The URL can be used to link to this page

cp01-09-2018C CITY OF HUTCHINSON MCLEOD COUNTY HUTCHINSON, MINNESOTA Hutchinson City Center I 11 Hassan Street SE Hutchinson, MN 55350-2522 Phone 320-587-5151, Fax 320-234-4240 NOTICE OF A SPECIAL CITY COUNCIL WORKSHOP Tuesday, January 9, 2018 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, January 9, 2018, at 4:00 p.m. in the Council Chambers at the Hutchinson City Center, 1 11 Hassan Street SE, Hutchinson, Minnesota for the following purpose: ■ Review of Hutchinson Health/Health Partners Merger DATED: January 4. 2018 POSTED: City Center ZZL Matthew nich, City Admi ' rator HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, JANUARY 9, 2018 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy and practices, input from constituents, and other questions or information that has notyet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 5:30 P.M. (a) Approve the Council agenda and any agenda additions and/or corrections 2. INVOCATION — Hunter's Ridge Community Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14836 — Resolution Accepting Cash Donation from Theresa Gubrud for Hutchinson Dog Park (b) Resolution No. 14838 — Resolution Accepting Cash Donation from Village Ranch to Hutchinson Fire Department (c) Proclamation — Heart of Hutch "One Book, One Community" Month PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council on items not on the current agenda. Ifyou have a question, concern or comment, please ask to be recognized by the mayor — state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speak for more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, butplease refrain from personal or derogatory attacks on individuals.) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of December 26, 2017 CONSENT AGENDA (The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) 7. APPROVAL OF CONSENT AGENDA (a) Resolution No. 14839 - Appointing Matthew Jaunich as City Administrator for 2018 (b) Resolution No. 14840 - Designating Official Newspaper as Hutchinson Leader (c) Resolution No. 14837 - Designating Depositories of City Funds in Commercial Banks and Institutions (d) Selection of Council's Vice President — Chad Czmowski (e) Designation of Council Representatives to Boards & Commissions: CITY COUNCIL AGENDA JANUARY 9, 2018 1. AIRPORT COMMISSION — Gary Forcier 2. HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY (EDA) — Chad Czmowski and Mary Christensen 3. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY (HRA) — Gary Forcier 5. JOINT PLANNING BOARD — John Lofdahl 6. LIBRARY BOARD — Mary Christensen 7. MID -MINNESOTA COMMISSION — John Lofdahl 8. PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD — Chad Czmowski 9. PLANNING COMMISSION — John Lofdahl 10. PUBLIC ARTS COMMISSION — Steve Cook 11. BICYCLE -PEDESTRIAN ADVISORY COMMITTEE — Steve Cook (f) Designation of Council Representatives to Other Committees: 1. HUTCHINSON DOWNTOWN ASSOCIATION — Gary Forcier 2. JOINT PLANNING BOARD — John Lofdahl 3. FIRE RELIEF ASSOCIATION — Fire Chief Mike Schumann, City Administrator Matthew Jaunich, Mayor Gary Forcier 4. RESOURCE ALLOCATION COMMITTEE — Gary Forcier and Chad Czmowski 5. WAGE COMMITTEE — Steve Cook and John Lofdahl 6. REGIONAL RADIO BOARD — Mary Christensen 7. LABOR UNION NEGOTIATION COMMITTEE — Gary Forcier and Mary Christensen (g) Consideration for Approval of 2018 City Calendar (h) Consideration for Approval of Purchasing Sensus Software As A Service For Meter Reading System (i) Consideration for Approval of Issuing Short -Term Gambling License to 3M Club on April 19, 2018, and September 29, 2018 0) Claims, Appropriations and Contract Payments PUBLIC HEARINGS — 6:00 P.M. 8. SECOND AVENUE SE WATER MAIN RELOCATION PROJECT (LETTING NO. 3, PROJECT NO. 18-03) (a) Approve/Deny Resolution No. 14841 - Resolution Ordering Improvement and Preparation of Plans and Specifications (b) Approve/Deny Resolution No. 14842 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids 2 CITY COUNCIL AGENDA JANUARY 9, 2018 purpose o t is portion o t e agen a is to provi e the Councilwith information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 9. REVIEW OF HUTCHINSON HEALTH/HEALTH PARTNERS MERGER 10. HISTORIC HUTCHINSON ANNUAL REPORT 11. REVIEW OF CITY FORESTRY OPERATIONS 12. INTRODUCTION OF PROPOSED SIDEWALK POLICY UPDATE 13. UPDATE ON PILOT DISCUSSION UNFINISHED BUSINESS NEW BUSINESS 14. APPROVE/DENY POETRY PLAZA PROJECT 15. APPROVE/DENY EXECUTION OF SMALL CITIES DEVELOPMENT PROGRAM GRANT ADJUSTMENT 92 16. APPROVE/DENY RESOLUTION NO. 14843 — AUTHORIZATION TO EXECUTE MNDOT GRANT AGREEMENT FOR AIRPORT IMPROVEMENT EXCLUDING LAND ACQUISITION 17. APPROVE/DENY SETTING DATE FOR CITY ADMINISTRATOR ANNUAL PERFORMANCE REVIEW 18. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JANUARY 17, 2018, AT 3:30 P.M. TO REVIEW HUTCHINSON UTILITIES COMMISSION COST OF SERVICE STUDY GOVERNANCE (The purpose o t is portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items) 19. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Bicycle -Pedestrian Advisory Committee Minutes from September 20, 2017 �b) Residential Leaf Vacuum Service 2017 Annual Report c) Meeker -McLeod -Sibley Community Health Assessment and Improvement Plan NHSCELLANEOUS 20. STAFF UPDATES 21. COUNCIL/MAYOR UPDATE ADJOURNMENT CITY OF HUTCHINSON RESOLUTION NO. 14836 RESOLUTION ACCEPTING DONATION WHEREAS, the City of Hutchinson is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and bequests for the benefit of recreational services pursuant to Minnesota Statutes Section 471.17; and WHEREAS, the following person has offered to contribute the cash amount set forth below to the city: Name of Donor Amount Donation Date Theresa Gubrud $100.00 12/22/17 WHEREAS, such donation has been contributed to the City of Hutchinson as a donation to the Hutchinson Dog Park. WHEREAS, the City Council finds that it is appropriate to accept the donation offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA, AS FOLLOWS: THAT, the donation described above is hereby accepted by the City of Hutchinson. Adopted by the City Council this 9th day of January 2018. ATTESTED: Matthew Jaunich City Administrator APPROVED: Gary T. Forcier Mayor CITY OF HUTCHINSON RESOLUTION NO. 14838 RESOLUTION ACCEPTING DONATION WHEREAS, the City of Hutchinson is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts; and WHEREAS, the following person(s) has offered to contribute the cash amount set forth below to the city: Name of Donor Amount Donation Date Village Ranch Inc. $2,000.00 12/26/2017 WHEREAS, such donation has been contributed to the Hutchinson Fire department as a general donation to the department. WHEREAS, the City Council finds that it is appropriate to accept the donation offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA, AS FOLLOWS: THAT, the donation described above is hereby accepted by the City of Hutchinson. Adopted by the City Council this 9th day of January 2018. ATTESTED: Matthew Jaunich City Administrator APPROVED: Gary T. Forcier Mayor r4 PROCLAMATION Whereas: The City of Hutchinson believes connecting citizens as individuals in a common purpose is a powerful means of building a stronger community, Whereas: The City of Hutchinson believes strong communities create a stable and supportive society, Whereas: The City of Hutchinson believes citizens of all ages who feel a sense of belonging tend to lead happier and healthier lives, Whereas: The City of Hutchinson recognizes that the Heart of Hutch "One Book, One Community" choice of Kao Kalia Yang's The Song Poet expand a sense of community through a wide-ranging discussion. Now, Therefore, 1, Gary Forcier, Mayor of Hutchinson, Minnesota, do hereby proclaim the month of January 2017 as Heart of Hutch "One Book, One Community" Month IN WITNESS WHEREOF, I have hereunto set my hand this 9' day of January, 2018. Gary T. Forcier, Mayor City of Hutchinson, Minnesota HUTCHINSON CITY COUNCIL MEETING NHNUTES TUESDAY, DECEMBER 26, 2017 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy and practices, input from constituents, and other questions or information that has notyet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were Mary Christensen, John Lofdahl, and Chad Czmowski. Member absent was Steve Cook. Others present were Matt Jaunich, City Administrator, and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Czmowski, second by Lofdahl, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Hope Family Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14832 — Resolution Accepting Cash Donation from Heart of Minnesota Animal Shelter for Hutchinson Dog Park (b) Resolution No. 14833 — Resolution Accepting Cash Donation from Thomas Kennedy for Law Enforcement Memorial Park Fund (c) Resolution No. 14834 - Resolution Accepting Statue Donations from Hutchinson Lions Club for Sculpture in Lions West Park and from Amy Solinger for Fixture in Dog Park Motion by Czmowski, second by Christensen, to approve Resolution Nos. 14832, 14833 and 14834. Motion carried unanimously. PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council on items not on the current agenda. Ifyou have a question, concern or comment, please ask to be recognized by the mayor — state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speak for more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, butplease refrain from personal or derogatory attacks on individuals.) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of December 12, 2017 Motion by Christensen, second by Czmowski, to approve minutes as presented. Motion carried unanimously. CONSENT AGENDA (The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) CITY COUNCIL MINUTES DECEMBER 26, 2017 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Items for 2nd Avenue SE Water Main Relocation (Letting No. 3, Project No. 18-03) 1. Resolution No. 14830 - Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 14831 - Resolution Receiving Report and Calling Hearing on Improvement (b) Consideration for Approval of Renewing 2018 Massage License for Angel's Massage LLC (c) Consideration for Approval of Resolution No. 14829 - A Resolution Supporting the Maintenance of Local License Bureaus (d) Consideration for Approval of Issuing Short -Term Gambling License to McLeod County Pheasants Forever on March 10, 2018, at McLeod County Fairgrounds (e) Consideration for Approval of Issuing Short -Term Gambling License to Upper Midwest AC Club on July 29, 2018, at McLeod County Fairgrounds (f) Consideration for Approval of Issuing Transient Merchant License to Beth Holm for Holding Pop-up Sales at The Depot (g) Claims, Appropriations and Contract Payments Motion by Czmowski, second by Lofdahl, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE COMMUNICATIONS RE UESTS AND PETITIONS (The purpose oJ this portion oJ the agenda is to provide the Council with information necessary to craft wise policy. Includes items like monthly or annual reports and communications from other entities) UNFINISHED BUSINESS 8. APPROVE/DENY RESOLUTION NO. 14815 — RESOLUTION ADOPTING 2018 FEE SCHEDULE Matt Jaunich, City Administrator, noted that some additional questions were posed at the last Council meeting and therefore this item was tabled. Mr. Jaunich stated that staff has reviewed the areas of the fee schedule that were questioned and has provided further input on the fee schedule included in the packet. Staff is comfortable with the proposed fee schedule. He did inform the Council that Council Member Cook, who is absent this evening, had posed some additional questions via email which Mr. Jaunich had responded to. A copy of the email exchanges were distributed to the Council. Council Member Lofdahl noted that he had received comments on the WAC and SAC fees and the necessity of them. The Council expressed that this fee has remained the same for several years and feel it is fair and in line or less than what other entities charge. Motion by Czmowski, second by Christensen, to approve Resolution No. 14815. Motion carried unanimously. 2 CITY COUNCIL MINUTES DECEMBER 26, 2017 NEW BUSINESS 9. APPROVE/DENY RESOLUTION NO. 14810 — RESOLUTION ADOPTING 2018 COMPENSATION PLAN AND POSITION CLASSIFICATION TABLE AND PAY GRID Mr. Jaunich noted this is the annual compensation plan and changes from last year's plan are noted in the resolution. Some changes have been made to the performance piece of the compensation plan and will continue to be worked on over the years. This item has been reviewed by the wage committee. Council Member Cook had posed some questions to Mr. Jaunich via email and his questions were distributed to the Council this evening. Motion by Lofdahl, second by Czmowski, to approve Resolution No. 14810. Motion carried unanimously. 10. APPROVE/DENY RESOLUTION NO. 14835 — RESOLUTION ADOPTING 2018 SEASONAL/TEMPORARY COMPENSATION PLAN Mr. Jaunich noted that this plan includes the pay grid for temporary and seasonal employees. An inflationary factor has been included in the minimum wage rates and is incorporated into the pay grid. The wages are very competitive for temporary and seasonal employees. Motion by Christensen, second by Lofdahl, to approve Resolution No. 14835. Motion carried unanimously. 11. APPROVE/DENY 2018 BUDGET/LEVY ITEMS (a) Resolution No. 14819 — Resolution Approving 2018 Liquor Fund Budget Resolution No. 14820 — Resolution Approving 2018 Water Fund Budget �b) c) Resolution No. 14821 — Resolution Approving 2018 Sewer Fund Budget Resolution No. 14822 — Resolution Approving 2018 Stormwater Fund Budget �d) e) Resolution No. 14823 — Resolution Approving 2018 Refuse Fund Budget Resolution No. 14824 — Resolution Approving 2018 Compost Fund Budget �f) g) Resolution No. 14825 — Resolution Approving 2018 General Fund Budget (h) Resolution No. 14826 — Resolution Approving Final 2018 General Fund and Debt Service Fund Levy i Resolution No. 14827 — Resolution Approving Final 2018 HRA Levy Resolution No. 14828 — Resolution Approving Final 2018 EDA Levy Mr. Jaunich explained that a preliminary budget and tax levy was set in September at 3.4%. To date, the tax levy increase is proposed at 2.4%. A general fund balance will be at approximately 51% which is a healthy fund balance for 2018. No significant changes have been made since the Truth in Taxation hearing nor since the workshops last held. Mr. Jaunich noted that the finance department received a reporting excellence award for their financial reporting for the 21St straight year. Motion by Czmowski, second by Christensen, to approve Resolution Nos. 14819 — 14828. Motion carried unanimously. 12. APPROVE/DENY FIVE YEAR CAPITAL IMPROVEMENT PLAN Mr. Jaunich explained that no changes have been made since the Truth in Taxation hearing. This plan has thoroughly been vetted through staff and Council. This Plan is truly a plan and is updated on an annual basis. Motion by Czmowski, second by Christensen, to approve Five Year Capital Improvement Plan. Motion carried unanimously. CITY COUNCIL MINUTES DECEMBER 26, 2017 13. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JANUARY 9, 2018, TO DISCUSS HUTCHINSON HEALTH/HEALTH PARTNERS MERGER Mr. Jaunich noted that this workshop is being proposed as representatives from Hutchinson Health and Health Partners would like to share how they have come to this point of a merger and what plans are for the future. Motion by Czmowski, second by Christensen, to set Council workshop for January 9, 2018, at 4:00 p.m. to discuss Hutchinson Health/Health Partners merger. Motion carried unanimously. GOVERNANCE (T e purpose o t is portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 14. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS �a) City of Hutchinson Financial and Investment Report for November 2017 b) Hutchinson Housing & Redevelopment Authority Board Minutes from November 21, 2017 NHSCELLANEOUS 15. STAFF UPDATES Matt Jaunich — Mr. Jaunich noted that he and Council Member Cook met with a representative from the Elks Lodge last week regarding their liquor license and the Elks informed them that they have some challenges at the state and national level with the Lodge when it comes to converting from a club license to an on -sale intoxicating liquor license. Because of this, the Elks will renew their club license for 2018 and will be working towards converting to an on - sale intoxicating liquor license over the course of the year. They will be providing a membership roster to Mr. Jaunich to view. Mr. Jaunich was also informed that all Elks members should have their membership card on them when they are at the club. Mr. Jaunich also informed the Council that a j oint meeting with Historic Preservation has been set for January 16th at 1:30 p.m. at the Depot. Also, HUC will be hosting a presentation on their cost of service study on January 17th at 3:30 p.m. Any council members interested in attending these meetings should let Mr. Jaunich know. 16. COUNCIL/MAYOR UPDATE ADJOURNMENT Motion by Christensen, second by Lofdahl, to adjourn at 6:00 p.m. Motion carried unanimously. .19 RESOLUTION NO. 14839 APPOINTING CITY ADMINISTRATOR FOR 2018 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, the following appointment to the indicated executive office of the City of Hutchinson and compensation shall be continued as agreed upon by separate Council action: City Administrator Matthew Jaunich Adopted by the City Council this 9' day of January, 2018. Gary T. Forcier, Mayor ATTEST: Matthew Jaunich, City Administrator RESOLUTION NO. 14840 DESIGNATING OFFICIAL NEWSPAPER BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, The Hutchinson Leader be designated the official newspaper during the calendar year of 2018 for the City of Hutchinson. Adopted by the City Council this 9' day of January, 2018. Gary T. Forcier, Mayor ATTEST: Matthew Jaunich, City Administrator HUTCHINSON CITY COUNCIL Cityaf Aa L� Request for Board Action 7S Designation of Depositories of City Funds in Commercial Banks and Financial Agenda Item: Institutions Department: Finance LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency iN, Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Per state statute, each year the city must designate certain commercial banks and financial institutions as approved depositories for City funds and investments. The city currently utilizes two local banks and three investment brokers to conduct business. See attached resolution for the full list of depositories. BOARD ACTION REQUESTED: Approve Resolution #14837 designating the City's depositories for 2018. 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: N/A Remaining Cost: $ 0.00 Funding Source: N/A CITY OF HUTCHINSON RESOLUTION NO. 14837 DESIGNATION OF DEPOSITORIES OF CITY FUNDS IN COMMERCIAL BANKS AND FINANCIAL INSTITUTIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT the following named banks and institutions, which are authorized to do a banking business and act as depositories in Minnesota, be and they hereby are designated depositories of the Public Funds of the City of Hutchinson in the County of McLeod, State of Minnesota, by the City Council of said City, for the term commencing January 1, 2018, for one year: CITIZENS BANK & TRUST COMPANY, HUTCHINSON, MN FIRST MINNESOTA BANK, HUTCHINSON, MN MIDCOUNTRY BANK, HUTCHINSON, MN HOME STATE BANK, HUTCHINSON, MN WELLS FARGO, HUTCHINSON, MN WELLS FARGO ADVISORS - MINNEAPOLIS, MN OFFICE UBS FINANCIAL SERVICES INC - WAYZATA, MN OFFICE OPPENHEIMER & CO, INC - MINNEAPOLIS, MN OFFICE Upon terms and conditions following, to -wit: THAT this designation is subject to the right of said City of Hutchinson, Minnesota to modify, vacate or revoke the same according to law, and also subject to any depository agreement executed pursuant to Minnesota Statutes, Section 118.01 and Section 475.66, and THAT the City Administrator and Finance Director are authorized to sign documents authorizing transfer of City of Hutchinson funds. BE IT FURTHER RESOLVED: THAT the Finance Director of the City of Hutchinson is hereby authorized and directed to deposit in said banks and institutions in special funds to be known as "City of Hutchinson" all monies that may come into his hands. RESOLUTION NO. 14837 page 2 BE IT FURTHER RESOLVED: THAT a copy of this resolution is to be filed by the Finance Director with each of the banks and institutions so designated. Adopted by the City Council this 9th day of January 2018. Gary T. Forcier Mayor ATTESTED: Matthew Jaunich City Administrator *Any meetings that fall on a holiday are subject to change Boards and Commissions BOARD/COMMISSION MEETING DAY TIME PLACE Airport Commission Yd Thursday 5:30 p.m. Airport Bicycle -Pedestrian Adv. Yd Wednesday 2:00 p.m. City Center City Council 2nd/4th Tuesday 5:30 p.m. Council Chambers EDA Finance Team Yd Wednesday 11:30 a.m. City Center Fire Department 1St Monday 8:00 P.M. Fire Station HATS Joint Power Bd. As Needed 2:00 p.m. HATS Building HCDC/EDA Board 4th Wednesday 11:30 a.m. City Center HRA Board Yd Tuesday 7:00 a.m. City Center Hutch Downtown Assoc. Last Thursday 7:30 a.m. City Center Joint Planning Board Yd Wednesday 5:30 p.m. City Center Library Board 4th Monday 4:30 p.m. Library PRCE Advisory Board 1St Monday 5:15 p.m. City Center Planning Commission Yd Tuesday 5:30 p.m. City Center Police Commission Yd Monday 5:15 p.m. E.O.C. Public Arts Commission 2nd Thursday 3:30 p.m. City Center Resource Allocation Comm. 1St Tuesday 4:00 p.m. City Center Senior Advisory Board 4th Monday 10:00 a.m. Senior Center Utilities Commission Last Wednesday 3:00 p.m. Utilities Office *Any meetings that fall on a holiday are subject to change HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Consideration to Purchase Sensus SAAS Department: Information Technology LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: Tom Kloss Agenda Item Type: Presenter: Tom Kloss Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: In 2008, Hutchinson Utilities converted the gas and electric distribution system to the Sensus Meter Reading System. In 2015, the water meters were added to that system. Over the past 10 years, the Sensus AMI system has become a critical part of meter management. Due to costs to upgrade the existing servers and add redundancy, along with staff time required to maintain the system, staff is recommending a conversion to the Sensus hosted solution. Year one conversion cost $69,080. Water and Sewers total for year one is $23,026, while Hutchinson Utilities will be paying the remaining 2/3 of the fees. Year 1 Cost Allocation Water $11,513 Sewer $11,513 Hutchinson Utilities $46,053 Year 2 Support Water $4,000 Sewer $4,000 Hutchinson Utilities $16,000 Staff approves of the attached quote and recommends approval for purchase. BOARD ACTION REQUESTED: Approve purchasing Sensus SAAS Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: city Purchase Order Number PURCHASE REQUISITION 1 191 16"Weo Multiple Below 01/02/18 .30., Multi Check the Appropriate Box. Is Item Budgeted YES ❑ NO If not budgeted, where wi I I the money come from? .......... --- ---------- A A -O -T ........... ...... ------- .................. ING INFMA ION ------- .... .. ............. QUANTITY UNITS DESCRIPTION I UNIT PRICEI TOTAL I ISensus SAAS Conversion per quote 1 C)9,080.001 $(39,080.00 I lWater 601-4944-54315 $11,513.33 lWaste Water 602-4945-54315 $11,513.33 FIIJC 100,0000.13251 $46.05334 M" Sensus. SAAS Conversion. xIsPage 1 of 2 Core and Main Kirk Peterson 15800 VV 79th St . . ......... ........... Eden Prairie, MIN 55344AlYiiiril!ii €€;i ............... 612-202-7786 ........ .... .... ---- .............. ............. ---- ---- --- ............... -- ----------------- .............. 8065 ......... ..... ..... ---------- . ............................. . ....... ... CuMorner. ----- - - -k if onlv source available and state reason 11 Check Box .......... --- ---------- A A -O -T ........... ...... ------- .................. ING INFMA ION ------- .... .. ............. QUANTITY UNITS DESCRIPTION I UNIT PRICEI TOTAL I ISensus SAAS Conversion per quote 1 C)9,080.001 $(39,080.00 I lWater 601-4944-54315 $11,513.33 lWaste Water 602-4945-54315 $11,513.33 FIIJC 100,0000.13251 $46.05334 M" Sensus. SAAS Conversion. xIsPage 1 of 2 ASP LC e Qk WATERWORKS 1(,.rK- Bid Proposal for Hutchinson & HUC SAAS w/Logic C� HUTCHINSON UTILITIES Ho Supply Waterworks Bid Date: 02/24/2017 15800 W 79th St HD Supply Bid #: 262046 Eden Prairie, MN 55344 Phone: 952-937-9666 Fax: 952-937-8065 Seq# Qty Description Units Price Ext Price 10 1 INITIAL CHARGES -YEAR 1 EA 24,765.00 24,765.00 30 1 LOGIC SAAS BILLING INTEGRATION EA 11,100.00 11,100.00 40 1 SAAS MIGRATION FEE EA 13,320.00 13,320.00 50 1 VALIDATION & TESTING FEE EA 7,110.00 7,110.00 60 2 RF ENGINEERING SERVICES EA 1,550.00 3,100.00 230 1 PER BASE STATION EA 1,445.00 1,445.00 80 1 RNI 3.XTRAINING ONSITE EA 4,445.00 4,445.00 90 1 RNI 3.X UPGRADE EDUCATION EA 6,665.00 6,665.00 100 1 RNI LOGIC SAAS FEE -YEAR 1 EA 23,340.00 23,340.40 YEAR 1 MIGRATION TOTAL 69,080.00 130 ANNUAL FEES 150 1 RNI LOGIC SAAS FEE -YEAR 2 EA 24,050.00 24,050.00 160 1 RNI LOGIC SAA5 FEE -YEAR 3 EA 24,765.00 24,765.00 170 1 RNI LOGIC SAAS FEE -YEAR 4 EA 25,510.00 25,510.00 180 1 RNI LOGIC SAAS FEE -YEAR 5 EA 26,273.00 26,273.00 200 BELOW OPTIONAL 220 1 ALARM & MESSAGING MANAGER EA 7,220.00 7,220.00 230 1 ANNUAL MAINTENANCE FEE EA 1,445.00 1,445.00 02/24/2017 - 12:32 PM Actual taxes may vary Page 1 of 2 TERMS AND CON DIT10NS OF SALE{ "Te rms") 1. All references in this document to "Seller' shall include HD Supply, Inc. and ! or any parent, subsidiary or affiliate of HD Supply, Inc. (including any division of the foregoing) whether or not performing any or all of the scope hereunder or specifically identified herein. All references to "Buyer' shall include all parent(s), subsidiaries and affiliates of the entity placing the order. Buyer and Seller may be referred to individually as a "Party" and collectively as "Parties". 2. All sales to Buyer are subject to these Terms, which shall prevail over any inconsistent terms of Buyers purchase order or other documents. Additional or different terms and conditions in any way altering or modifying these Terms are expressly objected to and shall not be binding upon Seller unless specifically accepted in writing by Sellers authorized representative. No modification or alteration of these Terns shall result by Sellers shipment of goods following receipt of Buyers purchase order, or other documents containing additional. conflicting or inconsistent terms. There are no terms, conditions, understandings, or agreements other than those stated herein, and all prior proposals and negotiations are merged herein. These Terms are binding on the Parties, their successors, and permitted assigns_ 3. Paces on Seller website, catalogs or in Seller quotes are subject to change without notice, and all such paces expire and become invalid if not accepted within 10 calendar days from the date of issue, unless otherwise noted by Seller in writing. Price extensions if made are for Buyers convenience only, and they, as well as any mathematical, stenographic or clerical errors, are not binding on Seller. Prices shown do not include any sales, excise, or other govemmental tax or charge payable by Seller to any federal, stale or local authorily. Any taxes now or hereafter imposed upon sales or shipments will be added to the purchase price, and Buyer shall reimburse Seller for any such tax or provide Seller with an acceptable tax exemption certificate. All prices and other terms provided to Buyer shall be kept confidenlial except to the extent a Party is required by lawto disclose the same. 4. Seller shall not be liable for delay or default in delivery resulting from any cause beyond Sellers reasonable control, including, but not limited to, governmental action, strikes or other labor troubles, fire, damage or destruction of goods, wars (declared or undeclared). acts of terrorism, manufacturers' shortages, availability or timeliness of transportation, materials, fuels, or supplies, and acts of God (each a "Force Majeure Event"). Upon the occurrence of a Force Majeure Event: (a) the lime for Sellers performance shall be extended reasonably and the Parties shall adjust all affected dates accordingly; (b) the purchase price shall be adjusted for any increased costs to Seller resulting from such Force Majeure Event: and {c} Buyer shall not be entitled to any other remedy. 5. Seller is a reseller of goods only, and as such does not provide any warranty for She goods it supplies hereunder. Notwithstanding Ihis As -Is limitation, Seller shall pass through to Buyer any transferable manufacturers standard warranties with respect to goods purchased hereunder. BUYER AND PERSONS CLAIMING THROUGH BUYER SHALL SEEK RECOURSE EXCLUSIVELY FROM MANUFACTURERS IN CONNECTION W9TH ANY DEFECTS IN OR FAILURES OF GOODS. AND THIS SHALL BE THE EXCLUSIVE RECOURSE OF BUYER AND PERSONS CLAIMING THROUGH BUYER FOR DEFECTIVE GOODS, VWETHER THE CLAIM OF BUYER OR THE PERSON CLAIMING THROUGH BUYER SHALL SOUND IN CONTRACT, TORT, STRICT LIABILITY, PURSUANT TO STATUTE, OR FOR NEGLIGENCE. BUYER SHALL PASS THESE TERMS TO SUBSEQUENT BUYERS AND USERS OF GOODS. SELLER EXCLUDES AND DISCLAIMS ALL OTHER EXPRESS AND IMPLIED WARRANTIES. INCLUDING, BUT NOT LIMITED TO, ALL IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. SELLER ASSUMES NO RESPONSIBILITY WHATSOEVER FOR SELLER'S INTERPRETATION OF PLANS OR SPECIFICATIONS PROVIDED BY BUYER, AND BUYER'S ACCEPTANCE AND USE OF GOODS SUPPLIED HEREUNDER SHALL BE PREMISED ON FINAL APPROVAL BY BUYER OR BY BUYER'S RELIANCE ON ARCHITECTS, ENGINEERS, OR OTHER THIRD PARTIES RATHER THAN ON SELLER'S INTERPRETATION. TO THE EXTENT NOT PROHIBITED BY APPLICABLE LAW, IN NO EVENT, WHETHER 1N CONTRACT, WARRANTY, INDEMNITY, TORT (INCLUDING, BUT NOT LIMITED TO, NEGLIGENCE), STRICT LIABILITY OR OTHERVASE, ARISING DIRECTLY OR INDIRECTLY OUT OF THE PERFORMANCE OR BREACH OF THESE TERMS. SHALL SELLER BE LIABLE FOR (a) ANY INCIDENTAL, INDIRECT, PUNITIVE, SPECIAL, CONSEQUENTIAL OR SIMILAR DAMAGES SUCH AS LOSS OF USE, LOST PROFITS, ATTORNEYS' FEES OR DELAY DAMAGES. EVEN IF SUCH DAMAGES WERE FORESEEABLE OR CAUSED BY SELLER'S BREACH OF THIS AGREEMENT, (b) ANY CLAIM THAT PROPERLY IS A CLAIM AGAINST THE MANUFACTURER, OR (c) ANY AMOUNT EXCEEDING THE AMOUNT PAID TO SELLER FOR GOODS FURNISHED TO BUYER MICH ARE THE SUBJECT OF SUCH CLAIM(S). ALL CLAIMS MUST BE BROUGHT IMTHIN ONE YEAR OF ACCRUAL OF A CAUSE OF ACTION. 6. Buyer shall indermdy, defend, and hold Seller its officers, directors, employees and agents harmless from any and all costs (including attomeys and accountants fees and expenses), liabilities and damages resulting from or related to any third party (including Buyers empioyees) claim, complaint andlor judgment arising from Buyers use of any goods furnished hereunder, as well as any negligent, intentional, ortorfious act oromissien of Buyer or any material breach by Buyer of these Terms. 7. When goods are delivered to Buyer in Selers own vehicles, the F.O.B, point shall be Buyers designated delivery site. In all other cases the F.Q.B. point shall be Sellers store or warehouse and all responsibility and costs of shipping and delivery beyond the applicable F.O.B. point shall be bome by Buyer. Title and risk of loss shall pass to Buyer at the applicable F.O.B. point, which for goods not delivered in Sellers own vehicles shall be when Seller delivers the goods to the common tamer. All claims for shortage of goods or for loss or damage to goods as to which Seller has the risk of loss shall be waived unless Buyer, within 19 calendar days after receipt of the short or damaged shipment, gives Seger written notice fully describing the alleged shortage or damage. Partial shipments are permitted at Sellers discretion, a. Any change in product specifications. quantities, destinations, shipping schedules, or any other aspect of the scope of goods must be agreed to in writing by Seller, and may result in a price and delivery adjustrnent by Seller. No credit for goods returned by Buyer shall be given without Sellers written authorization. All returns are subject to a restocking charge. 9. Unless otherwise agreed in writing, payment terms are net 30 days from delivery, payable in United Slates of America C'U.S.") dollars. Notwithstanding the foregoing, all orders are subject to Sellers continuing approval of Buyers credit. If Buyers credit is not approved or becomes unsatisfactory to Seller then Seller, in its sole discretion, may suspend or cancel performance, or require different payment terns, including but not limited to cash on delivery or in advance of shipment. In addition, Seller may in its discretion require an advance deposit of up to 100% of Sellers selling price for any specially manufactured goods ordered by Buyer hereunder. Payments due hereunder shall be made in the form of cash, check, or money order, or other tender approved in writing by Seller. Seiler may, in its sole discrelion, appy Buyers payme,ni against any open charges. Past due accounts bear interest at the lesser of 1.5 % per month a the maximum rate permitted by applicable law, continuing aller Seller obtains judgment against Buyer. Seller may exercise setoff or recoupment to apply to or satisfy Buyers outstanding debt. Buyer shall have no right of setoff hereunder, the same being expressly waived hereby, 10. 8uyer shall nat export or re-export, directly or indirectly, all or any part of the goods or related technology obtained from Seger under [hese Temts except in accordance with applicable export laws and regulations of the U.S. Further, a Buyer that is a non -U.S. company or citizen shall similarly limit any export or re-export activity to that which would be deemed compliant with U,S. export laws and regulations if performed by a U.S. company or citizen. 11. Buyer shall pay Seller all costs and expenses of collection, suit, or other legal action brought as a result of the commercial relationship between them, including, but not limited to, all actual attomeys' and paralegals' fees, and collection costs, incurred pre -suit, through trial, on appeal_ and in any administrative or bankruptcy proceedings. Any cause of action that Seller has against Buyer may be assigned without Buyers consent to HD Supply. Inc. or to any affiliate, parent or subsidiary of HD Supply, Inc. 12. This Agreement, Buyers account, and the business relationship between Buyer and Seller shall be governed by and construed in accordance with the laws of Georgia without regard to conflicts of laws rules, and specifically excluding the UN Convention on Contracts for the International Sale of Goods. The Parties agree that any legal action arising under or related to this Agreement shall be brought in Cobb County, Georgia, and any right to object to such venue or to assed the inconvenience of such forum is hereby waived. 13. If Buyer fails to comply with these Terms, Seller may terminate or restrict any order immediately upon notice to Buyer. Buys rcertifies that it is solvent and that it wit advise Seller immediately d it becomes insolvent. Buyer agrees to send Seller written notice of any changes in the form of ownership of Buyers business within 5 days of such changes. Buyer and Seller are the only intended beneficiaries of this document, and there are no third party beneficiaries. 14, The invalidity or unenfarceabiHIy of al or part of Ihese Terms will not affect the validity or enforceability of the other terms. The parties agree to replace any void or unenforceable term with a new term that achieves substantially the same practical and economic effect and is valid and enforceable. 15. The following provisions shall survive termination, cancellation and completed performance of this Agreement as long as necessary to allow the aggrieved party to fully enforce such clauses: 5, 6, 9, 10, 11 and 12. HO Supply Terms and Conditions of Sale - Rev A0607 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Short -Term Gambling Licenses - 3M Club Department: Administration LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Y, Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The 3M Club has submitted a short-term gambling license application into administration for review and processing. The application is for two events the organization is holding on April 19 and September 29, 2018. The applicant has completed the appropriate application in full and all pertinent information has been received. BOARD ACTION REQUESTED: Approve issuing short-term gambling licenses to 3M Club on April 19 and September 29, 2018. 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: I I I Hassan Street Southeast Hutchinson, MN 55350 (320) 587-515 i/Fax: (320) 2344240 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 clays before event in order to be considered Application T e ❑ Short Term Dates !r%*� -S� rl [) �Q^ i� ' Fee: $30.00 R1onlh1Dav/Year - Month1DmllYear ArL4 f l 14roa t FR -Y S&AO Ort7anization Information m CIGtb - u -ck s r+r ttsn 3ai CS_qgs- y(r ! Name Phone Number 11-5 Ada.�, ISI-. rhN ss 3 -Se) Address where regular meeting are held city Stale 7.ip Day and time of meetings? 071!r - a? r*f -AWS p4 raa(-k a )n* P1 Is this organization organized under the laws of the State of Minnesota? yes ❑ no How long has the organization been in existence? _ 11 ow may inern bers in the organization? 1706 What is the purpose of the organization? Ey"621wef- 'Re Crea f -l' OVI In whose custody will organization records be kept? Name Phone Number R 5 Ad4- S F- &&) "6 Address cily State Zip Duty Authorized Officer of the Organization Information True Name Phone Number �e o79, 13V' 3j4-ee.+ 1 /;K4/ 55.350 Residence Address City State zip Date of Birth: COR 1 1 Place of Birth: �dlIW AW A1on1h/day/S ear City State Have you ever been convicted of any crime other than a traffic offense? ❑ yes Ano If yes, explain: -d'ido City offlurchinson Rpplicationfor Bingo Gambling Deuces License Page 2 of 3 Gambl True,Alanvee {�- Phone Number j�S! S _I 5 �= S4.. _ Gad Residence Address City State 7ip Date of Birth: A 1 d'4 / [ [ 7-6 Place of Birth: u k AA) Month1day/year City Stale Have you ever been convicted of any crime other than a traffic offense? 0 yes kno If yes, explain: How long have you been a member of the organization? me Information Location 91 Name of location where game will be played e -Ars Par. Phone Number ef is- A f► iA fi" Address of localion where game will be played City Stale Trp Date(s) and/or day(s) gambling devices will be used: - /9 .618' through 41— /9 —,C* 6� A��M;y AM Hours of the day gambling devices will be used: From ,� 4 TO 3. 30 (_ Maximum number of player: !';�-00 Will prizes be paid in money or merchandise? ❑ money a merchandise Will refreshments be served during the time the gambling devices will be used? 0 yes ill no If yes, will a charge be made for such refreshments? ❑ yes ❑ no [ Game Information II Location #2 m — me LeAdGo. T 4 r►+toot Name of location where game will he played Phone A'umber 17-0 ri'V Address of localion wherea e will be played City Slate Zip Date(s) and/or day(s) gambling devices will be used: Hours of the day gambling devices will be used: Maximum number of player: A0 pl Ullsthrough T 011?14 iff AM From 7; CZD �� To Will prizes be paid in money or merchandise? ❑ money 11 merchandise - 01 eo'+ RW e Will refreshments be served during the time the gambling devices will be used? ❑ yes ❑ no If yes, will a charee be ❑ ves ❑ 1. Officers of the Organization (ifnecessary, list additional names on separate sheet) _I Name 1-1 Title Residence Address City +-State /Zip Naoj"r F.� i3 m Cli do .Secrr�rct%r Name+ Title t le J i IYD, LO 0) Residence Address City Slate Zip Cety of Hutchinson Application for Bingo Gambling Derices License Page 3 of 3 Q -'V 0 arrej -3m e&A Name Title 1 Prwt o LA) CY bu,(4- 10 Ikkt &N Residence Address City Stale Officers or Other Persons Paid for Services Informationi necessary, list additional names on separate sheet Name Tilde Residence Address City Stale Zip A'ame Tit[e Residence Address City State �lil) A'ame Title Residence Address City State 7i 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 tg yes ❑ no Authorized Officer 0 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. /R 6)-/ 7 Signature of authorized officer of'organization Date 1al - 0 0— ® F - gambling tnanager of organization Dale Internal Use.Only City Council ❑ approved ❑ denied Notes: CHECK REGISTER FOR CITY OF HUTCHINSON CHECK DATE FROM 12/27/2017 - 01/09/2018 Check Date ------------------ 01/09/2018 Check ------------------- 199253 Vendor Name ------------------------------------------------------------- 3-D CNC, INC. Description --------------------------------------------------------------------- LEVELING PIN FOR MBR CASSETTE Amount --------------------- 2,640.00 01/09/2018 199254 A R ENGH HEATING & AIR CONDITIONING WWTP BOILER/PNEUM 2,715.00 01/09/2018 199255 A.M. LEONARD INC WHEELBARROW, SPADE 511.03 01/09/2018 199256 ACE HARDWARE VARIOUS R&M SUPPLIES 1,034.48 01/09/2018 199257 VOID 01/09/2018 199258 AMERICAN BOTTLING CO DECEMBER COST OF GOODS - LIQUOR 100.00 01/09/2018 199259 AMERICAN LEGAL PUBLISHING CORP INTERNET RENEWAL 1/17/18 - 1/17/19 395.00 01/09/2018 199260 ARCTIC GLACIER USA INC. DECEMBER COST OF GOODS - LIQUOR 224.45 01/09/2018 199261 ARNESON DISTRIBUTING CO DECEMBER COST OF GOODS - LIQUOR 696.30 01/09/2018 199262 ARROW TERMINAL LLC SHOP PARTS -STREETS 568.90 01/09/2018 199263 ARTISAN BEER COMPANY DECEMBER COST OF GOODS - LIQUOR 1,604.94 01/09/2018 199264 AUTO VALUE - GLENCOE MALE PIPE SWIVEL, O-RING BOSS, POWER WAS 402.06 01/09/2018 199265 AXON ENTERPRISE, INC. HOLSTER (3) - POLICE 184.08 01/09/2018 199266 B & C PLUMBING & HEATING INC CREEKSIDE RESTROOM: REPLACE SINK & URINAL 485.00 01/09/2018 199267 BARN YARD, THE PALLETS: 7/29 - 10/30'17 - CREEKSIDE INVENTORY 2,280.00 01/09/2018 199268 BELLBOY CORP DECEMBER COST OF GOODS - LIQUOR 152.92 01/09/2018 199269 BERGER PLUMBING HEATING AC WATER FOUNTAIN W/ BOTTLE FILLER -CIVIC ARENA 1,998.51 01/09/2018 199270 BERNICK'S DECEMBER COST OF GOODS - LIQUOR 319.30 01/09/2018 199271 BRANDON TIRE CO PARKS UNIT#032: NEW TIRE & MOUNTING 301.38 01/09/2018 199272 BREAKTHRU BEVERAGE DECEMBER COST OF GOODS - LIQUOR 6,921.81 01/09/2018 199273 VOID - 01/09/2018 199274 BUFFALO CREEK ENTERPRISES DECEMBER COST OF GOODS - LIQUOR 52.80 01/09/2018 199275 C & L DISTRIBUTING DECEMBER COST OF GOODS - LIQUOR 16,049.70 01/09/2018 199276 CARSON PATROL SHOP LLC TOW 2001 CHEVY PICKUP 200.00 01/09/2018 199277 CENTRAL HYDRAULICS VARIOUS R&M SUPPLIES 133.25 01/09/2018 199278 CENTRAL MCGOWAN GLOVES, SLEEVES 28.84 01/09/2018 199279 CHEMISOLV CORP FERRIC CHLORIDE 38%- SEWER PLANT 4,517.30 01/09/2018 199280 CHEP RECYCLED PALLET SOLUTIONS LLC CREEKSIDE INVENTORY ITEM 5,437.12 01/09/2018 199281 CITICARGO & STORAGE CO, INC. BURN CONTAINER - FIRE TRAINING SITE 1,480.00 01/09/2018 199282 CREEKSIDE SOILS BITCON DOG PARK/ COMPOST VETS PARK 239.06 01/09/2018 199283 CROW RIVER AUTO & TRUCK REPAIR POLICE 2014 CAPRICE SERVICING 121.78 01/09/2018 199284 CROW RIVER WINERY DECEMBER COST OF GOODS - LIQUOR 940.21 01/09/2018 199285 CZECH, RANDY REIMB WINTER BOOTS 3 YR 124.99 01/09/2018 199286 DOMINO'S PIZZA 25 LARGE PIZZAS FOR SENIOR CENTER FUNCTION 187.64 01/09/2018 199287 DYNA SYSTEMS PIPE WRENCH, DRILL BIT- HATS FACILITY 33.57 01/09/2018 199288 EBERT, INC. PAY APPLICATION #9 - ENTERPRISE CENTER 53,384.10 01/09/2018 199289 ELECTRO WATCHMAN 2018 MONITORING SERVICE - CITY FACILITIES 22,217.55 01/09/2018 199290 ELK RIVER COMPOSTING INC CONTRACTED COMPOST: SEPT 5TH - NOV 30'17 25,346.40 01/09/2018 199291 EMERGENCY AUTOMOTIVE TECH EQUIPMENT FOR NEW SQUADS 2 & 6 1,430.16 01/09/2018 199292 EMERGENCY RESPONSE SOLUTIONS LLC FIRE DEPARTMENT SCBA REPLACEMENT PROJECT 70,520.76 01/09/2018 199293 EMPIRE PIPE SERVICES PIPE CLEAN & TELEVISE - SCHOOL ROAD 8,235.00 01/09/2018 199294 EMPLOYMENT RESOURCE CENTER TEMPORARY STAFFING - CREEKSIDE 2,902.14 01/09/2018 199295 FARM -RITE EQUIPMENT ST 592: FILTERS -STREETS DEPT 105.98 01/09/2018 199296 FASTENAL COMPANY VARIOUS R&M SUPPLIES 450.98 01/09/2018 199297 FIRST CHOICE FOOD & BEVERAGE SOLUTI COFFEE FOR CITY CENTER 166.20 01/09/2018 199298 FORKLIFTS OF MINNESOTA INC ANNUAL INSPECTIONS - HATS FORKLIFTS 697.80 01/09/2018 199299 G & K SERVICES MATS, SHOPTOWELS, HANDCLEANER, AIFRESH 275.69 01/09/2018 199300 GEB ELECTRIC INC LIGHTING REPAIRS AT REC CENTER 75.00 01/09/2018 199301 GEMPLER'S INC LEAF/LITTER BAGS - PARKS DEPT 204.00 01/09/2018 199302 GOODPOINTE TECHNOLOGY 2018 MANAGEMENT SOFTWARE COST 6,470.00 01/09/2018 199303 GRAINGER VARIOUS R&M SUPPLIES 1,306.56 01/09/2018 199304 GRANITE ELECTRONICS, INC. PAGERS: MINITOR VI SINGLE FREQ -FIRE DEPT 3,544.00 01/09/2018 199305 HAATAJA, PHIL REFUND DAMAGE DEPOSIT - EVENT CENTER 250.00 01/09/2018 199306 HACH COMPANY VARIOUS CHEMICALS -WATER PLANT 801.19 01/09/2018 199307 HART'S AUTO SUPPLY CAPRICE FRONT ROTOR & PAD 190.00 01/09/2018 199308 HILLYARD/HUTCHINSON VARIOUS CLEAN ING/JAN ITORIALSUPPLIES 75.98 01/09/2018 199309 HJERPE CONTRACTING REPAIR STORM SEWER BEHIND 1437 S FORK RD 1,766.00 01/09/2018 199310 HOHENSTEINS INC DECEMBER COST OF GOODS - LIQUOR 218.00 01/09/2018 199311 HOTSYMINNESOTA.COM KIT CHECK VALVE, PLUG MANIFOLD - SEWER 22.16 01/09/2018 199312 HP INC HP ELITEDESK 800 COMPUTERS - HUC & SEWER 4,496.88 01/09/2018 199313 HUTCH CAFE FELLOWSHIP DINNERS - SENIOR CENTER 785.67 01/09/2018 1199314 1 HUTCHINSON CO-OP TIRE REPAIRS - SEWER, STORM WATER, STREETS 253.61 CHECK REGISTER FOR CITY OF HUTCHINSON CHECK DATE FROM 12/27/2017 - 01/09/2018 Check Date ------------------ 01/09/2018 Check ------------------- 199315 Vendor Name ------------------------------------------------------------- HUTCHINSON CONVENTION & VISITORS BU Description --------------------------------------------------------------------- NOV 2017 LODGING TAX Amount --------------------- 6,421.89 01/09/2018 199316 HUTCHINSON HEALTH CARE JAN 2018 CAM - EVENT CENTER / PLAZA 15 2,277.99 01/09/2018 199317 HUTCHINSON WHOLESALE #1550 VARIOUS R&M SUPPLIES 171.15 01/09/2018 199318 HUTCHINSON YOUTH BASKETBALL ASSN REIMB OF FEES FOR TRAVEL 3RD & RTH GRADE 705.00 01/09/2018 199319 HUTCHINSON, CITY OF Storm Drainage 10/1-10/31'17 9,533.22 01/09/2018 199320 HUTCHINSON, CITY OF REPLENISH ATM AT CITY CENTER 5,000.00 01/09/2018 199321 INTERSTATE BATTERY SYSTEM MINNEAPOL SHOP PARTS 1,967.24 01/09/2018 199322 JACKSON MANUFACTURERS COMPANY, INC LIGHT DUTY SPRING KIT- LIBRARY R&M 95.00 01/09/2018 199323 JEFFERSON FIRE & SAFETY INC FOAM: FIREADE 2000 A/B FOAM 5 GAL PAIL 990.00 01/09/2018 199324 JJ TAYLOR DIST OF MN DECEMBER COST OF GOODS - LIQUOR 9,164.95 01/09/2018 199325 JOHNSON BROTHERS LIQUOR CO. DECEMBER COST OF GOODS - LIQUOR 18,356.70 01/09/2018 199326 JUUL CONTRACTING CO MOVE SNOW @ ENTERPRISE CENTER 97.50 01/09/2018 199327 KENNEDY & GRAVEN CHARTERED SMALL CELL ORDINANCE - LEGAL DEPT 170.00 01/09/2018 199328 KERI'S CLEANING DECEMBER CLEANING - LIQ, C.C., LIBRARY, FIRE 3,344.00 01/09/2018 199329 KONERZA, STACY DJ NIGHT -SENIOR CENTER FUNCTION 100.00 01/09/2018 199330 KOSEK, JEFF 2017 RETAINER SNOW REMOVAL 900.00 01/09/2018 199331 KRIS ENGINEERING SNOW PLOW BLADE PARTS 147.24 01/09/2018 199332 L & P SUPPLY CO VARIOUS PURCHASES 916.15 01/09/2018 199333 LEAGUE OF MN CITIES 2018 LEADERSHIP CONF: S. COOK & J. LOFDAHL 450.00 01/09/2018 199334 LEAGUE OF MN CITIES -INS TRUST 3RD QTR INSURANCE PREMIUMS (1/1-3/31/18) 56,657.00 01/09/2018 199335 LIESTMAN,CALYN REIMB: MILEAGE TO BANKJULY TO DEC 2017 55.11 01/09/2018 199336 LOCATORS & SUPPLIES GLOVES, LINED WRISTS 311.93 01/09/2018 199337 LOCHER BROTHERS INC DECEMBER COST OF GOODS - LIQUOR 13,293.35 01/09/2018 199338 MANUFACTURING INFORMATION SYSTEMS I ANNUAL RENEWAL: 1/15/18 - 1/15/19 1,485.00 01/09/2018 199339 MARK BETKER CONSTRUCTION LLC OFFICE RESTROOM REPAIRS - CREEKSIDE 651.35 01/09/2018 199340 MCLEOD COUNTY COURT ADMINISTRATOR BAIL: L AAGAARD 200.00 01/09/2018 199341 MEDIAWORKS ADVERTISING SOLUTIONS 2018 ADVERTISING FOR LIQUOR HUTCH 2,700.00 01/09/2018 199342 MEDICA January Medical Insurance 139,897.34 01/09/2018 199343 MENARDS HUTCHINSON CASSETTE REPLACEMENT -AC2 GREEN TREATED 2,282.52 01/09/2018 199344 MINNEAPOLIS, CITY OF NOV 17 APS TRANSACTION FEES 37.80 01/09/2018 199345 MINNESOTA COUNTY ATTORNEY ASSN 2012 FORFEITURE FORMS 33.00 01/09/2018 199346 MINNESOTA DEPT OF HEALTH STATE PERMITS FOR CONCESSIONS - PARK & REC 1,580.00 01/09/2018 199347 MINNESOTA VALLEY TESTING LAB TESTING -SEWER PLANT 1,094.00 01/09/2018 199348 MORGAN CREEK VINEYARDS DECEMBER COST OF GOODS - LIQUOR 84.00 01/09/2018 199349 MOTION INDUSTRIES INC PARTS FOR BAGGING LINE 93.80 01/09/2018 199350 MWOA 2 YEAR RENEWAL - MN WASTEWATER OPER ASSN 150.00 01/09/2018 199351 NORTH AMERICAN SAFETY INC T-SHIRTS, VESTS - PARKS 390.00 01/09/2018 199352 NORTHERN BUSINESS PRODUCTS VARIOUS OFFICE SUPPLIES 679.60 01/09/2018 199353 NORTHERN SAFETY & INDUSTRIAL GLOVES - PUBLIC WORKS 84.56 01/09/2018 199354 NORTHERN STATES SUPPLY INC SHOP PARTS - STREETS 94.92 01/09/2018 199355 OFFICE OF MN IT SERVICES NOV 2017 SERVICES - DMV 165.00 01/09/2018 199356 PEOPLEREADY INC TEMPORARY STAFFING - CREEKSIDE 1,690.80 01/09/2018 199357 PHILLIPS WINE & SPIRITS DECEMBER COST OF GOODS - LIQUOR 21,633.01 01/09/2018 199358 PLUNKETTS PEST CONTROL GENERAL PEST CONTROL PROGRAM 109.75 01/09/2018 199359 POSTMASTER POSTAGE FOR UTILITY BILLS 1,600.00 01/09/2018 199360 PRINTERS SERVICE INC 77" ICE KNIFE SHARPENING - CIVICARENA 120.00 01/09/2018 199361 PRO AUTO MN INC. FORD INTERCEPTOR: OIL CHANGE 11.95 01/09/2018 199362 QUADE ELECTRIC LAMPS FOR HATS 38.00 01/09/2018 199363 R & R EXCAVATING L2P17-02 11/14-12/18'17 97,026.41 01/09/2018 199364 RAMAKER & ASSOCIATES INC 2018 CEMETERY SOFTWARE CHARGE 1,950.00 01/09/2018 199365 RAMSTAD TECHNOLOGIES LLC PANEL, PREP INSTALL- ENTERPRISE CENTER 3,530.00 01/09/2018 199366 RATH RACING INC ENGINE 2 -PASSENGER SIDE COMPARMENT 489.79 01/09/2018 199367 RUNNING'S SUPPLY VARIOUS R&M SUPPLIES 1,524.08 01/09/2018 199368 SHORT-ELLIOT-HENDRICKSON, INC SANITARY SEWER COLLECTION SYSTEM ANALYSIS 4,752.00 01/09/2018 199369 SOIL CONTROL LAB LUTHENS MANURE #2, SAMPLE TESTING 1,047.00 01/09/2018 199370 SOUTHERN WINE & SPIRITS OF MN DECEMBER COST OF GOODS - LIQUOR 11,137.77 01/09/2018 199371 STANDARD PRINTING -N -MAILING VARIOUS OFFICE SUPPLIES 693.48 01/09/2018 199372 STAPLES ADVANTAGE VARIOUS OFFICE SUPPLIES 311.71 01/09/2018 199373 SUPERIOR JETTING HIGH PRESSURE JETTING PILOT -WATER 1,475.00 01/09/2018 199374 TASC February 2018 Flex Adm. Fees 111.60 01/09/2018 199375 TITAN MACHINERY STWT#879: SHIELD, WEAR LINER 1,581.01 01/09/2018 1199376 TRI-STATE BOBCAT ST 618: FILTER, FUEL 189.59 CHECK REGISTER FOR CITY OF HUTCHINSON CHECK DATE FROM 12/27/2017 - 01/09/2018 Check Date ------------------ 01/09/2018 Check ------------------- 199377 Vendor Name ------------------------------------------------------------- UNCLE CHARLIE'S FLOWERS II Description --------------------------------------------------------------------- DELIVERY TO NEW ULM HOSP: ASHLEY WIELAND Amount --------------------- 83.25 01/09/2018 199378 UNUM LIFE INSURANCE CO OF AMERICA January Life Insurance 2,253.18 01/09/2018 199379 US BANK EQUIPMENT FINANCE JANUARY COPIER CHARGE - CITY CENTER 432.02 01/09/2018 199380 VERIZON WIRELESS NOV24-DEC23'2017 CELL PHONES 3,217.51 01/09/2018 199381 VIKING BEER DECEMBER COST OF GOODS - LIQUOR 18,758.95 01/09/2018 199382 VIKING COCA COLA DECEMBER COST OF GOODS - LIQUOR 515.02 01/09/2018 199383 VIKING SIGNS & GRAPHICS INC DOG PARK SIGNS / HATS SHOP SIGNS 1,235.00 01/09/2018 199384 VINOCOPIA INC DECEMBER COST OF GOODS - LIQUOR 658.92 01/09/2018 199385 VIVID IMAGE ANNUAL SAFE & SOUND WEBSITE HOSTING & UP 720.00 01/09/2018 199386 VON BERGE-JACKSON, ASHLEY REFUND DAMAGE DEPOSIT- EVENT CENTER 300.00 01/09/2018 199387 WASTE MANAGEMENT OF WI-MN REFUSE DISPOSAL DEC 1ST- 15TH 4,989.54 01/09/2018 199388 WINE MERCHANTS INC DECEMBER COST OF GOODS - LIQUOR 1,999.81 01/09/2018 199389 CARD SERVICES VARIOUS CASH WISE PURCHASES 347.76 01/09/2018 199390 QUAST, TERRY & JULIE UB refund for account: 1-924-2890-1-00 73.68 01/05/2018 199391 NCPERS PAYROLL I2/17/17-12/30/17 368.00 01/05/2018 199392 HART PAYROLL I2/17/17-12/30/17 662.21 01/05/2018 EFT618 EFTPS PAYROLL I2/17/17-12/30/17 69,012.72 01/05/2018 EFT619 Child Support PAYROLL 12/17/17 - 12/30/17 814.49 01/05/2018 EFT620 MN Dept of Revenue PAYROLL 12/17/17 - 12/30/17 12,470.40 01/05/2018 EFT621 PERA PAYROLL I2/17/17-12/30/17 48,398.93 01/05/2018 EFT622 TASC-Flex PAYROLL I2/17/17-12/30/17 1,816.06 01/05/2018 EFT623 TASC-H S A PAYROLL 12/17/17 - 12/30/17 12,626.94 01/05/2018 EFT624 ICMA PAYROLL 12/17/17 - 12/30/17 2,279.12 01/05/2018 EFT625 VOYA PAYROLL I2/17/17-12/30/17 990.00 01/05/2018 EFT626 MNDCP PAYROLL 12/17/17 - 12/30/17 305.00 Total - Check Disbursement 1 878,453.00 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Public Hearing for 2nd Avenue SE Water Main Relocation Project (D/P18-03) Department: PW/Eng LICENSE SECTION Meeting Date: 1/9/2018 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff Public Hearing Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: As previously discussed at the December meeting of the City's Resource Allocation Committee, it has been determined by the Minnesota Department of Natural Resources (MnDNR) that directional boring is the preferred installation method for the City to relocate a water main from the existing bridge structure to beneath the South Fork of the Crow River stream bed. With City staff anticipating that construction costs relative to this implementation will exceed $100,000 (public bid requirement threshold), we have prepared formal plans and specifications for the necessary bidding process (currently occurring). Thus, we are also administering a Public Hearing for this improvement similar to all publicly bid City infrastructure projects. However, please note that this project will be funded by the City's Water Utility and will not be funded by any amount of bonding proceeds or special assessments. Following a brief project overview by City staff and potential public comments, staff will request that the City Council move forward with the final preparation and approval of project plans/specifications. The scheduled bid opening date is Wednesday, January 10th (11:00 AM). BOARD ACTION REQUESTED: Approval of Resolutions Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 151,250.00 Total City Cost: $ 151,250.00 Funding Source: Water Utility Funds Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14841 RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS LETTING NO. 3/PROJECT NO. 18-03 WHEREAS, a resolution of the City Council adopted the 26th day of December 2017, fixed a date for a Council Hearing on the following improvements: 2nd Avenue SE: Relocation of existing watermain from bridge structure to subsurface installation (river crossing). NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the resolution adopted the 26th day of December 2017. 3. Such improvement has no relationship to the comprehensive municipal plan. 4. Kent Exner is hereby designated as the engineer for this improvement. The engineer shall prepare plans and specifications for the making of such improvement. 5. The City Council declares its official intent to reimburse itself for the costs of the improvement from the proceeds of tax exempt bonds. Adopted by the Council this 9th day of January 2018 Mayor: Gary Forcier City Administrator: Matthew Jaunich RESOLUTION NO. 14842 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS LETTING NO. 3/PROJECT NO. 17-03 WHEREAS, the Director of Engineering/Public Works has prepared plans and specifications forthe following described improvement: 2nd Avenue SE: Relocation of existing watermain from bridge structure to subsurface installation (river crossing) NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby approved. 2. The Director of Engineering/Public Works shall prepare and cause to be inserted in the official newspaper, the City of Hutchinson Web -Site and in Finance and Commerce, an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for three weeks, shall specify the work to be done, shall state that bids will be received by the Director of Engineering/Public Works until 11:00 am on Wednesday, January 10th, 2018, at which time they will be publicly opened in the Council Chambers of the Hutchinson City Center by the City Administrator and Director of Engineering/Public Works, will then be tabulated, and the responsibility of the bidders will be considered by the Council at 6:00 pm on Tuesday, January 23rd, 2018 in the Council Chambers of the Hutchinson City Center, Hutchinson, Minnesota. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Director of Engineering/Public Works and accompanied by cash deposit, cashier's check, bid bond or certified check payable to the City of Hutchinson for 5 percent of the amount of such bid. Adopted by the Hutchinson City Council this 9th day of January 2018. Mayor: Gary Forcier City Administrator: Matthew Jaunich HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Review of Hutchinson Health/Health Partners Merger Department: Administration LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Dr. Steve Mulder Reviewed by Staff Communications, Requests Time Requested (Minutes): 15 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: Following our workshop meeting on Tuesday, Dr. Mulder will be giving a summary presentation at the regular council meeting on the merger between Hutchinson Health and HealthPartners. This will be done to reach a different audience from those who may tune into the workshop. BOARD ACTION REQUESTED: No action required. Discussion/Presentation only. 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 CityafA Request for Board Action Agenda Item: Historic Hutchinson Annual Report Department: Administration LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Jim Fahey Reviewed by Staff Communications, Requests Time Requested (Minutes): 10 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: Jim Fahey has asked to address the City Council to give an annual update on Historic Hutchinson. BOARD ACTION REQUESTED: No action required. Discussion/Presentation only. 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 CityafA Request for Board Action Agenda Item: City Forestry Operations Department: Public Works LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff Communications, Requests Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: This agenda item is intended to provide basic information regarding City Forestry Operations. There is a presentation attached, along with an updated EAB policy document. The last update of Forestry operations was done in April. Based upon conversations in April, the goal for the Forestry Diversification Program (FDP) increased from 20 trees to 40 trees. There were 30 FDP trees identified in 2017. This is below the goal, but considering additional efforts required to complete the recent DNR planting grant, this represented 10 additional trees than had been planned for early last year. Since April, we have learned EAB is as close to us as Eden Prairie, 47 miles from Hutchinson. In 2018, there will be no planting grant, so additional focus can be placed on FDP trees. Public Works staff will be present to address any issues regarding Forestry Operations. BOARD ACTION REQUESTED: None. Review of City Forestry Operations 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: City of Hutchinson Public Works Forestry operations This time of year, forestry -related activities are focused on pruning and removals. This report is intended to give the City Council some insight into activities conducted as part of the City's Urban Forestry program. Forestry Operations Goal of urban forest maintenance • Establish and maintain tree cover. • Maintain healthy trees using best practices. • Establish species and age diversity goals to guide operations. • Promote conservation of trees. • Select, site, and maintain street trees to maximize benefits and minimize hazards, nuisances, and maintenance costs. • Centralize tree management under a qualified arborist. • Promote efficient, cost effective management. • Foster community support for the urban forest, encourage good management on private properties. • Address tree -related conflicts. Most people recognize the value of a healthy urban forest. For nearly 40 years, the City of Hutchinson has been at the forefront of managing and maintaining its urban forest. Taking care of the urban forest makes sense for a lot of reasons. A tree's greatest value is when the tree is healthy and maturing or mature. The practices we use keep in mind the goal of getting as many trees as possible to their greatest value as healthy, maturing or mature trees. Guidelines address species diversity, conservation, and site selection and practices at every stage of life for trees. Management always requires qualified, dedicated people, who have an eye to providing services that are cost effective. The urban forest has always been supported by residents, and efforts are outlined that will hopefully maintain or even improve the support residents give to the program. Tree owners are regularly provided with information to help them best manage their trees and Forestry staff can be a sounding board to address any tree -related issues. Forestry operations • Urban Forest Maintenance Program — Outlines goals and objectives, establishes priorities, and identifies program components • Approved Species Lists — One list for general planting — One list for approved boulevard tree species • Boulevard Tree Engineering Criteria — Identifies criteria for boulevard trees • Urban Forestry Metrics — Identifies items to measure as part of the program There are four main documents we use to manage the urban forest. 1. Urban Forest Maintenance Program. Contains a description of the program, where it applies, identifies the City's priorities and gets into some detail about the various components of the program. 2. Approved Species List. An up-to-date list can be found on the City's website. There's a list of trees that generally do well in Hutchinson. Anyone can use this to help them select trees with a higher likelihood of being healthy in Hutchinson. Trees approved for use within rights-of-way are selected for specific characteristics that improve the likelihood of long-term, healthy growth in boulevards. 3. Boulevard Tree Engineering Criteria. This document identifies tree spacing and size selection as they relate to other public infrastructure that is located within rights-of- way. The goal is to mitigate potential conflicts that may result in a tree not being able to grow to healthy maturity . 4. Urban Forestry Metrics. This document identifies the things we measure on a regular basis within urban forestry to ensure we are providing high quality service. 3 Forestry operations • Operations Plant • Development, energy, diversification, grants, and replacements — Prune • Pruning by staff, winter pruning, contract pruning — Manage diseases/infestations • Dutch Elm, Bur Oak Blight, Emerald Ash Borer — Remove • Removals by staff, contract removals, stump removal In general, working with trees involves the basic steps of planting, pruning, managing diseases and/or infestations, and removals. There are several ways to address the urban forest at these various stages within a tree's life. A combination of City staff and contractors are used to address various issues during a tree's life -cycle. 9 Tree inventory • Tree inventory Boulevard trees 8,202 Park trees 3,993 Cemetery trees 778 School trees 657 Other 338 1 3, 948 There is almost one publicly owned tree for each resident in the City. The majority of trees are found on boulevards and in parks, but there are also a significant amount located on public facilities, such as the cemetery and at schools. In Hutchinson, maple and ash species are the two most common species, accounting for just over one-third of all the trees. In years following the devastation of Dutch Elm disease that started in the late 1970's, cities generally planted a lot of maple and ash trees, the most common being sugar maples, silver maples, and green ash trees. Since then, arboricultural science has improved. Now the recommendation is to diversify species so no one species represents more than 10% of the total population of an urban forest. This recommendation is in place to ensure tree health and to limit the future impact of any disease or infestation that would affect specific tree species. For many years the City of Hutchinson has been working to reduce the number of maple and ash trees in the City, to include diversifying the species of maple trees used. Through the use of grants and managing new and replacement plantings, over the last ten years, the number of "other" species has increased almost 15%. 0 Tree Species • Maple 18% • Ash 16% • Oak 9% • Linden 8% • Hackberry 8% • Elm 7% • Others <5°% 34% In Hutchinson, maple and ash species are the two most common species, accounting for just over one-third of all the trees. In years following the devastation of Dutch Elm disease that started in the late 1970's, cities generally planted a lot of maple and ash trees, the most common being sugar maples, silver maples, and green ash trees. Since then, arboricultural science has improved. Now the recommendation is to diversify species so no one species represents more than 10% of the total population of an urban forest. This recommendation is in place to ensure tree health and to limit the future impact of any disease or infestation that would affect specific tree species. For many years the City of Hutchinson has been working to reduce the number of maple and ash trees in the City, to include diversifying the species of maple trees used. Through the use of grants and managing new and replacement plantings, over the last ten years, the number of "other" species has increased almost 15%. 0 Tree Disease/Infestation • Dutch Elm Disease — Still on issue, resulted in 4 removals this year. • Bur Oak Blight — Still an issue, started to remove trees because it this year. • Maples — Stem girdling, results in dieback in top, center. • Emerald Ash Borer — So far, so good. Planning that it will affect Hutchinson in the future. Dutch Elm Disease is still around and still affects trees in the City each year, both public and private. In 2017, there were 4 removals related to Dutch Elm Disease. Bur Oak Blight is a disease that has affected a number of trees in the City. The characteristic symptoms include losing leaves early in the season, compared to other, healthy bur oak trees. We have treated some key trees using chemicals to help mitigate some symptoms of bur oak blight. Many removals in recent years have been of maple trees and ash trees. Maples can be affected by die back in the top center. Any species can be affected by stem girdling. Stem girdling is caused by roots growing around the tree trunk, which end up 'strangling' the tree by blocking off routes for nutrients and water. Emerald Ash Borer is in Minnesota, but has been generally contained to areas within the Twin Cities and along the Mississippi River in southeastern Minnesota. However, EAB is as close to us as Eden Prairie (47 miles). City staff receives regular updates from the MN Department of Agriculture and the MN Department of Natural Resources on the progress of this pest in Minnesota. In the City's response plan, which will be discussed later, when the pest gets into a neighboring County, certain phases of the plan are triggered. 7 Planting • 2018 Planting (PROPOSED) Development 56 Energy 120 Diversification 40 Replacement 50 Tota 1 266 (-24%) For 2018, fewer trees will be planted compared to last year, which closed out a DNR grant used in 2016 and 2017. The biggest increase is anticipated in "Development" trees. This number is anticipated to rise significantly, considering additional development taking place throughout the City, including commercial, multi -family and residential properties. Planting • 2017 Planting Development 44 Energy 161 Diversification 33 *(3 = grant; 30 = FDP) Grant 75 Replacement 36 Total 349 This past season several planting programs used by the City including: Development trees —These trees are paid for as part of building permits or development agreements. This program ensures adequate boulevard trees are available and has a significant, positive impact to developments that generally don't have a lot of trees in them to begin with. Energy trees — For over 20 years, Hutchinson Utilities and the City have maintained a unique relationship to plant trees, mostly on private property. These trees provide long- term energy conservation by shading south and west sides of buildings and cooling system condensers. Forestry Diversification Program — Part of funds being set aside for tree diseases/infestations are used to proactively remove and replace trees. 3 trees were addressed by the grant, and 30 others trees were identified for 2017, which is below the goal of 40 trees per year established in April of this year. Grants — Whenever grant programs line up with program goals and objectives, the City applies. The City has received three significant grants within the last 8 years, the last of which was completed in 2017, with 75 plantings. Replacements — Whenever feasible, boulevard trees are replaced within one season after their removal. 4 Pruning • 2016-2017 Pruning 2016 trees pruned: 1,797 13% 2017 trees pruned to -date: 1,147 8% 2017 ponds pruned: 23 Equivalent annual cycle: 12 years Taking care of nearly 14,000 trees is a lot of work, particularly when it comes to pruning. Pruning is critical to the health of the tree and promotes healthy long-term growth. Beginning in January, the focus of crews will be to prune boulevard trees. This work will continue into the early spring, but is subject to weather conditions and other necessary duties. Properly pruned trees are less likely to have physical defects that weaken the tree. They are much less likely to be damaged during severe weather. The number of calls for brush and limbs blown down during windstorms has dropped dramatically over the last 20 years. The ideal timeframe for pruning is about every 5-7 years. Last year we were able to hit an average of 12 years. The volume of mature tree pruning and snow removal & ice control events affect how much pruning can be done in the winter. New trees are monitored for their first five years, including evaluations, light pruning, remove staking materials, and reporting back to the arborist with any issues found. This year 23 water treatment ponds were pruned. We plan to work on ponds between the end of the leaf vacuum season and Christmas each year, provided weather conditions are suitable. 10 Removals By Contract 38 By city staff 38 Disease/infestation 4 (DED) 2017 removals 80 There comes a time in every tree's life where the only reasonable thing to do is to remove the tree. City staff removes most trees that are less than 24" in diameter. In general, only larger, more difficult trees are removed by contractors. Trees removed because of Dutch Elm Disease were talked about earlier and include both publicly owned and privately owned trees. 11 Storm Damage/Emergencies • lune 11, 2017 — Relatively significant wind damage required removals, pruning, and brush cleanup. There was only one windstorm that caused significant tree damage this past year. On June 11, there was a storm accompanied by high winds. City staff were involved with cleaning up, removing trees, pruning damaged limbs, and removing brush from well over 60 separate sites. 12 Emerald Ash Borer Response Plan • Updated in January 2017 • Includes pesticide treatment of key trees within an 800 meter grid. • Focuses on public safety and mitigating potential damage to property. • EAB policy attached, updated for 2018. City staff continues to monitor federal, state, and industry sources to learn how to best manage an EAB infestation. Most recently, we updated our response plan based on industry best practices that include identifying which key trees would receive pesticide treatments, ensuring one key tree lies within an 800 meter grid laid over existing ash trees. This practice has shown that treating a key tree within an 800 meter grid will have a significantly positive impact on the spread of EAB. The primary concerns of an EAB infestation relate to public safety and mitigating potential property damage. Ash trees, in particular, become hazardous in a very short time after they die. In some cases, it can become be unsafe to remove dead ash trees using traditional methods, and they must be removed using specialized equipment. The response plan intention is to safely extend the period that removals need to be done over the longest period of time possible. This will have the greatest positive impact on the available resources necessary for removal and replacement of affected ash trees. The removal/replacement price tag has been estimated at just over $1.5M over a 15 year period, with the majority of the costs coming in years 11-15. 13 Finances • Urban Forest Revenues • General funds — Some general funds and fees are used for forestry programs. It is likely additional funds may be needed for EAB management to offset removal & replacement costs. ■ Grants — HUC energy tree grant is $30,000. We have also utilized other forestry - related grants, on average, every other year for the last S years. • Chapter 429 assessments — Boulevard tree planting area recognized public improvement able to be specially assessed to abutting property owners. The care of trees can also be assessed, but historically has not been done. • Donations — Volunteer labor, cash or other in-kind donations from private groups are regularly used for planting trees. A variety of revenue sources are used to fund urban forest programs. General funds and fees represent a relatively small amount of the revenue, while grants tend to represent a significant amount of revenue. There may be some need in the future to consider fees or other additional funds, particularly if revenues are not adequate to remove/replace trees during an infestation. Including trees as part of improvement projects allows the use of GO Bonds and Assessments to offset the cost of trees. While other tree -related costs are eligible to be specially assessed, it has not historically been the City's policy to assess these types of costs. Every year there are a number of volunteers that help out with tree planting. Volunteers have also helped with inventories and general health assessments. Volunteers, who serve on a regular basis are an important component of the urban forest program and their efforts result in significant monetary savings each year. 14 Finances • Urban Forest Expenditures ■ Labor - City staff - Arborist, Operators, and seasonal staff. • Tree stock - Bare root, ball/burlap, and potted trees. * Equipment - Two boom trucks, one 1 -ton chipper truck, one brush chipper, one single -axle dump truck, one light truck and one trailer. - Saws, pruners, power tools, hand tools and supplies. Contractual - Contract -Removals, pruning and stump removal. Labor costs for the urban forest program are significant, as most work is done by one Arborist and operators from Parks & Public Works. Each summer there are also a couple of seasonal staff. Tree stock is purchased, depending upon the need, in a variety of ways. Bare root stock is the least expensive. Purchasing ball/burlap and potted trees becomes necessary in some cases based on the size of the tree, or for specific species. There are two boom trucks, a 1 -ton truck with a chipper box, a brush chipper, a single -axle dump truck, a skid steer loader, one light truck and a trailer used in forestry operations. Wheel loaders and other trucks are also used on an as -needed basis. A number of small power tools and hand tools are also necessary to provide forestry services. They are generally rotated on a 2 to 3 -year cycle, since it is critical that these tools remain reliable. Most contractual maintenance is performed for tree removals (usually large trees over 24" in diameter), pruning (to augment pruning efforts by staff), or for stump removal and restoration. 15 Emerald Ash Borer (EAB) Management Plan City of Hutchinson January, 2018 Purpose The purpose of this management plan is to address what likely will be an eventual infestation of EAB in the City of Hutchinson's urban forest. The goal of this plan is to slow the spread of the infestation through public education, inspection, and strategic management. By refining and maintaining efforts begun in the early 2000's, the hope is to mitigate the disruption of an EAB infestation to the urban forest to the extent possible. Creating awareness of EAB will help to detect infestations and their spread as early as possible and to stretch the costs associated with an infestation over as long a period of time as possible. Applicability This plan is applicable to rights-of-way and publicly owned trees. Removal orders for infested trees on private properties may be necessary when infestations result in specific public hazards, negatively affect public land and/or threaten the overall health of Hutchinson's urban forest. Administration The Public Works Manager and Arborist will implement and oversee this plan, implementing components of the plan with support from others in Public Works and the Parks, Recreation & Community Education departments. EAB Background EAB is non-native beetle that causes widespread decline and death of ash trees. EAB, in its larval stage, feeds on plant tissues between the bark and sapwood, disrupting the transport of water and nutrients within the tree. When the infestation is severe enough in an individual tree, the tree will die. EAB has destroyed millions of ash trees in other states and many within Minnesota. EAB Status in Minnesota In 2009, EAB was found in southern Minnesota along the Mississippi river and in the City of St. Paul. EAB was found soon after that in Minneapolis. Since then, EAB has been confirmed to be as close to Hutchinson as Eden Prairie, MN, located in western Hennepin County, 47 miles from Hutchinson. Infestations in the metro area tend to be about a mile apart. The Minnesota Department of Agriculture (MDA) and the University of Minnesota both helped to coordinate responses and continue to produce educational material that is helpful for planning. EAB Management Strategies In general, there are both proactive and reactive strategies for managing EAB. When EAB was first found in Minnesota, the belief was that, as had been the case in other states, the infestation would move rapidly, affecting vast numbers, if not all, of the state's ash trees. EAB has spread quite differently in Minnesota, however. Extensive efforts have been taken to detect infestations early. Efforts have also been taken to quarantine transportation of potentially infested wood from affected counties. Since the beginning of EAB infestations in the U. S., integrated proactive and reactive management approaches have been developed to address the mortality of ash trees. By slowing an infestation and reducing local mortality rates, costs to manage an infestation can be spread over a longer period. In addition, there are now biological and pesticide controls and processes being developed and refined that make Minnesota's EAB infestation look very different from past infestations in other states. Proactive management • Maintain tree inventory information • Establish tree condition ratings to reflect the health of a tree (Good, Moderate, Poor) • Establish an 800 meter grid overlaying ash trees throughout the City that are in Good condition to determine sites for chemical injection of ash trees and to refine cost estimates for an injection program • Implement public education initiatives • Identify triggering event(s) used to implement reactive management components of the plan • Initiate removal of ash trees in poor or moderate health condition. • Continue diversification programs to remove selected ash trees, replacing them with other species. As opportunities arise, reduce the population of ash trees as part of street and roadway improvement projects. Remove and replace ash trees in poor or moderate condition as part of ongoing general forestry maintenance efforts. Reactive management • Initiate and continue injection treatments at selected sites for a specified time. Once the period has expired, only high-value ash trees will continue to receive treatment. • Continue removal of ash trees in poor or moderate health condition. • Regularly monitor infested ash tree conditions. Ash trees deteriorate quickly and can cause significant hazards shortly after their death, necessitating removal of dead ash trees as soon as practicable after their death. • Replace trees as resources permit Triggering Events, Subsequent Inspection, Detection & Monitoring Triggering events are: 1) a verified EAB infestation in any adjoining county; and/or 2) a verified EAB infestation anywhere within McLeod County, whichever comes first. Once a triggering event takes place, a public hearing will be held for the purpose of declaring EAB a public nuisance and initiating reactive management measures. Proactive measures at that time will cease or be significantly decreased. Tree Inventory A tree inventory is the foundation for this management plan and provides baseline data. Inventory data allows the tracking of tree management similar to other infrastructure management programs, such as pavement management. For purposes of this plan, the publicly owned tree inventory is estimated at: Total boulevard trees 8,123 Total Park trees 3,916 Boulevard trees —Ash 1,359 (16%) Park trees — Ash 620 (16%) Total cemetery trees 777 Est. School trees 637 Cemetery trees — Ash 21 (3%) School trees -Ash 152 (24%) Total other trees 318 Total trees 13,771 Other trees — Ash 50 (16%) Total trees — Ash 2,202 (16%) Efforts are being undertaken to assign a general health condition rating (Good, Moderate, Poor) to publicly owned ash trees, as time and other resources permit. Upon a triggering event, using location information from the existing inventory, the ash tree inventory will be broken down into 800 -meter radii. One tree, located centrally located within the 800 -meter radii will begin to receive chemical treatment. These areas will be established based on the inventory of ash trees. The total number of ash trees that will receive chemical treatment, to include estimating anticipated treatment costs, will be calculated based on one tree per 800 -meter radius, plus up to five additional high-value ash trees on public property. Inspection, Detection & Monitoring The goal is to find infestations and determine their extent as early as possible. Once an infestation is found, the outer boundaries of the infestation and the potential duration are determined. Several individuals and agencies are involved in inspection, detection and monitoring efforts. City Arborist — In conjunction with inspections for Dutch Elm Disease, Bur Oak Blight, and other diseases and infestations, the Arborist's duties include inspection, detection and monitoring of EAB infestations. City staff (Parks & Public Works) — City staff that are outdoors on a regular basis are to be trained in the identification of ash trees in all seasons. Training will include detection of potential ash tree defects — both natural defects and those potentially caused by infestation, and will be trained in the identification of EAB insects and the signs they tend to leave on trees. Property owners/Residents — Property owners/Residents may likely be the first to detect EAB on private property. Property owners/Residents are encouraged to contact the City with information relating to any known or suspected infestation. They may directly contact the City by calling (320) 234-4219, or by contacting the "Arrest the Pest" website, maintained by the MDA, at http://www.mda.state.mn.us/arrestthepest. • Federal and State Agencies — Federal and State agencies may provide a variety of services to assist in detecting and monitoring an infestation. For example, MDA may set EAB traps throughout the area to determine whether there is an infestation and, if so, to help determine the extent of the infestation. Pesticide Treatment As soon as a triggering event takes place, predetermined trees will begin to be treated using pesticides. Generally, these treatments will be on ash trees in a good health condition that are in key locations to maximize the effectiveness of pesticide treatments. It has been established that having one treated tree significantly reduces the larval population within an 800 meter radius. The pesticide treatments will continue for a predetermined amount of time. The goal of pesticide treatment is to allow the cost of removals and replacements to be spread over a longer period. Eventually, infested trees will die. In general, no other public ash trees will receive ongoing pesticide treatments. On a case-by-case basis, however, it may be determined that high-value ash trees in specifically identified locations could be selected for ongoing pesticide treatment. Property owners/residents may choose to initiate pesticide treatments of privately owned ash trees at their own expense. Tree Removal The City has established a diversification program to strategically, proactively remove ash trees. The program replaces ash trees with a wide diversity of tree species. Specific areas of the City with high ash tree populations or those with ash trees in poor or moderate health will be identified as time and resources permit, which will help to prioritize specific program delivery. This program is considered proactive and is intended to continue until a triggering event takes place. Once a triggering event occurs, available inventory and health condition assessment information will be used to identify ash trees in poor health and steps will be taken to remove those trees as soon as is practicable. Strategic removals of declining and aged ash trees will help to spread out the cost of removals and replacements and may help to slow the spread of EAB. It is often difficult to identify infested trees, often for as many as 3-5 years, because of the subtle signs within the tree. When an infested tree is identified, the extent of the infestation and the number of trees affected needs to be ascertained to the extent practicable, so an appropriate response can be made. If necessary, Federal or State agencies or arboricultural specialists may be brought in to help City staff determine the extent of the infestation. Once ash trees die, they quickly become hazardous to nearby buildings, parks or boulevards, and the people using them. In nearly all cases, dead ash trees will need to be removed as soon as possible after the death of the tree. Dead ash trees in parks, on boulevards or dead trees on private properties that can negatively affect use of public property must be removed quickly. In large open spaces, it may not be necessary to remove dead ash trees right away and these removals can be prioritized based on their potential hazard. Property owners and residents will need to remove affected trees in a timely manner, so they do not end up presenting a hazard to either people or structures. Tree removal programs established must account for what is happening in the wider area. Removal efforts are to be coordinated with other agencies whenever possible to maximize their effectiveness. Responses by the Federal, State, County or other governmental agencies will need to be reviewed and adjustments may need to be made the City's response plans, based upon the goals and objectives of regional plans. Public Education and Outreach Once a triggering event occurs, efforts will be undertaken to provide information about EAB to property owners/residents. Understanding the threat, knowing what to look for, knowing what options exist and knowing what to do are areas of focus for the City's public education and outreach efforts. In addition, City staff will be educated to recognize obvious signs and symptoms of an EAB infestation. Diverse forums will be used to disseminate information about EAB, to include public hearings and programs, website information, articles, handouts, press releases and public service announcements. Whenever possible, neighboring property owners/residents will be notified prior to any ash tree management functions taking place near or adjacent to their property. Neighborhood and/or volunteer groups that are interested in assisting in efforts to detect and manage EAB will be directed to appropriate educational opportunities in order to gain necessary skills. Replanting If large numbers of ash trees are removed, there will be an aesthetic and ecological impact to the City. It is recommended that, where feasible considering engineering parameters, one-to-one replacements of removed trees should be done as soon as practicable, considering available resources. The actual number of trees replanted may be reduced, due to available resources, obstructions, setbacks, and clearance requirements. As trees are replanted, the goal will be to further tree species diversification within the urban forest, having no more than 10% of any species, 20% of any genus, or 30% of any family of species, whenever possible. The goal is to maintain species diversification, whenever possible, within 5-10%. Wood Disposal and Utilization EAB spreads most quickly through transportation of infested wood, whether in the form of logs, tree waste, chips or firewood. Once an infestation has been verified, the County in which the infestation is discovered is quarantined. No wood may be moved out of the affected County without complying with regulations under a separate agreement with the State of Minnesota. Creekside Soils will be the County's designated disposal site for infested ash trees. Once large numbers of affected ash are transported to Creekside, there will be an opportunity to decide the highest, best use for the wood waste. Possible uses for ash wood include biomass fuel, mulch, pulpwood, and/or saw logs. Ordinances, Policies and Programs Applicable ordinances are included in City Code: §31.27 City Tree Board X92 Nuisances; Health and Sanitation §92.02 Tree Diseases §153.85 Tree Planting in New Subdivisions §154.060 R-5 Manufactured Home Park §154.065 C-5 Conditional Commercial District §154.115 Screening, Landscaping, Outdoor Storage and Display This management plan is subject to the most recent Public Works Urban Forest Maintenance Program, including boulevard tree recommendations, and the most current approved species list for boulevard trees. Contractor Registration It will be necessary to manage the likely influx of tree care contractors into the community following an EAB infestation. Once a triggering event occurs, minimum standards will be established and City -sponsored educational seminars will be initiated. Any contractor who provides proof of insurance, successfully meets minimum standards, and attends related educational seminars will be registered as a tree care contractor on the City's website. Contractors will be responsible for initiating this process. City residents and property owners will be warned on the City's website to check the credentials of any tree services they engage for work on private properties. Funding & Finances In 2011, the City began putting away funds to mitigate potential tree diseases/infestations. Approximately $55,000 per year has been transferred into this dedicated account. Primarily, the fund is to provide for future tree removal/replacement costs. Secondarily, and as a proactive effort, to fund tree diversification projects in areas of the City with high ash tree populations. Diversification projects were done in 2013-2015, at a cost of up to $25,000 per year. In 2016, grant funds were utilized to remove/replace several ash trees. In 2017, 3 grant trees and 30 other ash trees were affected. In 2018 and following, the focus will be on ash trees in poor health or those that are over -mature. The balance available at the beginning of 2017 is estimated at $362,000. Based on the balance in this account, the primary use of this account will be for tree removals once a triggering event occurs. Until that time, use of up to $25,000 per year for diversification projects is reasonable. Additional funding sources will be required to respond to an EAB infestation, according to cost estimates prepared using available City tree inventory information: Trees in City inventory 13,770 % of City ash trees 16% Total ash trees 2,202 Under the current plan, adequate funding is available for removals and approximately 16% of replacements. Funding/financing options for the remaining 84% of replacements may include: • Grants — City staff will stay informed of available grant opportunities. • General funds — Some additional general levies or fees may be needed for tree replacement. • Chapter 429 assessments — planting trees on boulevards and their trimming, care and removal are a recognized public improvement able to be specially assessed to abutting property owners. Currently, tree -related costs that are part of a City improvement project are not assessed to abutting properties. • Donations — Cash or in-kind donations from private groups will be emphasized. POTENTIAL EAB COSTS EAB Ash trees Mortality lost Removal cost/tree Total Replace Removal cost cost/tree Total Replace cost Total Cost Years 1-5 220 $365 $80,300 $260 $57,200 $ 137,500 Years 6-10 440 $425 $187,000 $300 $ 132,000 $ 319,000 Years 11-15 1,542 $490 $ 755,580 $350 $ 539,700 $1,295,280 Totals 2,202 $ 1,022,880 $ 728,900 $ 1,751,780 Pesticide 1 35* 1 $200 1 $7,000 1 1 for 10 yrs = 70 000 *land area of Hutchinson: 24 km' - 800 m grid = 30 trees + 5 high-value sites. Annual need $1,821,780 =15 yrs $121,452 FUNDING EAB COSTS Forestry diversification Annual Project $25,000 Remaining transfer Annual Transfer $30,000 Current balance 01/01/2017 $362,077 - 15 yrs $24,138 Current resources 65% $79,138 Remaining unfunded need 35% $42,314 Under the current plan, adequate funding is available for removals and approximately 16% of replacements. Funding/financing options for the remaining 84% of replacements may include: • Grants — City staff will stay informed of available grant opportunities. • General funds — Some additional general levies or fees may be needed for tree replacement. • Chapter 429 assessments — planting trees on boulevards and their trimming, care and removal are a recognized public improvement able to be specially assessed to abutting property owners. Currently, tree -related costs that are part of a City improvement project are not assessed to abutting properties. • Donations — Cash or in-kind donations from private groups will be emphasized. Action plans Short-term (0-3 years) 1. Review and update ash tree inventory. 2. Assign health condition ratings to ash trees. 3. Develop strategic removal plan using inventory & health condition ratings. Mid-term (4-6 years) 1. Using ash tree inventory information, establish 800 -meter radii, selecting an ash tree to receive pesticide treatments for a given period. 2. Develop educational and outreach material for property owners/residents, appropriate City staff and volunteers. 3. Thoroughly investigate any report of potential infestation, using outside help, as necessary, to verify an infestation and determine its extent. Triggering event 1. Initiate communication with the City Council regarding the triggering event 2. Set and hold public hearing declaring EAB as a nuisance 3. Identify the processes that will be used to manage EAB during communications with the Council and the public. 4. Implement identified post -triggering event EAB management components identified in the plan. HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Introduction of proposed Sidewalk policy update Department: Public Works LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff Communications, Requests Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: (the term 'sidewalk' includes sidewalks, trails, walkways, and related appurtenances) This agenda item is intended to identify proposed changes to the Sidewalk Policy for your consideration of any action you may want to take at a future meeting. The last update of the Sidewalk policy was done in 2010. Since 2010, several additional sidewalk facilities have been added. Because of these additions, the additional maintenance required, and because of other factors, particularly those affecting snow removal on sidewalks, City staff is proposing an update to the City's Sidewalk Policy. You will note on the attached sheet that proposed language additions are underlined and highlighted green and proposed language deletions are identified by strike -through and red highlighting. Public Works staff will be present to address any issues relating to these proposed changes BOARD ACTION REQUESTED: Review proposed changes to the City's Sidewalk Policy 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: C City of Hutchinson Public Works Department Sidewalk Policy (Throughout this document, the term `sidewalk' includes sidewalks, trails, walkways and related appurtenances) Construction, Repair and Maintenance According to City Code §90, it is the property owner's responsibility to keep and maintain sidewalks abutting their property. The City of Hutchinson has developed this policy in an effort toward consistent quality, and to provide for periodic review and maintenance of the City's sidewalk network. Under this policy, the City provides services at its discretion. These services may exceed those required by the City Code. This policy and any related action by the City Council or staff are not intended to replace the responsibility of the abutting property owner. The City reserves the right to enforce the requirements of the City Code (specifically §90). The City also reserves the right to deviate from this policy at any time and for any reason determined to be in the best interest of the City. Due to limited resources, the Public Works Department must exercise discretion and professional judgment in determining whether and when sidewalks need to be constructed, rehabilitated, repaired, maintained or replaced. Public Works employees and other City officials exercise discretion in decisions relating to sidewalks, considering at least the following factors: Sidewalk location Amount Accessibilityfor users with limitations Nature and severib� of condition Available budget Recovery of costs from other sources Available resources Public safety issues History of prior issuddh Work necessary to coordinate repairs IL Abutting Property Owner Obligation. As noted in §90 of the City Code: `It is the primary responsibility of the owner ofproperty upon which there is abutting sidewalk to keep and maintain such sidewalk in safe and serviceable condition. " Abutting property owners and sidewalk users are encouraged to report sidewalks that are in disrepair to the Public Works Department. III. Priority Criteria. The City intends to make provisions for sidewalks on or adjacent to public roadways and in public rights-of-way in a systematic manner. Priority is given to routes meeting the following criteria: a) Routes connecting to the Luce Line Trail and major destinations (for example; major employers, downtown business district, business centers, schools, recreational facilities, and other commonly used public facilities) b) Major commercial areas where pedestrian traffic is essential. c) Uinks to establish co d) Along arterial routes. e) Other areas identified by the City. IV. Periodic, on-going inspections. - of sidewalk conditions may be conducted in order to identify and initiate repair and maintenance projects. Ins ections may be initiated upon receipt of information from outside sources or be scheduled using volunteers or City staff. The general policy for prioritizing repair and maintenance projects is as follows: a) Vertical deflections of over 3/4" identified during inspections have the highest priority for repairs. Insofar as is practical, considering resource constraints, the City shall include these areas in interim repairs and/or have these identified locations repaired during the next repair project. b) Vertical deflections between %2" and 3/4" identified during periodic inspections are reviewed for inclusion in future repair projects. Locations not included in the next repair project will be considered for future projects and/or be included in interim repairs. c) Vertical deflections of less than %2" will not generally be included in inspection reports unless the inspector determines that the location has a high potential for exceeding = criteria in the near future. d) Horizontal deflections, pitting and cracking will be analyzed on a case-by-case basis. e) Interim repair procedures, such as cutting, grinding, -patching, etc., may be utilized in any situation to improve the safe "fth sidewalk Interim repairs are prioritized based onriori criteria and available resources. V. Sidewalk Removal. Sidewalks in disrepair _ that do not connect to Bel: s:gR4 identified by City may be removed and the right-of-way restored to turf. 2 VI. Installation/Reconstruction/Significant Repair Cost. The City may agree, at its discretion, to pay for any portion of the installation, reconstruction or si ificant repair cost. The costs of sidewalk installations, reconstruction, and significant repairs will generally be assigned in the following manner: a) The installation, reconstruction or significant repair of sidewalks on routes identified and approved by the City _ and/or listed in the Capital Improvement Plan will generally be assessed to adjacent property owners. Assessments are generally based on front footage, or are calculated in a manner otherwise prescribed by the City Council, or by a subdivision agreement. b) The entire cost of installation, reconstruction or si nificant repair ME sidewalks abutting roerties re nesting sidewalks, or required by ordinance or agreement to have sidewalks �, is generally assessed to adjacent property owners. Assessments are generally based on front footage, or are calculated in a manner otherwise prescribed by the City Council, or by a subdivision agreement. VII. Removal, Maintenance and Minor Repair Cost. The City may agree, at its discretion, to pay for any portion of the removal, maintenance and minor repair cost. The City does not intend to bill or assess for maintenance and minor repairs in cases where repairs include less than 33% of the front footage of a property. This is done at the Ci 's discretion with the intent of reducing administrative costs related to billing and/or assessin amounts. The costs of sidewalk removal, maintenance, and minor repairs will generally be assigned in the following manner: a) The cost of removing sidewalks, - griiAllmpleting area, and providing topsoil and seed is generally the expense of the City. final turf restoration in disturbed areas is generally the abutting property owner's responsibility. b) Maintenance and minor repairs, in general, will be completed at the City's cost. Maintenance and minor re airs include the intermittent replacement or repair of single panels or other eair over areas less than 33% of a property's front footage, in which the cost of assessing the repair is determined to be high. This work is done at the discretion of the City, which maintains the right to bill or assess for repairs. c) Maintenance and minor repairs, which exceed 33% of the sidewalk frontage W of an abutting property, will generally be billed to the abutting property owner upon completion of the repair. Unpaid bills will be assessed to the property. d) Abutting property owners may coordinate replacement of private driveway panels or private access ways adjacent to a City maintenance project. Replacements of private driveway panels or private access ways are the responsibility of the property owner. e) If the City determines that the activities - of abutting property owners damaged sidewalks, the abutting property owner is responsible for repair. Property owners may complete repairs on their own, provided they are inspected and approved by City staff. If the City initiates the repair, the entire cost of restoring the sidewalk will be billed to the abutting property owner. Unpaid bills will be assessed to the property. VIII. Snow Removal. It is the responsibility of the abutting property owner, using due diligence, to keep sidewalks clear for pedestrian travel. Snow remaining on sidewalks 24 hours after snow has stopped falling is a public nuisance. Property owners will be notified that their property is in violation. Beginning 12 hours after notification, City crews and/or its contractors may clean sidewalks and bill abutting property owners for that service. Unpaid bills will be assessed to the property. There are certain sidewalks, identified by the City, which may receive some snow removal services from City staff and equipment. These services are provided at the City's discretion and do not relieve DroDerty owners of their responsibilities. e Citv does not have a bare Davement Dolicv: therefo or accesses. The City is not responsible for removing windrows left by sidewalk snowplows. When snow blowers are utilized to clear snow, the discharge may be directed away from the street or boulevard onto private property. Prior to adding sidewalks to the City's snow removal map, the request will be reviewed by Public Works, Parks, and Police personnel, who shall determine whether the request will be granted and to assign a specific priority level to any added sidewalk. Public Works, Parks and Police personnel will consider the cost of providing the service, as compared to the number of sidewalk users, whether the route is contiguous in nature, and any public safety concerns. In the case of persistent issues with snow removal, the City may request a portion of the sidewalk be removed from the City's snow removal map using the same process described for adding sidewalks to the snow removal map. Revision Date: December, 2017 I:\Public Works\Sidewalks & Trails\2017 Sidewalk Policy 4 I City of Hutchinson Centerline Map .lune, 2016 N 's Legend � Pri�re� Roa6s I - N -map pail other values - Out Of service Downtown 7 Priority 2** i Priority 3** �------ I l iw Downtown —These routes are done concurrent with street snow removal (Day 1) ! ' -- Priority 1—These routes are typically done concurrent with street snow removal (pay 1), but some cleanup work may he done on a subsequent plowing (Day 2), Priority 2 — More often than not, these routes can be done concurrent with street snow removal (Day 1), but in many cases, will require cleanup work during a subsequent plowing (pay 2), L I Priority 3 — During lighter snow events, there may he some work done on these ' �, i routes concurrent with street snow removal (Day Iy. Cleaning up routes that were I plowed and plowing remaining routes is done in a subsequent plowing (Day 2). During heavy snow events, this work may not be done until a second subsequent plowing (Day 3). * *Any new snowfall restarts this priority system � 1_ HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: g Update on PILOT Discussion Department: Administration LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Communications, Requests Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The Council's subcommittee (Chad & Steve) on the PILOT has been meeting with the HUC's subcommittee. We believe both parties have come to an agreement on a new arrangement for the PILOT and we would like to discuss the parameters of the arrangement with the entire council. The proposed new resolution is attached and the HUC Board is expected to officially act on this later this month. The proposed budgetary impact (roughly $200,000 in 2018) has already been included in the 2018 budget. The new arrangement adjusts the PILOT payment from 2.75% of the total operating revenue to 4.5% of each division's revenue over a 3 -year period. The agreement also include a floor and ceiling for future years and phases out the energy tree and street lighting payments. BOARD ACTION REQUESTED: No action required. Discussion only. 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. 14XXX A RESOLUTION DEFINING THE HUTCHINSON UTILITIES COMNHSSION'S ANNUAL CONTRIBUTION TO THE CITY OF HUTCHINSON IN LIEU OF TAXES WHEREAS, the Hutchinson City Charter and the Hutchinson Utilities Commission By-laws contain provisions for the transfer of surplus utility funds of the Hutchinson Utilities Commission to the City in lieu of the payment of taxes; and WHEREAS, in December of 2006 both the Hutchinson City Counommia ""and the Hutchinson Utilities Commission (HUC) passed resolutions (13 100) which l contribution by HUC at 2.75% of the total operating revenue as determined b preceding year's financial audit of the Hutchinson Utilities Commission in lie the p t of taxes; and WHEREAS, HUC also makes additional annual payts to e City for S ighting and the Energy Tree Program bringing the combined total Ansfer to approximately 3. WHEREAS, such transfers are common between munil typically average around 4.5% in the West North Center APPA's latest study; and tab, WHEREAS, the PILOT formula has not and WHEREAS, the City to update the PILOT I their cities and State region according to were adopted; the best interest of both entities NOW, THEREFORE, EInT RESOLVED by anlVetween the City Council of the City of Hutchinson an Hutchinson Utilities ion, that the contribution from the HUC to the City in liey' be an amount equa1�4.50% of the total operating revenue of the HUC as detkTheibution *the recent years' completed financial audit of the HUC. The arrangement beand the C shalljoll�ollows: • of 41.0% shall be phased in over three (3) years and will include a floor and • 2018's pa t sha e collectively at 3.25% of each division's total operating revenue of the HUC ained by the 2016 financial audit of the HUC. • 2019's payme all be collectively at 4.00% of each division's total operating revenue of the HUC as determined by the 2017 financial audit of the HUC • 2020's payment shall be collectively at 4.50% of each division's total operating revenue of the HUC as determined by the 2018 financial audit of the HUC • For years 2021 and beyond, the payment shall be collectively at 4.50% of each division's total operating revenue of the HUC as determined by the most recent year's completed financial audit of the HUC. • Future PILOT payments shall include a floor and a ceiling. The floor will be no less than the previous year's payment of each division and a ceiling that does not extend beyond a 2% increase of each divisions operating revenue from the previous year's payment. • The contribution in lieu of taxes shall be paid to the City each year in four quarterly installments. • The City and HUC will review the formula every three years, or sooner, if conditions warrant. FURTHERMORE, BE IT RESOLVED that the City and HUC recognize that a Cost of Service Study, along with APPA and Minnesota City Surveys may affect rates in future years and will be taken into consideration when looking at future PILOT payments. FURTHERMORE, BE IT RESOLVED that in keeping in harmony Charter the City and HUC agree to look at additional one-time tr� conditions and opportunities warrant. FURTHERMORE, BE IT RESOLVED that the Street payments from the HUC to the City be phased out as wed payment in 2018, 50% payment in 2019, and 0% payjp FURTHERMORE, BE IT RESOLVED that the resolution is negotiated between the City and the HU FURTHERMORE, BE IT RESOLVI unanimously approved the above detail GARY T. FORCIER, the Hutchinson City Tree Program elude 100% a new , 2018. 52018 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Approve/Deny Poetry Plaza Project Department: Administration LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Please see the attached request from the Public Arts Commission. This potential project was originally presented to you at our November 28 council workshop by Lisa Bergh of the Center for the Arts. The latest public arts commission fund balance is around $21,000, consisting of about $3,500 in the Community Improvement fund and about $17,500 in the Public Sites (seed money). BOARD ACTION REQUESTED: Approve/Deny Poetry Plaza Project Fiscal Impact: $ 5,000.00 Funding Source: Public Arts Account FTE Impact: Budget Change: Yes Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 5,000.00 Total City Cost: $ 0.00 Funding Source: Public Arts Account Remaining Cost: $ 5,000.00 Funding Source: January 3, 2018 Dear City Council Members, At our December 1,Vh meeting the Public Arts Commission discussed the Hutchinson Center for the Arts proposed "Poetry Plaza" project. The commission believes that this is a public art project that will engage a wide variety of ages in the community, provide new art education opportunities, create fun and surprising "pop up" art and temporary murals, and add several pieces of permanent "street sign" public art. After discussion the commission members voted unanimously to recommend to the City Council that you approve the following: • Provide up to $5,000 of existing public art funds in 2018 to Poetry Plaza project. • Permit city staff to install up to six permanent "street signs" in-kind to ensure that they are installed safely and in appropriate locations. The signs themselves will be purchased with project funding. a The signs will be street sign quality for longevity. o Signs will be the size and shape similar to parking control signs. a The locations will be in pedestrian friendly locations such as parks, green spaces and along trails. They will not be placed along roadways like traditional street signs are. ■ Require that any murals installed as part of this project meet the following conditions: o Have property owner permission o Must be painted on panels that can be removed and not painted directly on the building. o They are temporary and will not be in place for more than 18 months. o The mural, including any mounting devices and frame, shall not extend out from the building more than one and a half inches. o The bottom of the mural, including any mounting device and frame, shall be at least three feet above the sidewalk surface. a Have appropriate content o The City and its contractors shall be held harmless and have no liability for: ■ Damage due to roadwork, sidewalk repair, snow removal, streetlight repair or other city related work. ■ Accidents (personal or property). o The City reserves the right to have a mural removed if it is not maintained, becomes a nuisance or becomes a public safety hazard. Thank you, Haley Jacobsen Public Arts Commission Chairperson HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Small Cities Development Program Rental Rehab Program Grant Adjustment #2 Department: HRA LICENSE SECTION Meeting Date: 1/9/2018 Application Complete N/A Contact: Jean Ward Agenda Item Type: Presenter: Jean Ward, Judy Flemmitr Reviewed by Staff New Business Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: In 2014, Lee Miller, EDA Executive Director, suggested a SCDP Downtown Comprehensive application, with the HRA working on a downtown rental rehab housing component and the EDA working on a downtown commercial component. By the end of 2014, the commercial project didn't evolve, but the housing component was submitted as a single purpose application. DEED subsequently approved SCDP funding of $364,359 in 2015, according to the following budget: SCDP funds Budget $364,359 Actual SCDP grant expended amount $211,988.57 Difference ($152,370.43) SCDP Budget Program Income $20,000 Actual SCDP Program income expended $82,055.83 (Program Income increased from repayments of SCDP loans in 10/1/2016 -9/30/2017) Difference $62,055.83 SCDP Budget Local Income $0 Actual Local Income expended $5,211.00 Difference $5,211.00 Budget Minnesota Investment Fund (MIF) $175,000 Actual MIF expended amount $175,000 Difference $0 Owner Matches $212,142 Actual Owner Matches expended $194,016 Difference ($18,126.00) Estimated Total Project Cost $771,501 Actual Total Project Cost $668,271.54 Total Difference ($103,229.46) The original project goals were for rehab of 3 Single family units, 8 units in duplex properties and 24 units in multi -family 3+ unit properties. Estimated 35 Total rental units. 39 Total rental units were rehabilitated in the downtown target area, surpassing the 35 unit goal. There was a Grant Adjustment #1 to increase the target area executed by the City Council and DEED on 9/29/2016. Grant Adjustment #2 will close out the project and finalize the budget numbers for submission to DEED. The total project cost and housing rental housing re -investment in the downtown target area was $668,271.54. The HRA Board recommends approval and execution of Grant Adjustment #2 for close out of the project and adjustment of the budget for submission to DEED. BOARD ACTION REQUESTED: Approval and execution of Small Cities Development Program Grant Adjustment #2 Fiscal Impact: Funding Source: FTE Impact: Budget Change: Yes 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: 12/29/2017 SCOP RENTAL REHAB PROGRAM FINAL REPORT RNO GRRNT RRJOSTMENT #2 REQUEST APPROVED SCDP BUDGET TO REHAB 35 RENTAL UNITS •SCDPAMOUNT $364,359 •THE AMOUNT OF OTHER FUNDS $212,142 • MIF -PROGRAM INCOME $115,000 •SCDPPROGRAMINCOME $ 20,000 TOMPROJECTOOST $Mull FINAL REPORT SCOP CONTRACT EXECUTED 8/15/2015 ' GRANT EXPIRATION DATE 12/31/2017 39 TOTAL UNITS IN THE TARGET AREA COM PLETEDVS ORIGINAL 35 UNIT PROJECT GOAL $668,271.54 WAS THE TOTAL RE -INVESTED IN THE DOWNTOWN RENTAL HOUSING TARGETAREA COMPARED TOA PRELIMINARY PROJECT BUDGET OF $711,501. SCUP RENTAL REHAB PROGRAM REQUIREMENTS • THE SCDP PROGRAM REQUIRES MEETING THE FEDERAL OBJECTIVES FOR INCOME. 51% OF THE UNITS MUST BE OCCUPIED BYAN INCOME QUALIFIED HOUSEHOLD WITH INCOMES AT OR BELOW 80%OFAMI. RENTS FOR THESE UNITS MUST NOT EXCEED PAYMENT STANDARDS FOR THE SECTION 8 PROGRAM, INCLUDING COST OF UTILITIES. • THE COMPLIANCE PERIOD IS FIVE YEARS FOR RESTRICTED TENANT INCOMES AND RENTS. WHAT WE LEARNED... SOME OWNERS ON THE WAITING LIST DID NOT FOLLOW THROUGH WITH THE PROGRAM FOR VARIOUS REASONS: • THEIR PROPERTY WAS FOR SALE • TENANT INCOMES OR RENTS WERE ABOVE PROGRAM LIMITS OWNERS DID NOT WANT TO COLLECT PROGRAM CERTIFICATIONS FROM TENANTS SOME OWNERS THOUGHT THEIR PROPERTY TAXES WOULD INCREASE DUE TO THEIMPROVEMENTS • OWNERS DECIDED THEY WOULD DO THE WORK THEMSELVES, OR WITH THE CURRENT LOW VACANCY RATE OWNERS DID NOT HAVE TROUBLE WHAT WE LEARNED..... • OWNERS WERE MOTIVATED TO PARTICIPATE IN THE PROGRAM IF THEY NEEDED TO DO REPAIRS TO COMPLYWITH THE RENTAL REGISTRATION ORDINANCE. • WITH A 30% OWNER MATCH, SOME OWNERS WANTED TO KEEP THEIR COSTS DOWN AND LIMIT THE SCOPE OF WORK. (ALL CODE VIOLATIONS HAD TO BE ADDRESSED.] DAVIS BACON PREVAILING WAGE RATES WERE MANDATORY FOR PROJECTS WITH EIGHT OR MORE UNITS, WITH ASSOCIATED INCREASED COSTS. 12/29/2017 2 MAT WE LEARNED.... THE NRA PROGRAM COORDINATOR AND THE CITY BUILDING OFFICIAL PERFORMED INSPECTIONS AND WROTE SPECIFICATIONS ANDWORKWRITE UPS. • NRA STAFF OVERSAW THE BIDDING PROCESSAND SOLICITED INTEREST BY GENERAL CONTRACTORS FAMILIAR WITH REHAB OF MULTI -FAMILY RENTAL PROJECTS. • THIS PROGRAM PROVIDED VALUE IN THE FORM OF BOTH FUNDING AND SERVICES AND PROVIDED THE IMPETUS FOR HOUSING IMPROVEMENTS IN THE DOWNTOWN AREA. PROJECTS Property SODP# OM Address Type Built Units 170%1 130%1 Total Main Improvement 815817 Main 041 Streets Bu im 19392886 $21,832 $14,328 $42,160Bedroomwindws foregress apt. 092 1062nUAve. SW :hove 19802-2 B6 $12251 $5,253 $17,510Windms aPt. 093 461e6eSE above 19011-2B6 $10,000 34.986 $14,986 Unit heater sfoundation repair 8 Main Street apt. 1 -IBR BA North above 19 0 0 1-2 86$20000 $10,255 $30255 Boots entry steps fi28 Main Street 1-1BH Wholows bathroom repairs entry BP5 South Buim 19001-2B6 530,000 $22,220 $52220 steps 1-Etf loot, Tuck -pointing windows, fire 3-186 hazards in mechanical room s land - 096 11 s21 Glen St6W Bldg 900 13-2 86 1900 $210,013 $90,006 $300,019hase0 paint stabili2etion (21 Glen). 325 Jefferson St. -f Be Btt7 SE Bldg 1960112B: $98288 $42,123 $140,411Windms/doors s, boiler Hoofs lead-based paint 098 245 Monroe Street SF 190018 B6 $11,306 $4,845 $16,151stabili2ation in windows Units 39 $419,696$194,016 Admin $613,112 $54.560 Total $660,212 12/29/2017 3 815-811 MAIN STREET S - DUPLEX After Construction 106 2ND AVE. SIN - 2 U NITS ABOVE COMMERCIAL Before After 46 JEFFERSON STREET SE- ONE UNITABOVE COMMERCIAL Before After 12/29/2017 I 8 MAIN STREET NORTH— 2 UNITS ABOVE COMMERCIAL } Before After 628 MAIN STREET SOUTH- DUPLEX Before GATEWAY CENTRAL, 11 GLEN ST NW—,s UNITS Before ■ l4 B After ' ii 12/29/2017 5 GATEWAY CENTRAL, 11 GLEN ST NW dr—r 13 UNITS Before 4 t' Aflf m � r �d i Gateway Central, Before 21 Glen St NW — 4-plex opt After 325 JEFFERSON ST. SE -12 UNITS Before AfterVmM 3 BB B BB 12/29/2017 I 12/29/2017 245 MONROE STREET -SINGLE FAMILY After Before y` �. ■■■■s ■ ■ ■ gift ■ II� ■ W R r QUESTIONS???? REQUEST CITY COUNCIL APPROVAL REQUEST CITY COUNCIL APPROVAL OF GRANT ADJUSTMENT#2 FOR SCDP GRANT CDAP-14-0043-0-FY15 EMPLOYMENT AND ECONOMIC DEVELOPMENT GRANT AMENDMENT REQUEST FORM SMALL CITIES DEVELOPMENT PROGRAM STATE OF MINNESOTA Determine if this grant amendment request is for an extension or budget adjustment. Provide a narrative for this request in the appropriate column. For extension request, remember to attach a revised timeline. (Allow 45 days for extension request to process) For budget adjustments, complete the budget adjustment section. Request must be signed by staff or elected official who signed the local government resolution forthe application, ortheir sucessor. Scan the request and submit to the DEED representative assigned to the project. GRANT # Clty of r------------Hutcinson -------------- GRANTEE NAME L------- 2AP_14-0043:2_FY15 J GRANT EXTENSION AND/OR REQUEST FOR BUDGET ADJUSTMENT NEW END DATE REQUESTED L L(Explain in narrative section and complete budget _ _J (mm/dd/yy) adjustment table below) NARRATIVE SECTION DESCRIBE THE REASON WHY THE AMENDMENT IS BEING REQUESTED. IF A GRANT EXTENSION IS BEING REQUESTED, ATTACH A REVISED TIMELINE CORRESPONDING WITH THE NEW EXTENSION DATE REQUESTED. (PLEASE REFER TO THE GRANT AGREEMENT CHAPTER OF SCDP A -Z GUIDE FOR ADDITIONAL INFORMATION) -------------------------------------------------------------------------------- IRequest #2: This Grant adjustment request is to close out the project and finalize the budget numbers. I I I I I I l_______________________________________________________________________________J COMPLETE THIS SECTION ONLY IF A BUDGET ADJUSTMENT IS BEING REQUESTED (PLEASE INCLUDEALL GRANT ACTIVITIES IN BUDGET AND NOT JUST THOSE BEINGADJUSTED) Signature of Authorized City Official Date Signature of DEED Representative Date (11/2017) Current Budget Adjustment Requested Adjusted Budget Goals IDIS Activity Number Activity SCDP Other Total SCDP Other Total SCDP Other Total Revised Current Goal Goal 9636 SF Rental Rehab 1000008 Multi Family RR 60,207.00 98,043.00 48,856.00 177,606.00 109,063.00 275,649.00 -60,207.00 16,754.50 -17,719.29 7,615.50 -77,926.29 24,370.00 0.00 114,797.50 31,136.71 185,221.50 31,136.71 300,019.00 3 2 17 1000076 Multi Family RR 1 35,357.00 103,803.83 139,160.83 37,446.00 -36,195.83 1,250.17 72,803.00 67,608.00 140,411.00 12 96371 Duplex RR 80,560.001 96,000.00 176,560.00 -80,560.00 46,145.43 -34,414.571 0.001 142,145.431 142,145.43 8 8 9639 Administration 41,912.00 0.00 41,912.00 -17,523.93 30,171.33 12,647.40 24,388.07 30,171.33 54,559.40 9638 MF- Hold Pot 48,280.00 1 0.00 48,280.00 -48,280.00 0.00 -48,280.001 0.001 0.001 0.00 24 Totals 364,359.001 426,265.83 790,624.83 -152,370.43 30,017.14 -122,353.291 211,988.571 456,282.971 668,271.54 Signature of Authorized City Official Date Signature of DEED Representative Date (11/2017) HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Consideration of items to update Airport Zoning Department: PW/Eng LICENSE SECTION Meeting Date: 1/9/2018 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Since 1984, the City of Hutchinson has operated under the same zoning ordinance for the airport. The proposed project is to update the 1984 Hutchinson Municipal Airport Zoning Ordinance. Updates would be based on results of the 2015 Airport Master Plan and changes in State Law regarding airport zoning. The 1984 Airport Zoning Ordinance protects for the existing 4,000 -foot runway, but it does NOT protect for the proposed crosswind runway included in the Master Plan and most recent Airport Layout Plan. Last spring, MnDOT Aeronautics staff had contacted me to indicate the possibility of using a State FY2017 grant for zoning updates. Unfortunately, a State FY2017 grant was not available, so they instead provided a State FY2018 grant (attached). State requirements for zoning at airports are covered in Minnesota Statutes Chapter 360, "Airports and Aeronautics" and Minnesota Rules Chapter 8800.2400 "Airport Zoning Standards". Issues identified in the statutes and rules are significantly more complicated than traditional land use zoning issues. After consultation with Dan Jochum, Dir. of Planning/Bldg/Zoning, it was determined to be in the City's best interest to engage the airport consultant for this detailed work. The project would be funded 70% with a MnDOT Aeronautics grant, with 30% of local funds that will come from planning money set aside as part of project fees. Primary components of the project include: 1. Joint zoning board (Joint Planning Board) meetings to discuss, outline zoning requirements and receive feedback. 2. Revise, amend and update airport zoning ordinance with maps 3. Conduct/lead two public hearings 4. Coordinate with MnDOT Aeronautics on draft and final ordinance BOARD ACTION REQUESTED: Adopt Resolution to accept MnDOT Aeronautics Grant and name Mayor Forcier and City Administrator Jaunich as authorized signatories for execution of the grant. Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 70,800.00 Total City Cost: $ 21,240.00 Funding Source: Planning dollars Remaining Cost: $ 49,560.00 Funding Source: MnDOT Aeronautics Grant Rev. #1, 7/06 Mn/DOT Agreement No. 1030295 State Project No. A4304-36 GRANT AGREEMENT FOR AIRPORT IMPROVEMENT EXCLUDING LAND ACQUISITION This Agreement is by and between the State of Minnesota acting through its Commissioner of Transportation ("State"), and the City of Hutchinson ("Recipient"). WHEREAS, the Recipient desires the financial assistance of the State for an airport improvement project ("Project") as described in Article 2 below; and WHEREAS, the State is authorized by Minnesota Statutes Sections 360.015 (subdivisions 13 & 14) and 360.305 to provide financial assistance to eligible airport sponsors for the acquisition, construction, improvement, or maintenance of airports and other air navigation facilities; and WHEREAS, the Recipient has provided the State with the plans, specifications, and a detailed description of the airport improvement Project. NOW, THEREFORE, it is agreed as follows: 1. This Agreement is effective upon execution by the Recipient and the State, and will remain in effect until June 30, 2021. 2. The following table provides a description of the Project and shows a cost participation breakdown for each item of work: Item Description Federal Share State Share Local Share Update Airport Zoning 0% 70% 30% 3. The Project costs will not exceed $ 70,800.00 . The proportionate shares of the Project costs are: Federal: Committed $.0.00 Multi -Year Amount: $ 0.00 ; State: $ 49,560.00 , and Recipient: $ 21,240.00 . This project is not estimated to be completed this fiscal year and the federal multiyear amount is an estimate only. These additional funds are not committed by the state and are only available after being made so by the U.S. government. Federal funds for the Project will be received and disbursed by the State. In the event federal reimbursement becomes available or is increased for this Project, the State will be entitled to recover from such federal funds an amount not to exceed the state funds advanced for this Project. No funds are committed under this Agreement until they are encumbered by the State. No more than 95% of the amount due under this Agreement will be paid by the State until the State determines that the Recipient has complied with all terms of this Agreement, and furnished all necessary records. 4. The Recipient will designate a registered engineer (the "Project Engineer") to oversee the Project work. If, with the State's approval, the Recipient elects not to have such services performed by a registered engineer, then the Recipient will designate another responsible person to oversee such work, and any references herein to the "Project Engineer" will apply to such responsible person. 5. The Recipient will complete the Project in accordance with the plans, specifications, and detailed description of the Project, which are on file with the State's Office of Aeronautics and are incorporated into this Agreement by reference. Any changes in the plans or specifications of the Project after the date of this Agreement will be valid only if made by written change order signed by the Recipient, the Project Engineer, and the contractor. Change orders must be submitted to the State. Subject to the availability of funds the State may prepare an amendment to this Agreement to reimburse the Recipient for the allowable costs of qualifying change orders. 6. The Recipient will make payments to its contractor on a work -progress basis. The Recipient will submit requests for reimbursement of certified costs to the State on state -approved forms. The State will reimburse the Recipient for the state and federal shares of the approved Project costs. a. At regular intervals, the Recipient or the Project Engineer will prepare a partial estimate in accordance with the terms of the contract, special provisions, and standard specifications for the Project(s). Partial estimates must be completed no later than one month after the work covered by the estimate is completed. The Project Engineer and the contractor must certify that each partial estimate is true and correct, and that the costs have not been included on a previous estimate. Page 1 of 4 b. Following certification of the partial estimate, the Recipient will make partial payments to the contractor in accordance with the terms of the contract, special provisions, and standard specifications for the Project(s). c. Following certification of the partial estimate, the Recipient may request reimbursement from the State for costs eligible for federal and state participation. A copy of the partial estimate must be included with the Recipient's request for payment. Reimbursement requests and partial estimates should not be submitted if they cover a period in which there was no progress on the Project. d. Upon completion of the Project(s), the Recipient will prepare a final estimate in accordance with the terms of the contract, special provisions, and standard specifications for the Project(s). The final estimate must be certified by the Recipient, Project Engineer and the contractor. e. Following certification of the final estimate, the Recipient will make final payment to the contractor in accordance with the terms of the contract, special provisions, and standard specifications for the Project(s). f. Following certification of the final estimate, the Recipient may request reimbursement from the State for costs eligible for federal and state participation. A request for final payment must be submitted to the State along with those project records required by the State. 7. For a Project which involves the purchase of equipment, the Recipient will be reimbursed by the State in one lump sum after the Recipient: (1) has acquired both possession and unencumbered title to the equipment; and (2) has presented proof of payment to the State, and (3) a certificate that the equipment is not defective and is in good working order. The Recipient will keep such equipment, properly stored, in good repair, and will not use the equipment for any purpose other than airport operations. 8. If the Project involves force -account work or project donations, the Recipient must obtain the written approval of the State and Federal Aviation Administration (FAA). Force -account work performed or project donations received without written approval by the State will not be reimbursed under this Agreement. Force -account work must be done in accordance with the schedule of prices and terms established by the Recipient and approved by the State. 9. Pursuant to Minnesota Statutes Section 360.305, subdivision 4 (g) (1), the Recipient will operate its airport as a licensed, municipally -owned public airport at all times of the year for a period of 20 years from the date the Recipient receives final reimbursement under this Agreement. The Airport must be maintained in a safe, serviceable manner for public aeronautical purposes only. The Recipient will not transfer, convey, encumber, assign, or abandon its interest in the airport or in any real or personal property, which is purchased or improved with State aid funds without prior written approval from the State. If the State approves such transfer or change in use, the Recipient must comply with such conditions and restrictions as the State may place on such approval. The obligations imposed by this clause survive the expiration or termination of this Agreement. 10. This Agreement may be terminated by the Recipient or State at any time, with or without cause, upon ninety (90) days written notice to the other party. Such termination will not remove any unfulfilled financial obligations of the Recipient as set forth in this Agreement. In the event of such a termination, the Recipient will be entitled to reimbursement for eligible expenses incurred for work satisfactorily performed on the Project up to the date of termination. The State may immediately terminate this Agreement if it does not receive sufficient funding from the Minnesota Legislature or other funding source, or such funding is not provided at a level sufficient to allow for the continuation of the work covered by this Agreement. In the event of such termination, the Recipient will be reimbursed for work satisfactorily performed up to the effective date of such termination to the extent that funds are available. In the event of any complete or partial state government shutdown due to a failure to have a budget approved at the required time, the State may suspend this Agreement, upon notice to the Recipient, until such government shutdown ends, and the Recipient assumes the risk of non-payment for work performed during such shutdown. 11. Pursuant to Minnesota Rules 8800.2500, the Recipient certifies that (1) it presently has available sufficient unencumbered funds to pay its share of the Project; (2) the Project will be completed without undue delay; and (3) the Recipient has the legal authority to engage in the Project as proposed. 12. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the Recipient will maintain such records and provide such information, at the request of the State, so as to permit the Department of Transportation, the Legislative Auditor, or the State Auditor to examine those books, records, and accounting procedures and practices of the Recipient relevant to this Agreement for a minimum of six years after the expiration of this Agreement. Page 2 of 4 13. The Recipient will save, defend, and hold the State harmless from any claims, liabilities, or damages including, but not limited to, its costs and attorneys' fees arising out of the Project which is the subject of this Agreement. 14. The Recipient will not utilize any state or federal financial assistance received pursuant to this Agreement to compensate, either directly or indirectly, any contractor, corporation, partnership, or business, however organized, which is disqualified or debarred from entering into or receiving a State contract. This restriction applies regardless of whether the disqualified or debarred party acts in the capacity of a general contractor, a subcontractor, or as an equipment or material supplier. This restriction does not prevent the Recipient from utilizing these funds to pay any party who might be disqualified or debarred after the Recipient's contract award on this Project. 15. All contracts for materials, supplies, or construction performed under this Agreement will comply with the equal employment opportunity requirements of Minnesota Statutes Section 181.59. 16. The amount of this Agreement is limited to the dollar amounts as defined in Article 3 above. Any cost incurred above the amount obligated by the State is done without any guarantee that these costs will be reimbursed in any way. A change to this Agreement will be effective only if it is reduced to writing and is executed by the same parties who executed this Agreement, or their successors in office. 17. For projects that include consultant services, the Recipient and its consultant will conduct the services in accordance with the work plan indicated in the Recipient's contract for consultant services, which shall be on file with the State's Office of Aeronautics. The work plan is incorporated into this Agreement by reference. The Recipient will confer on a regular basis with the State to coordinate the design and development of the services. 18. The parties must comply with the Minnesota Government Data Practices Act, as it relates to all data provided to or by a party pursuant to this Agreement. 19. Minnesota law, without regard to its choice -of -law provisions, governs this Agreement. Venue for all legal proceedings arising out of this Agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 20. For projects including federal funding, the Recipient must comply with applicable regulations, including, but not limited to, Title 14 Code of Federal Regulations, subchapter I, part 151; and Minnesota Rules Chapter 8800. The Catalog of Federal Domestic Assistance (CFDA) number for the federal Airport Improvement Program is 20.106. 21. For all projects, the Recipient must comply, and require its contractors and consultants to comply, with all federal and state laws, rules, and regulations applicable to the work. The Recipient must advertise, let, and award any contracts for the project in accordance with applicable laws. The State may withhold payment for services performed in violation of applicable laws. 22. Under this Agreement, the State is only responsible for receiving and disbursing federal and state funds. Nothing in this Agreement will be construed to make the State a principal, co -principal, partner, or joint venturer with respect to the Project(s) covered herein. The State may provide technical advice and assistance as requested by the Recipient, however, the Recipient will remain responsible for providing direction to its contractors and consultants and for administering its contracts with such entities. The Recipient's consultants and contractors are not intended to be third party beneficiaries of this Agreement. Page 3 of 4 State Encumbrance Verification Individual certifies that funds have been encumbered as required by Minn. Stat. §§ 16A.15 and 16C.05. LE Date SWIFT Purchase Order: Recipient Recipient certifies that the appropriate person(s) have executed the Agreement on behalf of the Recipient as required by applicable resolutions, charter provisions or ordinances. By: Gary Forcier Title: Mavor Date: 01/09/2018 By: Matthew Jaunich Title: City Administrator Date: 01/09/2018 Commissioner, Minnesota Department of Transportation By: Director, Office of Aeronautics Date: Office of Financial Management -Grant Unit Agency Grant Supervisor LM Date Mn/DOT Contract Management as to form & execution Lo Date Page 4 of 4 Rev. 1/07 RESOLUTION NO. 14843 AUTHORIZATION TO EXECUTE MINNESOTA DEPARTMENT OF TRANSPORTATION GRANT AGREEMENT FOR AIRPORT IMPROVEMENT EXCLUDING LAND ACQUISITION It is resolved by the City of Hutchinson as follows: 1. That the state of Minnesota Agreement No. 1030295, "Grant Agreement for Airport Improvement Excluding Land Acquisition," for State Project No. A4304-36 at the Hutchinson Municipal Airport is accepted. 2. That the Mayor and City Administrator are authorized to execute this Agreement and any amendments on behalf of the City of Hutchinson. Adopted by the City Council of Hutchinson MN this 9th day of January, 2018. Mayor: Gary Forcier STATE OF MINNESOTA COUNTY OF MCLEOD City Administrator: Matthew Jaunich CERTIFICATION I certify that the above Resolution is a true and correct copy of the Resolution adopted by the City of Hutchinson MN City Council at an authorized meeting held on the 9th day of January, 2018, as shown by the minutes of the meeting in my possession. Signature: City Administrator: Matthew Jaunich Notary Public My Commission Expires: HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Consideration of Setting Date for City Administrator Annual Performance Review Department: Administration LICENSE SECTION Meeting Date: 1/9/2018 Application Complete N/A Contact: Brenda Ewing Agenda Item Type: Presenter: Marc Sebora Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: Per the Employment Agreement between the City of Hutchinson and Matt Jaunich, City Administrator, the City Council will conduct an annual performance review for the City Administrator at the end of each calendar year. The Council may set the review as an agenda item of a regularly scheduled City Council meeting or set a special meeting for this purpose. Upon the scheduling of the review, Human Resources will provide the City Council with the performance review forms. As part of the review process and also per the agreement, the City will consider an increase in compensation to the Administrator dependent upon the results of the performance evaluation and consistent with the City of Hutchinson annual Compensation Plan. BOARD ACTION REQUESTED: Set a date for City Administrator Matt Jaunich's annual performance review. 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 ci=qf� Request for Board Action 7AL =-ft Agenda Item: Calling a Special Workshop Meeting for 3:30 pm on January 17 Department: Administration LICENSE SECTION Meeting Date: 1/9/2018 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff New Business Time Requested (Minutes): 1 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: The HUC Board has extended an invitation to us to be a part of their final on-site Cost of Service presentation by Utility Financial Solutions. This will just be a presentation with the consultant providing some recommendations on a 5 year rate track and no decisions will be made by the HUC Board that day. Location is currently TBD and I should have that information available by Tuesday. BOARD ACTION REQUESTED: Approval of calling a special workshop meeting for 3:30 p.m. on January 17 with the HUC Board to review the HUC's Cost of Service Study. 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: CITY OF HUTCHINSON Pedestrian and Bicycle Advisory Committee Wednesday, September 20th, 2017 2:00 p.m. City Center Meeting Minutes Members present: John Hassinger, Ron Johnson, David May and Sara Turrell Others Present: Dolf Moon (PRCE Director), Sara Witte (Parks), Candace Hoversten (Heart of Hutch), John Olson (Street Dept.) Meeting began at 2:00 p.m. 1. Review of last meetings minutes- John H. made a motion to approve the July meeting minutes. Ron J seconded. 2. Education/Promotion/Community Wellness - a) Bike/Walk to Work- Walk/Bike to school event locally is Tues. Oct. 3rd National Day Oct. 4th. If interested in helping, please contact Candace. b) Bike Rides -Rotary 2018 is Sunday June 10th c) "Move" (H of H)- Hutch Health integrated with Health Partners should allow for additional resources for our community d) Friends of Luce Line- E2 buffer planting will happen next year e) SHIP- no new updates 3. Trail Counts- Eheim infrared counter was set out Labor Day weekend for two weeks. Averaged 305/day. 4. Trail Proiects- Denver is completed, Linden in 2019, School RD. & Roberts to Alan -needs to be paved. South Grade still looking to widen the sidewalk in 2018. Maintenance on Century SE by Ridgewater, Riverside, Greens (N & W) in 2018, along with 2nd Ave. Bridge south side trail extension in 2018. 5. Street Crossings/Bike Racks - New bike racks are put place 6. Luce Line Trail - Horse trail mowed MNDOT-Arch Street counter- will check into this more over the winter months. Winsted connection -some movement on the property purchase, but slow process 7. County Trails Plan - County is hiring an engineer to study NEXT MEETING: Schedule next meeting: Wednesday October 18th, 2017 City Center Main Conference Room HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Residential Leaf Vacuum Service annual report 2017 Department: Public Works LICENSE SECTION Meeting Date: 1/9/2018 Application Complete Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff Governance Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Attached is the 2017 annual report for the Residential Leaf Vacuum service. BOARD ACTION REQUESTED: Informational report 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: Ed January 9, 2018 City of Hutchinson Public Works Department Operations & Maintenance 1400 Adams St SE Hutchinson, MN 55350 Phone (320) 234-4219 Fax (320) 234-6971 To: Honorable Mayor & City Council members From: John Olson, Public Works Manager CC: Matt Jaunich, City Administrator Kent Exner, DPW/City Engineer Subject: Residential Leaf Vacuum Service - 2017 Service Report Increase in Loads 2017 was the 81h year of service. The number of loads increased 12% in 2017, while there was a 6% increase in tons hauled. Increased loads resulted from having two leaf vacuums with downtime for significant repairs, necessitating use of the Val -All sweeper, which does not have as large a capacity as the leaf vacuums. Operations In 2017, like most years, the most leaves were picked up in weeks 2, 3, and 4. Because of equipment breakdowns, there was some overtime expended this season. Operators take great care when operating leaf vacuums. There were no accidents this season. For safety, all units are equipped with mirrors, backup cameras, and warning signs. The two older leaf vacuums will be replaced early in 2018. Public Works staff worked diligently to identify operational, safety and mechanical issues to make sure specifications best provide for good service at the least cost. The attached memo was prepared to recommend specifications for new leaf vacuums. 121 houses were notified to remove leaves from the street after service had ended. Following the period given to remove leaves, City staff vacuumed leaves at 21 houses at a cost of $16.75 per house, resulting in +99.5% compliance Cost of service The cost of service has been about $30 per residential garbage service customer. At some point in the future, if a charge were established to cover costs of the service, it may be reasonable to bill $20 for the month of October and $10 for the month of November to cover the costs. As an alternative, $2.50 per month could be billed. Conclusion I'd like to thank the Public Works staff for their dedication. This year, due to equipment breakdowns, special recognition is due Ken Wichterman, Eric Inselmann, and James Trnka. This service has been successful for several years. The staff has worked hard to improve this valued service. Plans are to continue this service into the foreseeable future unless directed otherwise we 800 viols, 600 500 400 Ei X 200 MY] 0 2010-2017 Residential Leaf Vacuum Service Tons (orange) & Loads (blue) 2010 2011 2012 2013 2014 2015 2016 2017 RESIDENTIAL LEAF VACUUM SERVICE ANNUAL SERVICE REPORT Service period ODB Leaf Vacuum 2017 2016 2015 2014 2013 2012 2011 2010 Service began ODB Leaf Vacuum 10/10/17 10/11/16 10/13/15 10/14/14 10/15/13 10/09/12 10/11/11 10/19/10 Service ended ODB Leaf Vacuum 11/20/17 11/21/16 11/23/15 snow 11/07/14 11/25/13 11/19/12 11/21/11 11/22/10 Weeks of service Challenger Sweeper 6 6 6 4 6 6 6 5 STWT-879-HTK Vac -All Sweeper 115.26 31.2 15.1 - 91.4 208.8 78.5 129.1 Loads Hauled 2017 2016 MATERIALS 2015 2014 2013 2012 2011 2010 REFS-013-HEQ ODB Leaf Vacuum 75 79 71 88 105 116 110 55 STWT-014-HEQ ODB Leaf Vacuum 89 89 83 77 115 116 103 51 STWT-184-HEQ ODB Leaf Vacuum 70 70 70 74 47 - STWT-024-HEQ Challenger Sweeper 2 5 - - 4 54 7 STWT-879-HTK Vac -All Sweeper 53 14 9 - 84 104 56 50 Total Loads Hauled 289 257 233 239 355 336 323 163 12% 10% -3% -33% 6% 4% 985vo Tons Hauled REFS-013-HEQ ODB Leaf Vacuum 211.39 244.4 258.5 229.2 321.1 307.0 224.7 124.4 STWT-014-HEQ ODB Leaf Vacuum 213.57 207.6 241.9 197.0 306.5 264.9 171.1 98.6 STWT-184-HEQ ODB Leaf Vacuum 173.44 189.1 219.4 168.0 139.5 - -. STWT-024-HEQ Challenger Sweeper 9.83 8.1 - - 16.8 - 24.2 25.0 STWT-879-HTK Vac -All Sweeper 115.26 31.2 15.1 - 91.4 208.8 78.5 129.1 Total Tons Hauled 723.5 680.4 734.9 594.2 875.3 780.7 498.5 377.1 6% -7% 24% -32% 12% 57% 32% RESIDENTIAL LEAF VACUUM SERVICE ANNUAL SERVICE REPORT _., 2017 2016 2015 2014 2013 2012 2011 2010 Regular Hours 482.50 563.50 596.00 450.25 727.00 842.50 628.50 465.00 Overtime Hours 7.00 - 2.00 18.50 14.50 54.50 21.50 13.00 Total Hours 489.50 563.50 598.00 468.75 741.50 897.00 650.00 478.00 -13% -6% 28% -37% -17% 38% 36% Regular Pay 11,854.77 14197.39 14423.15 9,938.32 16,215.78 17,143.96 12,726.69 10,364.29 Overtime Pay 251.21 0 57.76 734.77 494.74 1,721.70 695.54 400.29 Total Pay 12,105.98 14,197.39 14,480.91 10,673.09 16,710.52 18,865.66 13,422.23 10,764.58 Indirect Labor Rate (Regular) = 48.75% 5,779.20 6,921.23 6,561.97 4,526.80 7,905.19 8,357.68 6,204.26 5,052.59 Indirect Labor Rate (Overtime) = 22.60% 56.77 - 13.05 166.06 111.81 389.10 157.19 90.47 Total Indirect Labor 5,835.97 6,921.23 6,575.02 4,692.86 8,017.00 8,746.78 6,361.45 5,143.06 (*indirect labor rates per FEMA report September 2011) Direct & Indirect Labor - Per Hour 36.65 37.48 35.21 32.78 33.35 30.78 30.44 33.28 RESIDENTIAL LEAF VACUUM SERVICE ANNUAL SERVICE REPORT EQUIPMENT 2017 Hours Repairs Fuel Operating Refurbish Capital Total 2009 CDB Leaf Vacuum (13)* 129.0 6,245.30 1,475.41 7,720.71 3,225.00 9,333.33 20,279.04 2009 CDB Leaf Vacuum (14)* 173.0 564.27 1,611.05 2,175.32 3,225.00 9,333.33 14,733.65 2013 ODB Leaf Vacuum (184)* 121.0 4,730.00 1,372.37 6,102.37 3,225.00 9,333.33 18,660.70 John Deere Tractors (3 ea.)** 421.0 2,204.50 - 2,204.50 - 16,800.00 19,004.50 2003 Sterling/Vac-Alli 98.0 466.96 1,133.36 1,600.32 - 16,166.67 17,766.99 2010 Challenger Sweeper"" 12.0 582.28 60.16 642.44 22,285.71 22,928.15 Totals 954.0 14,793.31 5,652.35 20,445.66 9,675.00 83,252.38 113,373.04 Cost per hour 118.84 3% Leaf Vacuums ($56,000 replacement cost =6 years); Tractor rent per year; Vac -All ($194K replacement cost =12 years); W Sweeper ($156K replacement cost _ 7 years) *Note, capital costs divided over fewer weeks of service results in higher annual costs RESIDENTIAL LEAF VACUUM SERVICE ANNUAL SERVICE REPORT TOTALCOSTS 2017 2016 2015 2014 2013 2012 2011 2010 Direct labor 12,105.98 14,197.39 14,480.91 10,673.09 16,710.52 18,865.66 13,422.23 10,764.58 Indirect labor 5,835.97 6,921.23 6,575.02 4,692.86 8,017.00 8,746.78 6,361.45 5,143.06 Equipment operating costs 30,120.66 30,120.66 18,223.20 9,993.90 7,888.92 14,502.36 36,426.61 12,967.80 Equipment capital costs 83,252.38 83,252.38 83,252.38 78,747.00 80,538.50 60,401.49 59,604.40 60,211.00 Total program costs 131,314.99 134,491.66 122,531.51 104,106.85 113,154.94 102,516.29 115,814.69 89,086.44 -2% 10% 18% -8% 10% -11% 30% Cost per load 454.38 523.31 525.89 435.59 318.75 305.11 358.56 546.54 Cost per ton 181.50 197.67 166.73 175.21 129.28 131.31 232.33 236.24 Cost per curb mile 175 est. 750.37 768.52 700.18 594.90 646.60 585.81 661.80 509.07 Cost per house 4,260 est. 30.83 31.57 28.76 24.44 26.56 24.06 27.19 20.91 Cost per week 21,885.83 22,415.28 20,421.92 26,026.71 18,859.16 17,086.05 19,302.45 17,817.29 *Note, capital costs divided over fewer weeks of service results in higher annual costs December 14, 2017 To: Kent Exner, DPW/City Engineer Andy Reid, Finance Director City of Hutchinson Public Works Department Operations & Maintenance 1400 Adams St SE Hutchinson, MN 55350 Phone (320) 234-4219 Fax (320) 234-6971 From: John Olson, Public Works Manager Subject: Replacement of two leaf vacuums The original two leaf vacuums are due for replacement. Over the years, Public Works staff gathered information to help make a good decision regarding replacements. Operational issues identified: 1. Accidents. In 2011, a vehicle drove very close behind a vacuum and when backing, the vehicle was struck by the vacuum. Large orange signs stating: "Stay Back Frequent Backing & Turning" were added after that accident. In 2013, a leaf vacuum backed into a parked car. No one was hurt in either accident and property damage was relatively minor. There are usually a few incidents per year resulting in minor damage to mailboxes or structures in the rights-of-way. 2. Visibility. It is most dangerous operation to back up. Unfortunately, backing is common when vacuuming leaves. Backup cameras help, but can be hard to see sometimes because of sunlight angle or because camera lenses become obscured by leaves or other debris. Purchasing a system with an integrated infrared camera would help detect anything behind the vacuum. Staff recommends the VLI series camera set from ProVision USA. The full set is about $320 + shipping, and $140 for camera only(http://provisionusa.com/comniei•cial/real•-vision/vli-cainera.p!V). The mirrors on the tractor are critical. The mirrors on tractors rented recently have been excellent. There are currently two models of leaf vacuums used by the City. Two units are equipped with bottom discharges, while one has an upper rear discharge. The overall width of the upper rear discharge machine is at least 8" narrower and is preferred for visibility. There have not been complaints specific to using upper rear discharge, so Public Works staff recommends that configuration be used. An added benefit to this is that upper rear discharge leaf vacuums are less expensive. Public Works staff plans to add supplementary LED lighting and retroreflective markings to emphasize the need for traffic to stay back at a safe distance and to indicate when the machine is backing up. 3. Nozzle manipulation. Vacuuming leaves using one operator requires manipulation of the hose nozzle from inside the tractor. The need is primarily due to variability in the sizes of leaf windrows. Existing equipment has 2 -way controls for the hose nozzle (up/down). In order to manipulate the hose nozzle left/right, the operator quickly applies the tractor brakes in order to get the hose nozzle to start swinging. When that does not take care of all leaves, the operator has to back up and reorient the hose nozzle to pick up remaining leaves. Some models on the market are available with 4 -way (up/down; left/right) or 6 - way (up/down; left/right; in/out) controls for the hose nozzle. City staff discussed whether 4 -way or 6 -way controls would improve efficiency and, more importantly, reduce tractor backing. It was determined that 4 -way controls would be preferable to 6 -way, as the likelihood of the in/out function would be problematic. When comparing costs of the leaf vacuums and the cost of 4 -way or 6 -way control options, it was determined that Public Works staff could fabricate equipment resulting in 4 -way controls at an estimated cost of around $1,000 each. This would consist of installing a fabricated bracket, shaft, and hydraulic motor. 4. Hose nozzles. Current hoses are 16" x 100" with a thin metal base. The base has a handle with up/down hose nozzle controls. This configuration is designed primarily for use with a ground operator, not for the way the City vacuums leaves. The nozzle handle can easily contact and damage mailboxes or other structures adjacent to the curb, necessitating removal. It is also necessary to modify the bottom of the hose nozzle to avoid having the nozzle stick down on the pavement. To prevent premature wear from contact with curbs, sacrificial wear plates are welded to the nozzle base. Public Works staff continues to evaluate hose nozzle configurations, with the goal of prolonging service life and avoiding property damage. 5. Number of leaf vacuums. In 2013, a third leaf vacuum was added. Staff has relied on three vacuums since then. Having three vacuums minimizes the impact that service has on other Public Works functions. Much of the time, it is possible to complete routes in less than one day. This allows staff to complete other tasks. During the heaviest weeks, all three vacuums are needed to complete routes on schedule. This year, two leaf vacuums were broke down at the same time, which required extensive use of the vacuum sweeper and overtime to complete daily routes. Had these breakdowns occurred during the heaviest weeks of the season, there would have been no way to keep up with route coverage or much more overtime would have been needed. Because of this, retention of one old leaf vacuum is being considered, so it could be used as a spare unit when needed. Maintenance issues identified: Impeller fans and impeller housing. The most expensive part of operating a leaf vacuum is rebuilding/replacing impeller fans and housings. It is necessary to replace, rebuild and repair impeller fans and the fan housing at least once every other season. By the middle of the second season, production decreases because of fan blade wear. For two seasons, an experimental compound was used. The intent was to provide an additional wear surface, making the fan blades last two seasons. While the material was helpful in static locations of the housing, it did not work on fan blades, due to them flexing during operations. To manage wear on the impeller housing, sacrificial liners are used. Parts of the old liners are added to new liners at key wear points in the housing. Hard surfacing welds are also added at key wear points in the housing. It is assumed impeller fans/housings will be rebuilt each season. Clutch and transmission system. Existing leaf vacuums utilize an over -center clutch with direct drive. The industry has gone away from this configuration because of clutch failure and have moved to belt drive transmissions. A belt drive helps to avoid shock loading of the impeller fans from directly affecting the clutch and/or engine by allowing another area of `give' in the transmission. In 2017, two City leaf vacuums required clutch replacement. The City of Glencoe also had to replace a clutch in one of their leaf vacuums. Manufacturers recommend keeping the clutch engaged when the motor is running. This is possible except when dumping the load. If the fan runs during dumping operations, leaves and much material blows out of the impeller housing. Several manufacturers offer fluid coupler drives, which would likely be more robust than over -center clutches with direct or belt drives, but they cannot be disengaged, even during dumping operations. For operator safety and comfort, fluid coupler drives will not be considered until there is a convenient, reliable way to disengage the fan during dumping operations. Radiators. Another significant cost for leaf vacuums has been replacement and repair of radiators. Radiator configuration is now even more critical because Tier III diesel engines, Tier IV diesel engines, or industrial gasoline engines are being used, all which run hotter than traditional diesel engines. It is important to consider the radiators' specifications and how they are mounted, in order to avoid unnecessary damage due to vibration. On at least two occasions, there have been small fires that have started due to debris accumulating on hot portions of the engine and/or controls. Tires. The fixed tandem axles on the trailer, combined with the need for regular 90° and 180° turns, creates conditions for significant tire wear. To manage tire wear, operators tend to split routes in a manner that minimizes the need to turn. Public Works staff has tried a number of tire options, but the best seems to be recapped implement tires because they wear well and at the least expense. Hydraulic pumps and pump motors. Existing leaf vacuums use a separate electric hydraulic pump for the nozzle. These pumps and motors lose effectiveness over time and have to be replaced on a regular basis. Leaf vacuums with 4 -way or 6 - way hose nozzle controls utilize the same hydraulic system as the hoist and are more robust. Since we intend to fabricate our own 4 -way system, Public Works staff will eliminate the standard hydraulic system and instead utilize the tractor's hydraulics. Control panel. Existing leaf vacuums have a front -mount control panel. There are problems with leaves and debris getting into the control panel and causing electrical malfunctions. The design and placement of the control panel will be considered for new leaf vacuums. Existing leaf vacuums utilize a wired remote control. Public Works staff determined it is unnecessary to specify wireless remotes, primarily due to their significant cost. Parts turnaround. The existing vendor, ODB, has excellent customer service. The company is located in Virginia. The parts turnaround for ODB has been next day to two days for small items and two to four days for larger items. ODB's service is factory direct, so there is no local dealer. It is unknown what effect the recent purchase of ODB by a conglomerate company will mean for service or parts availability in the future. Other leaf vacuums are sold through distributorships. For a local (MN) distributor, we could expect same day to one day service for small items and one to two day service for larger items. Program costs identified ($110,625 annually): Labor ($30,110) • Regular pay Estimated at 650 hrs @ $30.00 = • Overtime pay Estimated at 20 hrs @ $45.00 = • Compensatory hours earned Incl. w/ OT • Benefits 48.75% for regular pay $19,500 X 48.75% _ • Benefits 22.60% for overtime pay $900 X 22.60% _ Machinery capital costs ($62,840) $19,500 $ 900 $ 9,506 $ 204 • Tractor lease 3 @ 200 hrs = 600 hrs X $30/hr = $18,000 • Leaf vacuum replacement $56,000=6 yrs @ 100% X 3 ea = $28,000 • Vac -All (75%) $194,000=12 yrs=$16,167@75% _ $12,125 • Mechanical sweeper (20%) $165,000=7 yrs=$23,571 @ 20% _ $ 4,715 Machinery operating ($17,675) • Fuel Est. at $6,500 per year = $ 6,500 • Repairs & maintenance Est. at $1,200 per year = $ 1,500 • Rebuild impeller/fan housing Est. at $3,225 per year/per unit = $ 9,675 Costs: $110,625 annual cost - 4,259 houses = $25.97 per house per year Recommendation: Based on experience to -date, Public Works staff recommends putting ODB leaf vacuums on a 6 -year rotation. Public Works staff would recommend Tarco leaf vacuums be put on an 8 -year rotation, which is made possible by a higher quality of construction. Option I - RECOMMENDED ODB SCL80OTM25 w/ Kubota WG3800-G-E3 4 cyl. Gasoline engine (87 hp), 32" fan. Base cost $50,617 Air scoop $ 2,472 List price $53,089 7.5% NJPA discount$( 3,982) Discount price $49,107 Transportation $ 2,556 30' cord for boom controls w/ E -stop $ 545 4 -way nozzle $ 1,000 Camera $ 400 Safety markings, etc. $ 500 Net price 54 108 Anticipated lifetime — Cost $54,108 _ 6 years = $9,018/year Impeller rebuild — $3,225/year Total = $ 12,243/year Option 2 Tarco Hurricane 4000 25 Cubic Yard w/ John Deere 4045 Tier 4 engine, 36" fan Base cost $70,001 Wireless remote for boom $ 4,660 LED lighting $ 540 Transportation $ 1,263 4 -way nozzle $ 1,000 Camera $ 400 Safety markings, etc. $ 500 Net price 78 364 Anticipated lifetime — Cost $78,364 - 8 years = $ 9,796/year Impeller rebuild $3,225/year Total = $ 13,021/year OLD DOMINION BRUSH CO., INC. 5118 Glen Alden Drive, Richmond, VA 23231 1-800-446-9823 PROPOSAL # 110217RT4 City of Hutchinson 1400 Adams Street SE Hutchinson MN 55350 Description (1) New ODB Trailer Mounted Vacuum Debris Collector Model SCL800TM25 SCL800TM25.K87 Powered by Kubota WG3800-G-E3 4 cyl. gasoline rated for 87 HP Hopper - 25 cubic yards with self dumping underbody hoist 32" diameter suction impeller with six 3/8" thick T-1 steel blades Belt drive for suction impeller 16" diameter x 100" rubber suction hose with steel nozzle Hydraulic hose boom powered by an electric/hydraulic pump 13" clutch assembly with a 2.25" diameter PTO shaft & safety engagement 44 -gallon polyethylene fuel tank Engine controls; tachometer, hour meter, oil pressure & water temp Murphy engine safety shutdown for low oil pressure and high water temperature Underbody type hoist that dumps to 52 degrees and is power up/down Gear driven hydraulic pump powers the 26.6 ton capacity hoist Tandem axles with a combined rating of 24,000 pounds Eight 235/80R16E tires mounted on steel wheels Electric brakes with break -away actuator LED type DOT lights and two rear amber LED oval flashers HD height adjustable pintle eye with three quick release pins Manual parking jack with drop foot All components pre -painted prior to assembly - standard color is white DATE: November 2, 2017 ATTN: John Olson NJPA Membership # 33350 Price $ 50,617.00 Options SCL800.029 Air scoop for top of hopper to redirect exhausted air towards rear $ 2,472.00 Total Equipment Cost: $ 53,089.00 NJPA 7.5% Discount: $ (3,981.68) NET Equipment Cost: $ 49,107.33 Transportation cost from Richmond, VA at $2/mile 1278 $ 2,556.00 TOTAL NJPA ITEMS COST PER UNIT: $ 51,663.33 SOURCED GOODS: 30' extension for boom controls with "E" stop button $ 545.00 ,�T\?JPA AWARDED CONTRACTS Contract #041217-ODB Thank you, R" /&W*VlGtt" 800-632-7989 rickt@odbco.com TOTAL DELIVERED COST PER UNIT: $ 52,208.33 NoMACQUEEN EQUIPMENT Ship To: SAME AS BELOW Invoice To: CITY OF HUTCHINSON HUTCHINSON CITY CENTER 111 HASSAN STREET S.E. HUTCHINSON MN 55350 1125 7th Street E St Paul, MN 55106 651-645-5726 • 800-832-6417 Fax: 651-645-6668 Branch 01 - MACQUEEN EQUIP Date Time Page 11/01/2017 10:59:35 (0) 1 Account No Phone No Est No 01 HUTCH001 3202344479 Q00616 Ship Via Purchase Order P.O. Tax ID No Salesperson KEVIN FISCHER 128 EQUIPMENT ESTIMATE - NOT AN INVOICE Description ** Q U O T E ** EXPIRY DATE: 01/15/2018 Amount New TARCO HURRICAN 25 YD. SELF CONTAINED LEAF LOADER 95739.00 Subtotal: 95739.00 Authorization: Quote Total: 95739.00 UNIT INCLUDES ALL STD OPTIONS CITY OPTIONS: FLUID COUPLER ILO CLUTCH 4 -WAY HYD. BOOM ON PICKUP TUBE 4 -WAY HYD. BOOM WIRELESS REMOTE J.D. 99 H. P. TIER 3 ENGINE & 24,000 CFM UPGRADE INCLUDES DELIVERY TO HUTCHINSON, MN & TRAINING Quality Environmental Solutions and Support www. macqueeneq. com MACQUEEN EQUIPMENT GROUP" SPFCIFICATIQV� THE HURRICANE SERIES Model Hurricane 1000 Box Capacities 14 or 17 Cubic Yards Hurr.cane 4000 20, 25 or 30 Cubic Yards Suction Housing (10 Gauge) 1/4" Thick A.R. Steel 1/4" Thick A.R. Steel Replaceable Liners Replaceable Liners Suction Impeller 30" or 33" Diameter Fan 36" Diameter Fan T-1 Steel Blades T-1 Steel Blades 6 Blades - 3/8" T1 6 Blades - 3/8- T1 3/16" Convex Back Plate 3/16- Convex Back Plate fSuction Case Size 30" or 33- Impeller 36" Impeller l47- Diameter x 46- High Er 14" Wide 56- Diameter x 53- High Er 16" Wide Power Transmission 5V Grip Notched Power Band 5V Grip Notched Power Band Hydraulic Hose Boom 2 -Way (Standard) 2 -Way (Standard) 4 -Way (Optional) 4 -Way (Optional) Trailer Dual Tire - Tandem Axle Dual Tire - Tandem Axle John Deere Diesel Engine 4045T: 80 HP® 2500 rpm 4045T: 99 HP 0 2500 rpm 4045T: 85 HP® 2500 rpm 4045T: 115 HP ® 2500 rpm Hose Size 16" x 10' 16" x 10' Paint Colors Yellow or White (Standard) Yellow or White (Standard) Special Paint (Optional) Special Paint (Optional) Other sizes and dimensions are available, please consult with your TARCO® representative. Distributed By Manufactured By., FORT MILLER 678 Wilbur Ave. n■ti� FAB Greenwich, New York 12834 Phone: 518-584-4400 1 Fax: 518-584-6630 Email: info®FMFAB3.com om vvww.FMFAB3.com❑, FOR Miter FAB3 Corp reserves the rpt to change any pmd- specMratbns. de gn or mat s -U notice OXUFart MJ FABSCorp Nng-reserved 41141 FMFAWHum—REV-A F8FIT MILLER HURRICANE* FRB 3 SERIES Self-contained trailer mounted vacuum leaf collectors tailored for your seasonal needs. Public IFYealtil Prevcm. rromotr. Prom". Meeker -McLeod -Sibley Community Health Services 1805 Ford Avenue, Suite 200 Glencoe, Minnesota 55336 Date: December 11th, 2017 Direct line i5071768-3531 Fax Number (320) 864-2484 To: City Administrator or City Clerk From: Ailie Elbert, CHS Administrator Re: MMS CHS Community Health Assessment and Community Health Improvement Plan Hello, I am excited to share with you our most recent Meeker -McLeod -Sibley Community Health Services (MMS CHS) Community Health Assessment (CHA) and Community Health Improvement Plan (CHIP). Both the CHA and CHIP are requirements that local public health must complete as part of MN Statute 145A. For more information on the statutory requirements, please visit http://www.health.state.mn.us/divsZopi/govLlph.act/. The Community Health Assessment (CHA) identifies and describes factors that affect the health of a community, and the factors that determine available resources to address those health needs. The Community Health Improvement Plan (CHIP) is a long-term, systematic effort to address public health problems in the community. It is based on the results of the CHA. While local public health has had requirements to complete improvement plans for many years, changes to MN Statute in recent years added additional requirements. In addition, around the same time as the statutory updates, local hospitals also received a new IRS requirement to also complete a CHA and develop an improvement plan. MMS CHS works very closely with the MMS Healthy Communities Leadership Team [CLT]. The CLT is comprised of organizations throughout MMS, including local hospitals, HeadStart, the business community, active transportation organizations, U of M Extension, the Regional Development Commissions, and the MN River Area Agency on Aging. The MMS CLT is the backbone for this work. In 2013, MMS CHS and the four local hospitals completed a joint CHA that was facilitated through the MMS CLT. Through the CHA, three priority areas were identified - obesity, mental health and prevention & wellness. The CLT formed subcommittees to address this work. While there was some success with this method, there were also some lessons learned and applied to the next CHA and CHIP process. The hospitals are required to complete their CHA every 3 years, so in 2016, MMS CHS partnered with the hospitals, again through the CLT, to facilitate this process. Much of the data used during this process was local data collected through a 2014 Community Behavior Survey that was funded through the Statewide Health Improvement Partnership (SHIP). During this process, six priority areas were identified by the community - obesity, senior Public Ham meteor. Promote. Prot -t. Meeker McLeod Sibley Cammunity Health Services Meeker -Mcleod -Sibley Community Health Services 1805 Ford Avenue, Suite 200 Glencoe, Minnesota 55336 Direct Line (5071766-3531 Fax Number (320) 864-1484 health, mental health, access to care, binge drinking and choices/behavior/culture. The CLT decided to use a collective action approach to address the identified priority areas. A collective action model was developed in which overall objectives were identified for each priority. The indicators selected to measure progress came from the local Community Behavior Survey. This survey will be repeated in 2019 to measure progress. Each participating organization in the CLT has developed their own internal improvement pians that contribute to reaching the overall objectives of the Collective Action Plan. Enclosed with this letter are resources related to the CHA and CHIP. 1. Summary of the CHA 2. MMS CLT's Collective Action Community Health Improvement Plans 3. MMS CHS's internal CHIP that MMS CHS is implementing over the next 5 years 4. Two-page infographics that highlight each priority area, meant to be more user- friendly for the general public All of these documents are available electronically on the MMS CHS website www.mmspublichealth.org . I encourage you to review, use and share any and all of these documents as you see Cit, as they have been created to address the identified heath needs of the community. If you have any questions or would like more information, please feel free to reach out to me at (507) 766-3531 oral lie. elberttabco.mcleod.mn.us . Sincerely, kue 54614 Allie Elbert, MMS CHS Administrator Meeker -McLeod -Sibley Community Health Improvement Plan 2016-2020 Mission Lead efforts to protect and promote the health of the people in Meeker -McLeod- Sibley counties through education, empowerment and provision of essential public health services. Public Health Prevent. Promote. Protect. Meeker McLeod Sloi :y Community Health Services APP roved by the Com mun ity HeaIth Board: July 2017 Background information: The Meeker -McLeod -Sibley Healthy Communities Leadership Team (CLT) is a coalition of community members that has been in existence over 15 years. The mission of the CLT is to advance healthy living within our three counties. Their vision is to partner with communities to encourage and support efforts to impact environmental change and enhance healthful living. The coalition is comprised of stakeholders from key sectors including our four local hospitals, University of Minnesota Extension, local planning organizations, and local organizations focusing on health equity to name a few. Meeker -McLeod -Sibley Community Health Services (MMS CHS) provides coordination forthe CLT and serves as the fiscal host. In 2013, the CLT facilitated a joint Community Health Assessment (CHA) that fulfilled the statutory requirements of MMS CHS and IRS requirements for the local hospitals. As a result of the joint CHR, the CLT became the coalition that developed and implemented joint Community Health Improvement Plans CHIP) for each of the three identified priority areas. In June of 2016, the CLT facilitated a follow-up "mid-cycle" joint CHA. As a result of the CHA, six priority areas were identified. The CLT again became the coalition coordinating the CHIP, however wanted to use a different model. After researching various models, the CLT decided to implement a Collective Action framework in order to increase efficiencies and decrease duplication. Collective action occurs when organizations agree to coordinate activities in pursuit of shared objectives (Mays, 2010). While community partners are active and engaged with community level initiatives, there are still internal agency priorities. A challenge arises when balancing agency resources and staff capacity between internal and external priorities. Another challenge is the multifactorial root causes of the identified priority areas. A collective action framework attempts to address both of these challenges. The collective action approach requires collaboration and partnerships to work on overarching goals to address the priority areas, while each agency continues to utilize local agency data and work on interventions specific to their agency. Collectively, all the agency interventions contribute to the overall common goal. From August of 2016 — August of 7017; MMS CHS led the CLT through the development of the collective action framework, which included identifying common goals and indicators for each priority area that aligned with state and national priorities, as well as a document to capture the work each community partner is currently engaged in related to each priority area. The CLT will use this document as a baseline to monitor the progress of the CHIP. MMS Healthy Community Goals for Collective Action Plan *as identified through the 2016 Community Health Assessment Identified priorities are: 1. Obesity 2. Senior Heath 3. Mental Health 4. Access to Care 5. Binge Drinking 6. Choices, Behavior, Culture Priority 1: Obesity finah Promote health and reduce chronic disease risk though the consumption of healthy diets and achievement of maintenance of healthy body weights. National/state alignment: aligns with the Healthy People 2020 nutrition and weight status goal Objectives: 1. Will decrease self-reported adult obesity rate from 33.6% to 30% by December 31, 2420. Indicator. self-reported adult obesity rate (Source: MMS Community Health Survey) 2. Will increase the percentage of adults self -reporting consumption of the recommended fruit and vegetable daily allowance from 32% to 35% by December 31, 2020. Indicator° adult self-reported consumption of the recommended fruit and vegetable daily allowance (Source: NEMS Community Health Survey) 3 Obesity Strategy 1: MMS CHS will provide support and technical assistance to community partners that implement policy, systems and environmental changes related to healthy eating and/or active living. Objective: Will have a minimum of 5 policy, system, or environmental changes in each sector of: schools, workplaces, healthcare and community in one or multiple partner sites by July 2018. Policy changes needed: Policies vary depending on sector, but may include worksite wellness policies support opportunities for healthy eating and physical activity during the work day, school wellness policies that create opportunities for healthy eating and physical activity, or community -level policies that allow for the development of infrastructure to make it easier and safer to walk and bike, such as complete street policies. Responsibility for implementation: The MMS CHS staff members that are members of the MMS Community Health Improvement Team will take lead responsibility for implementing this strategy, in partnership with key stakeholders in the above sectors that ultimately have the final authority to make policy changes. Performance Measures/Health Outcomes: The health outcome is to the decrease the obesity rate. This will not be measured again locally until we repeat our community behavior survey. The activities being implemented for this objective are evidence -based and part of the Minnesota Statewide Health Improvement Partnership. To ensure we are on track, we will monitor: • # of partner sites, • # of meetings, • # of PSE changes In addition, we will monitor changes in health behaviors in specific sites when possible. Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. Obesity Strategy 2: Breastfeeding decreases the risk of obesity. MMS will collaborate with community partners and provide leadership to the Crow River Breastfeeding Coalition. The mission of the coalition is to protect, support and promote breastfeeding through a variety of strategies. Objective: Increase access to environmental spaces that support breastfeeding practices. 4 Policy changes heeded: policies that create spaces for breastfeeding, as well as workplace policies that allow mothers the flexibility in their schedule to pump while at work Responsibility for implementation: The MMS CHS staff members that are members of the Crow River Breastfeeding Coalition will take lead responsibility for implementing this strategy, in partnership with other members of the coalition and key stakeholders in the above sectors that ultimately have the final authority to make policy changes.. Performance Measures/Health Outcomes: # community partners implement new or enhanced BF policies and practices. ■ # Partner organizations attending BF Coalition meetings Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. Priority 2: Senior Health Goal: Improve the health, function, and quality of life of older adults while addressing rising healthcare cost of the older population. National/state alignment: reflects the Healthy People 2020 older adults goal to improve the health, function, and quality of life of older adults while addressing rising healthcare cost of the older population. Objectives: 1. Decrease the health care costs of older adults Indicator: average health care costs of older adults in MMS [Source: All Claims Payer Data base?] 5 Senior Health Strategy L• MMS will implement strategies to keep seniors independent and safe living in their preferred environment. MMS will train staff to provide chronic disease management classes and falls prevention classes. Develop and promote local partnerships and community engagement to provide a network of services/programs and resources for the senior population. Objective 1: A minimum of 50 seniors living in Meeker, McLeod and Sibley Counties fully participating in an evidence -rased class by July 2018. Policy changes needed: No direct policy changes needed for this strategy. Supplement policy changes could be related to organizations hosting and offering classes, and health care organizations making internal policy and systems changes to make it easier to refer patients to these classes. Responsibility for implementation: The MMS Community Health Improvement Team members are taking the lead responsibility for ensuring continuity of classes are being offered in MMS, with additional responsibility by the MMS and community partner staff that are trained to teach the classes. Performance Measures/Health Outcomes: These classes are evidence -based, with evaluation components built in. Indicators vary based on the specific class offered, but may include number of falls, changes to eating habits, and compliance with health Care provider's instructions. To ensure we are on track, we will also monitor: • # chronic disease classes offered # of attendees % of participants reporting increased knowledge and confidence with self -care. Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. Objective 2: MMS staff will participate and be engaged in a minimum of 6 community-based initiatives. Policy changes needed: No specific policy changes needed. Responsibility for implementation: The MMS Community Health Improvement Team members will be responsible for implementation of this objective and may delegate agency participation to another staff member within MMS based on the specific activity. Performance Measures/Health Outcomes: The purpose of these community-based initiatives is to better serve our seniors at a population level, through coordination of services and other opportunities that enhance resources available to seniors. Progress of this objective will be monitored through: # staff participating in community-based initiatives # of meetings attended % of community based initiatives meeting their outcomes. Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. Priority 3: Mental Health Improve mental health status through prevention and by ensuring access to appropriate, quality mental health services. National/state alignment: aligns with the Healthy People 2020 goal to improve mental health status through prevention and by ensuring access to appropriate, quality mental health services. Objectives: 1. Decrease the percentage of people self -reporting a delay in mental health services from 9.6% to 8% by December 31, 2020. Indicator: Percentage of people self -reporting a delay in mental health services (MMS Community Health Survey) 2. Decrease the percentage of people self- reporting 1- 9 poor mental health days in a 30 day period from 33.4% to 31%. Indicator: Percentage of people self- reporting 1- 9 poor mental health days in a 30 day period (Source: MMS Community Health Survey) Strategy: The MMS Mental Health Task Force is being convened by MMS staff: The purpose of this task force is to reduce the negative impacts of mental health issues facing the community. The task force will focus on barrier to access of mental services related to stigma. The first strategy will be to implement a media blitz/campaign and the second strategy is to implement an on-going community education/awareness campaign. Objective 1: Implement a media blitz/campaign to start September of 2017 and run through March 2018. Policy changes needed: No specific policy changes are directly tied to this objective, but long-term, it could lead to policy changes within healthcare organizations. Responsibility for implementation: The MMS CHS staff members that coordinate and lead the task force will take primary responsibility for implementing this strategy in collaboration with the task force members. Performance Measures/Health Outcomes: The long-term health outcome is better mental health. By addressing stigma, this media campaign/blitz can positively impact access to mental health service. To ensure we are on track, we will monitor media communications such as: + # of billboards press releases • facebook posts Monitoring will be done the MMS Mental Health Task Force and the Community Health Improvement Team. Objective 2: Implement an on-going community education/awareness campaign including Mental Health First Aid [MHFA] starting September 2017 through December 2019. Policy changes needed: No direct policy changes are tied to this objective, however providing these trainings may lead to organizations developing policies that increase their organization's capacity to respond to events and provide MHFA. Responsibility for implementation: The MMS CHS staff members that coordinate and lead the task force will take primary responsibility for implementing this strategy in collaboration with the task force members. Performance Measures/Health Outcomes: The long-term health outcome is better mental health for people that experience a traumatic event. They will benefit from the key personnel that they encounter after the event who are trained in MHFA and able to better address their needs. To ensure we are on track, we will monitor: ■ # MMS staff trained in MHFA r # of MHFA presentations r # of community events ■ pre/post survey of participants attending even tslclasses, etc. Monitoring will be done the MMS Mental Health Task Force and the Community Health Improvement Team. Objective 3.L Increase educational efforts through twice a year presentations and monthly newsletters for public health staff, other county staff in Meeker, McLeod, Sibley and other interested worksites. Policy changes needed: To meet this objective, policy changes needed could include policies related to workforce develop to ensure adequate training opportunities are available. Responsibility for implementation: The MMS CHS staff members that coordinate and lead the task force will take primary responsibility for implementing this strategy in collaboration with the task force members. Performance Measures/Health Outcomes: Health outcomes can include better personal mental health for the people receiving education, them being better able to respond to others' mental health issues, ultimately leading to better mental health for clients, community members and others we serve. To ensure we are on track, we will monitor: • # of people receiving newsletter ■ pre/post survey r # of events • # of outreach efforts Monitoring will be done the MMS Mental Health Task Force and the Community Health Improvement Team. Priority 4: Access to Care Improve access to all services that promote a healthy life through policy, system, and environmental changes and programing. National/state alignment: aligns with Healthy People 2020 goals to increase the proportion of insured persons with coverage for clinical preventive services; increase the proportion of children and youth aged 17 years and under who have a specific source of ongoing care; reduce the proportion of persons who are unable to obtain or delay in obtaining necessary medical care, dental care, or prescription medicines; reduce the proportion of persons who are unable to obtain or delay in obtaining necessary medical care and reduce the proportion of persons who are unable to obtain or delay in obtaining necessary dental care. Objectives: 1. Decrease the percentage of people self -reporting a delay in medical care from 23.7% to 21% by December 31, 2020. Indicator: Percentage of people self -reporting a delay in medical care [Source: MMS Community Health Survey) 2. Decrease the percentage of people self -reporting a delay in dental care from 20.6% to 18% by December 31, 2020. (Source: MMS Community Health Survey) Indicator: Percentage of people self -reporting a delay in dental care (Source: MMS Community Health Survey) Strategy: MMS CHS has a strong commitment to increasing access to preventative services, especially for our population ages 0-21. The Child and Teen Check -[gyp Team, which includes the Dental Varnishing nurse, works to increase opportunities for our population ages 0-21 to have access to preventative medical and dental care. Objective 1:_ Will provide dental outreach to increase utilization of dental benefits among the Medicaid population ages 0-21 10 Policy changes needed: Policy changes needed include changes to Medicaid reimbursement so there are more dentists that accept a higher volume of Medicaid clients Responsibility for implementation: Primary responsibility for implementation will be MMS CHS staff working in the Child and Teen Check-up Outreach Program and Dental Varnishing program, with assistance from the MMS Community Connector Team. Performance Measures/Health Outcomes: Primary health outcomes will be better dental health for children in MMS with Medicaid. To ensure we are on track, we will monitor the percentage of PrimeWest and SCHA participants utilizing dental benefits. Monitoring will be done the C&TC Team and the Community Health Improvement Team. Objective L. Will increase the % of Medical Assistant participants receiving a C&TC exam by 5% by December 2418. Policy changes needed: Needed policy changes include internal health care policy changes for all children coming in to receive a well-child exam or sports physical to receive a complete Child and Teen Check -Up. An additional policy change includes enhancements to the reimbursement process for providers that bill for complete Child and Teen Check -Up exams. Responsibility for implementation: Primary responsibility for implementation will be MMS CHS staff working in the Child and Teen Check-up Outreach Program with assistance from the MMS Community Connector Team. Performance Measures/Health Outcomes: Primary health outcomes will be better overall health and early intervention of health concerns for children in MMS with Medicaid. To ensure we are on track, we will monitor: • # of exams reported in Catch Data base • # of outreach efforts to participant • # of outreach efforts to providers Monitoring will be done the C&TC Team and the Community Health Improvement Team. Objective 3 Increase the number of MMS clients receiving dental varnishing by 10% by July 2018. Policy changes needed: Policy changes needed include internal MMS policies that allow for easier billing of dental varnishing services. 11 Responsibility for implementation: Primary responsibility for implementation will be the nurse that runs the dental varnishing program, with assistance from the Child and Teen Check-up team. Performance Measures/Health Outcomes: Primary health outcomes will be better dental health and Fewer dental caries for children in MMS with Medicaid. To ensure we are on track, we will monitor: # of no -duplicated clients, • # of sites dental varnishing is offered Monitoring will be done the C&TC Team and the Community Health Improvement Team. Binge Drinking Goals: To implement an education awareness campaign for school age kids across Meeker - McLeod -Sibley counties To build awareness on the hazards of binge drinking National/state alignment: Aligns with the Healthy People 2020 goals related to decreasing alcohol use by adolescents Objectives: 1. Decrease the percentage of people self -reporting binge drinking from 30.7% to 28% by December 31, 2020. Indicator: Percentage of people self -reporting binge drinking (Source: MMS Community Health Survey) 2. Decrease the percentage of students reporting that they used alcohol in the past year from 18% to 16% by December 31, 2020. (Source, MMS student survey) Indicator: Percentage of students reporting that they used alcohol in the past year (Source: MMSstudent survey) 12 Strategy: MMS does not directly work on strategies addressing binge drinking, but rather will participate in local coalitions when opportunities arise. MMS will increase awareness on the dangers of binge drinking through established media efforts. QhleCtiye 1: Increase MMS presence at local coalitions to build a stronger more consistent relationship with community partners. Policy changes needed: The policy goals of the local coalitions include social host ordinances, policies related to checking IDs and searing, and school alcohol policies for students caught drinking. Responsibility for implementation: Primary responsibility for implementation will be MMS CHS staff that sit on the local coalitions, with assistance from the other coalition members. Performance Measures/Health Outcomes: Health outcomes include fewer incidents and health issues from binge drinking. To ensure we are on track, we will monitor: • # coalition meetings ■ 1-2 identified staff tasked to attend coalition meetings. Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. Objective 2: Increase media visibility regarding binge drinking by July 2018 Policy changes needed: The policy goals of the local coalitions include social host ordinances, policies related to checking IDs and searing, and school alcohol policies for students caught drinking. Responsibility for implementation: Primary responsibility for implementation will be MMS CHS staff that sit on the local coalitions, with assistance from the other coalition members. Performance Measures/Health Outcomes: Health outcomes include fewer incidents and health issues from binge drinking. To ensure we are on track, we will monitor: • # gess releases • # sociaal media posts 13 Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. Obje ire 3: Will offer a minimum of 2 community presentations on binge drinking by July of 2018. Policy changes needed: The policy goals of the local coalitions include social host ordinances, policies related to checking IN and serving, and school alcohol policies for students caught drinking. Responsibility for implementation: Primary responsibility For implementation will be MMS CHS staff that sit on the local coalitions, with assistance from the other coalition members. Performance Measures/Health Outcomes: Health outcomes include fewer incidents and health issues from binge drinking. To ensure we are on track, we will monitor: # of presentations ■ # of attendees • % reporting increase of knowledge and awareness Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. Choice/Behavior/Culture G091. To increase community awareness and understanding of the Social Determinants of Health and health equity across Meeker -Mcleod -Sibley communities. National/state alignment: aligns with 11 goals of Heathy People 2020 related to the social determinants of health and the Healthy Minnesota 2020 Statewide Health 14 Improvement Framework, which has a strong focus of health equity and changing the narrative to provide opportunities for all to experience health. Objectives: 1. Will develop a long -terra communication plan to provide on-going and consistent education and community outreach on health equity, including social determinants of health. 2. Will conduct on-going research and analysis on population based data related to health equity (HEDA) Strategy: MMS recognizes the need to increase education and awareness on health equity issues for the community, staff and local elected officials. MMS CNS will encourage a health in all policies approach with all programs and service areas. MMS will continue to explore emerging professions in the public health field that work with populations experiencing health inequities. MMS staff will strive to improve the narrative around health equity and encourage unbiased opinions. Objective 1_ Will offer 2 communities workshops/town hall meetings on the Social Determinants of Health and Health Equity by December 31, 2020. Policy changes needed: When policymakers enact new or updated policies, this strategy will encourage them to take a health in all policies approach. Responsibility for implementation: The MMS CHS Community Health Worker will take lead responsibility for implementing this strategy, in partnership with members of the MMS Community Health Improvement Team. Performance Measures/Health Outcomes: This strategy will work to decrease health disparities and create opportunities for health equity. To ensure we are on track, we will monitor: a pre/post survey of community presentations i # in attendance Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. 1S Objective Z: Will provide on-going and consistent education to MMS staff and CHB members on the impact of health equity issues. Policy changes needed: When policymakers enact new or updated policies, this strategy will encourage them to take a health in all policies approach. Responsibility for implementation: The MMS CHS Community Health Worker will take lead responsibility for implementing this strategy, in partnership with members of the MMS Community Health Improvement Team. Performance Measures/Health Outcomes: This strategy will work to decrease health disparities and create opportunities for health equity. To ensure we are on track, we will monitor: # of staff trainings/workshops • IDI scores • # of CNB presentations/education efforts • Prelpost survey of CHB members Monitoring of the performance measures will be done by the MMS Community Health Improvement Team. 16 09 0 Meeker, McLeod. Sibley vow 'W'�' Healthy Communities 2017 Community Health Assessment COLLECTIVE ACTION PLAN: OBESITY Obesity is a significant contributor to chronic conditions like diabetes, heart disease, stroke, and cancer, which often lead to premature death and raise health care costs for both individuals and the state. Strategies that improve nutrition and increase physical activity through policy, systems, and environmental change are fundamental to reducing obesity rates in children and adults. Local Data MMS Community Health Behavior Survey 33.6% of MMS adult residents, in 201.3, self-reported that they were obese (by submitting height & weight). Gender & Age Over 50 o of MMS residents utilize Masses or activities through Community Education Highest Age -Adjusted Rates of Obesity 33.5% 33.7% Males Females Education & Income 100% 75% 50% 42.9% 25% 0% 0 24.4% E Less than Bachelor's high school degree or education higher Residents Considered Obese 37.207o (Meeker) ,.37;;;1 National Data Centers for Disease Control National Center for Health Statistics (NCHS) IN2014000 36.5%ofU.S. adults had obesity 41 Obesity by age and ethnic background: 40.2% 37% I_00% Middle -Aged Adults Older Adults 75% 40-59 years bo+ years *go 25% 32.3% Younger Adults 0% 20-39 years Obesity can also be affected by socioeconomic status 48.!% 42.50 34.5° lI.]°Io dos hoc hoc W WV;. m m s h oal th ycom m un Iti es.ol g 00 go Meeker. McLeod. Sibley wow TWV Healthy Communities 2017 Community Health Assessment COLLECTIVE ACTION PLAN: SENIOR HEALTH Promoting healthy aging throughout the life span and preventing chronic diseases is key to long-term care cosi containment and quality of life improvement. Costs for persons in long-term care facilities under age 65 are shared between federal, state and local government. Since 2003, local governments have been responsible for paying x0%0 of the state's share. The counties have reduced the number of people under age 63 who have been in nursing homes more than go days; however, some individuals require nursing facility level of care and there are no local community options for them to safely relocate. A population -based approach is critical to health reform and system innovation, and there is a key role for local government. County -based health care purchasing, ACos, and IHPs provide an opportunity to build a prevention -focused, community-based local case system that optimizes health while controlling costs for the Medical Assistance population. Local Data MMS Community Health Behavior Survey IN2014000 MS Residents 65+ Health Status the elderly dependency ratio (65+ years) was 27.4% compared to MN state average of f 21% zooms So% 65.4010 do%a ofMMS residents 65+ ¢0%a 45.7%are in good overall health status ZO%a o% 7.8% of MMS residents 65+ have used public transportation, such as Trailblazer Transit or Meeker County Transit 27,1%0 zz.4°ia e, D ceeS� y`Qto lee, r r� R< [ L �4 7/G Nigh Blood Pressure 100% 80% MA 40% 20% 0% 65.4% 58.3% N MMSResidents E MNResidents State Data 65.4°70- of MMS residents 65+ have been told they have high blood pressure compared to 58.3% of all Minnesota residents ds+ Diabetes or Pre -Diabetes 100% xe 80% 6o% 40% 20% 0% 27.1% 22.1°70 h MMSResidents E MN Residents 27.1% of MMS residents 65+ have beer► told they have diabetes or pre -diabetes compared to 22.1% of all MN residents 65+ 0 a* Meeker, McLeod, Sibley Via ` Healthy Communities 2017 Community Health Assessment COLLECTIVE ACTION PLAN: MENTAL HEALTH Mental and chemical health promotion can improve quality of fife and physical health, and early intervention services can lessen the burden of both. Unrecognized and untreated mental and chemical health conditions can disrupt development across the lifespan, social connections, family life, education, employment and economic stability, and full community participation. Early intervention and support for families can prevent child and parent mental and chemical health problems and promote overall health and resiliency at all stages of life. When left untreated, mental and chemical health conditions can worsen and become disabling or less amenable to treatment. 1N2oi4... 100% 75% 50% 25% O% 26.4% MMS Residents Local Data M M5 Community Health Behavior Survey -1$.1°70 Minnesota Residents Residents reported that they had mental health concerns (depression, anxietylpanic attacks, or other mental health problems) 996%of MMS residents reported there was a time whenyou wanted to talk with or seek help from a health professional about mental health issues but did not, or delayed talking to someone 33*4%of MMS residents said they had z -g days, in the last 3o, where their mental health was not good National Data lN201f... 1S.1% of all U.5. adults 4ft There were an estimated 4.3.6 million adults aged 18 or older in the United States With any mental Illness. (5AMHSA) ■ iNzoi4... 6.7% of all U.S. adults An estimated i6.i million adults aged 18 and older in the United States had at least one major depressive episode. (National Institute of Mental Illness) State Data Minnesota Unhealthy Days Mentally Unhealthy Days, Average per Month by County, BRFSS-2oo6-12 ■ Over S.o 3.1-4.0 4.3-5.0 Under3.0 No data or data suppressed 66 wow '0 ! Meeker, McLeod, Sibley '/W' Healthy Communities 2017Community Health Assessment COLLECTIVE ACTION PLAN: ACCESS TO CARE Health care reform is evolving at the state and federal levels. An individual health insurance coverage mandate now applies in Minnesota under the Affordable Care Act, but there will still remain a percentage of uninsured and underinsured individuals in the state. Federal legislation was passed in Zoog for parity between mental health and physical health services within health insurance coverage. Minnestoa has not developed an adequate system for either insured or uninsured person to receive care for mental health issues. Access to dental care is limited due to the lack of a sustainable, statewide model of care for persons on public programs. This is influenced by a shortabe of dental health care workers and reimbursement practices for persons on government health programs. State Data Access to Health Care OW Physicians, 2011 Physicians per io,000 residents Fewer than 6 6-8 9-11 12-1f 16 and above State Data Access to Dental Care Dentists, 2011 A Dentists per so,000 residents 2 3 4 05 ■ d and above State Data Access to Mental Health Care MN Rational Service Areas Geographic HPSA Designations Central Region (Designated 4120oS) Crest Region (Not Designated) Metro Region (Not Designated) Region i (Designated 912011) Region 2 (Designated 1o12o1x) Region 3 (Designated 312012) Region 4 (Designated 4/2ox2) Region 5 ((Designated 1012009) Region 7E (Designated 812o1o) S. Central Region (Designated 212012) SW Central Region (Designated 212011) 00 go Meeker, McLeod, Sibley Wom '/ti Healtliy Communities 2017 Community Health Assessment COLLECTIVE ACTION PLAN: BINGE DRINKING Alcohol use is reported by over ha f of all adults in the United States and is the most widely used drug in MN _ even more prevalent than tobacco. Excessive alcohol consumption contributes to a number of negative consequences, including unintentional injuries, violent acts, chronic diseases and unintended or unhealthy pregnancies. The economic costs associated with alcohol use in MN are estimated at over $S billion annually -17 times greater than the tax revenues collected from alcohol sales. Increasing the price of alcohol through a small tax increase has been shown to reduce excessive drinking and alcohol related injuries. Local Data 0 * 0 0 18% ltlt4 11 4 of MMS students in grades 8,9, and 11 reported that they used alcohol In the pastyear. (2o16 MN student Survey) 2.2%of MMS students in grades 8, 9, and ii reported that they frequent y binge drank in the pastyear (typically drank $ or more drinks at a time and drank on xo or more occasions during the pastyear). (2o16 MN Student Survey) IN2O15... There were 2 95 DSV I incidents within Meeker, McLeod, and Sibley counties (MN Dept. of Public Safety) 5 alcohol related traffic deaths occurred within Meeker, McLeod, and Sibley counties (MN Dept. of Public Safety) National Data Centers for Disease Control (CDC) ,N2014,wee9P967 P people le were killed in alcohol -impaired driving crashes accounting for nearly one-third (31°7o) of all traffic -related deaths in the United States • One ire six '0 ' ' adults binge drink about four times per month, consuming about 8 drinks per binge 00 0 * Meeker, McLeod, Sibley ev V�/ Healthy Conimunities 2017 Community Health Assessment COLLECTIVE ACTION PLAN: CHOICE/BEHAVIOR/CULTURE Health Equity argues that being healthy is not always a choice or behavior, but rather a part of the Social Determinants of Health. Serious health inequities exist between populations of color. persons living in poverty, and the rest of Minnesota's population. Life expectancy within Minnesota varies by zip code. African American and American Indian babies die in the first year of life at twice the rate of white babies. Populations of color in Minnesota are at greater ri sk of many leading causes of death including cancer, heart disease, diabetes, homicide, suicide, unintentional injury and HIV/AIDS. Social and economic conditions that are strong predictors of health outcomes are not favorable for populations that experience health disparities. Unemployment is highest among populations of color, American Indians, and people who live in rural Minnesota, as well as individuals with disabilities. American Indian, Hispanic/Latino, and African American youth in Minnesota have the lowest rates of on-time graduation. Prolonged poverty is generally the leading cause associated with health inequities. Inequities are caused by a variety of other social conditions including racial and cultural barriers to care, disparate access to preventive health resources, Local Data In November zoic... unemployment rates for Meeker - McLeod -Sibley averaged 3,v3% In 2 01 9 9 e The graduation rate for Meeker -McLeod -Sibley averaged 86.1% unemployment, the lack ofa livable wage, and unsafe and unstable housing. Health Equity When every person has the opportunity to realize their health potential — the highest level of health possible for that person — without limits imposed by structural inequities. Health equity means achieving the conditions in which all people have the opportunityto attain their highest possible level of health (Minnesota Department of Health). Social Determinates of Health Social & Economic Factors ■ Physical Environment * Health Behaviors Clinical Care ■ Genes & Biology Everyone deserves equal opportunities for health to achieve health equity fi Healthy living conditions and community space What do people need? Equitable opportunities in education, jobs, and economic development q) Reliable public services and safety o *, o Non-discriminatory practices in organizations State Data iN November 2 o16... 3*2%ofMinnesota residents are unemployed (MN Employment & Economic Development) In 201f... The graduation rate for all of Minnesota was 81.9%