinson. • Continue to administer the Minnesota Housing Fix- Up Loan Program. Administer the Community Fix- Up Loan and offer discount loan program (4% interest rate) targeted to the SCDP neighborhoods, houses cited not in compliance with nuisance ordinance, or identified specific rehab need of roof replacement. • Continue to administer the Minnesota Housing Rehab Loan Program for owner occupied rehab. • Continue to administer Program Income owner occupied rehab funds. • The HRA and school construction class is scheduled to complete the acquisition/demolition /new construction of a blighted property at 445 Adams Street in June 2015. Offer affordability gap for buyer up to 80% of statewide median income or $59,400. • Evaluate 2015 project potential for a rehab or demolition/new construction of a vacant property in Hutchinson. Evaluate new construction project on vacant lots at Island View Heights. • Continue to request free radon test kits for Radon Awareness month from the Minnesota Department of Health for distribution in Hutchinson. Over 1000 free radon test kits have been picked up by residents of Hutchinson at City Center. Hutchinson is in a high radon area; radon mitigation is recommended at radon levels above 4.Opc/L. • With a general occupancy vacancy rate of 1.89%, support the 2015 development of a general occupancy rental project. • Modernize the elevators at Park Towers with 2015 $97,525 Capital Funds and 2015 awarded $234,000 Minnesota Housing POHP funds. G: HRA/Year End Report/2414 Synopsis HRA Year End Report HUTCHINSON CITY COUNCIL Cayof. Request for Board Action 7AL =-w1,7 Agenda Item: LMC Annual Conference Department: Administration LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ❑ Communications, Requests Time Requested (Minutes): 1 License Contingency N/A Attachments: No BACKGROUND/EXPLANATION OF AGENDA ITEM: This year's Annual League of MN Cities Conference is June 24-26 in Duluth. We had previously given you information on the conference. Some of you have expressed interest in attending this conference. If you are interested in attending, we should have everyone registered by May 1 to receive the discounted conference rates. Melissa will be assisting you in getting you registered for the conference. I would ask that you speak directly with Melissa about your desire to attend the conference. Please note that we are going to need to know the following when getting you registered: 1) Are you a first-time attendee of the Conference? (There is a discounted rate for first-time attendees - $125 compared to $325) 2) Are you planning on going to any of the pre -conference workshops on Tuesday or Wednesday? There are additional costs to attend these events and we'll need to know that while registering you (might also affect your check-in date). 3) Will a guest/spouse be attending any of the events with you? If so, which ones? The conference allows for this, but the cost for your guest/spouse would be at your expense. 4) We will need hotel information from you if you would like us to register you -- Check-in and check-out dates, hotel location and room type (There are 7 hotels that the League has worked with to get "blocks". You will receive a special room rate if you make reservations by May 23) If any of you are interested in sharing a room, please communicate that with Melissa. If you have any other questions and/or concerns on this, please let us know. BOARD ACTION REQUESTED: Discussion on Registering for the LMC Annual Conference Fiscal Impact: $ 0.00 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: HUTCHINSON CITY COUNCIL Cayof. Request for Board Action 7AL =-w1,7 Agenda Item: New shared city and rural rescue/pumper fire truck. Department: Fire LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: Mike Schumann Agenda Item Type: Presenter: Matt Sturges Reviewed by Staff ❑ New Business Time Requested (Minutes): 15 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: In late 2012 the Hutchinson Fire Department began exploring the idea of combining Engine 3 (pumper) and Rescue 5 (Heavy Rescue) into one multi-purpose Rescue/Pumper vehicle. At that time we were receiving direction from city staff and city council that each city department should look at their resources and attempt to right size the fleet by making equipment more versatile or eliminate underutilized or inefficient items. Staffing numbers are becoming increasingly more difficult as time goes on, so it is also very important that we are able to do more with less personnel, which requires our equipment to be extremely versatile. Since this would be a jointly owned vehicle between the city and the rural townships we wanted to ensure that we had full support from the beginning. In Feb. of 2013 the rural townships were presented this plan in their annual meeting. They were very supportive of the project and they agreed to have us move forward with the plan and to hopefully take delivery sometime in 2016. For the past 2 1/2 years the HFD truck committee has poured over every detail of what this truck needs to do and how it needs to operate and they have now finalized all of those items into the presentation that will follow at the council meeting. Summary: -Purchase one multi-purpose rescue/pumper that has full firefighting capabilities and full rescue capabilities. -Sell the current city owned Engine 3, a 1992 "General' Engine with only firefighting capabilities. -Sell the current shared city/rural Rescue 5 a 2001 "Pierce" heavy rescue with only rescue capabilities. Thank you. BOARD ACTION REQUESTED: We are requesting the board to approve this project and allow us to release the build specifications to bid. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 579,000.00 Total City Cost: $ 264,500.00 Funding Source: Capital Projects / Excess LGA Remaining Cost: $ 314,500.00 Funding Source: Rural townships / sale of R-5 and E-3 City/Rural Rescue Pumper Project Lieutenant Matt Sturges Hutchinson Fire Department Existing Engine 3r City owned 1992 General 1250 GPM pumper ■ Four (4) person cab design ■ Top mounted pump panel ■ Scheduled replacement 2012 Limitations ■ Reliability and capabilities of aging equipment in emergency situations ■ Limited Firefighter interior space ■ Limited compartment space Committee Goal Research and establish specifications for the replacement truck for Engine 3 and Rescue 5 to assure it will safely and cost effectively benefit the department now and into the future Existing Rescue 5 , ■ City/Rural owned 2001 Pierce Heavy Rescue ■ Six (6) person cab design ■ Telescoping light tower ■ Onboard hydraulic pumps for extrication tools ■ Scheduled replacement 2016 Limitations ■ Reliability ■ Limited Firefighting use ■ Limited compartment configuration options 1 Future City/Rural Rescue Pumper ■ New city/township owned 1750 GPM pumper ■ Five (5) Person enclosed cab design ■ Exterior rear mounted pump and pump panel ■ Full body storage compartments ■ Designed with firefighter safety and labor savings in mind ■ Will satisfy department and communities future growth Existing Engine 3 and Rescue 5 future ■ Old fire trucks have little to no value ■ Proposal ❑ Sell both trucks under current city asset selling guidelines ■ Advantages to proposal ❑ Consolidate two old trucks into the purchase of one new truck that is designed to handle both fire and rescue incidents ❑ With the City of Hutchinson's goal of "Right Sizing the Fleet" cost savings can be achieved with the elimination of two older trucks being replaced with one Future City/Rural Rescue Pumper Estimated cost $579,000 Current Project Status ■ 02/07/13 Rural Townships approved to proceed with the replacement of Engine 3 and Rescue 5 with a combined fire rescue unit delivered in 2016 ■ 02/06/14 Rural Townships updated and agree to move process forward with preliminary specs with a cost between $545,000-$595,000. Delivery 2016 2 Current Project Status ■ 02/05/15 Rural Townships approved purchase of new city/rural rescue pumper at a cost of $579,000 to be paid over a 5 year period ■ 03/24/15 Ask for city council approval to write specifications and accept bids ■ Committee has spent 2'/2 years conducting truck research including visits with manufacturers, factory visits, department visits '� ■ Anticipated Cash Transactions Funding Source $ 150,000 Fall 2015 purchase chassis Capital Projects / Excess LGA 429,000 Summer 2016 remaining costs TBD in 2016 Budget Process $ 579,000 Total Anticipated Cash Outlay $ (50.000) 2016 Estimated Cash Proceeds - sale of Rescue 5 QQ Net Anticipated Cost $ 264,500 City Share 50 $ 264,500 Rural Share 50 $ 52,900 Annual Rural repayments 2016 through 2020 Assumed that the City will front all costs and recoup 50% from the Rural entities over a 5 year period at 0% interest. ■ Future Project Timeline ■ 04/10/15 Release spec for bid ■ 04/24/15 5:00 pm deadline and opening of bids ■ 05/12/15 Ask for city council approval to award bid ■ Construction time will be approximately one (1) year from time of order (delivery mid 2016) Conclusion ■ After extensive research through manufacturers and area departments we would like to request the councils approval to write specifications and accept bids for a new City/Rural Rescue Pumper HUTCHINSON CITY COUNCIL Cayof. Request for Board Action 7AL =-w1,7 Agenda Item: Consideration of Non -Waiver of Tort Liability Limits for General Liability Department: Finance LICENSE SECTION Meeting Date: 3/24/2015 Contact: Andy Reid Application Complete N/A Agenda Item Type: Presenter: Andy Reid Reviewed by Staff ❑ New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: As part of the City's renewal of its general liability insurance policy for the period July 2014 through June 2015, the City must decide whether or not to waive the statutory municipal tort liability limits from $500,000 per claimant to $1,500,000 per occurrence. If the City does waive this, then the City must purchase excess liability coverage. Historically the City has not waived the municipal tort because by doing so the City opens itself up to claims and potential payments above the statutory limit. Staff recommendation is to not waive the tort liability limits. Since we are only a few months away from the policy renewal for the period July 2015 - June 2016, staff is also recommending that Council not waive the tort liability limits for that policy period at this time as well. BOARD ACTION REQUESTED: The Council is requested to not waive the tort liability limits for the policy period of July 2014 through June 2015 and for the upcoming policy period of July 2015 through June 2016. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: HUTCHINSON CITY COUNCIL Cayof. Request for Board Action 7AL =-x1,7 Agenda Item: Resolution No. 14407 - The City of Hutchinson 2015 Compensation Plan Department: Administration LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ❑ New Business Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: For the period of January 1, 2011, through May 2014, the City had in place the combined position of City Administrator and Finance Director. Prior to that time period, the positions had been separate, full time positions. With the resignation of the previous City Administrator/Finance Director in 2014, the City Council decided to separate the Finance Director duties and responsibilities from the position of City Administrator. To ensure the continuation of the necessary financial functions for the City, the Council appointed Andy Reid, Controller, as the Interim Finance Director and directed Administration to recommend an appropriate Finance Department structure. The recommendation before the Council regarding the Finance Director position is as follows: 1. Reestablish the position of Finance Director. The position description prepared by staff is a Grade 12 position on the City Position Classification Table and is attached for your review and consideration. 2. Remove the Grade 11 position of Controller from the Position Classification Table. Since 2007, the City has staffed a mid to higher-level, supervisory financial/accounting position to assist and support the Finance Director/City Administrator. This position has ranged from a Grade 10 to a Grade 11 position and has been titled Assistant Finance Director and Controller. With the elimination of the Controller position and the pending retirement of a long-term accounting employee at the end of 2015, the following is recommended to ensure efficient and effective City Financial services: 1. Establish the Grade 7 position of Senior Accountant on the Position Classification Table. The position description is attached. It is the intention to appoint Andy Reid to the position of Finance Director, contingent upon the Council adoption of Resolution No. 14407. Additionally, it is intended to fill the Senior Accountant position in the near term to allow proper training for the new employee and for successful conversion to the new financial software. BOARD ACTION REQUESTED: Consideration and approval of Resolution No. 11407 to amend the position classification table contained in the 2015 City of Hutchinson Compensation Plan Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 143 14407 CITY OF HUTCHINSON 2015 COMPENSATION PLAN RESOLUTION ADOPTING POSITION CLASSIFICATION ASSIGNMENT TABLE EFFECTIVE FEBRUARY MARCH 24, 2015 WHEREAS, the City Council has considered the existing classification of positions for the City of Hutchinson and the current economic conditions, BE IT RESOLVED, that a Position Classification Plan is hereby adopted. All positions covered by this Resolution shall be grouped in grades having a definite range of difficulty and responsibility. For each position there shall be a title; and there shall be shown examples of work which are illustrative of duties of positions, as well as requirements as to knowledge, abilities and skills necessary for performance of the work; and a statement of experience and training desirable for recruitment into a position. A. Plan Objectives • To establish and maintain a compensation plan that enables the City of Hutchinson to be highly competitive within our defined market. • To lead or exceed the market in attracting and retaining qualified, reliable and motivated employees who are committed to quality and excellence for those we serve. • To ensure, subject to the financial condition of the City, that employees receive fair and equitable compensation in relation to their individual contributions to the City's success. • To follow the principles of pay equity in establishing and maintaining pay relationships among positions based on the categories of the Stanton Point Factor System. • To ensure program flexibility necessary to meet changing economic, competitive, technological, and regulatory conditions encountered by the City. • To balance compensation and benefit needs with available resources. B. Plan Structure The compensation plan specifies salary range minimums and maximums. The intent of each salary grade is to fall within 80% and 115% of identified market for positions within the grade. (See Attachment B) Each numbered pay grade in the basic table consists of the following: 1. Salary Minimum: The lowest amount paid to an employee in a specific job grade or class. No employee will receive less than the minimum rate. (80% of market) 2. Salary Mid -point: The middle of the salary range. (97.5% of market) 3. Market Rate: The market rate represents the competitive rate for an employee who is fully functional within their current position. (100%) 4. Salary Maximum: The difference between the salary market rate and the salary maximum represents merit pay for employee performance above that expected of a particular job. No employee will be paid above the maximum of the salary range. (115% of market). C. Open Salary Range The City shall adopt an Open Salary Range compensation plan that will allow for maximum flexibility and in -range salary administration since there are not defined or pre -calculated "steps". Employee movement within the pay grade range to which their position is assigned is based solely on performance. The open salary range concept rewards good and exceptional performers and advances employees to the market rate more quickly. (See item H. [4]) D. Position Classification Assignment The assignment table shall assign all of the various positions in the Position Classification Plan to the appropriate pay grade (See Attachment A). The City Administrator and Human Resources Director may jointly approve a reclassification of a position provided the reclassification does not exceed two grades upward or two grades downward from the current pay grade. To initiate consideration of this type of reclassification, the department director shall submit in writing the specific reasons for the reclassification. Any changes to the classification of a position of more than two pay grades shall be approved by the City Council. Requests for reclassification are normally brought before the Council each January, and at other times of the year, as needed. To initiate such a reclassification request, the department director shall submit a written request for consideration to the City Administrator and the Human Resources Director. The request shall include a description of significant or considerable changes to the position that warrant a reclassification. The City Administrator and Human Resources Director will determine if the reclassification request is to be forwarded to the City Council for consideration. E. Allocation Of New Positions When a new position is created for which no appropriate description exists or when the duties of an existing position are sufficiently changed so that no appropriate description exists, the City Council, after recommendation of the Human Resources Director, shall cause an appropriate job description -specification to be written for said position. F. Pay Grades 1. Exempt Employees Each position is assigned a pay grade. The normal beginning rate for a new employee will be the minimum rate. After satisfactory completion of twelve months probation, an increase may be granted as warranted by the annual performance appraisal. Thereafter, consideration for increases may be given annually on a standardized date established by the City. The City Administrator reserves the discretion to adjust individual rates within the assigned pay grades as required. The Council will determine any pay increase for the City Administrator. 2. Non -Exempt Employees Each position is assigned a pay grade. The normal beginning rate for a new employee will be the minimum rate. After satisfactory completion of twelve months probation, an increase may be granted as warranted by the annual performance appraisal. Thereafter, consideration for increases may be given annually on a standardized date established by the City. The City Administrator reserves the discretion to adjust individual rates within the assigned pay grades as required. 3. Police Patrol Positions The position of full time police patrol officer is assigned to Grade 5 on the pay plan. Temporary assignments will be made from these positions as needed for the investigative function for the department. With said assignment, there will be an additional $200.00 per month premium on top of the employee's patrol officer pay grid assignment. 4. Part -Time Liquor Store Clerk, Part -Time Custodial and Part -Time Compost Site Monitor Positions The part-time positions of liquor store clerk, custodian, and compost site monitor have been placed in separate pay plans that recognize the specific industry labor markets in which they work. The City Administrator and the Human Resources Director, as directed by the Administrator, shall maintain the discretion to hire at any point within the range based on the qualifications, experience, market conditions or other relevant factors, to secure the best candidate for the position. G. Apprenticeship Program The City has implemented an apprenticeship program for those Water and Wastewater Department positions subject to identified employee development including required licensures/demonstrated skills, experience /longevity, and maturation in a position that directly affect the department's ability to deliver municipal services. H. Performance Evaluations For all regular full time and part time employees, a performance appraisal or evaluation will be made on, at minimum, an annual basis and per city policy No. 3.08. An evaluation made by the employee's supervisor shall be submitted in writing to the employee and to the City Administrator/Human Resources Director. All evaluations will be forwarded to Human Resources for filing in the employee files. 2. Evaluations shall be based upon the performance of the individual in the position measured against established job performance criteria. Such criteria may include level of knowledge, skills, ability, and quality of work, personal work traits, compliance with established City or departmental rules and regulations or any other criteria that is indicative of performance. 3. The performance appraisal process is the application of performance standards to past performance. In appraising an employee, these are the basic levels of performance: Outstanding - Performance is exceptional in all areas and is recognizable as being far superior to others. Exceeds Job Requirements - Results clearly exceed most positions requirements. Performance is of high quality and is achieved on a consistent basis. Meets Job Requirements - Competent and dependable level of performance. Meets performance standards of the job. Needs Improvement - Performance is deficient in certain area(s). Improvement is necessary. Unsatisfactory - Results are generally unacceptable and require immediate improvement. 4. Results The results of the employee's evaluation will normally have the following effect on his/her salary per the following Merit Increase Guide: Merit Increase Guide for Open Salary Ranges Achievement Level *Compa-ratio refers to the location of the individual in the range relative to the market. Merit/performance increases for eligible regular full time and regular part time employees will be effective on the first date of the first full pay period commencing on or after March 1, except for newly hired employees. For 2015, the effective date is Sunday, March 1, 2015. New employees are eligible for consideration for a merit/performance increase after one year of continuous employment, generally, the first year anniversary date. In subsequent years, eligible employees will be eligible for consideration for the merit/performance increase as specified previously and at the discretion of the department director. Application of merit/performance increases for employees appointed to the position of full time police patrol officer is subject to collective bargaining. 5. Market Conditions Notwithstanding any language to the contrary, the City Council retains the right to deviate from the pay plan when, in the sole judgment of the City Council, market conditions or other circumstances dictate such a decision. The City Administrator and Human Resources Director maintain final approval responsibility for salary increases. I. Annual Market Adjustment Consideration As part of the budget preparation process, an annual market adjustment, expressed as a percentage increase, is recommended to the City Council for review and consideration for approval. 0 to 1.1 to 2.0 to 2.76 to 3.51 to 4.26 to Compa-Ratio* 1.0 1.99 2.75 3.5 4.25 5.0 80.0-84.9 0% 0% 4% 5% 6% 7% 85.0-89.9 0% 0% 4% 5% 6% 7% 90.0-94.9 0% 0% 3% 4% 5% 6% 95.0-99.9 0% 0% 2% 3% 4% 5% 100.0 — 104.9 0% 0% 0% 2% 3% 4% 105.0 — 109.9 0% 0% 0% 1 % 2% 3% 110.0 — 115.0 0% 0% 0% 0% 2% 3% *Compa-ratio refers to the location of the individual in the range relative to the market. Merit/performance increases for eligible regular full time and regular part time employees will be effective on the first date of the first full pay period commencing on or after March 1, except for newly hired employees. For 2015, the effective date is Sunday, March 1, 2015. New employees are eligible for consideration for a merit/performance increase after one year of continuous employment, generally, the first year anniversary date. In subsequent years, eligible employees will be eligible for consideration for the merit/performance increase as specified previously and at the discretion of the department director. Application of merit/performance increases for employees appointed to the position of full time police patrol officer is subject to collective bargaining. 5. Market Conditions Notwithstanding any language to the contrary, the City Council retains the right to deviate from the pay plan when, in the sole judgment of the City Council, market conditions or other circumstances dictate such a decision. The City Administrator and Human Resources Director maintain final approval responsibility for salary increases. I. Annual Market Adjustment Consideration As part of the budget preparation process, an annual market adjustment, expressed as a percentage increase, is recommended to the City Council for review and consideration for approval. In determining a recommendation for an annual market adjustment, at least the following information shall be considered: 1. U.S., Midwest, and Minneapolis/St. Paul consumer price index changes (CPIU & CPIW) 2. Social Security calculation of cost of living increase 3. Unemployment rate 4. Employee turnover rate 5. Area wage survey 6. Legislative growth factor constraints An approved market adjustment is applied only to the City Pay Grid, and no individual market increases will be granted in 2015. If an adjustment to the pay grid results in a regular employee's wages being below the minimum rate of the grid, the wages for the affected employee(s) will be increased to the newly established minimum rate effective January 1St J. Modification of the Plan The City Council reserves the right to modify any or all of the components or to vary from any of the components of the Compensation Plan at its discretion and at any time. K. Review of the Plan As often as necessary to assure continued correct classification, the Position Classification Plan shall be reviewed by the Human Resources Director and necessary adjustments recommended to the City Council. It is recommended that a comprehensive review be completed at least every three years. L. Filing of the Plan Upon adoption of the Resolution, a copy of the Position Classification Plan approved by the City Council shall be placed on file with the City Administrator. The plan so filed and subsequently adjusted by the Council shall be the Position Classification Plan of the City. BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON That the following table is hereby adopted as the City Position Classification Assignment Table, to be reviewed from time to time, assigning the various positions in the Position Classification Plan to the appropriate pay grades in the table. Pay grades for regular part time (PT) positions are assigned according to job responsibilities at the discretion of the City Administrator and Human Resources Director. City of Hutchinson Position Classification Table Februar March 2015 Grade Position Title Grade Position Title 1 PT Office Specialist (Event Center) 5 GIS Specialist PT Compost Scale Operator Information Technology Specialist PT Custodian (Fire Station/Library/Event Center) Parks Maintenance Specialist Police Officer (FT/PT) 2 Permit Technician Maintenance Lead Operator/Supervisor PT Human Resources Administrative Technician Sales & Marketing Specialist PT Liquor Sales Clerk Senior Engineering Specialist PT Licensing Clerk Server/Network Technician PT Meter Technician Natural Resources Specialist PT Senior Office Specialist (PRCE & W/WW) PT Recreation Facility Maintenance Technician 6 Recreation Services Coordinator 3 Administrative Secretary (Engineering) 7 Operations & Maintenance Supervisor Administrative Secretary (Public Works) Project/Environmental/Regulatory Manager Compost Equipment Operator Senior Accountant General Maintenance Worker (City Center/Event Center) General Maintenance Worker (HATS) 8 Building Official Heavy Equipment Operator Motor Vehicle Deputy Registrar Hospital Security Guard (FT/PT) Parks Supervisor Police Records Specialist Police Sergeant Police Supplemental Services Specialist Recreation Facilities Operations Manager Parks Maintenance Equipment Operator Water Supervisor Water Maintenance Technician Wastewater Supervisor Senior Liquor Sales Clerk Wastewater Services Operator 10 Police Lieutenant Senior Accounting Specialist Fire Chief Utility Billing Specialist (FT/PT ) 11 GGRtFeller 4 Accountant Public Works Manager Compost Operations Specialist Emergency Dispatcher (FT/PT) 12 Compost Manager Engineering Specialist Economic Development Director Equipment Mechanic Finance Director Lab Technician/WW Operator Human Resources Director Lead Compost Equipment Operator IT Director Payroll/Benefits Specialist Liquor Sales Manager Planning and Building Specialist Planning Director Police Investigations Specialist Plant Equipment Mechanic II 14 Police Chief/Emergency Management Director Senior Public Works Maintenance Specialist PRCE Director Water Plant Operator 16 City Attorney 5 Event Center Coordinator Public Works Director/City Engineer Executive Assistant/Paralegal 19 City Administrator Attachment A City of Hutchinson 2015 Compensation Plan - Pay Grid (2% increase) Mid -Pt. Mid -Pt. Market Market Grade 80% 80% 97.5% 97.5% 100% 100% 115% 115% 19 $7,733 $44.613 $9,424 $54.372 $9,666 $55.766 $11,116 $64.131 18 $7,451 $42.989 $9,081 $52.392 $9,314 $53.736 $10,711 $61.796 17 $7,170 $41.364 $8,738 $50.412 $8,962 $51.705 $10,306 $59.461 16 $6,886 $39.730 $8,393 $48.421 $8,608 $49.662 $9,899 $57.112 15 $6,606 $38.110 $8,051 $46.447 $8,257 $47.637 $9,496 $54.783 14 $6,323 $36.481 $7,706 $44.461 $7,904 $45.601 $9,090 $52.441 13 $6,041 $34.851 $7,362 $42.475 $7,551 $43.564 $8,684 $50.099 12 $5,759 $33.227 $7,019 $40.495 $7,199 $41.533 $8,279 $47.764 11 $5,475 $31.588 $6,673 $38.498 $6,844 $39.485 $7,871 $45.408 10 $5,194 $29.964 $6,330 $36.518 $6,492 $37.455 $7,466 $43.073 9 $4,911 $28.334 $5,986 $34.533 $6,139 $35.418 $7,060 $40.731 8 $4,629 $26.705 $5,641 $32.547 $5,786 $33.381 $6,654 $38.389 7 $4,347 $25.080 $5,298 $30.567 $5,434 $31.351 $6,249 $36.053 6 $4,066 $23.460 $4,956 $28.592 $5,083 $29.326 $5,845 $33.724 5 $3,782 $21.817 $4,609 $26.590 $4,727 $27.272 $5,436 $31.362 4 $3,502 $20.207 $4,269 $24.627 $4,378 $25.258 $5,035 $29.047 3 $3,218 $18.568 $3,922 $22.630 $4,023 $23.210 $4,626 $26.692 2 $2,937 $16.943 $3,579 $20.650 $3,671 $21.179 $4,222 $24.356 1 $2,654 $15.314 $3,235 $18.664 $3,318 $19.143 $3,816 $22.014 PT Custodian $13.37 $16.29 $16.71 $19.22 PT Liquor Store Clerk $10.13 $12.34 $12.66 $14.56 PT Compost Monitor $9.50 $11.58 $11.88 $13.66 Adopted by the City Council this 2A4-4 day of e� , 2015. (This replaces Resolution No. 1 ^� 14395) ATTEST: Gary Forcier, Mayor Matthew Jaunich, City Administrator Attachment B R TITLE: Finance Director jobdesc27 2015 DEPARTMENT: FINANCE ACCOUNTABLE TO: CITY ADMINISTRATOR SUMMARY: Is responsible for managing and supervising the City's financial accounting systems in accordance with Generally Accepted Accounting Principles (GAAP) as well as with established financial policies, procedures and regulations. ESSENTIAL DUTIES AND RESPONSIBILITIES Manages and supervises all cash and financial transactions of the City including the general ledger, payroll, accounts payable, accounts receivable, cash receipting, capital assets, internal controls, cash management, debt services, and investing. Other duties and responsibilities include: General Accounting a. Responsible for the audit process and coordinates the audit preparation and annual audit with the City's independent auditors. b. Works with the City Administrator to prepare the five-year Capital Improvement Plan. c. Prepares and issues the Comprehensive Annual Financial Report in accordance to GASB guidelines and submits the report for the GFOA Excellence in Financial Reporting award. d. Administers all Tax Increment Financing (TIF) Districts and prepares and maintains all required legal reporting of the annual TIF District Report for submission to the State Auditor. e. Prepares financial reports and reporting to various agencies as directed or required. f. Prepares and reviews financial reports from the municipal liquor store, Creekside, and all other enterprise funds. 2. Budgeting a. Works with the City Administrator in preparing, managing, and coordinating the development of City budgets and the City budget process. b. Develops revenue forecasts and monitors expenditures; discusses and resolves budget issues with appropriate staff. c. Oversees sufficient controls necessary to track budgetary compliance; makes adjustments to the budget as necessary. Provides consultation and guidance to staff on budget matters. 3. Administrative/Supervisory a. Serves as the direct supervisor of the assigned staff members to the Finance Department. b. Reviews and evaluates the performance of staff members including workflow planning. c. Responsible for risk management administration and preparation of the City's general liability insurance application processes and workers compensation. d. Develops for approval and implements approved policies, plans and programs for the financial functions of the City. 1 e. Attends public meetings as needed. 4. Financial Management a. Coordinates the management and investing of City monies and confers with the City Administrator as required. b. Manages the financial control systems and recommends changes as apparent or required. c. Maintains the accounting and financial records of the City. d. Performs internal audits as necessary. e. Oversees compliance with the City's various policies/plans (debt management plan, investment policy, fund balance policy, etc.). f. Works on issuing annual city debt, works closely with the City's financial advisor and bond counsel, and confers with the City Administrator when necessary. g. Keeps informed as to the latest practices in the municipal finance field (GASB) and establishes new practices, policies and/or procedures that are of benefit to the City and to the public. 5. Utility Billing a. Responsible for and manages the overall utility billing operations. b. Oversees the utility billing function for water, sewer, refuse, and storm water fees. c. Recommends and implements improvements to gain greater efficiencies. 6. Fixed Assets a. Oversees and manages GASB compliance with fixed asset records for the City and generates reports as needed. 7. Intergovernmental Interaction Position routinely interacts with representatives from the Public Utility and other governmental agencies to carry out the financial dealings of the City. Represents the City at meetings, conferences, legislative sessions, and other assigned public affairs. 8. Performs other duties as required. EQUIPMENT Personal computer and associated software, computerized financial/payroll packages, printer, copier, fax machine, calculator, telephone, cellular telephone, etc. REQUIRED QUALIFICATIONS • Bachelor's degree in Accounting, Public Finance, or closely related field. • Five years of work experience with Generally Accepted Accounting Principles (GAAP), and three years of progressive supervisory or managerial experience. • Ability to design and implement effective financial systems, analyzes problems and formulates recommendations, and prepares clear and concise reports. • Ability to supervise the work of departmental staff including coordinating, monitoring, evaluating work, hiring, training, counseling and disciplining staff. • Ability to establish and maintain effective working relationships with staff, elected officials, and constituents. • Thorough understanding of Microsoft Office products. DESIRED QUALIFICATIONS • Master's Degree in Accounting, Finance, Business or Public Administration. • CPA and/or current Certified Public Finance Officers (CPFO) certification. 2 • Seven years of governmental accounting or auditing and management experience. WORKING CONDITIONS Office conditions. Early morning or evening meetings as required. Grade 12 position CITY OF HUTCHINSON ADDENDUM TO JOB DESCRIPTIONS 1995 TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT (ADA) FOR POSITIONS: Administrative, Clerical. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk and use hands to finger, handle, feel or operate objects, tools or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet. The duties listed in job descriptions are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. TITLE: SENIOR ACCOUNTANT 2015 DEPARTMENT FINANCE SUPERVISED BY FINANCE DIRECTOR SUMMARY THIS IS WORK ASSISTING THE FINANCE DIRECTOR IN THE FINANCIAL ACTIVITIES OF THE CITY OF HUTCHINSON DUTIES AND RESPONSIBILITIES General Accounting a. Supervise the daily finance and utility billing functions and ensure proper integration of transactions into the general ledger. b. Prepare and process journal entries. c. Monitor daily bank account balances and record electronic receipt of funds. d. Reconcile the City's monthly bank accounts and balance to the general ledger. e. Maintain fixed asset records in compliance with GASB. f. Account for all special assessment rolls, including the initial set-up of each new assessment roll. Prepare assessment rolls for certification with the County Auditor each year. Balance City assessment rolls to the County assessment system. Serve as backup for assessment searches as necessary. g. Account for loan activity related to EDA and HRA operations. h. Occasionally direct the work or other clerical staff. Serve as the backup to the daily finance functions as needed, including accounts payable, accounts receivable, cash receipting and utility billing. i. Maintain financial records in an organized manner. 2. Financial Reporting & Analysis a. Review and analyze the monthly financial statements for each fund and department and assist in tracking budgetary compliance. b. Reconcile general ledger accounts and make necessary adjusting journal entries. c. Prepare and distribute monthly financial statements to all city departments and for City Council and EDA meetings. d. Track financial activity related to grants and special projects. e. Provide information, explanation and assistance to Department heads and the general public related to finance and utility billing activity. f. Assist Finance Director with the annual audit process, TIF reporting and the Comprehensive Annual Financial Report. Responsibilities include preparing and entering year-end journal entries, compilation of audit workpapers, assisting with notes and MD&A and responding to auditor requests and questions. g. Assist Finance Director and City Administrator in preparing financial presentations. 3. Enterprise Funds a. Provide accounting and finance support to the City's enterprise funds, including cost accounting and analytical support for Creekside's composting operations. 4. Budgeting a. Participates in the planning and development of the annual Operating Budgets, Fee Schedule and five-year Capital Improvement Plan. b. Assist Finance Director and City Administrator in tracking budgetary compliance. 5. Debt Manaaement a. Assist the Finance Director with the City's annual debt issuance. b. Coordinate the semi-annual debt service payments between the City's banking institution and the appropriate fiscal agent for the debt. 6. Performs other duties as required. EQUIPMENT Personal computer and associated software, computerized financial systems, printer, copier, fax machine, calculator, telephone, etc. REQUIRED QUALIFICATIONS Bachelor's degree in Accounting, Finance or related field. Two years progressively responsible accounting experience. Working knowledge of governmental accounting and core accounting functions of Accounts Payable, Accounts Receivable, Cash Receipts and General Ledger. Proven ability in reconciling general ledger account activity and formulating journal entries. Intermediate Microsoft Excel skill level with considerable ability to create, modify and use spreadsheets. DESIRED QUALIFICATIONS Three to five years progressively responsible accounting experience with one to two years in the public sector and/or municipal utilities. Familiarity with general municipal functions, including the property assessment process and utility billing. Working experience with a fully integrated financial software system. Cost accounting experience in a manufacturing environment. WORKING CONDITIONS Office conditions. Early morning or evening meetings as required. Overtime may be required. Grade 7 exempt position CITY OF HUTCHINSON ADDENDUM TO JOB DESCRIPTIONS 1995 TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT (ADA) FOR POSITIONS: Administrative, Clerical. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk and use hands to finger, handle, feel or operate objects, tools or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. VIVO] V 2x2101 KA10*701&12 11011 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderately quiet. The duties listed in job descriptions are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. HUTCHINSON CITY COUNCIL Cayof. Request for Board Action 7AL =-w1,7 Agenda Item: Approve/Deny Resolution 14405 Establishing a Social Media Policy Department: Administration LICENSE SECTION Meeting Date: 3/24/2015 Contact: Matt Jaunich Application Complete N/A Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ❑ New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: From time -to -time, staff has discussed the possibility of exploring the use of social media to enhance the communication efforts of the City. Administration is asking that the Council consider the attached resolution for three reasons. One, it would authorize the use of social media as an official form of communication. Two, it would establish a list of guidelines and procedures for creating a social media presence within the City. And thirdly, it would establish some guidelines on the personal use of social media and how that relates to employees commenting on city business. The management team has reviewed the attached policy and has recommended that it be brought forward for consideration. BOARD ACTION REQUESTED: Approve/Deny the resolution which would establish a policy for social media use within the City. Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14405 A RESOLUTION APPROVING ATTACHMENT E OF THE CITY OF HUTCHINSON EMPLOYEE HANDBOOK — PERSONNEL POLICY ALLOWING FOR A SOCIAL MEDIA POLICY ATTACHMENT E SOCIAL MEDIA POLICY ARTICLE 1. PURPOSE The City of Hutchinson (City) wishes to represent itself appropriately, consistently, and accurately in all media. The purpose of this policy is to define social media, as well as establish procedures for creating a social media presence within the City. The City views social media as additional communication channels in which to promote its programs, services, and events. This technology allows information to disseminate quickly and may provide a forum to facilitate public discussion as deemed appropriate. The City's official website — www.ci.hutchinson.mn.us — shall remain the City's primary medium for communicating to the public. ARTICLE 2. POLICY To address the fast -changing landscape of the internet and the way we communicate and obtain information online, city departments may consider participating in social media formats to reach a broad audience. This technology allows news of an event to spread quickly and is a good means to generate public awareness. The City recognizes that social media resources can be additional, valuable tools for communicating with the public, and allows the use of social media to further the goals of the City and the missions of its departments where a clear business purpose has been determined. The City strives to provide the public with accurate and timely information, communicated in a professional manner, and in accordance with the laws regarding public information and data practices. However, specific procedures, conditions, and restrictions must be established to ensure that social media resources are used appropriately and are consistent with the City's overall communications strategy. City -related social media resources must follow the principles and standards outlined in this policy, and may be removed or modified by the City at any time without notice as further described in this policy. This policy provides guidelines for all external communications using various mediums including: a. Electronic materials such as postings to websites or social media sites; b. Creation of accounts on social media sites. ARTICLE 3. DEFINITIONS Social Media Websites: Social Media websites focus on creating and fostering online social communities and connecting users from varying locations and interest areas. Social media websites can offer many different ways for users to interact — such as instant messaging, blogging, commenting, online forum participation, status updating (microblogging), link sharing, video conferencing, and photo and video sharing. Bloss: Blogs are websites, or parts of websites, in which usually one author posts regular entries of commentary or other material. A blog, if interactive, enables visitors to the site to post comments about posts and other comments. Social BookmarkinQ: Social bookmarking is a method of referencing or linking to preexisting web pages and posting them to popular news -sharing websites. The more a particular article is bookmarked, the higher on the list it appears on the news -sharing sites. Social Networking: Social networking websites offer a way for registered users to communicate with each other on the internet. They generally offer many methods in which people may connect, such as microblogging, instant messaging, blogging, posting, and photo/video sharing. Examples of social networking website are Twitter, YouTube, Facebook, Google -plus, and the like. ARTICLE 4. SCOPE The City has an overriding interest and expectation in deciding what is "spoken" on behalf of the City on social media sites. This policy establishes guidelines for Directors and their staff on the use of all social media to include existing or proposed social media sites sponsored by city departments. 1. The best, most appropriate, City use of social media tools fall generally into two categories: a. As channels to disseminate, or update, time -sensitive information as quickly as possible (example: rain delays for sporting events); b. As marketing/promotional channels which increase the City's ability to broadcast its messages to the widest possible audience (example: upcoming events or activities). 2. Information posted to social media websites should also be posted on the City's website if possible. Whenever possible, content posted to social media sites should contain links directing users back to the City's official website for in-depth information, forms, documents or online services necessary to conduct business with the City. 3. Social media usage shall comply with all appropriate City policies and standards. Any exceptions require approval by the City Administrator or designee. 4. The City's social media sites are subject to state and federal public records and data practice laws. Data that is not public and for which there is no known authority for publication should not be posted and will be removed from the site. 5. Minnesota state law and relevant City records retention schedules apply to social media formats and social media content. 6. Elected officials must comply with the following guidelines when using the City's social media sites: a. Shall not use official City social media sites for campaigning or political purposes; b. Elected officials should be mindful of the risks of electronic communication in relation to the Minnesota Data Practices Act and Open Meeting Law. 7. The use of the City's social media site for campaign purposes for any candidate for elective office is inconsistent with the purpose of the City's social media site and is therefore prohibited. All communications in violation will be removed from the site. ARTICLE 5. GENERAL GUIDELINES FOR ALL COMMUNICATIONS All city employees have a responsibility to help communicate accurate and timely information to the public in a professional manner. Any employee who identifies a mistake in reporting should bring the error to their Director, City Administrator or other appropriate staff. Regardless of whether the communication is in the employee's official city role or in a personal capacity, employees must comply with all laws related to trademark, copyright, software use, etc. Employees must also follow all city policies that may apply. ARTICLE 6. GUIDELINES FOR OFFICIAL COMMUNICATIONS Requests by employees to participate in social media as a representative of the City must be approved by their Director or designee and run through the IT Department for final approval. This includes, but is not limited to, request to create pages on social networking websites (Facebook, Twitter, etc.), post content to blogs and discussion forums, post pictures on photo - sharing web sites, and post videos on video -sharing web sites. Content posted in social media applications is ultimately the employee's responsibility and employees must use caution when participating in social media forums. All use of social media by city employees must be in compliance with the parameters laid out in the scope above and must be in compliance with the following guidelines: 1. Employee participation in social media forums must be structured narrowly to focus discussions on topics of particular interest to the City and within the employee's specific area of expertise. 2. When participating in social media forums, identify yourself as a city of Hutchinson employee, use your real name and make sure you are clear about your role with the City. 3. Post meaningful, respectful comments — in other words, no spam and no remarks off - topic or offensive. When disagreeing with other's opinions, keep it appropriate and polite. 4. City social networking content and comments containing any of the following forms of content shall not be allowed for posting: a. Comments not topically related to the particular site or blog content being commented upon; b. Profane language or content; c. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, color, age, religion, gender, marital status, status with regard to public assistance, national origin, physical or mental disability or sexual orientation; d. Sexual content or links to sexual content; e. Solicitations of private, non -city related commerce; £ Conduct or encouragement of illegal activity; g. Information that may tend to compromise the safety or security of the public or public systems; h. Content that violates a legal ownership interest of any other party. 5. Respect the City's proprietary information and content, and confidentiality of information. 6. Know and follow the City's Employee Personnel Policies. 7. City Administration or their designee will monitor content on each of the department social media sites to ensure adherence to this policy for appropriate use, message and branding consistent with the goals of the City. 8. Violation of these standards may result in the removal of department pages from social media outlets and may be cause for discipline of the employee. City Administration or their designee retains the authority to remove information. ARTICLE 7. PERSONAL POSTINGS/PUBLICATIONS It is important for employees to remember that communications of employees may reflect on the city, especially if employees are commenting on city business. The following guidelines apply to personal communications including various forms such as social media websites. I . Employees are to remember that the use of non -sponsored City social media sites during the work day is prohibited and employees are to make personal comments on their own time. 2. Remember that what you write is public and will be so for a long time. It may also be spread to large audiences. Use common sense when using email or social media sites. It is a good idea to refrain from sending or posting information that you would not want your supervisor or other employees to read, or that you would be embarrassed to see. 3. The City expects its employees to be truthful, courteous and respectful towards supervisors, co-workers, elected officials, citizens, customers and other persons associated with the City. Do not engage in name-calling or personal attacks. 4. If you publish something related to city business, identify yourself and use a disclaimer such as, "These are my own personal opinions and do not represent those of the city of Hutchinson." 5. City resources, working time, or official city positions cannot be used for personal profit or business interests, or to participate in personal political activity. 6. Personal social media account names or email names should not be tied to the City. ARTICLE 8. SOCIAL MEDIA ACCOUNT MANAGEMENT Social media sites setup for official use by the City and its departments shall be managed and monitored according to the following guidelines: 1. All City social media sites will be subject to approval by the IT Director and the City Administrator or designee. 2. Each department's Director is ultimately responsible for whether or not their department has a social media presence and for the content and upkeep of any social media sites their department may create. Additional guidelines include: a. Each department must designate at least two employees to act as the "administrator" of the social media sites; b. The IT Director will be the third "administrator" in cases of an emergency; c. Each department's administrators must be properly instructed in the city's data practices and social media policies; d. Each department must maintain an updated list of domains, site administrators and applicable passwords which are also shared with the IT Director; e. Administrators must be able to immediately edit or remove any content posted to a social media site; f. Sites allowing comments must be monitored daily to ensure timely, accurate response and due diligence to remove inappropriate content. 3. Social media website content and design should adhere to the general website design guidelines established by the City. Additional considerations include: a. Inclusion of the city of Hutchinson or department logo and link to city website; b. Name of the site must be identifiable and specific to the City (example: City of Hutchinson Police Department); c. Avoid including individual employees names and personally identifiable information; d. Do not disclose confidential information; e. Do not disclose sensitive information without the express written approval of the City Administrator or designee; f. Link only to content from official sites (example: City or State agency website). ARTICLE 9. DISCLAIMER The following disclaimer should be posted prominently on every City social media site: "The city of Hutchinson uses social media, such as this site, as a means to provide two-way communication with the public. The City reserves the right to edit or delete any and all content within its sole discretion, including but not limited to, content that: • Contains profane, sexual, or abusive language and materials. This includes prejudiced or hurtful remarks made toward any person or entity, including any ethnic, racial or religious group; • Is spam or solicitations of commerce, including links to other sites; • Is inaccurate or not topically related to the particular article being commented upon; • Advocates illegal activity; • Promotes or defames commercial services, products or political organizations; • Infringes on copyrights or trademarks; • Discloses data in violation of state and federal public records and data practices laws • Violates the city of Hutchinson Discrimination and Harassment prevention policy, conduct rules, or any policy regarding confidential information or defamation of others; Please note that comments expressed on the City's social networking sites do not reflect the opinions or positions of the city of Hutchinson, its employees or elected officials. Users participate at their own risk, taking personal responsibility for comments, usernames, any information provided, and off-site navigation. The city of Hutchinson has made every effort to ensure the accuracy of the information provided on its social networking pages. However, several factors that are beyond the City's control (including unauthorized modification of electronic data, transmission errors, browser incompatibilities, information that has been cached on the local computer or storage device, or other aspects of electronic communication) can affect the quality of the information displayed on this site. For that reason, the City does not guarantee the accuracy of the information provided on its social networking sites and is not liable for reliance on this information. Advertising The city of Hutchinson does not endorse any product, service, company or organization advertising on its social media sites. The ads that appear on pages are sold, posted and maintained by the social media site. Privacy Policy Please note that the city of Hutchinson does not share information gathered through its social media sites with third parties for promotional purposes. However, any information you provide to the City is subject to the Minnesota Government Data Practices Act. This law classifies certain information as available to the public on request. ADOPTED BY THE HUTCHINSON CITY COUNCIL THIS 24TH DAY OF MARCH, 2015 GARY T. FORCIER, MAYOR ATTEST: MATTHEW JAUNICH, CITY ADMINISTRATOR HUTCHINSON CITY COUNCIL Gaye Request for Board Action 7AL =-w1,7 Agenda Item: Amending Chapter 54 Storm Water Management - Second Reading & Summary Department: PW/Eng LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: John Paulson/John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The City of Hutchinson operates a Municipal Separate Storm Sewer System (MS4) which is permitted by the Minnesota Pollution Control Agency (MPCA). A new MS4 permit was issued by the MPCA in 2014, which required program changes be made to comply with new standards. The City has already implemented changes to the City of Hutchinson Storm Water Program to comply with most of the changes. Part of the 2014 permitting process included reviewing program documents such as existing ordinances to see if changes are needed to comply with new permit requirements. Minor changes are needed for the ordinance to meet the new permit requirements. Some clarifying definitions were added along with direct references to MPCA post construction storm water treatment requirements. At the March 10, 2015 City Council meeting, the Council approved the first reading of Ordinance 15-0737. The amendment is to Chapter 54, Storm Water Management, adding language in chapters 54.02, 54.23 AND 54.40. The ordinance will take affect after the second reading is approved at the March 24th meeting and the ordinance is published. Due to the size and cost of publishing the full ordinance, staff has prepared a summary ordinance to be published. The proposed summary for Ordinance 15-0737 can be found at the end of the attached ordinance. State Statues require the City Council to approve publishing of a summary ordinance with a 4/5 majority. Approval to publish the summary ordinance can be included with the second reading of the ordinance. City staff will be available to answer any questions that you may have. BOARD ACTION REQUESTED: City staff recommends approval of the Ordinance's second reading and approval to publish the summary ordinance. Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: PUBLICATION NO. 8099 ORDINANCE NO. 15-0737 AN ORDINANCE AMENDING CHAPTER 54 (STORM WATER MANAGEMENT) OF THE CITY OF HUTCHINSON CODE OF ORDINANCES ADDING LANGUAGE IN SECTIONS 54.02, 54.23 AND 54.40; THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA ORDAINS: Notice of hearing was duly given and publication of said hearing was duly made and was made to appear to the satisfaction of the City Council that it would be in the best interests of the City to amend the Storm Water Management Ordinance to add language in Sections 54.02, 54.23 and 54.40 of the City Code as follows: CHAPTER 54 STORM WATER MANAGEMENT GENERAL PROVISIONS § 54.02 DEFINITIONS. For the purpose of this chapter, the following terms, phrases, and words, and their derivatives, shall have the meaning as stated in this section. When inconsistent with the context, words used in the present tense include the future tense. Words in plural number include the singular number, and words in the singular number include the plural number. The word "shall" is always mandatory and the word "may" is always permissive. APPLICANT. Any person or group that applies for a building permit, subdivision approval, zoning change, approach, excavation or special use permit, storm water plan approval, or any other permit which allows land disturbing activities. Applicant also means that person's agents, employees, and others acting under this person's or group's direction. The term "applicant" also refers to the permit holder or holders and the permit holder's agents, employees, and others acting under this person's or group's direction. BASE FLOOD or REGIONAL FLOOD or 100 -YEAR FLOOD. The flood having a one percent chance or probability of being equaled exceeded in any given year (i.e., 100 -year flood) - also referred to as the regional flood or 100 -year flood. BEST MANAGEMENT PRACTICES (BMP). Erosion and sediment control and water quality management practices that are the most effective and practicable means of controlling, preventing, and minimizing the degradation of surface water, including; construction -phasing, minimizing the length of time soil areas are exposed, prohibitions, and other management practices published by federal, state, or designated area -wide planning agencies. BMP's. Measures designed to 1) prevent pollutants from leaving a specific area; 2) reduce/eliminate the introduction of pollutants; 3) protect sensitive areas or 4) prevent the interaction between precipitation and pollutants. A protective vegetated zone located adjacent to a natural resource, such as a water of the state that is subject to direct or indirect human alteration. Such a buffer strip is an integral part of protecting an aquatic ecosystem through trapping sheet erosion, filtering pollutants, reducing channel erosion and providing adjacent habitat. BUFFER. The buffer strip begins at the "ordinary high water mark" for wetlands and the top of the bank of the channel for rivers and streams. This start point corresponds to the Minnesota Page 1 Department of Natural Resources' definition of a "shoreline" in Minnesota Rules 6115.0030 (e.g. a stream 30 feet in width between banks with 100 foot buffer strips has a total protected width of 230 feet.) CITY. The City of Hutchinson or the City Council of the City of Hutchinson. CITY ENGINEER. The City Engineer of the City of Hutchinson or authorized agent. The City Engineer may require a third party Engineer's service at the applicants expense. COMMON PLAN OF DEVELOPMENT OR SALE. A contiguous area where multiple separate and distinct land disturbing activities may be taking place at different times, or on different schedules, but under one proposed plan. This item is broadly defined to include design, permit application, advertisement or physical demarcation indicating that land disturbing activities may occur. CONTROL MEASURE. A practice or combination of practices to control erosion and attendant pollution, see also Best Management Practices. COUNCIL. The City Council of the City of Hutchinson. DETENTION FACILITY. A natural or manmade structure, including wetlands, used for the temporary storage of runoff and which may contain a permanent pool of water, or may be dry during times of no runoff. DEVELOPMENT. Any land disturbance activity that changes the site's runoff characteristics in conjunction with residential, commercial, industrial or institutional construction or alteration. DEVELOPER. A person, firm, corporation, sole proprietorship, partnership, federal or state agency, or political subdivision thereof engaged in a land disturbance and/or land development activity. DISCHARGE. The release, conveyance, channeling, runoff, or drainage, of storm water, including snowmelt. DRAINAGE EASEMENT. A right to use the land of another for a specific purpose, such as a right- of-way for the movement of water across or under the land surface or the storage of water. EROSION. Removing the surface of the land by the action of water, wind, ice, or gravity. Erosion can be accelerated by the activities of man and nature. EROSION CONTROL. Refers to methods employed to prevent erosion. Examples include soil stabilization practices, horizontal slope grading, temporary or permanent cover, and construction phasing. EROSION & SEDIMENT CONTROL PLAN (E&S CONTROL PLAN). A written description and/or plan indicating the number, locations, sizes, and other pertinent information about best management practice methods designed to reduce erosion of the land surface and the deposition of sediment within a waterway. An E&S Control Plan is required as part of a Storm Water Management Plan. Both the Storm Water Management Plan and E&S Control Plans are used in developing the State mandated Storm Water Pollution Prevention Plan (SWPPP). An E&S Control Plan may be required for certain projects not requiring a full Storm Water Management Plan, as outlined in this ordinance or determined necessary by the City Engineer. EXPOSED SOIL AREAS. All areas of the construction site where the vegetation (trees, shrubs, brush, grasses, etc.) or impervious surface has been removed, thus rendering the soil more prone to Page 2 erosion. This includes topsoil stockpile areas, borrow areas and disposal areas within the construction site. It does not include temporary stockpiles or surcharge areas of clean sand, gravel, concrete or bituminous, which have less stringent protection. Once soil is exposed, it is considered "exposed soil," until it meets the definition of "final stabilization." FINAL STABILIZATION. Means that all soil disturbing activities at the site have been completed, and that a uniform (evenly distributed, e.g., without large bare areas) perennial vegetative cover with a density of seventy (70) percent of the cover for unpaved areas and areas not covered by permanent structures has been established, or equivalent permanent stabilization measures have been employed. Simply sowing grass seed is not considered final stabilization. Where agricultural land is involved, such as when pipelines are built on crop or rangeland, final stabilization constitutes returning the land to its preconstruction agricultural use. HYDRIC SOILS. Soils that are saturated, flooded, or ponded long enough during the growing season to develop anaerobic conditions in the upper part of the soil profile. HYDROPHYT/C VEGETATION. Macrophytic (large enough to be observed by the naked eye) plant life growing in water, soil, or on a substrate that is at least periodically deficient in oxygen as a result of excessive water content. ILLICIT CONNECTION. An illicit connection is defined as the following: Any drain or conveyance, whether on the surface or subsurface that allows a prohibited discharge to enter the storm drain system including but not limited to any conveyances that allow any non -storm water discharge including sewage, process wastewater, and wash water to enter the storm drain system and any connections to the storm drain system from indoor drains and sinks, regardless of whether said drain or connection had been previously allowed, permitted, or approved by an authorized enforcement agency or; Any drain or conveyance connected from a commercial or industrial land use to the storm drain system that has not been documented in plans, maps, or equivalent records and approved by the City. IMPERVIOUS AREA. A constructed hard surface that either prevents or retards the entry of water into the soil, and causes water to run off the surface in greater quantities and at an increased rate of flow than existed prior to development. Examples include rooftops, sidewalks, patios, driveways, parking lots, storage areas; and concrete, asphalt, or gravel parking lots and roads. LAND DEVELOPMENT ACTIVITY. The act of subdivision or platting properties for personal use, adding value or for the purposes of resale. This includes the construction and/or demolition of buildings, structures, roads, parking lots, paved storage areas, and similar facilities. LAND DISTURBING ACTIVITY. Any land change that may result in soil erosion from water or wind and the movement of sediments into or upon waters or lands within the City's jurisdiction, including construction, clearing & grubbing, grading, excavating, transporting and filling of land. Within the context of this ordinance, land disturbance activity does not mean: 1. Minor land disturbance activities such as home gardens and an individual's home landscaping, repairs, and maintenance work, which will not result in sediments entering the storm water system. 2. Additions or modifications to existing single family structures that result in creating under five thousand (5,000) square feet of exposed soil or impervious surface and will not result in sediments entering the storm water system. 3. Construction, installation, and maintenance of trees, fences, signs, posts, poles, and electric, telephone, cable television, utility lines or individual service connections to these utilities, which result in creating under five thousand (5,000) square feet of exposed soil or impervious surface Page 3 and will not result in sediments entering the storm water system. 4. Tilling, planting, or harvesting of agricultural, horticultural, or silvicultural (forestry) crops. 5. Emergency work to protect life, limb, or property and emergency repairs, unless the land disturbing activity would have otherwise required an approved erosion and sediment control plan, except for the emergency. If such a plan would have been required, then the disturbed land area shall be shaped and stabilized in accordance with the City's requirements as soon as possible. LANDOWNER. Any person holding title to or having a divided or undivided interest in land. LOCAL DETENTION. Detention intended to serve only the developing area in question and no areas outside of the development boundaries. As such it is under the control of one owner or group of owners. This is also known as on-site detention. LOCAL DRAINAGE SYSTEM. The storm drainage system which transports the minor and major storm water runoff to the major storm water system serving only the property within the development boundaries, under the control of one owner or group of owners. This is also known as the on-site drainage system. MANAGEMENT PRACTICE. A practice or combination of practices to control erosion and water quality degradation. NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM (NPDES) STORMWA TER PERMIT. Any permit or requirement enforced pursuant to the Clean Water Act as amended for the purposes of regulating Storm Water discharge. NATURAL WATER. A river, stream, pond, channel or ditch. NONCOMPLIANCE FEE. The administrative penalty, or fee, for re -inspection of a property which may be assessed to a Permittee, Land Owner, Developer or their Contractor(s) for noncompliance with the provisions and/or conditions of an approved storm water plan and/or permit or the violation of any other provisions contained in this storm water ordinance. NON-STORMWATER DISCHARGE. Any discharge to the storm water management sytsem that is not composed entirely of storm water. NATIONWIDE URBAN RUNOFF PROGRAM (NURP). An urban runoff study by the United States Environmental Protection Agency. ON-SITE DETENTION. a.k.a Local Detention System. ON-SITE DRAINAGE SYSTEM. a.k.a Local Drainage System. OUTLET. Any discharge point, including storm sewers, into a watercourse, pond, ditch, lake or other body of surface water or groundwater. OWNER OR OCCUPANT. Any person owning or using a lot, parcel of land, or premises connected to and discharging Storm Water into the storm water system of the City, and who pays for and is legally responsible for the payment of storm water rates or charges made against the lot, parcel of land, building or premises, if connected to the Storm Water system or who would pay or be legally responsible for such payment. PERMANENT COVER. Means "final stabilization." Examples include grass, gravel, asphalt, and Page 4 concrete. See also the definition of "final stabilization." Any buildings, structures, landscaping and related features as part of a development project approved for construction or constructed prior to the passage of this ordinance. PERMANENT CONSTRUCTED DEVELOPMENT PERMANENT FACILITIES. Those features of a storm water management plan which are part of any natural or constructed storm water system that requires periodic maintenance to retain their operational capabilities. This includes but is not limited to storm sewers, infiltration areas, detention areas, channels, streets, etc. PERMIT. With in the context of this rule a "permit" is a written warrant or license granted for construction, subdivision approval, or to allow land disturbing activities. PERMITTEE. Any person who applies for and receives approval of a storm water plan and/or permit from the City and/or State. PERSON. Any developer, individual, firm, corporation, partnership, franchise, association, owner, occupant of property, or agency, either public or private. PROHIBITED DISCHARGE. A non -storm water discharge into the storm water system or a natural water, including but not limited to: 1. Debris or other materials such as grass clippings, vegetative materials, tree branches, earth fill, rocks, concrete chunks, metal, other demolition or construction materials, or structures. 2. The disposal or misuse of chemicals or any other materials that would degrade the quality of waters within the system, including, but not limited to chemicals (fertilizers, herbicides, pesticides, etc.) or petroleum based products (gasoline, oil, fuels, solvents, paints, etc.). 3. Erosion and sediment originating from a property and deposited onto City streets, private properties or into the storm water conveyance system, including those areas not specifically covered under an approved Storm Water Management Plan or Storm Water Permit. 4. Failure to remove sediments transported or tracked onto City streets by vehicles or construction traffic within 24 hours of it being deposited on the street. 5. For the purposes of this ordinance, Prohibited Discharges do not include the following, unless information is available to indicate otherwise: A. Water line flushing; B. Landscape irrigation; C. Diverted stream flows; D. Rising ground water; E. Uncontaminated ground water infiltration; F. Uncontaminated pumped ground water; G. Discharges from potable water sources; H. Foundation drains; I. Air conditioning condensate; J. Irrigation water; K. Springs; L. Water from crawl space pumps; M. Footing drains; N. Lawn watering; O. Individual residential car washing; P. Flows from riparian habitats and wetlands; Q. De -chlorinated swimming pool discharges and R. Street wash water Page 5 PUBLIC STORM SEWER. A storm sewer located entirely within publicly owned land or easements. REGIONAL DETENTION. Detention facilities provided to serve an area outside the development boundaries. A regional detention site generally receives runoff from multiple storm water sources and serves an area of approximately one quarter section. REGIONAL FLOOD. a.k.a. Base Flood or 100 -year flood RETENTION FACILITY. A natural or man made structure that provides for the storage of all or a portion of storm water runoff. RUNOFF. The rainfall, snowmelt, dewatering, or irrigation water flowing over the grounds surface and into open channels, underground storm sewers, and detention or retention ponds. SEDIMENT. Solid material or organic material that, in suspension, is being transported or has been moved by air, water, gravity, or ice, and deposited at another location. SEDIMENT CONTROL. The methods employed to prevent sediment from leaving the development site. Examples of sediment control practices include, but are not limited to silt fences, sediment traps, earth dikes, drainage swales, check dams, subsurface drains, pipe slope drains, storm drain inlet protection, and temporary or permanent sedimentation basins. SIGNIFICANT REDEVELOPMENT. Alterations of a property that changes the "footprint" of a site or building in such a way that results in the disturbance of over one (1) acre of land. This term is not intended to include activities, which would not be expected to cause adverse storm water quality impacts and offer no new opportunity for storm water controls, such as exterior remodeling. SITE. The entire area included in the legal description of the parcel or other land division on which the land development or land disturbing activity is proposed in the storm water plan or permit application. STABILIZE. To make the site steadfast or firm, minimizing soil movement by mulching and seeding, sodding, landscaping, placing concrete, gravel, or other measures. STABILIZED. The exposed ground surface after it has been covered by sod, erosion control blanket, riprap, pavement or other material that prevents erosion. Simply sowing grass seed is not considered stabilization. Ground surfaces may be temporarily or permanently stabilized (also see Final Stabilization). STATE. The State of Minnesota. STORM SEWER. A pipe or conduit for carrying storm waters, surface runoff, and drainage, excluding sewage and industrial wastes. STORM WATER. Means precipitation runoff, storm water runoff, snow melt runoff, and any other surface runoff and drainage. Storm water does not include construction site dewatering. STORMWATER DEPRESSED DETENTION. Temporary storage of storm water runoff in ponds, parking lots, grassy areas, rooftops, buried underground tanks, etc., for future or controlled release. Used to delay and attenuate flow. STORM WATER MANAGEMENT. The planned set of public policies and activities undertaken to regulate runoff and reduce erosion, and maintain or improve water quality under various specified conditions within various portions of the drainage system. It may establish criteria for controlling peak Page 6 flows and/or runoff volumes, for runoff detention and retention, or for pollution control, and may specify criteria for the relative elevations among various elements of the drainage system. Storm water management is primarily concerned with limiting future flood damages and environmental impacts due to development, whereas flood control aims at reducing the extent of flooding that occurs under current conditions. STORM WATER MANAGEMENT CRITERIA. Specific guidance provided to the engineer/designer to carry out drainage and storm water management policies. An example might be the specification of local design hydrology and use of the design storm. STORM WATER MANAGEMENT PLAN. A document containing the requirements identified by the City in the Storm Water Management Plan Application and Review section of this Chapter, that when implemented will provide solutions to storm water management problems that may occur as a result of the proposed development or land disturbing activity. STORM WATER MANAGEMENT SYSTEM. Physical facilities that collect, store, convey, and treat storm water runoff in urban areas. These facilities normally include detention and retention facilities, streets, storm sewers, inlets, open channels, and special structures, such as inlets, manholes, and energy dissipaters. STORM WATER POLLUTION PREVENTION PLAN (SWPPP). A joint storm water and erosion and sediment control plan that is written as a prerequisite to obtaining an NPDES Storm Water Permit for Construction Activity, that when implemented will decrease soil erosion on a parcel of land and off- site non -point pollution. It involves both temporary and permanent controls. The SWPPP, which draws its information from a Storm Water Management Plan and is typically condensed, must be incorporated into the construction grading plans for the project. STORM WATER RETENTION STRUCTURE. Storage designed to eliminate or reduce the frequency of subsequent surface discharge. Wet ponds are the most common type of retention storage (though wet ponds may also be used for detention storage). Anything manufactured, constructed, or erected which is normally attached to or positioned on land, including portable structures, earthen structures, roads, parking lots, and paved storage areas. SUBDIVISION. Any tract of land divided into building lots for private, public, commercial, industrial, etc. development for the purpose of sale, rent, or lease, including planned unit development." SYSTEM CHARGE OR ASSESSMENT. A charge for connecting an outlet to a regional storm water management facility, typically a pond. The charge is normally assessed to recover the proportional cost of constructing a regional pond or storm water treatment facility. TEMPORARY PROTECTION. Short-term methods employed to prevent erosion. Examples of such protection are straw, mulch, erosion control blankets, wood chips, and erosion netting. UNDEVELOPED LAND. Land that in its current state has not been impacted by significant land disturbance activities, annexed into the City or subdivided into multiple ownership lots and is typically zoned agricultural. URBAN AREA. Land associated with, or part of, a defined city or town. This title of the City Code applies to urban or urbanizing, rather than rural areas. USER. Any person who discharges, causes, or permits the discharge of storm water into the City's Storm Water management system. VIOLATION. The willful or negligent act of noncompliance with the conditions attached to an approved storm water plan and/or permit, or any other provisions contained in this ordinance, subject Page 7 to enforcement and penalty or noncompliance fees WATERS OF THE STATE. All streams, lakes, ponds, marshes, watercourses, waterways, wells, springs, reservoirs, aquifers, irrigation systems, drainage systems and all other bodies or accumulations of water, surface or underground, natural or artificial, public or private, which are contained within, flow through, or border upon the state or any portion thereof. WATERCOURSE. The natural path for the flow of water where there is sufficient natural and accustomed runoff to form and maintain a distinct and defined channel or an open channel facility that has been constructed for such purpose. This shall include any easements obtained for the purposes of runoff conveyance. WET POND A.K.A. WET DETENTION FACILITY. A Retention Facility which includes a permanent pool of water used for the purposes of providing for the treatment of storm water runoff. WATERSHED MASTER PLAN. A plan that an engineer/designer formulates to manage urban storm water runoff for a particular project or drainage area. It typically addresses such subjects as characterization of the existing and future site development, land use, and grading plan, peak rates of runoff, flow duration, runoff volumes for various return frequencies, locations, criteria and sizes of detention or retention ponds and conveyances; runoff control features; land parcels, easement locations, opinions of probable costs, measures to enhance runoff quality, salient regulations, and how the plan addresses them, and consistency with secondary objectives such as public recreation, aesthetics, public safety, and groundwater recharge. It may be submitted to regulatory officials for their review for adoption. WETLANDS. Lands that transition between terrestrial and aquatic systems (excluding drainage ditch bottoms) where the water table is usually at or near the surface or the land is covered by shallow water. For purposes of this definition, wetlands must have the following three attributes: 1. A predominance of hydric soils; 2. Are inundated or saturated by the surface or groundwater at a frequency and duration sufficient to support a prevalence of hydrophytic vegetation typically adapted for life in saturated soil conditions; and 3. Under normal circumstances support the prevalence of such vegetation. § 54.23 STORM WATER MANAGEMENT CRITERIA FOR PERMANENT FACILITIES Storm water control facilities included as part of the final design for a Permanent Development; shall be addressed in the Storm Water Management Plan and shall meet the requirements of the State NPDES general permit to Discharge Stormwater Associated with Construction Activity and the following criteria: A. Pre Versus Post Hydrological Response of Site. An applicant shall install or construct, on or for the proposed land disturbing activity or development activity, all storm water management facilities necessary to manage runoff such that increases in flow under the design conditions will not occur that could exceed the capacity of the Outlet, or the Storm Water Management System, into which the site discharges or that would cause the Storm Water Management System to be overloaded or accelerate channel erosion as a result of the proposed land disturbing activity or development activity. Under no circumstances shall the 2, 10, or 100 -year developed peak flow exceed the 2, 10, or 100 -year existing peak flow without prior written approval by the City Engineer. For Regional Detention or Storm Water Management System, the City Engineer shall recommend a proposed System Charge or Assessment to be approved by the City Council based upon an approved Watershed Master Plan and an analysis of Page 8 required drainage systems, projected costs and flood protection benefits provided to those properties directly or indirectly impacted by the Regional Detention or Storm Water Management System. B. Natural Features of the Site. The applicant shall give consideration to reducing the need for Storm Water Management System facilities by incorporating the use of natural topography and land cover such as wetlands, ponds, natural swales and depressions as they exist before development to the degree that they can accommodate the additional water flow without compromising the integrity or quality of these natural features. C. Storm Water Management Strategies. The following Storm Water Management practices shall be investigated when developing a Storm Water Management Plan in accordance with this chapter and with chapter 53.129 of the City of Hutchinson City Code of Ordinances: 1. Natural infiltration of precipitation and runoff on-site, if suitable soil profiles can be created during site grading. The purpose of this strategy is to encourage the development of a Storm Water Management Plan that encourages natural infiltration. This includes, providing as much natural or vegetated area on the site as possible, minimizing impervious surfaces, and directing runoff to vegetated areas rather than onto adjoining streets, storm sewers and ditches; 2. Flow attenuation by use of open vegetated swales and natural depressions; 3. Storm Water Detention facilities; and 4. Storm Water Retention facilities (on a case by case basis). 5. Other facilities requested by the City Engineer. A combination of successive practices may be used to achieve the applicable minimum control requirements specified. Justification shall be provided by the applicant for the method selected. D. Adequacy of Outlets. The adequacy of any Outlet used as a discharge point for proposed Storm Water Management System must be assessed and documented to the satisfaction of the City Engineer. To the extent practicable, hydraulic capacities of downstream natural channels, storm sewer systems, or streets shall be evaluated to determine if they have sufficient conveyance capacity to receive and accommodate post -development runoff discharges and volumes without causing increased property damages or any increase in the established base flood elevation. If a flood plain or floodway has not been established by the Federal Emergency Management Agency, the applicant shall provide a documented analysis and estimate of the base flood elevation as certified by a Professional Engineer registered in the State of Minnesota. In addition, projected velocities in downstream natural or manmade channels shall not exceed that which is reasonably anticipated to cause erosion unless protective measures acceptable to the City Engineer are approved and installed as part of the Storm Water Management Plan. The assessment of Outlet adequacy shall be included in the Storm Water Management Plan. E. Storm Water Detention/Retention Facilities. Storm Water Detention or Retention facilities proposed to be constructed in the Storm Water Management Plan shall be designed according to the most current practices as reflected in the Nationwide Urban Runoff Program study. F. Mitiaation Provisions. There may be circumstances where the owner of a construction activit cannot cost effectively meet the conditions of the State NPDES general permit to Discharge Stormwater Associated with Construction Activity on the site of the original construction activitV. For this purpose the owner of a construction activity may identify, locations where mitigation projects can be completed. Mitigation must be accomplished using the following: Page 9 1. Mitigation project areas are selected in the following order of preference: a. Locations that yield benefits to the same receiving water that receives runoff from the original construction activity b. Locations within the same Department of Natural Resource (DNR) catchment area as the original construction activity c. Locations in the next adiacent DNR catchment area up -stream d. Locations anywhere within City jurisdiction 2. Mitigation protects must involve the creation of new structural storm water BMPs or the retrofit of existing structural storm water BMP's, or the use of a properly designed regional structural storm water BMP. 3. Routine maintenance of existing structural storm water BMP's cannot be used to meet mitigation requirements. 4. Mitigation projects shall be completed within 24 months after the start of the original construction activity. § 54.40 STORM WATER VIOLATIONS AND REPORTING Storm Water Management Plan, NPDES Permit and non -permit related Storm Water violations include, but are not limited to: 1. Commencing site grading or preparation work without first having obtained approval from the City Engineer of all applicable permits. 2. Noncompliance with the requirements or conditions attached to an approved SWPPP of an NPDES/SDS Storm Water Permit For Construction Activity, Storm Water Management Plan or other standards established by the City Engineer, under authority of the City. 3. The causing or allowing of a Prohibited Discharge in the City storm water system, a natural watercourse, storm water easement, stream or river. 4. Failure to remove sediments transported or tracked onto City streets by vehicles or construction traffic within 24 hours of it being deposited on the street. 5. Failure to install and maintain the erosion control measures (BMP's) on a construction site as outlined in the approved SWPPP and its amendments or other standards established by the City Engineer, under authority of the City. 6. Other violations or issues as noted or described throughout this chapter. 7. The causing or allowing of an Illicit Connection to the City Storm Water Management S sy tem. The City Engineer shall document the reporting of a violation in writing. Pagc 10 EFFECTIVE DATE OF ORDINANCE. This Ordinance shall take effect upon adoption and publication in accordance with the Hutchinson City Charter. Adopted by the City Council this 24th day of March, 2015. ATTEST: Matt Jaunich, City Administrator Gary Forcier, Mayor First Consideration: Second Consideration: Date of Publication: Page 11 TITLE AND SUMMARY OF ORDINANCE NO. 15-0737 The following Ordinance is hereby published by title and summary: Title of Ordinance: Stormwater Management Ordinance An Ordinance to Create and Enact Title 5, Chapter 54, Sections 54.02, 54.23 and 54.40 of the City of Hutchinson Code of Ordinances, Definitions 2. Summary of Ordinance: This ordinance creates and enacts Title 5, Chapter 54, Sections 54.02, 54.23 and 54.40 of the Hutchinson City Code, which sections sets forth definitions, storm water management criteria for permanent facilities, and storm water violations and reporting in the chapter. This Chapter applies in the City of Hutchinson, Minnesota and to persons outside the City who are, by contract or agreement with the City, users of the City storm water management system. Except as otherwise provided herein, the City Engineer shall administer, implement, and enforce the provisions of this Chapter. This Ordinance shall take effect upon publication in accordance with the Hutchinson City Charter. 3. Availability of Ordinance: A complete, printed copy of this Ordinance is available for inspection by any person during regular business hours in the office of the City Clerk, This Ordinance was passed by the City Council of the City of Hutchinson on the 24th day of March, 2015. ATTEST: Matt Jaunich, City Administrator Gary Forcier, Mayor Date of Publication: Page 12 HUTCHINSON CITY COUNCIL Gaye Request for Board Action 7AL =-w1,7 Agenda Item: Project Award for Cemetery Columbaria Shelter & Foundations (L10/P15-10) Department: PW/Eng LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ New Business Time Requested (Minutes): 10 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The City received one bid (see attached Bid Tabulation) for the Cemetery Columbaria Shelter & Foundations project letting on Tuesday, March 17th. The apparent low bidder is Cold Spring Granite Co. of Cold Spring MN, with a bid of $178,362 (amount slightly higher than previously communicated project cost estimates). Please note that City staff expected that only one bid would be submitted for this work due to bidder pre -qualification process resulting in one approved potential bidder. Also, the scope and cost for this project has been previously reviewed with the City Council and Resource Allocation Committee. City staff will provide a brief overview of the project scope, bid and construction time frames at the meeting. We recommend approving the attached Resolution. BOARD ACTION REQUESTED: Approval of Resolution Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 178,362.00 Total City Cost: $ 178,362.00 Funding Source: Oakland Cemetery Perpetual Care Fund Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14406 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT LETTING NO. 10/PROJECT NO. 15-10 Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of: Cemetery Columbaria Shelter & Foundations, and bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder Amount Bid Cold Spring Granite Co. (dba as Coldspring) of Cold Spring MN $178,362.00 and whereas, it appears that Cold Spring Granite Co. (dba Coldspring) of Cold Spring MN is the lowest responsible bidder. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The mayor and city administrator are hereby authorized and directed to enter into a contract with Cold Spring Granite Co. (dba Coldspring) of Cold Spring MN in the amount of $178,362.00 in the name of the City of Hutchinson, for the improvement contained herein, according to the plans and specifications therefor approved by the City Council and on file in the office of the City Engineer. 2. The City Engineer is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed, and the deposit of the successful bidder shall be retained until satisfactory completion of the contract. Adopted by the Hutchinson City Council this 24th day of March 2015. Mayor, Gary Forcier City Administrator, Matt Jaunich LETTING NO. 10/PROJECT NO. 15-10 Cemetery Columbaria Shelter & Foundations Bidder's Questionnaire due March 5, 2015 by 4:00 pm BID OPENING DATE: Tuesday, March 17, 2015 @ 10:30 am COMPLETION DATE: 08/28/2015 v BID COMPANY NAME & ADDRESS DESIGNATION PHONE FAX EMAIL�a SECURITY BID PRICE Fa m IN THE FORM OF Company Nama w Contact Name a Address a Address pmvc 320-123-4567 320-234-5678 xxxxx@vahoo.com Bond $000,000.00 Place CMD Attn: Kristin Whiston 30 Technology Parkway S, Ste 100 1 Norcross GA 30092 Prime Bidder 630-288-7907 kristin.whiston@cmdsroup.com No Coldspring Attn: Deb Bell 17482 Granite West Rd 2 Cold Spring MN 56320 Prime Bidder 612-669-4959 dbell@coldspringusa.com Yes Yes $178,362.00 Eickhof Columbaria Inc Attn: Brent Thorson 1200 Bruce St 800-253-0457 3 lCrookston MN 56716 Prime Bidder 218-281-5501 brent@eickhofcolumbaria.com No iSgFt & AGC of MN Plan Room Adam Sanders 525 Park St, Suite 110 800-364-2059 x 4 St Paul MN 55103-2186 Plan Room 7042 866-570-8187 at;cminnesota@ispft.com 5 6 7 8 1 OF 1 HUTCHINSON CITY COUNCIL Cayof. Request for Board Action 7AL =-w1,7 Agenda Item: Approve/Deny Preparing a Request for Proposals on a New Garbage Contract Department: Administration LICENSE SECTION Meeting Date: 3/24/2015 Contact: Matt Jaunich Application Complete N/A Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ❑ New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: In October of 2000, the City entered into a 5 -year agreement with Waste Management for residential collection and hauling services related to refuse, garbage, mixed municipal solid waste, mixed source separated organics (compost), and recyclable materials (city did the service at the time). Since the initial contract, the agreement has been extended twice (5 -year agreements) with some minor amendments over the years. The current contract is set to expire on October 1, 2015. Staff is seeking direction from the Council on how you would like to go about issuing the next contract. Would you like us to pursue a direct negotiation with the current contracted hauler or would you like for us to go out for proposals? It is my understanding that at least one other company (West Central Sanitation) has expressed interest in the contract. The last time the City sought proposals/bids was in April of 2000. It might be a good time to seek proposals once again to see what is out there in the market. Staff will be reviewing the current contract for revisions, changes and upgrades to meet our current needs. If there is a desire from the Council for any specific revisions/changes, please let us know. I have attached a copy of the current contract for your review. BOARD ACTION REQUESTED: Approve/Deny the preparation of a RFP by staff for Residential Collection (Garbage/Compost) and Hauling Services Fiscal Impact: $ 0.00 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: I. TERM AND PHASES 4 111. DEFINITIONS .......................................................4 Ill. CONTRACTOR SERVICES .......................................... 6 A. MMSW and 5ource-Smarat!�LQI:ganics ................. ............. 6 B. Carts Ud ComWtghzCd CW12 Rgading System ............. I ........ 7 C, CilyCart Pigkllp on City Proj&WL and PubliQllights-of-Wav .......... 9 D RerulaU=-C-ollecfion and DiWag . ..................................9 E. Scheduling of CollfQfi2a - hIMSW. Qrgiaics and Rerujablc ............. I I F. Yard WuIL-Hard Goods and 3_)j Goody ........................ 12 G. EQuiPM9= ........... ............ .......................... 12 H. Persoanrj Requirrm= ..........................................13 1. Sul)Wdsion ................... .............................. . 13 J. SAfM .................................. ...................... 14 IV. PAYMENT AND ADJUSTMENTS TO RATES ........................... 14 V. ANNUAL BOARD OF REVIEWCOMPLAINTS ......................... 15 VI. LEGAL COMPLIANCE .............................................. 15 VII. LICENSE"4G.... ......... ......... — ... .......................... 15 VIII. ASSIGNMENT AND TRANSFER ...................................... 15 IX. PERFORMANCE BOND ............................................. 16 X. HOLD HARMLESS ............... .......... .............. 16 :7 • INDEX - FG. 2 XI. INSURANCE.......................................................17 XII. GUARANTY OF NONDISCRIMINATION .............................. 17 XIII. DEFAULT AND TERMINATION ...................................... 17 XTV. ENTIRE AGREEMENT .............................................. 18 XV. REMEDIES ARE CUMULATIVE ........................................ 18 oj 0 FINAL DRAFT (02/12/0 1) CITY OF HUTCHINSON 0 AGREEMENT FOR RESIDENTIAL COLLECTION AND HAULING SERVICES: REFUSE, GARBAGE, MIXED MUNICIPAL SOLID WASTE, AND SOURCE SEPARATED ORGANICS AND RECYCLABLE MATERIALS THIS AGREEMENT is effective as of October 1, 2004 by and between the CITY OF HUTCHINSON, MINNESOTA, a Minnesota municipal corporation ("City"), 111 Hassan Street Southeast, Hutchinson, MN 55350, and WASTE MANAGEMENT OF MN, INC., a Minnesota corporation that is a wholly-owned subsidiary of WASTE MANAGEMENT, INC., 124 Union Street, Norwood, MN, 55368 ("Contractor"). RECITALS WHEREAS, the City has authority to provide collection and hauling services under Minn. Stat. §412.221, Minn. Stat. §115A.941, and City Ordinance 92-57, Second Series (the "Ordinance"); and WHEREAS, the City has not organized collection pursuant to Minn. Stat. §115A.94; and WHEREAS, the City requires collection and hauling services for refuse, garbage, and mixed municipal solid waste (together hereinafter "MMSW ') and source separated organics (hereinafter "organics") and recyclable materials (hereinafter "recyclables") from residences and certain other establishments in the City; and WHEREAS, the Contractor is a licensed hauler in the City engaged in the business of collecting and hauling such wastes and materials; and WHEREAS, the City desires to hire the services of the Contractor; and WHEREAS, the City on or about April 1, 2401 will begin operating a composting facility for source separated organic materials and a transfer station for mixed municipal solid waste; and WHEREAS, McLeod County plans to own and operate a materials recovery facility for recyclables; and WHEREAS, Contractor desires to provide collection and hauling services to the City and to deliver collected waste and materials to the destinations identified herein; and 3 NOW, THEREFORE, it is -agreed by and between the parties: I. 'TERM AND PHASES r 111 The term of this Agreement shall be a period of five (5) years commencing October 1, 2000. The City and the Contractor may mutually agree to extend the term of this Agreement for three (3) years beyond the original term. The Agreement shall have three phases consisting of: 1. The period of October 1, 2000 to April 1, 2001 ("Phase I"). During Phase 1, the Contractor shall provide the services it currently provides to the City, and shall continue to deliver organics from the current pilot collection neighborhoods to the City's Compost Facility. 2. The period of April 1, 2001 to July 1, 2001 ("Phase 2"). During Phase 2, the Contractor shall provide the services identified in Article III, below, using a "two pass" approach to collect MMSW and organics. Payments to the Contractor shall be according to Article IV, below provided however, the computerized chip reading is system for organics need not be utilized in Phase 2. Contractor and the City will cooperate in phasing in the computerized chip reading system for Recyclable Materials.. 3. The period of July 1, 2000 to September 30, 2005 ("Phase 3"). During Phase 3, the Contractor shall provide the services identified in Article III, below, using the "dual compartment" truck specified in Attachment Payments to the Contractor shall be according to Article IV, below. Ii. DEFINITIONS For purposes of this Agreement, the following terms shall have the following meanings: A. "County" means McLeod County. B. "Facility" means the Hutchinson Compost and Transfer Facility (MPCA Permit SW -569) owned and operated by the City. C "Hard Good" means non -electronic consumer items customarily found in and about a residential dwelling including, without limitation, furniture, mattress sets, carpet rolls, bicycles, exercise equipment, weed whackers and other yard equipment, garden tillers, IRcultivators and other garden equipment, and similar consumer items. 0 • D. "Hazardous Waste" means waste defined as hazardous by State or Federal law, rules and regulations, including but not limited to 42 U.S.C. § 6903(5), and regulations interpreting such act, or in Minnesota Statutes § 116.06, subd. 13, and regulations interpreting such statute, but not including waste excluded from regulation by Minnesota Rules 7045.0120A, as any of the foregoing may be amended from time to time. E "Mixed Municipal Solid Waste ('MMSW")" has the meaning provided in Minn. Stat. § 115A.03, subd. 21, except for purposes of this Agreement MMSW shall not include source separated compostable materials. R "Organic Waste" means garden organics, kitchen organics, twigs, grass clippings, leaves, and similar vegetable materials, newspapers, cardboard not exceeding the diameter of the cart, and similar domestic paper, food and meat scraps, kitchen and garden organics. G. "Organic Cart" means a green plastic container with wheels with imbedded chip technology more fully described in Section III. B. 2., the contents of which shall be limited to Organic Waste as defined herein. H. "Recyclable Materials" means glass, plastic, aluminum, tin cans, paper, and any other materials mutually agreed between Contractor and the City. I. "Title" means ownership, including the right and authority to direct the location and method of disposal. 'Title to MMSW, Organic Waste, Recyclable Materials, and any items collected pursuant to this agreement passes to the City at the time the customer places such item in its appropriate location for collection by the Contractor. The City's title continues until relinquished by the City upon final disposal. J. "Unacceptable Waste" means waste delivered in quantities to the Facility which, as determined by the Facility, may pose a threat to health or safety, or to the environment, or may cause damage to, or materially adversely affect, the operation of the Facility, including but not limited to: Hazardous Waste, chemicals and radioactive materials; incinerator ash; foundry sand; explosives; hospital, pathological and biological waste; oil sludges; asbestos in identifiable quantities; cesspool or other human waste other than that contained in disposable diapers; sewage and other highly diluted, water -carried materials or substances and those in gaseous forms; human or animal remains; street sweepings; ash; mining waste; sludges; construction waste and demolition debris; sod, soil, or rocks; tires; hazardous refuse of any kind, such as cleaning fluids, crank case oils, cutting oils, paints, acids, caustics, poisons, drugs, large hard goods or white goods, and such other materials prohibited from being deposited in a landfill under federal/state/county law or regulations or as may be specified in writing from time to time by the Facility. K. "White Good" means domestic appliances including but not limited to refrigerators, clothes dryers, computers, television sets, vacuum cleaners, hot water heaters, trash compactors, microwave ovens, air conditioners, dehumidifiers and similar domestic items. 5 • III. CONTRACTOR SERVICES Burin Phases 2 and 3 the Contractor shall provide the following services to the City: During a P g tY Contractor shall provide collection service to all residential customers, as determined by the City, plus any commercial, institutional, or industrial (hereinafter "commercial") accounts that have waste generation that does not exceed a weekly volume of one 90 -gallon container for MMSW, and one 90 gallon cart for organics. If the customer generates MMSW, the customer shall be provided a choice of a 30, 60 or 90 -gallon container. For organics, the customer will have a 90 -gallon cart. The customer will also have a choice of valet pickup service (adjacent to garage/house) at an extra charge for MMSW and/or organics cart service. The City will also have an extra bag charge for MMSW or Organic Waste, using designated bags and/or stickers. 2. Customers with a 30 -gallon MMSW cart and with a minimal amount of MMSW may elect to have every other week service and are responsible to contact the City's Utility Billing Department. The City will then notify the Contractor which residences require every other week service. 3. All MMSW and organics collected by the Contractor during Phases 2 and 3 of this Agreement shall be delivered by the Contractor to the Hutchinson Compost Facility. The MMSW fraction shall be directly transferred from that portion of the Contractor's truck to a walling floor semi trailer provided by the City. The Contractor will be responsible for positioning and operating its truck(s) at the direction of City staff. The operation of the walking floor trailer will be the responsibility of the City. The City will then be responsible for transportation and disposal of remaining MMSW in the semi -trailer to a landfill or other permitted disposal facility selected by the City. 4. In the event the walking -floor semi -transfer trailer is not available, the Contractor shall transport the MMSW to the landfill or other licensed disposal facility designated by the City. The City will reimburse the Contractor for the actual cost of transporting the MMSW to the City's designated landfill or other licensed disposal facility, specifically including truck fuel, labor, and employee benefits. The City will also pay for all landfill or other disposal charges, except as specified below, and further reserves its full right of choice and discretion in selecting and negotiating with such landfill or other licensed disposal facility. The organics shall be placed at the Hutchinson Compost Facility at a location specified by the Facility personnel. The organic waste will then be managed by the Facility. 9 • 6. Cart containers are to be furnished and maintained in good condition by the Contractor. Actual service needs are to be determined by volume accumulations as judged by the City Resource Recovery Coordinator, upon review with the Contractor. 7. Collection shall not include Hazardous Waste or other Unacceptable Waste. MMSW and organics cart containers shall be placed at the curb on collection clay by customers, in a location easily accessible to motor vehicle pick-up. Containers must be placed properly for pick-up prior to 6:00 a.m., and cannot continue past 7:00 p.m. on the day of collection to ensure service. 9. Valet service will be provided by the Contractor at the direction of the City for all customers choosing this option. 10. The Contractor shall not deliver any Unacceptable Waste to the Facility, nor shall the Contractor mm any Unacceptable Waste with MMSW or organics collected under this Agreement. If the Contractor is uncertain whether certain waste is unacceptable, Contractor may request a determination from the Facility by submitting a request to the Facility. 11. If the Facility has a reasonable basis to believe that MMSW or organics delivered by the Contractor contains Hazardous Waste or other Unacceptable Waste, the Facility may require the Contractor, at Contractor's expense, to recover and properly manage or dispose of waste deposited upon the tipping floor which contains hazardous waste or unacceptable waste, in the event MMSW or organic are rejected by the Facility, and the Contractor disagrees with a decision by the Facility, the Contractor shall have the right to present information to the City in support of its claim. The claim will then be resolved by the City Council. The Contractor will be responsible to provide and maintain two (2) plastic containers (with wheels) for each customer, at no charge to the City or customers. The customer can choose a 30, 60, or 90 gallon refuse cart. Cart specifications are as provided in the Contractor's Request for Proposal. 2. The second cart will be designated for organics and be green in color. The green organics cart shall have the imbedded chip technology described in Attachment _ readable by equipment mounted on the automated cart lift arm. The Contractor shall be responsible for the installation and maintenance of the chip reading equipment, and provide the City with daily collection data that is downloadable to the City's computer system. The format will be a comma delimited ACSII file, Layout must match existing City software, and the Contractor shall provide the street serial number with its matching serial number on the cart.. 7 3. The MMSW cart may be any other color approved by the City. Additionally, the MMSW cart may be previously used. The green organics cart shall be new. Both carts shall be injection molded. 4. The City Utility Department shall notify the Contractor of any new accounts. Garbage containers and Organic Carts shall be dropped off by the Contractor to the new account on or before the pickup date next following notification. Such notification must be in writing by any medium.. The City plans to utilize the computerized reading system to determine participation and may offer a credit system. b, Each container (N4MSW and organic) shall have the name of the Contractor, and a toll free number to assist in handling customer concerns. Contractor shall provide a 24-hour answering service for the toll-free number. Also, a serial number is required. In the event the City desires to have a sticker on the organics carts, the City will pay for such sticker and the Contractor shall install the sticker. 7. Lost or missing carts shall be the responsibility of the Contractor. One replacement cart, in such cases, shall be provided the customer at no charge, for refuse and organics, respectively. 8. The Contractor shall have the right to collect payment directly from the customer for IDany containers beyond the aforementioned replacements described above; however, collection of this additional payment shall not be the responsibility of the City. 9. The customer shall have an initial window of opportunity to change the size of their MMSW until July 1, 2001. Thereafter, the size of the cart may only be changed on a monthly basis, pursuant to the upcoming monthly billing date, according to the deadline established by the City Finance Director. Changes after the window of opportunity will result in a customer charge of $10.00 per stop, to be collected by the City and paid to the Contractor. 10. The City shall not be liable to the Contractor for purchasing too many or too few of a given cart size. 11. The Contractor shall utilize scanning devices to monitor organics participation by all customers and shall forward collected organics data to the City Finance Department at intervals and using a medium determined by the City Finance Director. The purpose of providing the collected organics data is to facilitate the City's efforts to encourage organics collection by providing credits to the customers who participate in the organics program. Failure of the Contractor to retrieve and forward collected organics data to the City Finance Department within the time period specified (or within any extended time period authorized in writing by the City Finance Director) shall result in assessment of penalty against the Contractor, provided, however, that in the event failure to retrieve collection data is caused by the malfunction of scanning 3 equipment (which malfunction the contractor is engaged in a reasonable effort to repair) no penalty shall be assessed as to such failure. The penalty shall be assessed and deducted from the monthly installment payment due to the Contractor. The amount of the penalty shall be calculated as follows: a. For failure to retrieve and forward the daily volume of $100.00 collected organics data b. For failure to retrieve and forward the weekly volume of $500.00 collected or anics data an additional c. For the second additional weekly failure per month, an $750.00 additional d. For the third additional weekly failure per month, an $1,000.00 additional e. For the fourth additional weekly failure per month, an $3,000.00 additional f. For failure to correct identified defects in data retrieval, collection or forwarding, which results in repeated failures, whether or not such failures exceed the preceding parameters, the City reserves the right to declare a default under this Agreement. C. City Cart Eir,.kup i2n City PrQpca and Public_Rights-of-Way 10 The Contractor shall provide carts utilizing the automated side arm for the City Property and Public Rights -of -Way locations indicated on the map in Attachment , according to the size and type of cart, frequency of pick-up per month, type of service — valet services or curb service, and number of carts per location (MMSW and/or organics) indicated on the map. In the event the City desires pickups per week or additional locations not on the map, the City reserves the right to add or delete locations at the per unit price in Attachment 1. The Contractor shall collect Recyclable Materials (blue bin) as defined herein, at curbside on the same day MMSW is collected from the customer. The recyclable materials shall not be co -mingled in any manner by the Contractor at any time such Recyclable Materials are located within McLeod County. The Contractor shall ensure that all recyclable materials are marketed and shall retain any proceeds derived from such markets. However, if and when the County establishes a Materials Recovery Facility (MRF) for recyclable materials, the Contractor shall deliver to the County MRF all recyclable materials collected pursuant to this Agreement. In this event, any marketing proceeds shall remain on deposit with the County, to be shared between the City and the County as their interests may appear. 2. If mutually agreed upon, other materials can be added such as magazines, catalogues and other types of paper, metals and plastics. 9 • 3. The Contractor shall not mix MMSW or organics with the recyclables or tape any action so as to make the recyclable material unacceptable to the County MRF. 4. The Contractor shall provide monthly reports to the City on marketing of recyclable materials for all materials collected. The required 'information includes the market, the receipts, and the net weight and type of material. 5. In the event the County NMF cannot accept the materials, the Contractor shall deliver the recyclable materials to a licensed MRF(s) or other proper recycling market of its choosing. b. Recyclable materials, when delivered to the County MRF or other market shall not have reject levels that exceed two percent (2%). 7. The Contractor shall utilize scanning devices to monitor recycling participation by all customers and shall forward collected recycling data to the City Finance Department at intervals and using a medium determined by the City Finance Director. The purpose of providing the collected recycling data is to facilitate the City's efforts to encourage recycling by providing credits to the customers who participate in the recycling program. Failure of the Contractor to retrieve and forward collected recycling data to the City Finance Department within the time period specified (or within any extended time period authorized in writing by the City Finance Director) shall result in assessment of penalty against the Contractor provided, however, that in the event failure to retrieve collection data is caused by the malfunction of scanning equipment (which malfunction the contractor is engaged in a reasonable effort to repair) no penalty shall be assessed as to such failure. The penalty shall be assessed and deducted from the monthly installment payment due to the Contractor. The amount of the penalty shall be calculated as follows: a. For failure to retrieve and forward the daily volume of $100.00 collected reSyclina data b. For failure to retrieve and forward the weekly volume of $500.04 collected recycling datij an additional c. For the second additional weekly failure per month, an $750.00 additional . d. For the third additional weekly failure per month, an $1,000.00 additional e. For the fourth additional weekly failure per month, an $3,000.00 additional f For failure to correct identified defects in data retrieval, collection or forwarding, which results in repeated failures, whether or not such failures exceed the preceding parameters, the City reserves the right to declare a default under this Agreement. 10 0 8. The City will initially provide the Contractor with its current scanning devices. Any replacement, operational, or maintenance costs are the responsibility of the Contractor. In the event Contractor wants to implement a different scanner system or process, the replacement system roust be compatible with the City's existing software and be approved by the City prior to implementation. The Contractor shall provide collection for MMSW, organics and recyclables according to the Collection Schedule in Attachment Any change in the collection schedule requires the agreement of the City and the Contractor.. 2. Subsequent changes to the Collection Schedule require a 90 -day advance notice and approval by the City Council prior to implementing a change. If approved, the Contractor shall provide written notice to customers of the change at least 15 days in advance of implementation. 3. Scheduling changes due to a holiday are permitted if notice is printed in the Hutchinson Leader and Shopper Newspaper (using no less than 12 point type) at the expense of the Contractor. 4. In the event the Contractor shall fail to make a collection at any particular residence as required by this Agreement, the Contractor shall do so within 24 hours after notification from the City or customer of the address where such pickup was not made. The Contractor shall keep a record of all missed collections and provide it to the City at the end of each month. 5. Collections shall only be made as have been authorized by this Agreement or the City, and the Contractor shall not be entitled to payment for any collections made and not authorized by the City or this Agreement, b. In the event that the City wishes to discontinue service at a collection stop, the City shall notify the Contractor to that effect at least one week prior to the date of discontinuance of such service. Yard Waste special collection shall be provided by the Contractor at curbside on three dates in spring, and three dates in fail, as determined by the City. All materials are to be delivered to the City Compost Facility. The City reserves its discretion to specify the type of compost bag(s) eligible to be picked up.. 11 2. in addition to yard waste, the Contractor shall pick up twigs and brush bundled and no longer than four (4) feet on the same three dates in spring and three dates in fall referred to above, and deliver such materials to the City Compost Facility. 3. The City's customers shall be provided by the Contractor the opportunity to have one Hard Good and one White Good picked up at curbside once in spring and once in fall, at dates determined by the City. 4. All other times of the year, City customers may contact any hauler licensed by the City, including the Contractor, to remove Yard Waste, Hard Goods and White Goods at the customer's own cost, or the customer may haul such items themselves at their awn cost. The Contractor is responsible to pay for any special charges at the landfill or other disposal or recycling destination for White goods and Hard Goods. 1. Should any MMSW, organics, recyclables or other waste or materials collected by the Contractor be dumped or spilled during collection or transportation, such waste or materials shall be immediately cleaned up by Contractor. A broom and shovel in good usable condition should be placed and maintained on each vehicle for this purpose. Carts and vehicles shall be kept clean, sanitary, usable, and as free from all offensive odors as possible and shall not be allowed to stand in any street, alley, or other place longer than is reasonably necessary. 2. The Contractor shall keep all equipment used in the performance of the work in good operating condition and in a clean, sanitary condition, shall thoroughly disinfect each vehicle at least once a week unless the same has not been used since the last disinfection thereof, and shall thoroughly inspect each vehicle as necessary. They shall be equipped to meet all federal, state, and municipal regulations concerning vehicles used on public roads and maintained to meet these standards. Equipment is subject to periodic inspection by the City. 3. The Contractor shall advise the City in writing of any withdrawal of a part of such equipment or of any change therein within one week of the time of making such change. 4. Each collection vehicle shall have a flashing light warning system, fire extinguisher, and proper back-up alarms as approved by the City. 5. No truck which is engaged in the collection of any materials pursuant to this contract, or which contains any such materials, shall collect, load or contain any non -contract materials. 12 6. The Contractor shall provide, on or before July 1, 2001, a dual collection truck as described in Appendix B, and shall use the dual collection truck in the performance of this contract. The dual collection truck shall be labeled RESIDENTIAL PICKUP ONLY - H[TTCHINSON according to the size, location and color specifications provided by the City. There shall be no limitation on the size of the Contractor's collection crew so long as they are sufficient to fulfill the requirements of this Agreement. The Superintendent shall respond to citizen or City complaints and keep a log noting the name of the complainant, address about which the complaint is lodged, manner in which the complaint was resolved and any other information deemed useful. The log shall be available for review by the City Resource Recovery Coordinator at reasonable times. 2. The Contractor's employees shall handle all containers with reasonable care to avoid damage, replace the containers in an upright position on the boulevard adjoining the curb, and properly dispose of any contents which may be spilled. The Contractor's employees will also report to the Contractor any violations of regulations as they observe in the performance of their work. 3. Employees shall be sober at all times in the performance of their duties, be of a 1bpresentable appearance, perform work in a neat and quiet manner, and at all times be courteous to the public. A full-time superintendent of collections shall be employed by the Contractor and shall be the representative of the Contractor under this Agreement. The superintendent shall be on the job during normal hours of collection operations and shall maintain proper schedules for collection. The superintendent shall have supervisory duties which shall include servicing of complaints. 2. All services to be performed for the City by the Contractor pursuant to the terms of this Agreement shall be supervised by such employee, agent, or officer of the City as the City Administrator shall designate. The designated inspector may have access to all of the Contractor's records and equipment at reasonable times. The Contractor shall provide and maintain all sanitary and safety accommodations for the use and protection of its employees as may be necessary to provide for their health and welfare and comply with federal, state, and local codes and regulations, as well as those of other bodies and tribunals having jurisdiction. 13 IV. PAYMENT AND ADJUSTMENTS TO RATES During Phases 2 and 3, payments to the Contractor shall be made according to the following: A. The City will pay the Contractor on a monthly basis according to the Schedule in Attachment . The City will utilize a quarterly customer count to determine the monthly payment to the Contractor. On October 1 and April 1 of each year, the City will adjust each of the respective rates for any percentage increase/decrease in the most recent annual Consumer Price Index for all urban consumers, Minneapolis/St, Paul ("CPI -U') as published by the United States Bureau of Labor Statistics. This shall be the sole method of compensating the Contractor for any increase/decrease in operating cost (i.e. labor, fuel, etc.) during the term of this Agreement. B. Except as provided above, the City shall be responsible for billing customers for all services provided by the Contractor, as well as all computations necessary in individual rates for the inclusion of landfill charges paid by the City, plus a monthly City administrative charge as determined by the City Council, or other charges it deems necessary. C. The applicable state sales taxes and surcharges shall be billed by City to customers and paid to the state by City. D. The Contractor shall keep complete and accurate records in accordance with generally accepted accounting practices. Accounting of all MMSW, organics, recyclables, Yard Waste, Hard Goods, and White Goods collected, including but not limited to tip receipts/reports, shall be provided on a weekly basis to the City's Finance Director in such detail as deemed necessary by the City. & The Contractor shall promptly pay all persons doing work or furnishing skills, tools, machinery, or materials or insurance premiums or equipment or supplies and all just claim for such work., material, equipment, insurance, and supplies in and above the performance of this Agreement. V. ANNUAL BOARD OF REVIEWICOMPLAINTS The City shall advertise and the Contractor shall attend an annual meeting to review public comments, complaints, suggestions, etc. regarding services under this Agreement. The meeting shall be at a date and time established by the City Council. A record of all complaints and action taken thereon shall be kept by the Contractor and reported monthly to the City. All complaints shall be answered by the Contractor courteously and promptly. VI. LEGAL COMPLIANCE A. The Contractor shall comply with ordinances of the City, and the laws and regulations of the State of Minnesota and its agencies relating to solid waste management in effect during the term of the Agreement. 14 B. The Contractor shall report all violations of ordinances pertaining to solid waste management for enforcement purposes, including all unsanitary and filthy conditions, to the City Code Enforcement Office. VII. LICENSING The Contractor must be licensed under City ordinance on an annual basis and comply with all provisions of said ordinance (see Attachment ). The Contractor must also obtain licensing through the County Solid Waste Department and is subject to all regulations of the County. VIII. ASSIGNMENT AND TRANSFER A. The Contractor shall not make or create, or suffer to be made or created, any total or partial sale, assignment, conveyance, or lease, or any trust or power, or transfer in any other mode or form of or with respect to this Agreement or any part thereof or any interest therein, without the prior written approval of the City, which approval will not be unreasonably withheld. If such a request is made, the City Council reserves the right and full discretion to accept the assignment/transfer, or terminate the Agreement at a timetable chosen by the City Council to facilitate an orderly change to another potential contractor. B. The City shall be entitled to require, except as otherwise provided in this Agreement, as conditions to any such approval that: 1. Any proposed transferee shall have the qualifications and financial responsibility, as reasonably determined by the City, necessary and adequate to fulfill the obligations undertaken in this Agreement by Contractor; and 2. The transfer does not create an anti-trust situation in the local solid waste hauling industry that is contrary to the public interest of the residents of the City; and 3. Any proposed transferee, by instrument in writing satisfactory to the City for itself and their successors and assigns, and expressly for the benefit of the City, have expressly assumed all of the obligations of service under this Agreement and agreed to be subject to all the conditions and restrictions to which service is subject. It is the intent of this paragraph, together with other provisions of this Agreement, that (to the fullest extent permitted by law and equity and excepting only in the manner and to the extent specifically provided otherwise in this Agreement) no transfer of, or change with respect to, ownership or any part thereof, or any interest therein, however consummated or occurring, whether voluntary or involuntary, shall operate, legally or practically, to deprive or limit the City of or with respect to any rights or remedies or controls provided in or resulting from this Agreement; and 4. There shall be submitted to the City for review all instruments and other legal documents involved in effecting such transfer, and if approved by the City, its approval shall be indicated to the Contractor in writing. The proposed transferee 15 shall submit to the City for review all bonds, insurance policies, and any and all other documents required by this Agreement, and if approved by the City, its approval shall be indicated to the proposed transferee in writing. JX. PERFORMANCE BOND The Contractor shall execute and deliver to the City a performance bond in the sum of $100,000 conditioned upon the faithful performance of the Agreement. In addition, to further protect the City in the event the Contractor fails to properly perform under the Agreement, the Contractor shall pledge to the City all receivables collected by the City and not paid to the Contractor, and all receivables not yet collected by the City. This Agreement shall not become effective until such bond has been delivered to the City in forum acceptable to the City Attorney and has been accepted by the City. Such bond shall be filed with the City Clerk within ten (10) days from the execution of this Agreement and shall remain in effect until the expiration of this Agreement. In the event the Contractor fails to properly perform under this Agreement, the City may take whatever action is necessary to secure substitute collection and hauling services for the remainder of the Agreement term, and may use the proceeds of the bond to pay for the difference between the rates provided by the Agreement and the actual cost of such substitute service X. HOLD HARMLESS The Contractor agrees to indemnify and hold harmless the City, its agents, officers, and employees from any and all claims, causes of action, liabilities, losses, damages, costs, expenses including, but not limited to reasonable attorneys' fees, suits, demands, and judgments of any nature, specifically including, any claims under state or federal superfund liability laws, and/or because of bodily injury to, or death of, any person or persons and/or because of damages to property of the Contractor or others, including loss of use from any cause whatsoever, which may be asserted against the City on account of any act or omission, including negligence, of the Contractor, or the Contractor's employees or agents in connection with the Contractor's performance of this Agreement. The Contractor agrees to defend any action brought against the City on any such matters, and to pay and satisfy any judgment entered thereon together with all casts and expenses incurred in connection therewith. The City shall in no way be liable for any claims or charges incurred by the Contractor in the performance of this Agreement. X11. INSURANCE A. During the entire period of this Agreement, the Contractor shall carry Public Liability Insurance including coverage of all motor vehicles of $1,000,O00.00 combined single limit (bodily injury and property damage); and $1,000,000.00 in excess liability; and the City of Hutchinson shall be a party insured in said policies. B. Additionally, the Contractor agrees to pay all necessary Federal Social Security taxes and all State or Federal taxes required by law and at its awn expense will cover all of their employees with workers compensation insurance as required by law, and shall deliver such policies to the City of Hutchinson. The Contractor agrees to comply with all laws of the State of Minnesota and the United States regarding the employment of persons. 16 C. All policies evidencing insurance required by this paragraph shall name the City and the i Contractor as named insureds, and shall insure the City and the Contractor by reasons of any act or omission, including negligence, of the Contractor or of the Contractor's employees or agents in connection with the performance of this Agreement, including claims arising out of the use of or operation of any vehicles used by the Contractor or the Contractor's employees or agents in performing this Agreement. Such policies shall be in form and content satisfactory to the City Attorney and shall be filed with the City Clerk. A certificate showing that the Contractor has in effect the aforesaid insurance covering both the Contractor and the City shall be filed with the City Clerk within ten (10) days from the execution of the Agreement, and yearly thereafter, at least thirty (30) days prior to the date of the expiration of said policies of insurance for each year of the Agreement. All of the foregoing policies shall be issued by an insurance company or companies licensed to do business in the State of Minnesota and authorized to assume the risks covered thereby. Memorandum policies and receipts for the payment of premiums shall be filed with the City showing payment of premiums for at least one year in advance and on each renewal date provided therein. • XII. GUARANTY OF NONDISCRIMINATION The Contractor agrees that during the term of this Agreement, the Contractor will not, within the state of Minnesota, discriminate against any employee or applicant for employment because of race, color, geed, national origin or ancestry, or sex, and will include a similar provision in all subcontracts entered into for the performance- thereof. The Agreement may be cancelled or terminated by the City, and all money due or to become due may be forfeited for a second or subsequent violation of the terms or conditions of this paragraph. This paragraph is inserted in the Agreement to comply with the provisions of Minnesota Statutes, § 181.59. XIII. DEFAULT AND TERMINATION A. If the City determines that the Contractor is in violation of the terms of this Agreement, a written notice of default will be sent to the Contractor allowing thirty (30) days to comply. Failure by the Contractor to correct the default by end of the 30 -day period shall provide the City the right to terminate this Agreement by written notice to the Contractor. B. Upon failure of the Contractor to fulfill any of the provisions of this Agreement, the City Administrator shall be authorized to hire such personnel equipment, or assign City employees and equipment, as may be necessary to do such work and the cost of such expenses thereof may be charged and deducted from any monies due the Contractor, collected from the Contractor, or collected by recourse to the Contractor's bond, pursuant to Article IX, above. XIV. ENTIRE AGREEMENT. This Agreement, with all of its Attachments incorporated herein by reference, is the entire agreement between the parties. No modification of this Agreement shall be valid or effective unless made in writing and signed by the parties hereto. 17 w :7 • 0 XV. REMEDIES ARE CUMULATIVE. All remedies described in this Agreement may be exercised by the City in addition to and not in lieu of any other remedy provided in law or equity. IN WITNESS WHEREOF, the City of Hutchinson and Waste Management of Minnesota, Inc. have executed this Agreement the day and year written below, Dated: J, WASTE MANAGEMENT OF MINNESOTA, INC. By: Its. 18 Dated:��F��l CITY OF HUTCHiNSON By: Its: U+ e- AI CITY OF HUTCHINSON AMENDMENT NO. i TO AGREEMENT FOR RESIDENTIAL COLLECTION AND HAULING SERVICES; REFUSE, GARBAGE, MIXED MUNICIPAL SOLID WASTE, AND SOURCE SEPARATED ORGANICS AND RECYCLABLE MATERIALS. This Amendment is effective as of July 1, 2001 by and between the City of Hutchinson, Minnesota, a Minnesota municipal corporation (City), 111 Hassan Street S.E., Hutchinson, Minnesota 55350, and Waste Management of Minnesota, Inc., a Minnesota corporation that is a wholly-owned subsidiary of Waste Management, Inc., 124 Union Street, Norwood, MN 55363 (Contractor). WHEREAS, the City and the Contractor entered into an AGREEMENT FOR RESIDENTIAL COLLECTION AND HAULING SERVICES. REFUSE, GARBAGE, MIXED MUNICIPAL SOLID WASTE, AND SOURCE SEPARATED ORGANICS AND RECYCLABLE MATERIALS (Agreement) on the I day of 2000; and WHEREAS, Contractor has been unable to provide a split body co -collection truck as described in Appendix B of the Agreement; and WHEREAS, the City and the Contractor wish to amend the Agreement; NOW, THEREFORE, it is agreed by and between the City and the Contractor to amend the Agreement as follows - 1 - ollows: 1. Amendment Compliance. This Amendment complies with the requirements of paragraph XV of the Agreement which requires, inter glia, that amendments be in writing and executed by the parties. 2. No Default . The parties agree that failure to provide the split body co -collection truck specified in Appendix B is not a default under the Agreement as long as all conditions and requirements of this Amended Agreement are complied with by the Contractor. 3. Appendix B Revised. The Contractor agrees to provide the information required to fully complete REVISED APPENDIX B - SPECIFICATIONS, TWO COLLECTION TRUCKS, TRUCK NO, 1 AND TRUCK NO. 2 as required and set forth on Revised Appendix B attached to this Amended Agreement. Contractor also agrees that the two trucks described on Revised Appendix B will be the exclusive method by which Contractor fulfills its responsibilities under the Agreement and Amended Agreement. 4. Cost Reduction. In consideration of Revised Appendix B the Contractor agrees to reduce the annual cost of the services which the Contractor provides to the City under this Amended Agreement, retroactive to October 1, 2001, said retroactive payment to be amortized in full over the first six months of 2002. The reduced payment for services shall be based upon the Contractor's proposal for providing the Contractor Services using two trucks, the base proposal price being ]f 1cj �1a fr`,[dSC" 5. Contractor Services Amendment. Section III, CONTRACTOR SERVICES, paragraph A.3. is amended as follows (strikeouts indicate deletions and redlining indicates additions). All MMSW and organics collected by the Contractor during Phases 2 and 3 of this Agreement shall be delivered by the Contractor to the Hutchinson Compost Facility. The MMSW fraction shall be directly transferred from that othe Contractor's truck to a walking floor semi trailer provided by the City. The Contractor will be responsible for positioning and operating its truck(s) at the direction of City staff. The operation of the walking floor trailer will be the responsibility of the City. The City will then be responsible for transportation and disposal of remaining MMSW in the semi -trailer to a landfill or other permitted disposal facility selected by the City 0. Amendment to Payment Schedule. Section IV, PAYMENT AND ADJUSTMENTS TO RATES, subparagraph A is amended to read as follows (strikeouts indicate deletions and redlining indicates additions). The City will pay the Contractor on a monthly basis according to the Schedule Schedule in Attachment viii �s a^> hIel<t. The City will utilize a quarterly customer count to determine the monthly payment to the Contractor. On October 1 and April 1 of each year, the City will adjust each of the respective rates for any percentage increase/decrease in the most recent annual Consumer Price Index for all urban consumers, Minneapolis/St. Paul ("CPI -W) as published by the United States Bureau of tabor Statistics. This shall be the sole method of compensating the Contractor for any increase/decrease in operating cost (i.e. labor, fuel, etc.) during the term of this Agreement. 2 7. Amendment to Terms and Phases. Section 1, TERM AND PHASES, subparagraph B.3. is amended as follows (strikeouts indicate deletions and redlining indicates additions). The period of July 1, 20DO to September 30, 2005 ("Phase 3"). During Phase 3, the Contractor shall provide the services identified in Article III, below, using the trucks. specified in Devised Attachment _ Payments tothe Contractor shall be according to 40*WQ Article IV, de d et' i 8. Truck Substitution. Section III, CONTRACTOR SERVICES, subparagraph G.7. is hereby amended as follows (strikeouts indicate deleted material and redlining indicates added material). The Contractor shall provide, , trucks as described in ' Appendix B, and shall use S uch truckiin the performance of this contract. The trucks described on Revised Appendix B shall be labeled RESIDENTIAL PICKUP ONLY - HUTCHINSON according to the size, location and color specifications provided by the City. 9. Savings Clause. All other provisions of the Agreement not inconsistent with this Amended Agreement shall remain in full farce and effect. IN WITNESS WHEREOF, the City of Hutchinson and Waste Management of Minnesota, Inc. have executed this Amended Agreement the day and year written below. Dated: 0 Il -yam' WASTE MANAGEMENT OF MINNESOTA, INC. By; _ Its: 1127 7-1 Dated: A) `6 � - a 1. CITY OF HUTCHINSON By: Ma lin Torgerso ayor By: Gary PI z, City inistrator 3 Aw REVISED APPENDIX B - SPECIFICATIONS TWO CQUECTION TRUCK Truck No. 9 TRUCK MAKE AND MODEL: VOLVO X54 TRUCK CAPACITY: TARE AND LOAD 24 m HOPPER CAPACITY: 4 YD TYPE OF PACKER: RAPID PAIL TYPE OF BODY: HEIL TAILGATE: YES TAILGATE LOCKING SYSTEM: YES TAILGATE CYLINDER HEIL CYLUMERS AND WFATHEMMAD HDSM AND HOSES TYPE: DUMP BODY: YES HYDRAULICS: YES ARM MAKE AND ASSEMBLY: HEIL ARM AM ARM REACH: ARM LIFT CAPACITY: CAMERA SYSTEM: IN PROCESS of IN= TamTDU___ SPECIAL LIGHTS: Strobe Light YES, ALSO (DUAL MATERIALS: MSw DIRECT REFUSE Truck must be able to "direct" transfer of refuse to TRANSFER FUNCTION: Wilkens X Series, Model 53135 AOX Aluminum load Runner Trailer, Contact Person: Doug Storck, 1-800- 833-6845 ADDITIONAL REQUIREMENT: Computerized Reading Device shall be mounted on automated arm to read imbedded chip on compound cart; Equipment/System to be approved by City CHASSIS REQUIREMENTS MAKE: VOLVO DRIVE: RIGHT SIDE AXELS AND CAPACITY OF EACH: 3 AXELS 16,000 FRONT 22,000 EACH PEAR AXEL MOTOR - HP: TRANSMISSION: VULAM VED7 24Q HE COLOR of VEKCLE: At Discretion of City DECALS AND LETTERING Amount and Size at Discretion of City REVISED APPENDIX B - SPECIFICATIONS TWO COLLECTION TRUCKS Truck No. 2 TRUCK MAKE AND MODEL: VOLvo WXR64 TRUCK CAPACITY: TARE AND LOAD 24 YARDS HOPPEI? CAPACITY: 11 YAEMS TYPE OF PACKER: TYPE OF BODY: TAILGATE: TAILGATE LOCKING SYSTEM: YES TAILGATE CYLINDER AND HOSES TYPE: HEIL CYLINDERS AM WFATHERHEAD HOSES DUMP BODY:. vrc HYDRAULICS: YES ARM MAKE AND ASSEMBLY: HEI, ARMS AM ASSEM Y ARM REACH: 67 INS ARM 'LIFT CAPACITY: 500 LBS CANIERA SYSTEM: IN PROCESS of INSTALLATION SPECIAL. LIGHTS: Strobe Light XES, AIM DUAL LIQU NG SYSTII41 MATERIALS: DIRECT REFUSE Truck must be able to "direct" transfer of refuse to TRANSFER FUNCTION: Wilkens X Series, Model 53135 AOX Aluminum load Runner Trailer; Contact Person: Doug Storck, 1-800- 833-6045 ADDITIONAL REQUIREMENT: Computerized Reading Device shall be mounted on automated arm to read imbedded chip on compound cart, Equipment/System to be approved by City CITY OF HUTCHINSON AMENDMENT NO. 2 TO AN AGREEMENT FOR RESIDENTIAL COLLECTION AND HAULING SERVICES; REFUSE, GARBAGE, MIXED MUNICIPAL SOLID WASTE, AND SOURCE SEPARATED ORGANICS AND RECYCLABLE MATERIALS, This amendment is effective as of July 1, 2005, by and between the City of Hutchinson, Minnesota, a Minnesota municipal corporation (City), I I I Hassan Street SE, Hutchinson, Minnesota 55350, and Waste Management of Minnesota, Inc., a Minnesota corporation that is a wholly-owned subsidiary of Waste Management, Inc., 10030 Industrial Drive, Winsted, Minnesota 55395 (Contractor). RECITALS: WHEREAS, the City and the Contractor entered into an AGREEMENT FOR RESIDENTIAL COLLECTION AND HAULING SERVICES: REFUSE, GARBAGE, MIXED MUNICIPAL SOLID WSTE, AND SOURCE SEPARATED ORGANICS AND RECYCLA13E MATERIALS on October 1, 2000; and WHEREAS, the City and Contractor entered into Amendment No. I to said Agreement on July 1, 2001; and WHEREAS, the City and Contractor wish to amend the original Agreement and Amendment No. 1; NOW, THEREFORE, it is agreed by and between the City and the Contractor to amend the Agreement and Amendment No. 1 as follows: 1. Term Extension. The term of the Agreement between the City and Contractor is Qb hereby extended for a period of five years from October 1, 2045, to September 34, 2010. 2. McLeod County Recycling Operations. If at any time during the term of this Agreement, the government of McLeod County begins an operation for the collection of recyclables as defined in Article III, Section D(1), the City shall have the right to have those materials transported to a site operated by McLeod County and if the City should decide to utilize the services of McLeod County for this purpose, it shall not be deemed to be a breach of the City's Agreement with Contractor. 3. Rate. The current rate per ton for landfill charges shall be maintained for the life of this Agreement for mixed municipal solid waste and source separated refuse overs and larger plastics and similar materials from the City -owned enterprise fund, Creekside Soils (Creekside). However, City retains the right to take the source separated refuse avers and larger plastics and other materials from Creekside to any disposal site. 4. Use of Spruce Ridge Landfill for Composting Pu oses. As of September 7, 2005, Contractor will provide Creekside with a suitable site, not smaller than 10 acres in size, for the purpose of storing, processing and composting organic yard waste materials. Contractor understands that end loaders, screeners, compost turners and debagging devices will be operated during the processing and composting of organic materials. The parties agree to indemnify and hold each other harmless from any damage whatsoever to the Spruce Ridge Landfill site due to this use and damages to the compost and organic materials and finished product of the City. The site at Spruce Ridge for this purpose will be open from 6:00 a.m. - 8:00 p.m. with unlimited use and access by employees of the City of Hutchinson, Creekside, their employees, independent contractors and associates. Those persons shall be afforded the use of the scale on the Spruce Ridge premises and use of restrooms at no cost. In addition, Contractor shall be responsible to obtain and maintain valid County and State permits for the City and Creekside's use of Spruce Ridge in this manner. 5. "Overs". Contractor agrees to accept at its Spruce Ridge facility "overs" from Creekside for the City of Hutchinson from its organics contract with the City of Minneapolis at a rate of $32.00/ton for the life of this Agreement. 6. Or anic Material. Contractor shall make every good faith effort to provide unbagged, clean leaves and other organics to City and/or Creekside for composting purposes during the term of this Agreement. Apart from the changes noted in this Amendment - Amendment No. 2 - no provision of the original Agreement and Amendment No. 1 is changed, modified, altered or waived. And all of the provisions of this Agreement not inconsistent with this Amendment - Amendment No. 2 - shall remain in full force and effect. IN WITNESS WHEREOF, City and. Contractor have executed this Amendment No. 2 in the day and year written below. Dated: -3 -N e 5 WASTE MANAGEMENT OF MINNESOTA, INC. By: j Y� Its: Bated: 7 --? Y- �2 CITY OF HUTCHINSON By:_,A�%-hk Its: %h A _ . By Its. Extension Amendment to Solid Waste Services Contract t This Addendum is made and entered into this day of pc,i? 0-f , 2010, by and betty cn Waste Management of Minnesota, Inc., (Contractor) and the City of Hutchinson (City). WHEREAS, the City and Contractor are parties to an agreement "AGREEMENT FOR RESIDENTIAL COLLECTION AND HAULING SERVICES BETWEEN HUTCHINSON AND WASTE MANAGEMENT OF MINNESOTA, INC." dated October 1, 2000; and WHEREAS, the City and the Contractor entered into "AMENDMENT NO. 1" on July 1, 2001; and, WHEREAS, the City and the Contractor entered into an extension agreement "AMENDMENT NO.2 AN AGREEMENT FOR RESIDENTIAL COLLECTION AND HAULING SERVICES; REFUSE, GARBAGE, MIXED MUNICIPAL SOLID WASTE, AND SOURCE SEPARATED ORGANICS AND RECYCLABLE MATERIALS" on October 1, 2005; and, WHEREAS, the parties desire to modify the Agreements to more accurately reflect their present intentions NOW THEREFORE, the parties hereby, agree as follows: 1. Term Extension, The term of the existing agreement between the City and the Contractor is hereby extended for a period of five (5) years from October 1, 2010 to September 30, 2015. 2. Rate. The new rate for services effective 1011/2010 for weekly MSW, service shall be $9.00. 3, Rate Adjustments. Adjustments shall be allowed on a semi annual basis effective April 1, 2011, Thereafter, the rates shall be adjusted each October 1 and April 1. The rate adjustments shall be measured according to the Consumer Price Index (CPI), Midwest Index — All Urban Users, minimum 1% - maximum 2%. The calculation shall be derived from a calculation October to March for the April adjustment; and April to September for the October adjustment. 4. Customer Counts. Customer Counts shall be adjusted semiannually and shall be reported to Contractor at the same time rate adjustments are made 5, Computerized Chip Reading System. The City has discontinued its participation in the Computerized Chip Reading System. The Contractor shall no longer have to provide scanning services of the organic carts as part of requirement of this agreement. 6. Trucks. For the purpose of this next term, attachment `A' shall show an updated list of the trucks used for services within the City, Apart from the changes noted in this extension amendment, no provision of the original Agreement and Amendment one (1) and amendment two (2) being is changed, altered or waived. In addition, all of the provisions of this agreement, not inconsistent with this Extension Arnendment shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment to Solid Waste Services Contract on the date and year last written below. City of Hutchinson: By z, k1h. "-X�t Steven Cools Its: Mayor ATTEST: Nil Its: City Administrator - Date: Waste Management of Minnesota, Inc Michael Fleming Its; Vice President date: 61 Z3-- 10 ATTACHMENT `A' TRUCK SPECIFICATIONS Collection Trucks 4102743 & 4102744 Truck Make & Model: Truck Capacity: Hopper Capacity: Type of Packer: Type of Body: Tailgate: Tailgate locking system: Tailgate Cylinder and Hose Type: Dump Body: Hydraulics: Arm make and Assembly: Arn-i Reach: Arm Lift Capacity: Camera System: Special Lights: Materials: Drive: Axels and Capacity of Each: Motor HP: Transmission: Color: 101112010 Freightliner Candor 24 -yard 4 -yard Auto Reach McNelius Yes Yes McNelius Cylinder[Parker Hose Yes Yes McNelius Auto Reach 78 inches 2,000ibs. Yes Star Strobes MSW & Organics Right Side 20,000 front — 23,000 each rear axle Cummins 330HP Allison Automatic WM Green Body with City of Hutchinson decal EDA Board Meeting Main Conference Room — City Center 11:30 AM Thursday, December 18th, 2014 Members present in bold. MEETING MINUTES MPmhPrc Tim Ulrich Steve Jansick Daron Vanderheiden Chad Czmowski Mary Christensen Mike McGraw Jonny Block Staff Lee Miller, EDA Director Andy Reid, City Controller Jeffrey Page, EDA Assistant Call to Order - Ulrich called the meeting to order at 11:37 AM. Approve Agenda — No Action III. Review Minutes of November 19th Finance Team Meeting M/S/P: Ulrich, Block to approve the November Finance Team meeting minutes; passed unanimously Review Minutes of the November 26th EDA Board Meeting M/S/P: Jansick, McGraw to approve the November EDA Board meeting minutes; passed unanimously. IV. Review November EDA Financial Statements — Lee Miller ■ Cash available in operations is $127,816. ■ $56,736 is reserved (proceeds from Warrior land sale) and $70,766 is unreserved. ■ The Economic Development Loan fund has $505,552 in cash available. ■ $100,000 is reserved (Luce Line Trail contribution). $405,552 is unreserved. • There were no loan repayments for the month; Redline Systems' first loan payment of $565 is expected in December. • Downtown revolving loan fund has $208,640 in cash available; $130,640 is unreserved; loans receivable total $731,203 and $201,329 in capital assets (Cenex & Wright properties). ■ Loan repayments totaled $9,486 for the month. ■ MIF Loan fund has $967,235 in cash available and loans receivable of $292,631 ($239,106 NuCrane and $53,525 Customer Elation). M/S/P: McGraw, Jansick to approve the November financials as presented; passed unanimously. V. Director's Report A. 2015 Work Plan and Priorities: staff reviewed the status of the 2014 work plan & goals before outlining the 2015 work plan & goals. Discussion followed the statement of many goal items regarding their relevance and relative merit. M/S/P: Block, McGraw to approve the 2015 Work Plan & Goals with the discussed alterations; passed unanimously. B. 2015 Finance Team Membership: Staff and the Board discussed the merits of recruiting a CPA and/or an attorney to the Finance Team. C. Technical Academy: Staff reviewed the vision for a technical academy with the focus of developing the next generation workforce for manufacturing and other industries in Hutchinson and the surrounding region. D. Downtown Redevelopment Opportunity: Staff presented to the Board an opportunity to facilitate discussions among parties interested in redeveloping 45 3rd Ave SE primarily into additional parking. E. Portfol: Staff informed the Board of the plan to transition from CDM to Portfol beginning in January. F. DEED Positively MN Marketing Update: Staff reported on his attendance of the most recent Positively MN Marketing meeting at which there was a focus on trade shows. G. Update on business prospects: Staff is continuing discussions with several prospective companies regarding space and financing needs. VI. Grant and Loan Applications None VII. Other Business: Staff updated the Board on recent conversations with the school district regarding career and technical training opportunities that could be made available to grades 7-12 students. VIII. Set Next Meeting — 11:30 AM Wednesday, January 28th, 2014. IX. Adjourn - With no further business to attend to, the meeting was adjourned at 12:58 PM. Respectfully Submitted, Jeffrey Page EDA Assistant EDA Board Meeting Main Conference Room — City Center 11:30 AM Wednesday, January 28th, 2015 Members present in bold. MEETING MINUTES MPmhPrc Steve Jansick Corey Stearns Daron Vanderheiden Chad Czmowski Mary Christensen Mike McGraw Jonny Block Staff Miles Seppelt, EDA Director Andy Reid, City Controller Jeffrey Page, EDA Assistant Call to Order - Jansick called the meeting to order at 11:33 AM. Approve Agenda — No Action III. Review Minutes of December 17th Finance Team Meeting M/S/P: Stearns, Block to approve the December Finance Team meeting minutes; passed unanimously Review Minutes of the December 18th EDA Board Meeting M/S/P: Czmowski, Block to approve the November EDA Board meeting minutes; passed unanimously. IV. Review November EDA Financial Statements — Andy Reid ■ Cash available in operations is $186,184. ■ $56,736 is reserved (proceeds from Warrior land sale) and $120,823 is unreserved. ■ The Economic Development Loan fund has $416,821 in cash available. ■ The $100,000 Luce Line Trail Contribution has been transferred to the DNR. The remaining cash balance is unreserved. • There were no loan repayments for the month; Staff will be in contact with Redline Systems with regards to their first payment of $565. ■ Downtown revolving loan fund has $220,732 in cash available; $142,732 is unreserved; loans receivable total $722,306 and $201,329 in capital assets (Cenex & Wright properties). ■ Loan repayments totaled $10,350 for the month. ■ MIF Loan fund has $981,028 in cash available and loans receivable of $281,436 ($233,864 NuCrane and $47,572 Customer Elation). M/S/P: Christensen, Block to approve the November financials as presented; passed unanimously. V. Director's Report A. Meetings w / Board members: Miles has met individually with nearly all Team and Board members since his return. B. BR & E Visits: Crow River Signs, Hillyard, Redline Systems, Warrior Mfg., Stearnswood, Vivid Image, SEH Inc. C. Website Update: Staff will bring both sites up to date and begin routine social media updates. D. Depot Marketplace Grant closeout: A DEED representative reviewed the Grant paperwork for compliance and completion and found everything in order. E. Hwy 22 / 212 Coalition: Sheldon Nies, Kent Exner, and Miles Seppelt are members of the coalition exploring opportunities to improve the freight transit corridor connecting Hutchinson to the Metro area. Christensen and Czmowski informed the board that the City Council passed a resolution of support at the January 27th meeting. The Board will have the opportunity to pass a resolution in support of the coalition at the next meeting. F. Data Centers (DEED): Miles informed the board of the focus on data centers at the recent EDAM conference and that he would pursue a relationship with DEED to facilitate Data Center recruitment. G. Minnesota Trade Office visit: Another topic at the EDAM conference was the value of pursuing international trade relationships and an exploration of the agencies in Minnesota that specialize in building those partnerships. As a result, Miles has begun to work to strengthen relationships with those individuals and agencies to grow opportunities for our industries. H. Guide to Hutchinson Ad: Staff will place the order. I. Company "X": A multi -state corporation is looking to consolidate operations in one of the states, of which Minnesota is one, where they already have a presence. J. Company "Y": The Angel Network generated a lead for a medical device research and development company with a focus on low temp, low toxicity, sterilization system. Could create local sup�ly chain demand for metalwork, electronics, and controller assemblies. We'll learn more February 9t . VI. 2015 Work Plan and Priorities: The Director presented proposed revisions to the 2015 Work Plan and Priorities. M/S/P: Block, Czmowski to approve the revisions as presented; passed unanimously. VII. Finance Team Membership: There was discussion regarding those individuals who had been recommended as new members of the Finance Team. There were no objections and the Board agreed that they be invited as guests to at least one meeting in order that they might gauge their interest before they would be formally appointed. VIII. Former CENEX Fertilizer Lot (3rd Ave. NW): There have been inquiries into the price per acre for some or all of this property. Discussion raised several questions and possibilities that would need to be addressed prior to a sale. Mr. Stearns left the room for the length of this discussion. 1. There is a question as to whether and how much the City of Hutchinson contributed to the project and whether the EDA is obligated to reimburse the City for those contributions. 2. Development restrictions and requirements must be communicated to the interested parties prior to entertaining offers. 3. Staff will explore the opportunities for establishing an Economic Development TIF district. 4. Offers shall be made by sealed bid, with the proviso that the EDA reserves the right to reject, and that any project is subject to planning approval. IX. Updates on MIF funds: Miles contacted DEED to confirm the status of the EDA's MIF funds. There is currently a de -federalized balance of $673,475 and a Federalized balance of $307,553. X. Local Contribution for HRA CDBG Grant Application $175,000 DEED is strongly encouraging the EDA to contribute $175,000 to the HRA Small Cities Development Program (SCDP) grant application as a local match. It will significantly improve their application by increasing its overall score. The contribution is to come from the federalized portion of the MIF fund. XI. Consider addition to Downtown Commercial Rehabilitation Loan Program Rules Proposed rule addition: If a Federal Government Lending program is involved with a project, this loan may be amortized as required by the Federal program at the rate of Prime + 2%, fixed, with a note maturity of not more than 10 years. Said loans may be refinanced for up to 10 additional years at the then current Prime Rate + 2%, fixed. M/S/P: Czmowski, Christensen to approve the revisions as presented; passed unanimously. XII. Grant and Loan Applications Commercial Rehabilitation Loan Program LTC Properties / Lamplighter — Mark & Heather Landreville $30,000 35 3`d Avenue SE M/S/P: Block, Stearns to approve the loan application, subject to the request meeting program guidelines; passed unanimously. Sign & Awning Program Below Zero Frozen Yogurt — Ashley Docken/David Swift $1,000 45 Washington Ave SE M/S/P: Block, Christensen to approve the program application, subject to the request meeting program guidelines; passed unanimously. River of Hope — Laura Aase / Hutchinson Properties $1,000 16 Washington Ave (tentative — waiting on 2�d bid — Not rec'd by staff prior to meeting) M/S/P: Czmowski, Christensen to deny the program application, due to its not meeting program guidelines; passed unanimously. XIII. Other Business: A. Artplace Grant Opportunity: The Director and Steve Cook presented to the Board the opportunity for a one-time grant from ArtPlace. It is awarded to one community in each of twelve regions that for the purpose of "Creative Placemaking by strengthening the social, physical, and economic fabric of a community through arts and culture." Applicants shall not be an arts organization or a governmental agency. Staff will inquire as whether the EDA will be allowed to apply as a semi -governmental entity. The first stage is to demonstrate the capacity of the organization to deliver the project. B. Potential Revenue (TIF) — The Director presented to the board the opportunity to leverage substantial recaptured TIF funds for the purpose of redeveloping blighted properties and/or areas in an existing TIF district. Discussion followed about the various possibilities and strategies that would have greatest effect. C. Downtown Lamplighter Project — Some properties near the Lamplighter project present themselves as possible targets of the TIF funds. XIV. Set Next Meeting — 11:30 AM Wednesday, February 25th, 2014. XV. Adjourn - With no further business to attend to, the meeting was adjourned at 1:23 PM. Respectfully Submitted, Jeffrey Page EDA Assistant 1' j RA Hutchinson Housing & Redevelopment Authority Regular Board Meeting Tuesday, February 17, 2015, 7:00 AM Minutes CALL TO ORDER: Chairman LaVonne Hansen called the meeting to order. Members Present: Gary Forder, LouAnn Holmquist, and Joel Kraft. Staff Present: Jean Ward and Judy Flemming. 2. CONSIDERATION OF MINUTES OF THE REGULAR BOARD MEETING ON JANUARY 20, 2015 Gary Forcier moved to approve the Minutes of the regular board meeting as written. Joel Kraft seconded and the motion carried unanimously. 3. FINANCIAL REPORTS a. Joel Kraft moved to approve the City Center General Fund payments of $27,429.44 for checks 8590 to 8642. LouAnn Holmquist seconded and the motion carried unanimously. b. Gary Forcier moved to approve the City Center January 31, 2015 Financial Reports. LouAnn Holmquist seconded and the motion carried unanimously. c. Joel Kraft moved to approve the Park Towers operating account payments of $21,563.95 for checks 13117 to 13146. LouAnn Holmquist seconded and the motion carried unanimously. d. Gary Forcier moved to approve the Park Towers security account payment of $631.40 for check 01518. Joel Kraft seconded and the motion carried unanimously. e. Joel Kraft moved to approve the Year End December 2014 Park Towers financial statements: total operating receipts $541,345.25 and total operation expenses $435,785.04 — Revenues over expenses of $105,569.20. LouAnn Holmquist seconded and the motion carried unanimously. 4. PARK TOWERS UPDATE a. Occupancy Report: 100% b. Joel Kraft moved to approve Resolution 42015-2 Approving Acceptance of 2015 Capital Funds, 2015 Capital Funds Annual Statement, and execution of CFP Amendment #25. LouAnn Holmquist seconded and the motion carried unanimously.. c. Reac Inspection Status: The Friday, February 13`11 inspection went very well. 20 random units were inspected and all of the commons areas. 5. SCDP Rental Rehab Application prepared by HRA on behalf of the City of Hutchinson Jean Ward reviewed with the Board the SCDP Rental Rehab Program Application information presented at the February 10, 2015, Public hearing at the City Council meeting. 6. CONSIDERATION OF 2014 YEAR END REPORT Gary Forcier moved to approve the 2014 HRA Year End Report. LouAnn Holmquist seconded and the motion carried unanimously. 7. COMMUNICATIONS a. Code of Conduct to be signed by each HRA Board Member 8. ADJOURNMENT LouAnn Holmquist moved to adorn and Joel Kraft seconded. There being no other business, Chairman LaVonne Hansen declared the meeting adjourned. February 17, 2015 Minutes Page 1 of 2 Recorded by Jean Ward, HRA Executive Director Gary F/orcier, Secretary/Treasurer February 17, 2015 Minutes Page 2 of 2 Planning and Zoning Monthly Activities MonthNear: February, 2015 Activity Number Additional Info. Number of Planning Applications Reviewed and 0 Processed Number of Joint Planning Board Applications 0 Reviewed and Processed Number of Planning Commission Meetings 0 Number of Joint Planning Meetings 0 Number of Zoning Reviews for Building Permits 1 (Compliance with Zoning Code) Number of Land Use Permits Issued - (Fences, 0 small sheds, patios, driveways, detached decks, etc.) Number of Zoning Review for Sign Permits 4 Number of Predevelopment/Pre Application 2 Jefferson St., Highway 15 North. Meetings Number of Misc. Planning Meetings 19 Resource Allocation City Council - 2 Directors Meeting - 2 Public Arts PBZ Staff Mtg - 2 VMF Project Facilities Mtg John Lofdahl Levee/Boardwalk Review Brandon Fraser 200 3rd Ave SE Obstructions/Landscaping in R.O. W Development/City Services Review Detachment Hearing Cory/Waste Water Plant Number of Zoning Enforcement Cases 3 Number of Walk -In Customers Served 182 Site Visits 3 Jefferson St., Hwy 15 N. Planning, Zoning and Building Dept. Monthly Report February 2015 Building Department Permit Activities A Commercial New B Commercial/Ind. Remodel C New Single Family Other Building Inspection Activities Feb. 2 - 6 Region III Chaska; Feb 11 AMBO Board mtg Evergreen Meals served in February Week of Hutchinson 02/2014 02/2015 2014 Year to Date 2015 Year to Date Total Number Inspections 2/1-2/7 195 185 41 344 39 330 % of Inspections done within 24 HRS 204 100.0% 100.00% 138 100.00% 70 100.00% Total Number Plan Review 124 8 8 45 20 16 % of Plan Reviews completed in 21 Days 40 100% 100% 58 100% 100% Building Permits Issued by Type Number of Permits & Valuation Number of Permits & Valuation Year to Date Number Permits & Valuation Year to Date Number Permits & Valuation Commercial (new) 0 $0.00 0 $0.00 A 0 $0.00 0 $0.00 Commercial ( additions/remodels) 2 $22,500.00 4 $3,500.00 B 6 $66,500.00 8 $30,850.00 Total Commercial 2 $22,500.00 4 $3,500.00 6 $66,500.00 8 $30,850.00 Industrial (new) 0 $0.00 0 0 $0.00 0 Industrial (additions/remodels) 0 $0.00 0 $0.00 0 $0.00 0 $0.00 Total Industrial 0 $0.00 0 $0.00 0 $0.00 0 $0.00 Fire Sprinkling 1 $6,350.00 0 $0.00 1 $6,350.00 1 $35,998.00 New Residential 0 $0.00 0 $0.00 G 0 $0.00 0 $0.00 Residential misc (additions/remodels) 5 $191,440.00 9 $62,500.00 14 $549,340.00 14 $77,000.00 Set Fee permits (reside, reroof, window) 1 14 8 27 HRA Permits 0 $0.00 0 $0.00 0 $0.00 1 $6,980.00 Waived Fees 1 $0.00 1 $0.00 Subtotal Building Permits 9 $220,290.00 281$66,000.00 29 $622,190.00 52 $150,828.00 Mechanical 13 $27,298.00 7 $9,000.00 34 $121,888.00 16 $54,550.00 HRA Mechanical 01 0 0 0 Plumbing 3 5 9 12 HRA Plumbing 0 0 0 0 Signs 8 $0.00 4 10 $0.00 6 $32.00 Total Valuation 33 $247,588.00 44 1$75,000.00 82 $744,078.00 86 $205,410.00 *Set fees not included in valuation A Commercial New B Commercial/Ind. Remodel C New Single Family Other Building Inspection Activities Feb. 2 - 6 Region III Chaska; Feb 11 AMBO Board mtg Evergreen Meals served in February Week of Hutchinson Park Towers Silver Lake Glencoe Brownton Stewart 2/1-2/7 209 212 41 133 39 54 2/8-2/14 204 120 94 138 72 70 2/15-2/21 261 124 44 138 45 98 291 130 40 231 40 58 965 586 219 640 196 280 Total Meals served in February 2886 Dates Closed HUTCHINSON CITY COUNCIL Request for Board Action 44� 7AL =-W Agenda Item: February 2015 Financial and Investment Reports Department: Finance LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff F--] Governance Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: For Council review, attached are the February Financial Reports for the general fund and enterprise funds. Also attached is the February Investment Report. Feel free to contact me with any questions. Thank you. BOARD ACTION REQUESTED: 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: Summary Income Statement General Fund February 28, 2015 Month of YTD Actual 2015 Budget YTD Actual February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget % Used REVENUES: (4,491,446.00) 0.0% Taxes - - Other Taxes 6,277.86 11,118.78 Licenses & Permits 12,209.30 41,780.30 Intergovernmental Revenue 20,830.10 20,830.10 Charges for Services 62,825.29 229,228.62 Fines & Forfeitures 4,044.56 4,044.56 Miscellaneous Revenues 39,595.94 75,005.36 Transfers -In - - Capital Contributions 2,045,923.00 11.7°% TOTAL REVENUES 145,783.05 382,007.72 EXPENDITURES 4,491,446.00 (4,491,446.00) 0.0% - 4,491,446.00 0.0% 257,500.00 (246,381.22) 4.3% 9,188.28 245,000.00 3.8°% 267,900.00 (226,119.70) 15.6°% 56,189.61 240,000.00 23.4% 1,225,766.00 (1,204,935.90) 1.7% 13,680.00 1,094,270.00 1.3% 2,031,070.00 (1,801,841.38) 11.3°% 238,739.64 2,045,923.00 11.7°% 55,000.00 (50,955.44) 7.4% 7,020.43 50,000.00 14.0% 666,225.00 (591,219.64) 11.3% 81,206.88 646,500.00 12.6% 2,160,537.00 (2,160,537.00) 0.0% - 2,066,653.00 0.0% 25,000.00 (25,000.00) 0.0% 222.30 - 0.0% 11,180,444.00 (10,798,436.28) 3.4°% 406,024.84 10,879,792.00 3.7% Wages & Benefits 529,310.29 1,143,841.32 7,491,996.00 6,348,154.68 15.3% 854,562.17 7,009,709.00 12.2% Supplies 36,826.05 62,881.05 782,636.00 719,754.95 8.0% 123,964.67 781,887.00 15.9°% Services & Charges 161,149.62 281,071.94 2,310,846.00 2,029,774.06 12.2°% 226,707.49 2,262,536.00 10.0% Miscellaneous Expenses 14,900.78 57,348.53 498,116.00 440,767.47 11.5°% 57,353.87 533,068.00 10.8% Transfers -Out - - 96,850.00 96,850.00 0.0% - 96,000.00 0.0% Capital Outlay 4,640.10 4,640.10 - (4,640.10) 100.0°% 222.30 - 100.0% TOTAL EXPENDITURES 746,826.84 1,549,782.94 11,180,444.00 9,630,661.06 13.9% 1,262,810.50 10,683,200.00 11.8% TOTAL REVENUE OVER (UNDER) EXPENDITURES (601,043.79) (1,167,775.22) (1,167,775.22) (856,785.66) 196,592.00 Comments EXPENSES: Wages & Benefits January 2015 contains three pay periods for wages & fringes compared to only two pay periods expensed in January 2014. The first three pay period month in 2014 was March, therefore the 2015 YTD expense will be more comparable to 2014 YTD expense in the March financial statement. General Fund Expenditures by Department Month of YTD Actual 2015 Budget YTD Actual Department February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget % Used Mayor & City Council 3,341.46 5,563.21 46,380.00 40,816.79 12.0% 7,624.95 48,823.00 15.6% City Administrator 31,297.35 62,204.61 410,458.00 348,253.39 15.2% 57,284.21 412,884.00 13.9% Elections 164.12 320.35 7,378.00 7,057.65 4.3% - 15,962.00 0.0% Finance Department 18,630.81 47,835.85 428,830.00 380,994.15 11.2% 30,775.96 295,894.00 10.4% Motor Vehicle 14,066.36 29,343.88 184,836.00 155,492.12 15.9% 42,732.75 254,100.00 16.8% Assessing - - 60,911.00 60,911.00 0.0% - 60,963.00 0.0% Legal 19,666.39 36,493.85 243,497.00 207,003.15 15.0% 26,135.52 256,142.00 10.2% Planning 9,335.84 21,024.15 145,943.00 124,918.85 14.4% 12,541.79 135,012.00 9.3% Information Services 26,952.54 55,137.61 414,288.00 359,150.39 13.3% 54,090.00 427,012.00 12.7% City Hall Building 7,382.86 10,731.11 95,343.00 84,611.89 11.3% 11,749.33 83,494.00 14.1% Police Department 223,626.24 471,249.92 3,072,077.00 2,600,827.08 15.3% 391,371.56 3,197,339.00 12.2% Hospital Security 20,450.42 47,376.31 291,299.00 243,922.69 16.3% - - 0.0% Emergency Management 99.50 99.50 14,388.00 14,288.50 0.7% 1,316.93 14,839.00 8.9% Safety Committee - 7,650.00 9,590.00 1,940.00 79.8% 7,650.00 13,276.00 57.6% Fire Department 12,843.80 46,025.33 292,199.00 246,173.67 15.8% 30,251.88 273,924.00 11.0% Protective Inspections 20,514.20 38,393.67 233,248.00 194,854.33 16.5% 21,959.26 178,407.00 12.3% Engineering 30,377.23 65,869.40 452,058.00 386,188.60 14.6% 53,415.51 424,543.00 12.6% Streets & Alleys 72,746.03 144,687.11 1,409,089.00 1,264,401.89 10.3% 161,819.82 1,374,733.00 11.8% Park/Recreation Administration 16,373.94 36,220.83 223,966.00 187,745.17 16.2% 28,251.43 218,929.00 12.9% Recreation 18,132.82 33,561.37 222,940.00 189,378.63 15.1% 31,919.45 218,072.00 14.6% Senior Citizen Center 4,933.07 11,731.65 74,795.00 63,063.35 15.7% 9,235.01 68,620.00 13.5% Civic Arena 42,306.84 65,097.29 324,826.00 259,728.71 20.0% 56,387.59 309,957.00 18.2% Park Department 54,297.31 100,715.38 839,821.00 739,105.62 12.0% 81,090.49 794,003.00 10.2% Recreation Building & Pool 10,522.61 17,806.30 188,732.00 170,925.70 9.4% 18,597.50 190,756.00 9.7% Events Center 17,828.51 34,853.07 234,707.00 199,853.93 14.8% 24,766.76 219,027.00 11.3% Evergreen Building 1,756.20 1,988.00 12,688.00 10,700.00 15.7% 1,433.82 17,393.00 8.2% Library 3,092.53 6,828.42 198,724.00 191,895.58 3.4% 4,488.43 190,606.00 2.4% Cemetery 6,312.79 9,131.87 116,840.00 107,708.13 7.8% 8,184.53 107,072.00 7.6% Airport 5,060.30 7,669.09 107,159.00 99,489.91 7.2% 12,670.03 99,776.00 12.7% Unallocated General Expense 54,714.77 134,173.81 823,434.00 689,260.19 16.3% 75,065.99 781,642.00 9.60/( TOTAL EXPENDITURES 746 826.84 1,549,782.94 11 180 444.00 9,630,661.06 13.9% 1,262,810.50 10 683 200.00 11.8% Summary Income Statement Liquor Fund February 28, 2015 TOTAL REVENUES 366,855.50 769,088.48 5,698,000.00 (4,928,911.52) 13.5% 725,627.13 5,398,000.00 13.4% Gross Margin % 25.5% 27.3% 25.0% 24.8% 25.0% EXPENDITURES Cost of Sales Month of YTD Actual 4,271,071.00 2015 Budget 13.1% YTD Actual 4,045,650.00 13.5% Wages & Benefits February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget % Used REVENUES: 1,320.83 2,214.30 16,600.00 14,385.70 13.3% 1,488.13 15,600.00 9.5% Sales - Liquor 133,345.57 277,652.09 1,907,000.00 (1,629,347.91) 14.6% 266,253.65 1,811,000.00 14.7% Sales - Wine 62,265.41 125,950.00 925,000.00 (799,050.00) 13.6% 127,330.00 951,000.00 13.4% Sales - Beer 164,455.43 352,336.64 2,753,000.00 (2,400,663.36) 12.8% 329,900.89 2,631,000.00 12.5% Sales - Other 6,224.42 12,542.54 110,000.00 (97,457.46) 11.4% 1,425.96 2,000.00 71.3% Other Revenues 564.67 607.21 3,000.00 (2,392.79) 20.2% 716.63 3,000.00 23.9% TOTAL REVENUES 366,855.50 769,088.48 5,698,000.00 (4,928,911.52) 13.5% 725,627.13 5,398,000.00 13.4% Gross Margin % 25.5% 27.3% 25.0% 24.8% 25.0% EXPENDITURES Cost of Sales 273,056.66 558,693.81 4,271,071.00 3,712,377.19 13.1% 545,353.55 4,045,650.00 13.5% Wages & Benefits 40,889.02 85,198.73 521,408.00 436,209.27 16.3% 66,030.08 502,400.00 13.1% Supplies 1,320.83 2,214.30 16,600.00 14,385.70 13.3% 1,488.13 15,600.00 9.5% Services & Charges 13,508.74 26,069.83 196,793.00 170,723.17 13.2% 21,047.09 186,264.00 11.3% Miscellaneous Expenses 103.00 103.00 5,500.00 5,397.00 1.9% 257.00 5,500.00 4.7% Depreciation Expense - - 82,075.00 82,075.00 0.0% - 73,600.00 0.0% Capital Outlay 27,000.00 27,000.00 0.0% 7,783.00 27,000.00 28.8% Debt Service 128,305.00 128,305.00 0.0% - 128,385.00 0.0% Transfers -Out 465,000.00 465,000.00 0.0% - 450,000.00 0.0% TOTAL EXPENDITURES 328,878.25 672,279.67 5,713,752.00 5,041,472.33 11.8% 641,958.85 5,434,399.00 11.8% TOTAL REVENUE OVER (UNDER) EXPENDITURES 37,977.25 96,808.81 (15,752.00) 112,560.81 83,668.28 (36,399.00) Comments REVENUES: Year to Date Sales YTD Customer Count 32,947 30,693 7.3% Average Sale per Customer $23.32 $23.62 -1.2°% Monthly Sales 2015 2015 2014 Change Liquor 277,652 266,254 4.3% Wine 125,950 127,330 -1.1% Beer 352,337 329,901 6.8% Other 12,543 1,426 779.6% Total Sales 768,481 724,911 6.0% YTD Customer Count 32,947 30,693 7.3% Average Sale per Customer $23.32 $23.62 -1.2°% Monthly Sales 2015 2014 Change 133,346 131,348 1.5% 62,265 65,009 -4.2% 164,455 159,306 3.2% 6,224 767 711.5% 366,291 356,430 2.8% 15,692 15,033 4.4% $23.34 $23.71 -1.5°% Summary Income Statement Water Fund February 28, 2015 TOTAL REVENUES 177,278.65 373,781.13 3,159,153.00 (2,785,371.87) 11.8% 374,928.42 3,158,192.00 11.9% EXPENDITURES Wages & Benefits Month of YTD Actual 500,766.00 2015 Budget 12.0% YTD Actual 427,480.00 10.3°% Supplies February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget % Used REVENUES: 29,400.10 42,298.44 457,724.00 415,425.56 9.2% 29,054.56 409,618.00 7.1% Local Sales Tax 1,230.00 1,230.00 725,000.00 (723,770.00) 0.2% 670.00 650,000.00 0.1% Water Sales 174,804.17 342,572.54 2,300,000.00 (1,957,427.46) 14.9% 370,014.64 2,381,500.00 15.5% Charges for Services 1,124.48 29,238.59 50,000.00 (20,761.41) 58.5% 3,923.78 42,500.00 9.2% Investment Earnings - - 34,153.00 (34,153.00) 0.0% - 20,000.00 0.0% Reimbursements 120.00 740.00 50,000.00 (49,260.00) 1.5% 320.00 64,192.00 0.5% Other Financing Sources - - - 3,756,009.46 0.0°% - - 0.0% Fund Balance 0.0°% 0.0% TOTAL REVENUES 177,278.65 373,781.13 3,159,153.00 (2,785,371.87) 11.8% 374,928.42 3,158,192.00 11.9% EXPENDITURES Wages & Benefits 28,090.64 60,106.91 500,766.00 440,659.09 12.0% 44,131.70 427,480.00 10.3°% Supplies 1,885.18 6,521.86 123,250.00 116,728.14 5.3% 10,503.35 124,250.00 8.5% Services & Charges 29,400.10 42,298.44 457,724.00 415,425.56 9.2% 29,054.56 409,618.00 7.1% Miscellaneous Expenses 7,288.04 7,766.85 16,700.00 8,933.15 46.5°% 7,771.79 22,000.00 35.3°% Depreciation Expense - - 1,104,000.00 1,104,000.00 0.0% - 1,105,500.00 0.0% Capital Outlay - 3,025.00 543,750.00 540,725.00 0.6°% - 250,000.00 0.0% Debt Service 142,863.23 226,020.48 1,312,414.00 1,086,393.52 17.2% 197,790.20 1,229,916.00 16.1% Transfers -Out - - 43,145.00 43,145.00 0.0°% - 43,145.00 0.0% TOTAL EXPENDITURES 209,527.19 345,739.54 4,101,749.00 3,756,009.46 8.4% 289,251.60 3,611,909.00 8.0% TOTAL REVENUE OVER (UNDER) EXPENDITURES (32,248.54) 28,041.59 (942,596.00) 970,637.59 85,676.82 (453,717.00) Summary Income Statement Sewer Fund February 28, 2015 TOTAL REVENUES 289,916.82 559,216.15 4,040,153.00 (3,480,936.85) 13.8% 544,848.38 3,880,192.00 14.0% EXPENDITURES: Month of YTD Actual 2015 Budget YTD Actual Wages & Benefits February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget °% Used REVENUES: 13,456.30 16,346.48 249,300.00 232,953.52 6.6% 24,192.60 249,810.00 9.7% Local Sales Tax 1,230.00 1,230.00 725,000.00 (723,770.00) 0.2% 670.00 650,000.00 0.1% Sewer Sales 282,515.04 550,638.96 3,203,000.00 (2,652,361.04) 17.2% 534,180.62 3,132,000.00 17.1% Permits 4,900.00 4,900.00 7,000.00 (2,100.00) 70.0% 6,700.00 7,000.00 95.7% Charges for Services 846.02 1,070.65 4,000.00 (2,929.35) 26.8% - 7,000.00 0.0% Investment Earnings - - 39,153.00 (39,153.00) 0.0% - 20,000.00 0.0% Reimbursements 425.76 1,376.54 62,000.00 (60,623.46) 2.2% 3,297.76 64,192.00 5.1% Other Financing Sources - - - 4,860,528.09 0.0°% - - 0.0% Fund Balance 0.0°% 0.0% TOTAL REVENUES 289,916.82 559,216.15 4,040,153.00 (3,480,936.85) 13.8% 544,848.38 3,880,192.00 14.0% EXPENDITURES: Wages & Benefits 40,429.72 84,823.38 679,626.00 594,802.62 12.5% 74,696.35 608,184.00 12.3% Supplies 13,456.30 16,346.48 249,300.00 232,953.52 6.6% 24,192.60 249,810.00 9.7% Services & Charges 57,614.72 78,723.86 762,511.00 683,787.14 10.3% 84,299.20 743,765.00 11.3% Miscellaneous Expenses 336.48 647.19 24,000.00 23,352.81 2.7% 17,092.00 26,100.00 65.5% Depreciation Expense - - 1,495,000.00 1,495,000.00 0.0% - 1,589,300.00 0.0°% Capital Outlay - 3,025.00 691,250.00 688,225.00 0.4% - 350,000.00 0.0% Debt Service 106,306.75 474,208.00 1,573,470.00 1,099,262.00 30.1°% 435,415.88 1,590,266.00 27.4% Transfers -Out - - 43,145.00 43,145.00 0.0% - 43,145.00 0.0% TOTAL EXPENDITURES 218,143.97 657,773.91 5,518,302.00 4,860,528.09 11.9% 635,696.03 5,200,570.00 12.2% TOTAL REVENUE OVER (UNDER) EXPENDITURES 71,772.85 (98,557.76) (1,478,149.00) 1,379,591.24 (90,847.65) (1,320,378.00) Summary Income Statement Stormwater Fund February 28, 2015 TOTAL REVENUES 66,566.24 127,798.69 796,200.00 (668,401.31) 16.1% 118,036.89 721,750.00 16.4% EXPENDITURES: Month of YTD Actual 2015 Budget YTD Actual Wages & Benefits February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget °% Used REVENUES: 75.60 85.72 34,175.00 34,089.28 0.3% 52.48 33,150.00 0.2% Storm Water Sales 66,341.24 127,573.69 790,200.00 (662,626.31) 16.1% 117,551.89 719,500.00 16.3% Licenses & Permits - - - 9,743.81 0.0% 35.00 - 100.0% Charges for Services - - - 116,000.00 0.0% - 1,000.00 0.0% Investment Earnings - - 5,000.00 (5,000.00) 0.0% - 1,000.00 0.0% Reimbursements 225.00 225.00 1,000.00 (775.00) 22.5% 450.00 250.00 180.0% TOTAL REVENUES 66,566.24 127,798.69 796,200.00 (668,401.31) 16.1% 118,036.89 721,750.00 16.4% EXPENDITURES: Wages & Benefits 5,717.54 16,154.05 241,318.00 225,163.95 6.7% 9,564.15 208,737.00 4.6% Supplies 75.60 85.72 34,175.00 34,089.28 0.3% 52.48 33,150.00 0.2% Services & Charges 1,210.11 1,775.15 146,350.00 144,574.85 1.2% 2,655.36 146,450.00 1.8% Miscellaneous Expenses 993.49 1,506.19 11,250.00 9,743.81 13.4°/ 314.40 8,050.00 3.9% Depreciation Expense - - 116,000.00 116,000.00 0.0°% - 111,200.00 0.0°% Capital Outlay - - 128,000.00 128,000.00 0.0% - 128,000.00 0.0% Debt Service 1,867.98 731,110.98 193,992.00 (537,118.98) 376.9% 125,239.50 193,932.00 64.6% Transfers -Out - - - - 0.0% - - 0.0% TOTAL EXPENDITURES 9,864.72 750,632.09 871,085.00 120,452.91 86.2% 137,825.89 829,519.00 16.6% TOTAL REVENUE OVER (UNDER) EXPENDITURES 56,701.52 (622,833.40) (74,885.00) (547,948.40) (19,789.00) (107,769.00) Comments EXPENSES: Debt Service The 2015 debt service includes the $595,000 principal pay-off of the refinanced 2008 bonds in addition to the 2015 regular principal payment of $135,000. The pay-off was funded by the refinancing proceeds that were received in November 2014. Summary Income Statement Compost Fund February 28, 2015 TOTAL REVENUES 110,914.55 235,512.49 2,793,660.00 (2,558,147.51) 8.4% 149,200.43 2,648,350.00 5.6% WX:J=QI1Jk0J 1;K Cost of Sales Month of YTD Actual 2,357,500.00 2015 Budget 7.6°% YTD Actual 1,947,380.00 6.1°% Inventory Cost Adjustment February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget % Used REVENUES: 53,511.18 103,189.21 818,164.00 714,974.79 12.6% 95,651.59 780,684.00 12.3% Sales - Bagged Product 107,911.71 228,771.44 2,497,000.00 (2,268,228.56) 9.2°% 147,987.79 2,288,300.00 6.5°% Sales - Bulk Product 637.50 898.76 187,160.00 (186,261.24) 0.5°% 85.44 175,000.00 0.0% Sales - Other 2,080.34 5,272.29 45,000.00 (39,727.71) 11.7% 2,998.04 45,550.00 6.6% Charges for Services 285.00 570.00 58,500.00 (57,930.00) 1.0% (1,870.82) 133,500.00 -1.4% Investment Earnings - - 5,000.00 (5,000.00) 0.0% - 5,000.00 0.0% Reimbursements 11,545.36 25,003.36 1,000.00 (1,000.00) 0.0% (0.02) 1,000.00 0.0% Other Revenues - - - 110,000.00 0.0% - - 0.0% TOTAL REVENUES 110,914.55 235,512.49 2,793,660.00 (2,558,147.51) 8.4% 149,200.43 2,648,350.00 5.6% WX:J=QI1Jk0J 1;K Cost of Sales 80,608.57 178,462.13 2,357,500.00 2,179,037.87 7.6°% 119,751.93 1,947,380.00 6.1°% Inventory Cost Adjustment (41,058.88) (107,229.52) (1,054,568.00) (947,338.48) 10.2°% (57,196.48) (924,340.00) 6.2°% Wages & Benefits 53,511.18 103,189.21 818,164.00 714,974.79 12.6% 95,651.59 780,684.00 12.3% Supplies 8,910.24 10,557.63 154,500.00 143,942.37 6.8% 17,157.65 134,500.00 12.8°% Services & Charges 10,986.29 23,487.80 170,350.00 146,862.20 13.8% 37,355.17 151,555.00 24.6°% Freight 3,193.03 16,239.67 153,000.00 136,760.33 10.6% 6,425.57 180,000.00 3.6% Miscellaneous Expenses 117.55 123.82 13,500.00 13,376.18 0.9% 1,722.90 13,000.00 13.3°% Depreciation Expense - - 142,600.00 142,600.00 0.0% - 225,600.00 0.0% Capital Outlay 11,545.36 25,003.36 250,000.00 224,996.64 10.0% 34,883.55 157,888.00 22.1% Transfers -Out - - 110,000.00 110,000.00 0.0% - 102,847.00 0.0°% TOTAL EXPENDITURES 127,813.34 249,834.10 3,115,046.00 2,865,211.90 8.0% 255,751.88 2,769,114.00 9.2% TOTAL REVENUE OVER (UNDER) EXPENDITURES (16,898.79) (14,321.61) (321,386.00) 307,064.39 (106,551.45) (120,764.00) Summary Income Statement Refuse Fund February 28, 2015 TOTAL REVENUES 94,293.29 189,215.32 1,148,700.00 (959,484.68) 16.5% 188,484.42 1,153,287.00 16.3% *414.U1riR.1*3 Wages & Benefits Month of YTD Actual 2015 Budget YTD Actual 152,394.43 15.0% 19,136.65 February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget % Used REVENUES: 62,540.15 4.4% 2,205.47 68,500.00 3.2% Refuse Sales 94,293.29 189,215.32 1,133,700.00 (944,484.68) 16.7% 188,484.42 1,138,287.00 16.6% Intergovernmental - - 12,500.00 (12,500.00) 0.0% - 12,500.00 0.0% Investment Earnings 2,500.00 (2,500.00) 0.0% 2,500.00 0.0% Reimbursements - - 0.0% - 0.0% Fund Balance 116,100.00 0.0% 0.0% 40,845.68 0.0% TOTAL REVENUES 94,293.29 189,215.32 1,148,700.00 (959,484.68) 16.5% 188,484.42 1,153,287.00 16.3% *414.U1riR.1*3 Wages & Benefits 12,499.99 26,893.57 179,288.00 152,394.43 15.0% 19,136.65 153,350.00 12.5% Supplies 2,482.47 2,859.85 65,400.00 62,540.15 4.4% 2,205.47 68,500.00 3.2% Services & Charges 56,884.26 57,650.98 702,650.00 644,999.02 8.2°% 56,112.93 720,873.00 7.8°% Miscellaneous Expenses 233.48 447.29 3,250.00 2,802.71 13.8% 32.00 1,250.00 2.6% Depreciation Expense - - 131,500.00 131,500.00 0.0% - 116,100.00 0.0% Capital Outlay 40,845.68 40,845.68 159,418.00 118,572.32 25.6% - 110,000.00 0.0°% Debt Service - (1,672.00) 24,261.00 25,933.00 -6.9% (2,187.00) 24,260.00 -9.0% Transfers -Out - - 55,000.00 55,000.00 0.0% - 55,000.00 0.0% TOTAL EXPENDITURES 112,945.88 127,025.37 1,320,767.00 1,193,741.63 9.6% 75,300.05 1,249,333.00 6.0% TOTAL REVENUE OVER (UNDER) EXPENDITURES (18,652.59) 62,189.95 (172,067.00) 234,256.95 113,184.37 (96,046.00) REVENUES: Intergovernmental Charges for Services Investment Earnings Reimbursements Transfers -In TOTAL REVENUES EXPENDITURES: Summary Income Statement HATS Fund February 28, 2015 Month of YTD Actual 2015 Budget YTD Actual February 2015 February 2015 2015 Budget Balance % Used February 2014 2014 Budget % Used 6,027.50 12,055.00 151,500.00 (139,445.00) 8.0°% 12,055.00 147,070.00 8.2% 20,592.15 46,149.02 546,000.00 (499,850.98) 8.5% 129,012.89 535,000.00 24.1% - - 750.00 (750.00) 0.0% - 1,100.00 0.0% 2,500.00 (2,500.00) 0.0% 2,500.00 0.0% 96,850.00 (96,850.00) 0.0% 94,030.00 0.0% 26,619.65 58,204.02 797,600.00 (739,395.98) 7.3% 141,067.89 779,700.00 18.1°% Wages & Benefits 5,381.91 12,106.80 57,898.00 45,791.20 20.9°% 11,173.02 52,235.00 21.4°% Supplies 28,038.09 45,036.98 546,925.00 501,888.02 8.2% 117,657.29 536,825.00 21.9% Services & Charges 14,411.43 16,213.51 159,700.00 143,486.49 10.2°% 19,586.31 147,500.00 13.3% Miscellaneous Expenses - - 6,550.00 6,550.00 0.0% - 5,100.00 0.0% Depreciation Expense - - 0.0°% - 0.0% Capital Outlay 26,527.00 26,527.00 0.0% 37,960.00 0.0% Debt Service - - 0.0% - 0.0% Transfers -Out - - - - 0.0% - - 0.0% TOTAL EXPENDITURES 47,831.43 73,357.29 797,600.00 724,242.71 9.2% 148,416.62 779,620.00 19.0% TOTAL REVENUE OVER (UNDER) EXPENDITURES (21,211.78) (15,153.27) (15,153.27) (7,348.73) 80.00 Comments REVENUES: Charges for Services This income category consists of the fuel revenue from various governmental entities and City departments. EXPENSES: Supplies This expense category consists of the fuel purchased for use by various governmental entities and City departments. Execut i ve s m mart' as of February 28, 2015 Asset allocation review Equity sector analysis Portfolio does not contain applicable holdings - exhibit intentionally left blank. Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Expected cash flow $ Thousands 37 31 25 1111, 8 12 6 0 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb 2015 2016 2016 0 Taxable income Total taxable income: $192,771.70 Total expected cash flow: $192,771.70 Cash flows displayed account for known events such as maturities and mandatory puts. Credit quality of bond holdings Value on % of % of 02/28/2015 ($) portfolio A Cash 2,576,019.49 18.64 Cash 2,576,019.49 18.64 B Fixed Income 11,244,619.23 81.36 us 10,554,804.58 76.37 International 689,814.65 4.99 C Equity 0.00 0.00 D Commodities 0.00 0.00 &A E Non -Traditional 0.00 0.00 F Other 0.00 0.00 B Total Portfolio $13,820,638.72 100 Balanced mutual funds are allocated in the 'Other' category $11,244,619.23 Equity sector analysis Portfolio does not contain applicable holdings - exhibit intentionally left blank. Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Expected cash flow $ Thousands 37 31 25 1111, 8 12 6 0 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb 2015 2016 2016 0 Taxable income Total taxable income: $192,771.70 Total expected cash flow: $192,771.70 Cash flows displayed account for known events such as maturities and mandatory puts. Credit quality of bond holdings Report created on: March 02, 2015 Page 1 of 3 Value on % of Effective credit rating Issues 02/28/2015 ($) port. A Aaa/AAA/AAA 6 4,385,285.43 38.93 B Aa/AA/AA 3 1,540,971.96 13.70A C A/A/A 0 0.00 0.00 F 0,, D Baa/BBB/BBB 0 0.00 0.00 E Non -investment grade 0 0.00 0.00 F Certificate of deposit 24 5,318,361.84 47.37 G Not rated 0 0.00 0.00 Total 33 $11,244,619.23 100% Report created on: March 02, 2015 Page 1 of 3 s Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income SUm m WY Includes all fixed-rate securities in the selected porfolio. Average yields and durations exclude Structured Product, Pass -Through, Perpetual Preferred, and Foreign securities. as of February 28, 2015 Bond overview Total quantity 11,123,000 Total market value $11,201,476.47 Total accrued interest $43,142.76 Total market value plus accrued interest $11,244,619.23 Total estimated annual bond interest $198,268.75 Average coupon 1.79% Average current yield 1.77% Average yield to maturity 1.36% Average yield to worst 1.17% Average modified duration 2.11 Average effective maturity 4.03 Credit quality of bond holdings D Baa/BBB/BBB 0 0.00 0.00 E Non -investment grade 0 0.00 0.00 F Certificate of deposit 24 5,318,361.84 47.37 G Not rated 0 0.00 0.00 Total 33 $11,244,619.23 100% Investment type allocation % of Tax-exempt / bond Investment type Taxable ($) deferred ($) Total ($) port. Certificates of deposit 5,318,361.84 0.00 5,318,361.84 47.30 Municipals 1,540,971.96 0.00 1,540,971.96 13.70 U.S. federal agencies 4,385,285.43 0.00 4,385,285.43 39.00 Total $11,244,619.23 $0.00 $11,244,619.23 100% Bond maturity schedule $ Millions 3.0 2.5 20.9% - A 18.3 IF 2.0 te:t% 13.5% 13.0% 1.5 - a 0 -7.7% 6.5% 0.5 3.7% a.o% a.o% a.o% o.o% 0.0% 0.0% o.o 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 2026+Other 0 Effective maturity schedule Cash, mutual funds and some preferred securities are not included. Report created on: March 02, 2015 Page 1 of 2 Value on % of Effective credit rating Issues 02/28/2015 ($) port. A Aaa/AAA/AAA 6 4,385,285.43 38.93 B Aa/AA/AA 3 1,540,971.96 13.70 C A/A/A 0 0.00 0.00 D Baa/BBB/BBB 0 0.00 0.00 E Non -investment grade 0 0.00 0.00 F Certificate of deposit 24 5,318,361.84 47.37 G Not rated 0 0.00 0.00 Total 33 $11,244,619.23 100% Investment type allocation % of Tax-exempt / bond Investment type Taxable ($) deferred ($) Total ($) port. Certificates of deposit 5,318,361.84 0.00 5,318,361.84 47.30 Municipals 1,540,971.96 0.00 1,540,971.96 13.70 U.S. federal agencies 4,385,285.43 0.00 4,385,285.43 39.00 Total $11,244,619.23 $0.00 $11,244,619.23 100% Bond maturity schedule $ Millions 3.0 2.5 20.9% - A 18.3 IF 2.0 te:t% 13.5% 13.0% 1.5 - a 0 -7.7% 6.5% 0.5 3.7% a.o% a.o% a.o% o.o% 0.0% 0.0% o.o 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 2026 2026+Other 0 Effective maturity schedule Cash, mutual funds and some preferred securities are not included. Report created on: March 02, 2015 Page 1 of 2 2023 0 0 NA NA NA 1 2024 2 1,465,000 24,650.00 1.69% NA NA NA 1,464,750 -3,502.95 1,470,157.61-13.05% 2025 0 0 NA NA NA 2026 0 0 NA NA NA 2030 0 0 NA NA NA Prepared for City Hutchinson U `` UBSn 0 NA NA NA 2032 RP 38446 •City of Hutchinson •Business Service Account LJ NA NA NA 2033 0 Risk profile: Conservative NA NA NA 2034 0 0 Return Objective: Current Income NA SIncludes 2035 0 0 NA NA NA all fixed-rate securities in the selected porfolio. Average yields and durations exclude Structured Product, Pass -Through, Perpetual Preferred, and Foreign securities. as of February 28, 2015 NA NA 2037 0 0 NA Summary of bond holdings NA 2038 0 0 NA Maturity Est. annual Current Yield to Yield to Modified Adjusted Unrealized Year Issues Quantity income ($) yield (%) maturity (%) worst (%) duration cost basis ($)gain/loss ($) Mkt. value ($) % of bond portfolii 2015 8 1,806,000 13,568.00 0.75% 0.32% 0.32 % 0.35 1,806,000 2,875.54 1,812,390.63-16.15% 0 2016 4 865,000 8,772.50 1.01% 0.99% 0.99% 1.67 865,000 133.00 866,699.57 � 7.72% 2017 7 1,996,000 49,308.75 2.40% 0.97% 0.97% 2.08 1,779,212.37 274,604.07 2,060,549.91-18.34% NA 2018 3 736,000 9,564.00 1.31% 1.54% 1.54% 3.12 240,000 490,187.52 730,444.051 652% 2019 6 2,327,000 49,645.50 2.12% 1.95 %. 1.45% 2.64 1,086,490.16 1,258,379.64 2,353,608.21-20.93% 1.36% 2020 2 1,500,000 34,200.00 2.26% 2.11 % 1.70% 2.09 1,499,745 12,795.00 1,523,061.25-13.5% 2021 1 428.000 8.560.00 2.02% 2.12% 2.12 % 6.16 421.853.06 2.954.06 427.708.01 I= 3.79% 2023 0 0 NA NA NA 1 2024 2 1,465,000 24,650.00 1.69% NA NA NA 1,464,750 -3,502.95 1,470,157.61-13.05% 2025 0 0 NA NA NA 2026 0 0 NA NA NA 2030 0 0 NA NA NA 2031 0 0 NA NA NA 2032 0 0 NA NA NA 2033 0 0 NA NA NA 2034 0 0 NA NA NA 2035 0 0 NA NA NA 2036 0 0 NA NA NA 2037 0 0 NA NA NA 2038 0 0 NA NA NA 2039 0 0 NA NA NA 2040 0 0 NA NA NA 2041 0 0 NA NA NA 2042 0 0 NA NA NA 2043 0 0 NA NA NA 2044 0 0 NA NA NA 2044+ 0 0 NA NA NA Other 0 0 NA NA NA Total 33 11,123,000 $198,268.75 1.77% 1.36% 1.17% 2.11 $9,163,050.59 $2,038,425.88 $11,244,619.23 Report created on: March 02, 2015 Page 1 of 6 s Bond holdings - as of February 28, 2015 (continued) Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Details of bond holdings Effective rating/ Est. annual Adjusted % of Underlying rating Effective Call date/ income ($)/ YTM MY Modified cost basis ($)/ Market Mkt. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal. g/I ($) price ($) Accr. interest ($) port. 11,123,000 1.79% 03/11/2019 NA $198,268.75 1.36% 2.11 $9,163,050.59 NA $11,201,476.47 100% Total Bond Portfolio 1.77% 1.17% $2,038,425.88 $43,142.76 $11,244,619.23 Report created on: March 02, 2015 Page 2 of 6 Effective rating/ Est. annual Adjusted % of Underlying rating Effective Call date/ income ($)/ YTM (%)/ Modified cost basis ($)/ Market W. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal. 0/1 ($) price ($) Accr. interest ($) port. Maturing 2015 GE CAP BK UT US RT 01.1000% CD 115,000 1.10% 06/082015 1,265.00 0.48% 0.28 115,000.00 100.171 115,196.65 1.03% MAT 06/08/15 FIXED RATE CD 1.10% 0.48% 196.65 277.26 /UT BANK LEUMI NY US RT CD 249,000 O.80% 06/15/2015 1,992.00 0.08% 0.30 249,000.00 100.214 249,532.86 2.23% 00.8000% MAT 06/15/15 FIXED 0.80% 0.08% 532.86 409.32 RATE CD/NY DISCOVER BANK DE US RT CD 248,000 1.05% 06/15/2015 2,604.00 0.33% 0.30 248,000.00 100.214 248,530.72 2.22% 01.0500% MAT 06/15/15 FIXED 1.05% 0.33% 530.72 549.34 RATE CD ME BANK OF CHINA LTD US RT CD 249,000 0.30% 06/18/2015 747.00 0.38% 0.30 249,000.00 99.974 248,935.26 2.22 00.3000% MAT 06/18/15 FIXED 0,30% 0.38% -64.74 521.88 RATE CD EVERBANK FL US RT 00.5000% CD 248,000 0.50% 06/19/2015 1,240.00 0.45% 0.31 248,000.00 100.014 248,034.72 2.21% MAT 06/19/15 FIXED RATE CD /FL 0.50% 0.45% 34.72 862.90 STATE BK US RT 00.5000% MAT CD 200,000 0.50% 06/262015 1,000.00 0.45% 0.33 200,000.00 100.015 200,030.00 1.79% 06/26/15 FIXED RATE CD 0.50% 0.45% 30.00 673.97 SALLIE MAE BANK UT US RT CD 248,000 1.10% 08/10/2015 2,728.00 0.39% 0.45 248,000.00 100.317 248,786.16 2.22% 01.1000% MAT 08/10/15 FIXED 1.10% 0.39% 786.16 149.48 RATE CD /UT SAFRA NATL BK NY US RT CD 249,000 0.80% 08/17/2015 1,992.00 0.09% 0.47 249,000.00 100.333 249,829.17 2.23% 00.8000% MAT 08/17/15 FIXED 0.80% 0.09% 829.17 70.95 RATE CD/NY Total 2015 1,806,000 0.75% 07/03/2015 $13,568.00 0.32% 0.35 $1,806,000.00 $1,808,875.54 16.15% 0.75% 0.32% $2,875.54 $3,515.09 Report created on: March 02, 2015 Page 2 of 6 s Bond holdings - as of February 28, 2015 (continued) Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Maturing 2017 Effective rating/ Est. annual Adjusted % of Underlying rating Aa3/AA-/NR 500,000 Effective Call date/ income ($)/ YTM (% )/ Modified cost basis ($)/ Market Mkt. value ($)/ bond 513,015.00 (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal. d1 ($) price ($) Accr. interest ($) port. Maturing 2016 1,906.33 010117 DTD 113011 /MA AMERICAN EXPRESS C NY US RT CD 145,000 1.25% 08/092016 1,812.50 0.68% 1.43 145,000.00 100.820 146,189.00 1.31% 01.2500% MAT 08/09/16 FIXED 452,443.75 107.920 465,135.20 4.15% 1.24% 0.68% 1,189.00 94.35 4.52% RATE CD /NY 12,691.45 2,392.95 07172007 BMW BANK NORTH AME UT US CD 240,000 0.95% 11/14/2016 2,280.00 1.02% 1.69 240,000.00 99.873 239,695.20 2.14% RT 00.9500% MAT 11/14/16 4,960.00 1.17% 2.10 0.00 0.95% 1.02% -304.80 02.0000% MAT 04/27/17 FIXED 662.14 FIXED RATE CD /UT 1.97% 1.17% 252,377.20 1,685.04 RATE CD /NY CAPITAL ONE BANK U VA US RT CD 240,000 1.00% 11/142016 2,400.00 1.07% 1.69 240,000.00 99.873 239,695.20 2.14% 01.0000% MAT 11/14/16 FIXED 200,000 1.15% 06/19/2017 2,300.00 1.00% 1.07% -304.80 99.624 710.14 1.78% RATE CD NA 1.15% 1.32% -753.00 157.53 FIRSTBANK P R SANT PR RT CD 240,000 0.95% 12/12/2016 2,280.00 1.05% 1.77 240,000.00 99.814 239,553.60 2.14% 00.9500% MAT 12/12/16 FIXED GE CAP BK UT US RT 01.7500% CD 130,000 0.95% 1.05% -446.40 1.28% 99.95 130,000.00 RATE CD /PR 131,471.60 1.17% MAT 08/03/17 FIXED RATE CD 1.73% 1.28% Total 2016 865,000 1.01% 11/06/2016 $8,772.50 0.99% 1.67 $865,000.00 $865,133.00 7.72% 1.01% 0.99% $133.00 1.75% $1,566.57 4,322.50 1.28% Effective rating/ 247,000.00 101.132 249,796.04 Est. annual 01.7500% MAT 08/03/17 FIXED Adjusted % of 1.73% Underlying rating 2,796.04 Effective Call date/ income ($)/ YTM (%)/ Modified cost basis ($)/ Market Mkt. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal. q/I ($) price ($) Accr. interest ($) port. Maturing 2017 MASSACHUSETTS DEPT TRANS Aa3/AA-/NR 500,000 2.41% 01/012017 12,040.00 0.98% 1.80 509,768.62 102.603 513,015.00 4.58% TAX SR B RV BE/R/ 2.408 NR/NR/NR 2.35% 0.98% 3,246.38 1,906.33 010117 DTD 113011 /MA FED FARM CREDIT BANK 04.875 Aaa/AAA/AA+ 431,000 4.88% 01/172017 21,011.25 0.65% 1.82 452,443.75 107.920 465,135.20 4.15% % DUE 011717 DTD 010907 FC NR/NR/NR 4.52% 0.65% 12,691.45 2,392.95 07172007 STATE BK INDIA NY US RT CD 248,000 2.00% 04/27/2017 4,960.00 1.17% 2.10 0.00 101.765 252,377.20 2.25% 02.0000% MAT 04/27/17 FIXED 1.97% 1.17% 252,377.20 1,685.04 RATE CD /NY COMENITY BANK DE US RT CD 200,000 1.15% 06/19/2017 2,300.00 1.32% 2.27 200,000.00 99.624 199,247.00 1.78% 01.1500% MAT 06/19/17 FIXED 1.15% 1.32% -753.00 157.53 RATE JUMBO CD /DE GE CAP BK UT US RT 01.7500% CD 130,000 1.75% 08/03/2017 2,275.00 1.28% 2.38 130,000.00 101.132 131,471.60 1.17% MAT 08/03/17 FIXED RATE CD 1.73% 1.28% 1,471.60 149.59 /UT GE CAP RETAIL BK UT US RT CD 247,000 1.75% 08/03/2017 4,322.50 1.28% 2.37 247,000.00 101.132 249,796.04 2.23% 01.7500% MAT 08/03/17 FIXED 1.73% 1.28% 2,796.04 284.22 RATE CD /UT SUN NATL BK NJ US RT CD 240,000 1.00% 10/03/2017 2,400.00 0.55% 2.56 240,000.00 101.156 242,774.40 2.17% 01.0000% MAT 10/03/17 FIXED 0.99% 0.55% 2,774.40 157.81 RATE CD /NJ Total 2017 1,996,000 2.51% 04/18/2017 $49,308.75 0.97% 2.08 $1,779,212.37 $2,053,816.44 18.34% 2.40% 0.97% $274,604.07 $6,733.47 Report created on: March 02, 2015 Page 3 of 6 s Bond holdings - as of February 28, 2015 (continued) Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income 2018 736,000 1.30% 05/09/2018 $9,564.00 1.54% 3.12 $240,000.00 $730,187.52 6.52% 1.31% 1.54% $490,187.52 $256.53 Effective rating/ Est. annual Adjusted Adjusted % of % of Underlying rating Underlying rating Effective Call date/ income ($)/ YTM (% )/ Modified cost basis ($)/ Market Mkt. value ($)/ bond Mkt. value ($)/ (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal. 0/1 ($) price ($) Accr. interest ($) port. Maturing 2018 Accr. interest ($) port. Maturing 2019 ALLY BK UT US RT 01.2500% CD 248,000 1.25% 02/262018 3,100.00 1.40% 2.93 0.00 99.567 246,926.16 2.20% MAT 02/26/18 FIXED RATE CD 506,490.16 102.845 514,225.00 4.59% 1.26% 1.40% 246,926.16 16.99 2.28% /UT 7,734.84 879.38 080119 DTD 052914 /CA GOLDMAN SACHS BK U NY US CD 248,000 1.30% 02/26/2018 3,224.00 1.45% 2.93 0.00 99.567 246,926.16 2.20% RT 01.3000% MAT 02/26/18 5,310.50 2.13% 4.43 0.00 1.31% 1.45% 246,926.16 02.1500% MAT 11/13/19 FIXED 26.50 FIXED RATE CD /NY 2.15% 2.13% 247,247.00 1,556.78 RATE CD /UT ENERBANK UT US RT 01.3500% CD 240,000 1.35% 10/042018 3,240.00 1.79% 3.51 240,000.00 98.473 236,335.20 2.11% MAT 10/04/18 FIXED RATE CD 240,000 2.10% 11/13/2019 5,040.00 1.37% 1.79% -3,664.80 99.878 213.04 2.14% /UT 2.10% 2.13% -292.80 1,477.48 2018 736,000 1.30% 05/09/2018 $9,564.00 1.54% 3.12 $240,000.00 $730,187.52 6.52% 1.31% 1.54% $490,187.52 $256.53 Report created on: March 02, 2015 Page 4 of 6 Effective rating/ Est. annual Adjusted % of Underlying rating Effective Call date/ income ($)/ YTM (%)/ Modified cost basis ($)/ Market Mkt. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal. 0/1 ($) price ($) Accr. interest ($) port. Maturing 2019 RIVERSIDE CA CMNTY COLGE Aa2/NR/AA 500,000 2.35% 08/01/2019 11,725.00 1.68% 4.19 506,490.16 102.845 514,225.00 4.59% TAX SR B BUR/ 2.345 NR/NR/NR 2.28% 1.68% 7,734.84 879.38 080119 DTD 052914 /CA AMERICAN EXPRESS F UT US RT CD 247,000 2.15% 11/13/2019 5,310.50 2.13% 4.43 0.00 100.100 247,247.00 2.21% 02.1500% MAT 11/13/19 FIXED 2.15% 2.13% 247,247.00 1,556.78 RATE CD /UT CIT BK SALT LAKE C UT US RT CD 240,000 2.10% 11/13/2019 5,040.00 2.13% 4.43 240,000.00 99.878 239,707.20 2.14% 02.1000% MAT 11/13/19 FIXED 2.10% 2.13% -292.80 1,477.48 RATE CD /UT BARCLAYS BK DE US RT CD 240,000 2.05% 12/17/2019 4,920.00 2.11% 4.53 240,000.00 99.724 239,337.60 2.14% 02.0500% MAT 12/17/19 FIXED 2.06% 2.11% -662.40 984.00 RATE CD /DE AMERICAN EXPRESS C UT US RT CD 100,000 2.15% 12/18/2019 2,150.00 2.15% 4.52 100,000.00 99.993 99,993.00 0.89% 02.1500% MAT 12/18/19 FIXED 2.15% 2.15% -7.00 424.11 RATE CD /UT FNMA BOND 02.050 % DUE Aaa/AAA/NR 1,000,000 2.05% 12/302019 06/30/2015 20,500.00 1.95% 0.34 0.00 100.436 1,004,360.00 8.97% 123019 DTD 123014 FC NR/NR/NR 100.00 2.04% 0.77% 1,004,360.00 3,416.67 06302015 Total 2019 2,327,000 2.13% 11/16/2019 $49,645.50 1.95% 2.64 $1,086,490.16 $2,344,869.80 20.93% 2.12% 1.45% $1,258,379.64 $8,738.41 Report created on: March 02, 2015 Page 4 of 6 s Bond holdings - as of February 28, 2015 (continued) Prepared for City of Hutchinson RP 38446 • City of Hutchinson • Business Service Account Risk profile: Conservative Return Objective: Current Income Effective rating/ Est. annual Adjusted % of Underlying rating Effective Call date/ income ($)/ YTM MY Modified cost basis ($)/ Market Mkt. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal.g/I ($) price ($) Accr. interest ($) port. Maturing 2021 Effective rating/ Underlying rating (Mdy/Fitch/S&P) Quantity Coupon Effective Call date/ maturity Call price ($) Est. annual income ($)/ Curr. yield (%) YTM (% )/ Modified YTW (%) duration Adjusted cost basis ($)/ Unreal. d1 ($) Market price ($) Mkt. value ($)/ Accr. interest ($) % of bond port. Maturing 2020 2.12% 2,954.06 2,900.89 10262012 income ($)/ YTM (% )/ Modified cost basis ($)/ Market Total 2021 428,000 2.00% 10/26/2021 $8,560.00 MASS ST GO CONSOL LN TAX SR Aal/AA+/AA+ 500,000 2.09% 05/01/2020 10,450.00 1.78% 4.86 499,995.00 101.510 507,550.00 4.53% B BE/R/ 2.090 050120 DTD NR/NR/NR 2.06% 1.78% 7,555.00 3,396.25 052814 /MA Aaa/NR/AA+ 1,000,000 2.00% 10/09/2024 04/09/2015 20,000.00 NA NA 999,750.00 99.747 997,470.00 8.90% FFCB BOND 02.375 % DUE Aaa/AAA/AA+ 1,000,000 238% 11/10/2020 11/10/2015 23,750.00 2.28% 0.69 999,750.00 100.499 1,004,990.00 8.97 111020 DTD 111014 FC NR/NR/NR 100.00 2.36% 1.66% 5,240.00 7,125.00 05102015 Aaa/NR/AA+ 465,000 1.00% 11/26/2024 05/26/2015 4,650.00 NA NA 465,000.00 99.737 463,777.05 4.14% Total 2020 NR/NR/NR 1,500,000 2.28% 09/07/2020 $34,200.00 2.11% 2.09 $1,499,745.00 $1,512,540.00 13.50% STEP UP CALL 2.26% 1.70% $12,795.00 $10,521.25 Effective rating/ Est. annual Adjusted % of Underlying rating Effective Call date/ income ($)/ YTM MY Modified cost basis ($)/ Market Mkt. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal.g/I ($) price ($) Accr. interest ($) port. Maturing 2021 Effective rating/ FNMA NTS 02.000 % DUE Aaa/AAA/AA+ 428,000 2.00% 10/26/2021 04/26/2015 8,560.00 2.12% 6.16 421,853.06 99.254 424,807.12 3.79% 102621 DTD 072612 FC NR/NR/NR 100.00 2.02% 2.12% 2,954.06 2,900.89 10262012 income ($)/ YTM (% )/ Modified cost basis ($)/ Market Total 2021 428,000 2.00% 10/26/2021 $8,560.00 2.12% 6.16 $421,853.06 $424,807.12 3.79% Coupon 2.02% 2.12% $2,954.06 $2,900.89 Report created on: March 02, 2015 Page 5 of 6 Effective rating/ Est. annual Adjusted % of Underlying rating Effective Call date/ income ($)/ YTM (% )/ Modified cost basis ($)/ Market Mkt. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal.g/I ($) price ($) Accr. interest ($) port. Maturing 2024 FHLB BOND STEP-UP 02.000 % Aaa/NR/AA+ 1,000,000 2.00% 10/09/2024 04/09/2015 20,000.00 NA NA 999,750.00 99.747 997,470.00 8.90% DUE 100924 DTD 100912 FC NR/NR/NR 100.00 2.01% NA -2,280.00 7,722.22 04092013 FEDERAL HOME LN BANK 01.000 Aaa/NR/AA+ 465,000 1.00% 11/26/2024 05/26/2015 4,650.00 NA NA 465,000.00 99.737 463,777.05 4.14% % DUE 112624 DTD 112614 NR/NR/NR 100.00 1.00% NA -1,222.95 1,188.33 STEP UP CALL Total 2024 1,465,000 1.68% 10/25/2024 $24,650.00 NA $1,464,750.00 $1,461,247.05 13.05% 1.69% NA $-3,502.95 $8,910.56 Effective rating/ Est. annual Adjusted % of Underlying rating Effective Call date/ income ($)/ YTM MY Modified cost basis ($)/ Market Mkt. value ($)/ bond (Mdy/Fitch/S&P) Quantity Coupon maturity Call price ($) Curr. yield (%) YTW (%) duration Unreal. g/I ($) price ($) Accr. interest ($) port. 11,123,000 1.79% 03/11/2019 NA $198,268.75 1.36% 2.11 $9,163,050.59 NA $11,201,476.47 100% Total Bond Portfolio 1.77% 1.17% $2,038,425.88 $43,142.76 Report created on: March 02, 2015 Page 5 of 6 HUTCHINSON CITY COUNCIL Gaye Request for Board Action 7AL =-x1,7 Agenda Item: Snow Removal - Ice Control Report (February 2015) Department: PW/Eng LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Governance Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The highlight of this February was significant ice accumulation. It was warmer than last year, but there was more sand, salt & brine used because of events resulting in ice accumulation. Attached are reports, as indicated: 1) Snow Removal - Ice Control by the numbers 2) February summary 3) Personnel utilized 4) Equipment used BOARD ACTION REQUESTED: No action required; monthly report for your information Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: Snow Removal -Ice Control by the numbers Days with operations 9 20 Actual snowfall (inches) 4.4 10.3 Average snowfall (inches) 6.5 6.5 Days with below 00 temps 14 21 Actual average high temp 20 17 Actual average low temp 2 -6 Average high temp 28 28 Average low temp 8 8 City employees utilized 17 17 Contractors utilized 1 8 Total personnel hours 240.0 797.8 City equipment units used 24 23 Contractor equipment units used 1 8 Total equipment hours 240.0 837.3 Gallons of fuel used 662.8 2,578.5 Salt brine used (gallons) 2,445.0 1,730.0 Sand -Salt used (tons) 288.1 264.5 De-icing salt used (tons) 27.0 - HOURS EQUIP# YEAR MAKE DESCRIPTION SNOW ATTACH Nov. 2014 Dec. 2014 Jan. 2015 Feb. 2015 Mar. 2015 Apr. 2015 Total Licht Trucks 11 PARK-497-TK3 LTK 2011 Ford Pickup, 3/4 ton 44 Snowplow 3.00 - 4.00 7.00 PARK-221-TK1 LTK 2009 Ford Pickup, 1/2 ton 4x4 Snowplow - 6.00 9.00 2 STRT-156-TK1 LTK 1999 Ford Truck, 1 ton 4x4 w/ dump box Snowplow - - - - - 3 STRT-170-TK1 LTK 2008 Ford Pickup, 1 ton 4x4 Snowplow 33.00 11.50 4.00 7.00 55.50 4 STRT-660-TKI LTK 2004 Ford Pickup, 1 ton 44 Snowplow 5.00 3.50 1.00 1.00 10.50 Snowplow Trucks 1 PARK-658-HTK HTK 1992 Ford Truck, S/A w/ dump box Snowplow, wing 7.00 19.50 16.00 none 42.50 2 STRT-115-HTK HTK 1996 Ford Truck, S/A w/ dump box Snowplow, wing, sander 41.50 9.50 10.00 21.50 82.50 3 STRT-441-HTK HTK 2005 Ford Truck, S/A w/ hooklift Snowplow, wing, sander 23.50 6.00 11.50 6.00 47.00 4 STRT-522-HTK HTK 2003 Mack Truck, S/A w/ dump box Snowplow, wing, sander 37.50 22.00 31.00 22.00 112.50 5 STRT-613-HTK HTK 1999 Mack Truck, S/A w/ dump box Snowplow, wing, sander, underbody 28.50 20.00 30.00 20.50 99.00 6 STRT-781-HTK HTK 2005 Ford Truck, S/A w/ hooklift Snowplow, wing, sander - - - 5.50 5.50 7 STRT-812-HTK I HTK 2014 Mac ITruck, S/A w/ dump box ISnowplow, wing, sander 26.50 1 8.00 12.00 13.25 1 59.75 8 STRT-894-HTK I HTK 2007 1 Freightliner ITruck, S/A w/ dump box ISnowplow, wing, sander, underbody 36.00 1 10.50 24.50 16.00 1 87.00 Snow Hauling Trucks 1 McLeod Co. #403 HTK Mack Truck, T/A w/ dump box none 4.00 - 4.00 2 STRT-972-HTK HTK 1997 Mack Truck, T/A w/ dump box none 4.00 - 5.50 9.50 Contractors Hansen Gravel none 7.00 3.50 - 10.50 Contractors Hanson & Vasek none 3.50 3.50 7.00 Contractors Hjerpe Contracting none 3.50 3.50 - 7.00 Contractors Juul Contracting none - 7.00 3.00 10.00 Contractors Kosek, Jeff none 3.50 3.50 - 7.00 Skid steer Loaders (4 ea.) 1 CEMT-412-SKD JSKD I 2011 Bobcat Toolcat Snowplow, blower 6.00 2.00 4.50 6.00 18.50 2 PARK-032-SKD ISKD I 2006 Bobcat Skid steer, 5250 Snowplow, blower 15.50 22.50 38.00 3 PARK-211-SKD JSKD I 2009 Bobcat Skid steer, 5250 Snowplow, blower 21.00 25.00 1 20.25 1 7.00 1 73.25 4 PARK-370-SKD ISKD I 2004 Bobcat Toolcat Snowplow, blower 1 1 3.00 1 3.00 Tractors (4 ea.) 1 AIRP-055-TRC TRC 2012 New Holland Tractor, TV6070 HLA snow wing, snow blower 20.25 17.50 21.25 17.75 76.75 2 PARK -357 -TRC TRC 2013 John Deere Tractor, 4720 Snow blower - - 3.00 3.00 6.00 3 STRT-390-TRC TRC 2006 Trackless Tractor, MT5 Snow blower, plow - 3.00 - - 3.00 4 STWT-013-TRC TRC 2014 John Deere Tractor, 6125R HLA snow wing 11.50 14.00 16.75 14.00 56.25 4 STWT-014-TRC TRC 2014 John Deere Tractor, 6125R HLA snow wing 19.00 15.00 8.00 9.75 51.75 Wheel Loaders (6 ea.) 1 COMP-925-LDR LDR 2013 Case Wheel loader, 621F Snowblower - - - - - 2 PARK-895-LDR LDR 2001 Case Wheel loader, 621C Snowplow, wing 15.50 19.00 19.00 8.00 61.50 3 STRT-169-LDR LDR 2000 Case Wheel loader, 621C Snowplow, bucket 6.00 2.00 2.50 6.00 16.50 4 STRT-447-LDR LDR 2001 Case Wheel loader, 6210 Snowplow, wing 25.50 13.00 5.00 11.50 55.00 5 STRT-781-LDR LDR 2003 Case Wheel loader, 621D Snowplow, wing 24.50 13.00 12.50 13.75 63.75 6 STRT-969-LDR LDR 2003 Case Wheel loader, 621D Snowplow, wing 22.25 4.00 6.00 32.25 Heavy Equipment (1 ea.) 1 STRT-409-HEQ I HEQ 119911 RPM Tech I Snow blower lWheel loader 3.50 1 4.00 17.50 454.50 266.00 281.25 240.00 - 1,226.75 Employee Department Primary role Nov. 2014 Dec. 2014 Jan. 2015 Feb. 2015 Mar. 2015 Apr. 2015 Total Bahe, Mike PRCE Schools, PRCE, trails - 6.00 6.00 Botzet, Larry PW - Operations Downtown W 15.00 15.00 8.00 7.00 45.00 Burmeister, Jerome PW - Operations Route SW1 40.00 10.50 24.50 19.50 94.50 Carter, Dion Creekside Schools - - - - - Carter, Randy PRCE Schools, PRCE, trails 12.50 19.50 22.00 9.00 63.00 Carter, Ron PRCE Schools, PRCE, trails 15.50 19.00 19.00 8.00 61.50 Dehn, Pete PW - Operations Route SW2 40.00 21.50 31.00 28.00 120.50 Ebert, Dick PW - Operations Route SE1 19.50 8.00 12.00 13.25 52.75 Fenske, Bruce PW - Operations Snow Removal, Routes 25.75 12.50 13.50 12.00 63.75 Franek, Cory PW - Wastewater Routes, Snow Removal 23.50 13.00 5.00 11.50 53.00 Hutton, Chris PRCE Downtown, Schools, PRCE 15.50 28.00 23.25 11.00 77.75 Lien, Mike PW - Water Downtown E 4.00 6.50 5.00 8.50 24.00 Magnusson, Brian PRCE Downtown, Schools, PRCE 15.50 - 22.50 - 38.00 Moore, Eric PW - Wastewater Backup operator 5.00 - 5.00 Muchow, Chad PW - Engineering Snow removal - - Muellerleile, Sonja PW - Operations Cemetery backup - - - - - Olson, John PW - Operations Airport 31.75 27.00 23.75 17.75 100.25 Paulson, John PW - Engineering Snow removal backup - - - - - Telecky, Dave PW - Operations Route NE1 49.00 24.00 35.50 31.50 140.00 Thompson, DeNeil PW - Operations Route NW1 45.50 3.00 - 20.00 68.50 Wichterman, Ken PW - Operations Downtown route 14.00 6.00 8.00 7.00 35.00 Style, Casey SEASONAL - PW Ops. Alleys, routes 25.00 14.50 15.75 10.50 65.75 Trnka, Jemes SEASONAL - PW Ops. Cul-de-sac, dead ends 36.50 13.00 12.50 16.50 78.50 Hansen #1 Contract snow haul Snow removal 3.50 3.50 - - 7.00 Hansen #2 Contract snow haul Snow removal 3.50 - 3.50 Hanson/Vacek Contract snow haul Snow removal 3.50 3.50 7.00 Hjerpe Contract snow haul Snow removal 3.50 3.50 - 7.00 Juul 1 Contract snow haul Snow removal - 3.50 3.00 6.50 Juul 2 Contract snow haul Snow removal - 3.50 - 3.50 Kosek Contract snow haul Snow removal 3.50 3.50 7.00 TOTAL PERSONNEL HOURS 451.00 262.00 281.25 240.00 �� 1,234.25 02/01/15 EquipmentLow 22d25 Equip Operators Personnel hours Sand / Salt De-ice High temp Precip Date Description (ea) (ea) hours (hrs) (hrs) Fuel (gal) Salt brine (gal) (ton) salt (ton) temp (F) (F) (in.) Snow 02/01/15 22d25 02/02/15 15 02/03/15 Sanding 4 4 10.25 10.25 100.00 51.85 17 0.15 2.00 02/04/15 Full plowing 18 15 85.25 85.25 262.11 400.00 30.15 13 02/05/15 Cleanup 9 7 21.50 21.50 74.00 23 02/06/15 Cleanup 3 3 7.00 7.00 - 31 02/07/15 35 02/08/15 3202/09/15 3202/10/15 Limited plowing 12 12 48.50 48.50 113.70 900.00 116.70 18.65 33 0.11 0.30 02/11/15 Cleanup, sand 11 10 34.75 34.75 80.00 200.00 4.40 - 25 0 - - 02/12/15 Sanding 2 2 1 5.00 5.00 28.00 155.00 20.40 3.80 13 -4 02/13/15 Cleanup, sand 4 4 9.00 9.00 20.00 380.00 17.70 4.55 28 14 02/14/15 14 -1 02/15/15 13 2 02/16/15 22 9 02/17/15 12 -2 02/18/15 4 -9 02/19/15 13 -10 02/20/15 Cleanup, sand 8 7 18.75 18.75 85.00 310.00 46.90 29 12 0.01 0.30 02/21/15 19 -1 - 0.10 02/22/15 1 -10 02/23/15 28 -10 02/24/15 32 15 02/25/15 16 -2 0.04 1.70 02/26/15 7 -9 - - 02/27/15 14 -11 02/28/15 22 -6 Month: 14 days below zero; Season: 31 days below zero FEBRUARY 2014 days 9 240.00 240.00 662.81 2,445.00 288.10 27.00 20 2 0.31 4.40 28 8 Avg temp SEASON TO -DATE (NOV-FEB) 41 1,234 1,242 3,796 9,246 1,057 86 Average month snowfall = 6.50 2.08 20.10 Avg. season days below zero = 23 Average seaonsnowfoll 40.90 HUTCHINSON CITY COUNCIL Gaye Request for Board Action 7AL =-x1,7 Agenda Item: Spring Street Sweeping Department: PW/Eng LICENSE SECTION Meeting Date: 3/24/2015 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Governance Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The abrupt beginning of winter last fall ended up cutting off the residential leaf vacuum service two weeks earlier. Because of this a large amount of organic debris remains in the streets and boulevards. The City does not perform residential leaf vacuum services in the spring because of the large amount of sand, garbage and non-organic debris left in the streets over winter. Press agencies received a press release this past week to remind residents to clean up organic debris and dispose of it properly. Attached: 1) Spring street sweeping press release 2015. BOARD ACTION REQUESTED: No action required; monthly report for your information Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: City of Hutchinson Public Works 3/16/15 Press Release Spring appears to have sprung in Hutchinson. Spring street sweeping operations begin this week (March 16, 2015). Spring sweeping operations will continue until all streets have been swept one time. Last fall's abrupt weather change put an early halt to the residential leaf vacuum service, resulting in some leaves and organic debris being left in or next to streets. The City of Hutchinson does not perform leaf vacuuming during the spring season, due to the high amount of sand, garbage and other non- organic debris in the streets which would result in poor quality material. DO NOT RAKE LEAVES & DEBRIS INTO THE STREET Residents are urged to clean up any leaves or vegetation debris from their boulevards and dispose of the organic debris properly. Leaves, branches and other organic materials may be brought to Creekside, 1500 Adams St SE, Hutchinson. Hours until March 31: 8:00 a.m. to 5:00 (M -F). Hours after April 1: 8:00 a.m. to 6:30 p.m. (M -F) & 9:00 a.m. to 5:00 p.m. (Saturday) *** Please note that Creekside is closed on Saturday's in March. ***