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cp05-08-2018HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, MAY 8, 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 — River of Hope 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Proclamation — Building Safety Month (b) Proclamation — Arbor Day PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor if he will be accepting public comments during the agenda item if nota public hearing. Ifyou have a question, concern or comment, please ask to be recognized by the mayor —stateyour name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor 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 April 24, 2018 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 I (a) Appointment of Kim Pearson to Police Commission to May 2020 (Completing Jo Piehl's Term) (b) Consideration for Approval of Non -Waiver of Tort Liability Limits for General Liability (c) Consideration for Approval of Renewing Food Vendor License to Rafael Jimenez (d) Consideration for Approval of Issuing Temporary Liquor License to Sustainable Farming Association for Minnesota Garlic Festival Being Held August 11, 2018, at McLeod County Fairgrounds (e) Consideration for Approval of Items for 2018 Pavement Management Program — Letting No. 4, Project No. 18-04 CITY COUNCIL AGENDA MAY 8, 2018 1. Resolution No. 14888 — Resolution Ordering Improvement and Preparation of Plans and Specifications 2. Resolution No. 14889 — Resolution Approving Plans and Specifications and Ordering Advertisement for Bids (f) Claims, Appropriations and Contract Payments — Check Register A 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Check Register B PUBLIC HEARINGS — 6:00 P.M. 9. APPROVE/DENY ISSUING BREWER/TAPROOM LICENSE TO BOBBING BOBBERS BREWING COMPANY, LLC 10. 2018 STREETS SEAL COATING PROJECT (LETTING NO. 6, PROJECT NO. 18-06) (a) Resolution No. 14886 - Resolution Ordering Improvement and Preparation of Plans and Specifications (b) Resolution No. 14887 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids MM"ICATIONS RE UESTS AND PETITIONS purpose oj this portion oj the agenda is to provide the Council with information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 11. HUTCHINSON HEALTH REPORT TO THE CITY 12. PRESENTATION OF 2018 PAVEMENT MANAGEMENT REPORT 13. DISCUSSION ON POLICY FOR USE OF MASONIC/WEST RIVER PARK STAGE UNFINISHED BUSINESS 14. APPROVE/DENY ORDINANCE NO. 18-786 - AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCES 92.018 AND 112.056 PERTAINING TO HOURS OF USE OF SOUND AMPLIFICATION EQUIPMENT AND CONSUMPTION OF ALCOHOLIC BEVERAGES IN CITY PARKS (SECOND READING AND ADOPTION) 15. APPROVE/DENY FINANCIAL MANAGEMENT PLAN NEW BUSINESS 16. APPROVE/DENY SETTING COUNCIL BUDGET WORKSHOP FOR MAY 22, 2018, AT 4:00 P.M. 17. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JUNE 12, 2018, AT 4:00 P.M. TO REVIEW STATE TRUNK HIGHWAY 15 DOWNTOWN RECONSTRUCTION PROJECT ITEMS GOVERNANCE 2 CITY COUNCIL AGENDA MAY 8, 2018 (The purpose of this 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) 18. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS �a) 2017-2018 Snow Season Report b) Library Board Minutes NUSCELLANEOUS 19. STAFF UPDATES 20. COUNCIL/MAYOR UPDATE ADJOURNMENT City 0 W Z -4 BUILDING SAFETY MONTH PROCLAMATION Whereas, The City of Hutchinson recognizes that our growth and strength depend on the safety and economic value of the homes, buildings, and infrastructure that serve our citizens, both in everyday life and times of natural disaster; and Whereas, Our confidence in the structural integrity of these buildings depends on building safety and fire prevention officials, architects, engineers, planners, builders, tradespeople, design professionals, laborers, and others to ensure the safe construction of buildings; and Whereas, Modern building codes, such as the International Codes, are the most widely adopted building and safety and fire prevention codes in the nation, and include safeguards from natural disasters such as hurricanes, snowstorms, tornadoes, wildland fires, floods and earthquakes; and Whereas, Building Safety Month is sponsored by the International Code Council (ICC) and its nine ICC Chapters in Minnesota to educate the public about the critical role of local code officials who help ensure buildings are safe, efficient, and livable; and Whereas, `Building Codes Save Lives" the theme for Building Safety Month 2018, encourages Minnesotans to raise awareness of the importance of safe and resilient construction; fire prevention; disaster mitigation, and new technologies in the construction industry; and Whereas, Each year, in observance of Building Safety Month, Americans are asked to consider building safety, and acknowledge the essential service provided by local and state building departments, fire departments and federal agencies in protecting lives and property. NOW, THEREFORE, I, GARY FORCIER, Mayor of Hutchinson, do hereby proclaim the month of May 2018, as: BUILDING SAFETY MONTH in the City of Hutchinson. IN WITNESS WHEREOF, I have hereunto set my hand this 8r' day of May, 2018. Gary Forcier, Mayor City of Hutchinson, Minnesota City of WL PROCLAMATION WHEREAS, trees and forest soils keep our lakes and streams clean by absorbing and filtering pollutants and sediments; and, WHEREAS, forest soils prevent flooding and reduce stormwater by capturing and storing rainwater and snow melt, which is then slowly released to our lakes, streams, and groundwater; and, WHEREAS, careful management of our forests is one of the best ways to protect drinking water and reduce the cost of water treatment; and, WHEREAS, sound management of forested public lands surrounding the Mississippi River ensures clean drinking water for more than one million Minnesotans; and, WHEREAS, about three-quarters of Minnesotans get their drinking water from the forested parts of the state; and, WHEREAS, planting trees is a natural and easy way to keep our water clean; and, WHEREAS, throughout the month of May, residents of Hutchinson pay special tribute to our trees as natural resources and rededicate ourselves to the vitality of our forests, NOW, THEREFORE, I, GARY T. FORCIER, Mayor of the City of Hutchinson do hereby proclaim May 22, 2018, as: Arbor Day And the month of May 2018 as Arbor Month in the City of Hutchinson, Minnesota. IN WITNESS WHEREOF, I have hereunto set my hand this 8th day of May, 2018. Gary T. Forcier, Mayor City of Hutchinson, Minnesota HUTCHINSON CITY COUNCIL MEETING NHNUTES TUESDAY, APRIL 24, 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) CALL MEETING TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were John Lofdahl, Steve Cook and Chad Czmowski and Mary Christensen. Others present were Matt Jaunich, City Administrator and Kent Exner, City Engineer. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Cook, second by Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Seyentl. Day Adventist Ghtffeh Bethlehem United Methodist Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Proclamation - Random Acts of Kindness Day (b) Resolution No. 14880 — Resolution Accepting Cash Donation from Glen Kurth in the Amount of $3504.00 for a New Bench at Veterans' Memorial Field Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14880. Motion carried unanimously. PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor if he will be accepting public comments during the agenda item if not a public hearing. Ifyou have a question, concern or comment, please ask to be recognized by the mayor —stateyour name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor 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) Workshop Meeting of April 10, 2018 (b) Regular Meeting of April 10, 2018 Motion by Lofdahl, second by Cook, to approve the 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.) 7. APPROVAL OF CONSENT AGENDA CITY COUNCIL MINUTES APRIL 24, 2018 (a) Consideration for Approval of Issuing Parade Permit for Memorial Day Parade on May 28, 2018 (b) Consideration for Approval of Resolution No. 14877 — A Resolution Amending Resolution No. 14707 Establishing Income Guidelines and Asset Limitations for Senior Citizens 65 Years or Older, Disabled Citizens, Active Duty Military Reserves or National Guard Deferred Assessments and Senior Citizens Reduced Refuse Rate (c) Consideration for Approval of Issuing Short -Term Gambling License to Shady Lane Sportsmen Club on June 15 & 16, 2018, at McLeod County Fairgrounds (d) Consideration for Approval of Purchase Order No. 19757 — 2018 Street Repairs (e) Consideration for Approval of Purchase Order No. 19763 — Wastewater Treatment Facility HVAC System Upgrade (Boiler Replacement) (f) Consideration for Approval of Resolution No. 14885 — Resolution Allowing Historic Hutchinson to Apply for a Grant to Repair Stained Windows at the Historic Church on Behalf of the City of Hutchinson (g) Consideration for Approval of Resolution No. 14881 — Resolution Adopting Findings of Fact and Reasons for Approval of a Conditional Use Permit for an Electronic Recycling Facility and Storage Facility Located at 540 3rd Avenue NW, Jeffrey Krueger, Applicant; with Favorable Planning Commission Recommendation (h) Consideration for Approval of Resolution No. 14882 — Resolution Adopting Findings of Fact and Reasons for Approval of a Conditional Use Permit to Amend the Planned Development District to Reduce the Minimum Front Yard Setbacks from 25 to 20 -Feet on 11 Lots and Reduce the Interior Lot Line to Zero on 12 Lots; Also a Vacation of Easements Along Four Lot Lines to Allow for Twin Homes, Gus Wurdell, Applicant, with Favorable Planning Commission Recommendation (i) Consideration for Approval of Items for 2018 Street Seal Coating Project (Letting No. 6, Project No. 18-06) 1. Resolution No. 14878 — Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 14879 — Resolution Receiving Report and Calling Hearing on Improvement (j) Consideration for Approval of Items for Trail and Parking Improvements Project (Letting No. 10, PrcjectNo. 18-10) 1. Resolution No. 14883 — Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 14884 — Resolution Receiving Report and Calling Hearing on Improvement (k) Claims, Appropriations and Contract Payments Items 7(g) and 70) were pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(g) had further discussion. Dan Jochum, Planning Director, noted that the 2 CITY COUNCIL MINUTES APRIL 24, 2018 Resolution approving the conditional use permit was revised adding a few more conditions. These include: mini -storage not permitted on site as it is not a permitted use in the I/C district; storage containers allowed for the purpose of the recycling business but not allowed to be used to rent to the public for storage; and storage containers for the recycling facility that are stored outside are required to be fully screened. Motion by Czmowski, second by Christensen, to approve Item 7(g) with the revised Resolution. Motion carried unanimously. Item 70) had further discussion. Council Member Cook noted that two projects are included in this Letting — Elks Park areas and 5t' Avenue SE bridge. Council Member Cook asked if now is the right time for the 5t' Avenue SE bridge project with the unknown of the Dakota Trail project and available funds. Kent Exner, City Engineer, explained the rationale for the project at this time and the needs of the Charter school in the area and requested that the Council at least set the public hearing as requested to further discuss the project, the design and the funding available. Council Member Cook asked if the pricing of the crosswalk flashing lights could be brought forward as part of this project as perhaps an alternative to a trail system. Council Member Cook also suggested the extension of the 5t' Avenue trail to Ranch Avenue be bid as an alternate bid. Motion by Cook, second by Lofdahl, to approve Item 70). 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 NEW BUSINESS 9. APPROVE/DENY ACCEPTANCE OF TWINS COMMUNITY FUND GRANT Matt Jaunich, City Administrator, explained that staff pursued a grant for improvements to Northwoods Park and was awarded a matching grant of $10,000. As part of acceptance of the grant, the City must enter into a grant agreement which requires the City to send a six month progress report, complete the project within 12 months and utilize the funds as outlined in the application. Motion by Christensen, second by Cook, to approve acceptance of Twins Community Fund Grant. Motion carried unanimously. 10. APPROVE/DENY ORDINANCE NO. 18-786 - AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCES 92.018 AND 112.056 PERTAINING TO HOURS OF USE OF SOUND AMPLIFICATION EQUIPMENT AND CONSUMPTION OF ALCOHOLIC BEVERAGES IN CITY PARKS (WAIVE FIRST READING, SET SECOND READING AND ADOPTION FOR MAY 8, 2018) Matt Jaunich, City Administrator, explained that a private party has rented Masonic West River Park on May 18, 2018, and will include a live band. The party has requested that the band be allowed to play until 11:00 p.m. and that alcoholic beverages be allowed to be consumed until 11:00 p.m. Current ordinance allows for sound amplification and liquor CITY COUNCIL MINUTES APRIL 24, 2018 consumption until 10:00 p.m. Council Member Cook raised some concerns with the liquor consumption possibly being uncontrolled. Discussion was held that this is one of many multiple requests that have come forward to extend the hours for sound amplification at this specific park and perhaps the ordinance needs to be reviewed for possible revisions. Mr. Jaunich noted that realistically if the renter of the park was holding the event until 10:00 p.m. this request would not need to come before the Council. Council Member Czmowski noted that nearby campers may not appreciate bands being played until 11:00 p.m. on a regular basis. The Council noted that staff should establish guidelines/policy for rental of the stage. Council Member Lofdahl stated that Council should move forward with this request and take into consideration any camper complaints. Motion by Lofdahl, second by Forcier, to approve first reading and set second reading and adoption of Ordinance No. 18-786. Motion carried unanimously. 11. APPROVE/DENY SURPLUS EQUIPMENT AND DONATION TO NONPROFITS POLICY Matt Jaunich, City Administrator, explained that in 2016 the state legislature passed a law authorizing certain donations. The legislation provided that a local government may donate surplus equipment to a nonprofit organization. In order to comply with this law, staff has developed a policy, which is required by the law, that would allow city departments to donate surplus equipment to nonprofit agencies. The policy also addresses the obligations of the City to disclose to the nonprofits that the surplus equipment may be defective and cannot be relied upon for safety purposes. The policy came from a draft policy that was put together by the League of Minnesota Cities. The policy also addresses donations at the liquor store and deals with how the City handles "dealer loaders" that occur there. Motion by Cook, second by Christensen, to approve surplus equipment and donation to nonprofits policy. Motion carried unanimously. 12. APPROVE/DENY CITY FINANCIAL MANAGEMENT PLAN Matt Jaunich, City Administrator, reminded the Council that staff had provided a rough draft of this plan last March. The purpose of the plan is to serve as the framework upon which consistent operations may be built and sustained that guides responsible use of municipal resources and contributes to the City's overall financial health. The plan serves three distinct purposes: 1.) It draws together in a single document the City's major financial policies; 2.) The plan establishes principles to guide both staff and Council Members in making consistent and informed financial decisions; and 3.) The plan provides guidelines for ensuring and maintaining an appropriate level of funds, unreserved and reserved, to sustain the financial integrity of the city. Mr. Jaunich noted that several revisions were made to the plan today and distributed to the Council late this afternoon. Because of that, Mr. Jaunich noted that the Council could certainly table this item to allow more time for the Council to review the changes. Council Member Lofdahl spoke of PFA loans and GO bonds being paid off with the hospital payment. Andy Reid, Finance Director, spoke of general fund dollars being used for sewer/water fund debt. Mr. Reid spoke briefly on how and what the City can invest its funds in. Council Member Cook suggested looking at the general fund section under Governmental Funds as far as changing the fund balance percentage. It was suggested to hold a brief workshop to review specific sections of the plan or just include those discussions at the next Council meeting when the item is considered. Motion by Cook, second by Lofdahl, to table consideration of the City Financial Management Plan to May 8, 2018. Motion carried unanimously. 13. APPROVE/DENY SPECIAL ASSESSMENT AGREEMENT BETWEEN MINNESOTA STATE COLLEGES AND UNIVERSITIES AND CITY OF HUTCHINSON — CENTURY CITY COUNCIL MINUTES APRIL 24, 2018 AVENUE SE RECONSTRUCTION Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that Ridgewater College has drafted this special assessment agreement with the City of Hutchinson for the Century Avenue SE reconstruction project. As noted, a $64,311.00 project -related improvements assessment will be administered against the adjacent benefiting Ridgewater College property. Mr. Exner noted that a slight revision was made to Section 2 of the agreement and distributed this evening. No dollar amounts were changed, but just rather the wording of the section has been revised. Motion by Lofdahl, second by Christensen, to approve special assessment agreement as revised between Minnesota State Colleges and Universities and City of Hutchinson for the Century Avenue SE Reconstruction. Motion carried unanimously. GOVERNANCE (The purpose of this 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/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS �a) Public Arts Commission Minutes from March 15, 2018 b) Parks, Recreation, Community Education Minutes from April 2, 2018 �c) City of Hutchinson Financial Report and Investment Report for March 2018 d) Hutchinson Housing & Redevelopment Authority Board Minutes from March 20, 2018 (e) Planning Commission Minutes from March 20, 2018 MISCELLANEOUS 15. STAFF UPDATES Kent Exner — Mr. Exner explained that work is being staged on 2nd Avenue SE with pipe being fused and boring beginning next week. R&R Excavating will then connect the two ends following the boring. 2nd Avenue may be closed as early as this Saturday. The Century Avenue project is still awaiting federal aid approval and there is currently some backup due to staffing issues. There potentially may be a need for a special meeting the end of May to order the assessment hearing for this project. Mr. Exner also noted that he had distributed some information on a Trunk Hwy 15 passing lane study and he spoke of potential improvements to portions of Hwy 15 from Hutchinson to St. Cloud. Matt Jaunich — Mr. Jaunich reminded the Council of the strategic planning session this Thursday at 2:30 p.m. at the Fire Hall. He also noted that early bird registration ends May 20th for the League of Minnesota Cities annual conference in June. Lastly, he noted that filing for Council seats opens May 22nd and he will be holding an informational session on May 10th from 5:00 — 8:00 p.m. for those interested in perhaps running for a Council seat. 16. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook thanked all staff involved with snow removal operations over the last week or more and other street improvements going on right now. Council Member Cook noted that staff will be working on affordable housing, but he also noted there is a need for daycare in the area. He noted there is some state funding available for daycare facilities and expansions. There was a suggestion to perhaps include daycare 5 CITY COUNCIL MINUTES APRIL 24, 2018 needs in a community survey. Mary Christensen — Council Member Christensen thanked the Council for the action taken at the last meeting on the invocation. Gary Forcier — Mayor Forcier noted that there is an opening on the Police Commission and Kim Pierson has expressed interest in serving. Mayor Forcier shared Ms. Pierson's prior experiences. Mayor Forcier intends to appoint her at the next Council meeting. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 6:55 p.m. Motion carried unanimously. rel HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Consideration of Non -Waiver of Tort Liability Limits for General Liability Department: Finance LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Contact: Andy Reid Agenda Item Type: Presenter: Andy Reid Reviewed by Staff Consent Agenda Time Requested (Minutes): 5 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: As part of the City's renewal of its general liability insurance policy for the period July 2018 through June 2019, the City must decide whether or not to waive the statutory municipal tort liability limits from $500,000 per claimant to $1,500,000 per occurrence. If the City does waive this, then the City must purchase excess liability coverage. Historically the City has not waived the municipal tort, because by doing so, the City exposes itself to potential claims and payments above the statutory limit. Staff recommendation is to not waive the tort liability limits. BOARD ACTION REQUESTED: The Council is requested to not waive the tort liability limits for the policy period of July 2018 through June 2019. 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 CityafA Request for Board Action Agenda Item: Food Vendor License Renewal - Rafael Jimenez Department: Administration LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Rafael Jimenez has submitted a food vendor renewal application. Mr. Jimenez operates an ice cream truck throughout the community with the business name of Chitos. Mr. Jimenez has submitted the appropriate documentation and license renewal fees. BOARD ACTION REQUESTED: Approve issuing a 2018 food vendor license to Rafael Jimenez to operate a food truck. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: City of Hutchinson INVOICE Invoice # Post Date 00000497 10/25/2017 Mail To: License # Rafael Jimenez FV18-0005 306 S. Donnelly Invoice Date Litchfield, MN 55355 10118/2017 Due Date Business ID: 12/01/2017 336 Amount Due Business Name: $0.00 Rafael Jimenez ^yam Please Ret,mr . TNzg Portion. w#,, yo€Ar Paynie3.t ------------- Invoice #: License #: License Type: 00000497 FV18-0005 Food Vendor Application Date: Expiration Date: 10/18/2017 12/31/2018 Fee Items Amount Food Vendor - Vehicle $0.00 BillinglInvoice Date: Total Due: Penalties and Late Charges will be applied atter: 10118/2017 $0.00 12/01/2017 MINNESOTA DEPARTMENT OF AGRICULTURE RETAIL MOBILE FOOD HANDLER JIMENEZ RAFAEL DBA CHITOS CONCESSIONS 306 SOUTH DONNELLY AVE LITCHFIELD MN 55355 20085062 04/0912018 License Number Effective date JIMENEZ RAFAEL DBA CHITOS CONCESSIONS 306 SOUTH DONNELLY AVE LITCHFIELD MN 55355 20085062 $77,00 License Number License Fee Paid 03/31/2019 Expiration date MINNESOTA DEPARTMENT OF AGRICULTURE 625 ROBERT STREET NORTH, ST. PAUL, MINNESOTA 55155-2538 RETAIL MOBILE FOOD HANDLER JIMENEZ RAFAEL DBA CHITOS CONCESSIONS 306 SOUTH DONNELLY AVE LITCHFIELD MN 55355 FOOD VEHICLE, PORTABLE U.Pense Categgriegi License number YIAU8433G 20085062 $77.00 04/01/2098 03131/2019 License Number License Fee Paid Effective date Expiration date 03/3112019 This license must be posted in a conspicuous place and is not transferable. AG -00853 In accordance with the Americans With Disabilities Act, an allemaWe form of communicalion is available Expiration date upon request. MINNESOTA DEPARTMENT OF AGRICULTURE RETAIL MOBILE FOOD HANDLER JIMENEZ RAFAEL DBA CHITOS CONCESSIONS 306 SOUTH DONNELLY AVE LITCHFIELD MN 55355 20104028 04/01/2018 6313112019 License Number Effective date Expiration date JIMENEZ RAFAEL DBA CHITOS CONCESSIONS 305 SOUTH DONNELLY AVE LITCHFIELD MN 55355 MINNESOTA DEPARTMENT GE AGRICULTURE 625 ROBERT STREET NORTH, ST. PAUL, MINNESOTA 55155-2538 RETAIL MOBILE FOOD HANDLER JIMENEZ RAFAEL DBA CHITOS CONCESSIONS 306 SOUTH DONNELLY AVE License number LITCHFIELD MN 55355 YA W8441 -G License Categories FOOD VEHICLE, PORTABLE PREPACKAGED NONPERISHABLE 20104028 $77.00 041011201a 03/31/2019 License Number License Fee Paid Effective date Expiration date 20104028 $77.00 03131/2019 This license must be posted in,9 cansplcuous place and is not transferable. License Number License Fee Paid Expiration date AG -00853 in accordance With tha Americans With Disabilities Act, an 8f ematiye form of communication is available upon request. LAKE REGION AGCY PO BOX 759 COKATO, MN 55321 1-320.286-2231 Certificate of Insurance PR98REJNVAFa C0'V"6 01.41 Policy number 05378358-9 Underwritten by: United Financial Casualty Company April 27, 2018 Page 1 of 2 Certificate Haider ......................................................................... ............................. ................ ....................... :.................................... CITY OF HUTCHINSON 1111 HASSAN ST SE HUTCHINSON, MN 55350 Insured RAFAEL JIM ENEZ LAKE REGION AGCY CHITOS CONCESSIONS PO BOX 759 306 S DONNELLY AVE COKATO, MN 55321 LITCHFIELD, MN 55355 This document certifies that insurance policies identified below have been issued by the designated insurer to the insured named above for the period(s) indicated. This Certificate is issued for information purposes only. It confers no rights upon the certificate holder and does not change, alter, modify, or extend the coverages afforded by the policies listed below. The coverages afforded by the policies listed below are subject to all the terms, exclusions, limitations, endorsements, and conditions of these policies. ............... Policy teDec 21, 201 7 ......................... PolicyExpQate: Jun2120i........ 18 ..................................................... Effective Da; iration Insuraneo coverage(s) Limits ................. . 9................................................................... Bodily Injury/Property Damage $2,000,000 Combined Sin le Limit ...................................... in"e, ....... ............................ UninsuredjUnderinsured Motorist � $2,fl00,000 Combined Single Limit .... ...................... � .............. Persona! Injury Protection . . . . . . . . .. . . . . . . .. $20,000 Med &Econ Lass w(Woricers Cam Nan-5tadced Description of Location/VehicleslSpecial Items Scheduled autos only ...8........ ............................ ............ I.— ...... ....,............ .................. ,.......... ............. ............. ............... 1988 CHEVROLET P30 1 GC1P321213303563 Comprehensive ;500 DED wj$0 glass DED Collision $500 Ded .. 0......h................................................................................... .................................................... 1988 CHEVROLET P30 1GC1P3213J3304687 Comprehensive $500 DED wf$O glass DER 40 Coon Policy number: 05378358-9 Page 2 of 2 Certificate number 11718A11358 Please be advised that the certificate holder will not be notified in the event of a mid-term cancellation. Form 5241 (10/02) Rafael Jimenez Chitos Concessions Auto Insurance policy with Progressive Policy #05378358-9 Policy term 12/21/2017-6/21/2418 This policy will renew 6/21/2018 and continue in force until cancelled. Thank you, Shari Forsman, Agent Lake Region Insurance Cokato, MN HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Temporary Liquor License - Sustainable Farming Association Department: Administration LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Yes Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff r� Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The Sustainable Farming Association has submitted a temporary liquor license to dispense liquor at the Minnesota Garlic Festival being held at the McLeod County Fairgrounds on August 11, 2018. The Sustainable Farming Association is a non-profit organization that has been in existence for at least three years and meets the requirements for a temporary liquor license. This is the ninth year the organization has put on the Minnesota Garlic Festival at the McLeod County Fairgrounds. BOARD ACTION REQUESTED: Approve issuing temporary liquor license to Sustainable Farming Association on August 11, 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: Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 222, St. Paul NIN 55101 (651) 201-7507 Fax (651) 297-5259 TTY (651) 282-6555 W W W.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A I TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION DATE ORGANIZED TAX EXEMPT NLTM 3ER Sustainable Farming Association of Minnesota 1989 41-1671893 STREET ADDRESS CITY STATE ZIP CODE 4924 Upton Ave. S. Minneapolis, MN 55410 NAME OF PERSON MAKING APPLICATION BUSINESS PHONE HOME PHONE —Jerry Ford (763) 244-6859 1 (763) 244-6659 DATES LIQUOR WILL BE SOLD $111118 TYPE OF OEQ6hUZ8,TION ORGANIZATION OFFICER'S NAME ADDRE Jim Chamberlin, President 23111 State Hwy 18, Deerwood, MN 56444 ORGANIZATION OFFICER'S NAME ADDRESS Connie Carlson, Vise President 1213 Trappers Path, Buffalo, MN 55313 ORGANIZATION OFFICER'S NAME ADDRESS Chris Kudrna, Treasurer 3655 Plum Creek Dr., St. Cloud, MN 56301 Location license will be used. If an outdoor area, describe McLeod County Fa4[grounds during Gark Festival Will the applicant contract for intoxicating liquor service? If so, give the name and address of the liquor licensee providing the service. No Will the applicant carry liquor liability insurance? If so, please provide the carrier's name and amount of coverage. $2,800,000; Person allAdverti sing Injury $1,600,000; Each Occurrence $1,000,000; Damage to Premises rented to You $500,000; APROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL & GAMBLING ENFORCEMENT CITYICOUNTY-f 1�, tr{nF ,,� r�UY, DATE APPROVED CITY FEE AMOUNTizS. ° LICENSE DATES DATE FEE PAID Cil 2-/ 1 g SIGNATURE CITY CLERIC OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE: Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License For the event PS -09079 (05106) SUSTFAR-01 RW A�aRo CERTIFICATE OF LIABILITY INSURANCE FD 05/0112018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the poiicy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditlons of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsements . PRODUCER C ff r Kylene Witte Bremer Insurance Agencies, Inc. PHONE FAX 633 South Concord Street - Suite 225 (Arc, No, Ext): (651) 552-2435 ;A1C, Nol:(551 ) 450-5158 PO Box 188 E-MAIL , KRWitte@bremer,com South Saint Paul, MN 55075 _ KRWi!lp@bremer.com __ T__ -- INSURED Sustainable Farming Association of Minnesota PO Bax 192 Princeton, MN 55371 CCIVFR6f:FC rcOTICNIATC WI ruoao. ocurc�.r�. err,. THIS lS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR. POLICY NUMBER POLICY EFF POLICY EXPLTK LIMIT'S A ][ CC+MMERCIAL GENERAL LIABILITY CLAIMS -MADE OCCUR 201725450 0712312017 0712312018 EACH OCCURRENCE $ 1,000,000 DRzMISSS MAGETORENTEO $ 500,000 MED Exp (Any one arson $ 20'400 _ PERSONAL & ADV INJURY 1,000,000 ..-. - GENERAL AGGREGATE --- .- .$ 2,000,000 PRODUCTS - COMPIOP AGG $ 2,000,000 _.�-- --- GEN'LAGGREGATELIMITAPPLIES PER: i� POLICY [:] PEpi Fl LOC OTHER. $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT [Ea accidernj ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS BODILYINJURY Per erson $ BODILY INJURY Per accident 3__ HIREES� NON-AaWNED AUTOS ONLY AUTpS ONLY PROPERTY AMAGE F er accident $ A X UMBRELLA LIAR JC OCCUR EACH OCCURRENCE g4,000,ODO AGGREGATE g 4,000,000 EXCESSLIAB CLAIMS -MADE 201725450UMB 0519112017 07/2312018 OEO RETENTION $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y 1 N ANY PROPRIETORIPARTNERIEXECUTIVE QFFIGERRy1JMW) EXCLUDED? N1A PERT"_ U� R E.L. EACH ACCIDENT S --- E.L. DISEASE - EA EMPLOYEE S [Mandatory In j M yes, describeunder DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT S A Liquor Liability 201725450 07123/2017 0712312018 Liquor Liability 1,000,000 DESCRIPTION OF OPERATIONS r LOCATIONS 1 VEHICLES IACORD 101, Additional Remarks schedule, may be ailached H mora space is required} Regarding: Minnesota Garlic Festival on August 11th, 2018 City of Hutchinson 111 Hassan St SE Hutchinson, MN 55350 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016103) D 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Items for 2018 Pavement Management Program Project (1-4/P18-04) Department: PW/Eng LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: City staff requests that the City Council approve the appropriate Resolutions to set a Public Hearing for the above referenced project letting at their May 22nd meeting. BOARD ACTION REQUESTED: Approval of Resolutions Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 2,274,300.00 Total City Cost: $ 2,079,300.00 Funding Source: City Bonding & Utility Funds Remaining Cost: $ 195,000.00 Funding Source: Special Assessments RESOLUTION NO. 14888 RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT LETTING NO. 4/PROJECT NO. 18-04 WHEREAS, it is proposed to improve: 2018 Pavement Management Program: Northwoods Ave NE (Main St N to Maple St NE), 11th Ave NE ( Elm St NE to Maple St NE), Spruce St NE (College Ave NE to Northwoods Ave NE) and Waller Dr NE (6th Ave NE to Bluff St NE); roadway reconstruction by construction of grading, curb and gutter, draintile installation, bituminous surfacing, storm sewer, water distribution, sanitary sewer, street lighting, landscaping, restoration and appurtenances. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, the proposed improvement, called Letting No. 4/Project No. 18-04, be referred to the Engineer for study and that that person is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvement as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. Adopted by the Council this 8th day of May, 2018. Mayor: Gary Forcier City Administrator: Matthew Jaunich HUTCHINSON PUBLIC WORKS/ENGINEERING DEPARTMENT Hutchinson City Center/111 Hassan St SE/Hutchinson MN 55350-2522/320-234-4209/FAX 320-234-4240 ENGINEERING REPORT & FEASIBILITY STUDY TO: Mayor & City Council FROM: Kent Exner, DPW/City Engineer DATE: May 8, 2018 SUBJECT: Letting No. 4/Project No. 18-04 I have studied the following proposed improvements and find that the proposed project is feasible and recommend it be constructed: L4/P18-04 2018 Pavement Management Program: Northwoods Ave NE (Main St N to Maple St NE), 11th Ave NE ( Elm St NE to Maple St NE), Spruce St NE (College Ave NE to Northwoods Ave NE) and Waller Dr NE (6th Ave NE to Bluff St NE); roadway reconstruction by construction of grading, curb and gutter, draintile installation, bituminous surfacing, storm sewer, water distribution, sanitary sewer, street lighting, landscaping, restoration and appurtenances. ESTIMATED COST TOTAL Construction Cost $1,830,000 Engineering $274,500 Administration $109,800 Engineering Services - Geotechnical $40,000 Street Lighting Materials $20,000 ESTIMATED TOTAL $2,274,300 ESTIMATED FUNDING TOTAL Assessable Costs $195,000 State Aid $0 Cit - Bonding $1,486,300 City -Water Funds $253,000 Cit -Wastewater Funds $255,000 City - Stormwater Funds $85,000 ESTIMATED TOTAL $2,274,300 RESOLUTION NO. 14889 RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT LETTING NO. 4/PROJECT NO. 18-04 WHEREAS, pursuant to a resolution of the Council adopted May 8th, 2018, a report has been prepared by Kent Exner, Public Works Director/City Engineer with reference to the following proposed improvements: 2018 Pavement Management Program: Northwoods Ave NE (Main St N to Maple St NE), 11th Ave NE ( Elm St NE to Maple St NE), Spruce St NE (College Ave NE to Northwoods Ave NE) and Waller Dr NE (6th Ave NE to Bluff St NE); roadway reconstruction by construction of grading, curb and gutter, draintile installation, bituminous surfacing, storm sewer, water distribution, sanitary sewer, street lighting, landscaping, restoration and appurtenances. ; and said report was received by the Council on May 8th, 2018. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The Council will consider the improvement in accordance with the report at an estimated total cost of the improvement of $2,274,300.00. 2. A public hearing shall be held on such proposed improvements on the 22nd day of May, 2018, in the Council Chambers of the Hutchinson City Center at 6:00 P.M., and the Clerk shall give mailed and published notice of such hearing and improvements as required by law. Adopted by the Hutchinson City Council this 8th day of May 2018. Mayor: Gary Forcier City Administrator: Matthew Jaunich PUBLICATION NO. 8282 NOTICE OF HEARING ON IMPROVEMENT LETTING NO. 4/PROJECT NO. 18-04 TO WHOM IT MAY CONCERN: Notice is hereby given that the City Council of Hutchinson, Minnesota, will meet in the Council Chambers of the Hutchinson City Center, 111 Hassan Street SE, Hutchinson, MN, at 6:00 pm on the 22nd day of May, 2018, to consider the making of an improvement of Letting No. 4/Project No. 18-04, an improvement of: 2018 Pavement Management Program: Northwoods Ave NE (Main St N to Maple St NE), 11th Ave NE ( Elm St NE to Maple St NE), Spruce St NE (College Ave NE to Northwoods Ave NE) and Waller Dr NE (6th Ave NE to Bluff St NE); roadway reconstruction by construction of grading, curb and gutter, draintile installation, bituminous surfacing, storm sewer, water distribution, sanitary sewer, street lighting, landscaping, restoration and appurtenances, pursuant to Minnesota Statutes, Sections 429.011 to 429.111. The estimated City cost of said improvement is $2,079,300.00, and an Assessable cost of $195,000.00 for the total estimated cost of $2,274,300.00 A reasonable estimate of the impact of the assessment will be available at the hearing. Such persons as desire to be heard with reference to the proposed improvement will be heard at this meeting. Dated: 5/08/2018 Matthew Jaunich, City Administrator PLEASE NOTE: IT IS IMPORTANT THAT YOU ATTEND THIS HEARING, WHETHER YOU ARE FOR OR AGAINST THE PROJECT, IN ORDER THAT YOUR COUNCIL CAN BE BETTER INFORMED OF A TRUE REPRESENTATION OF OPINION. PUBLISHED IN THE HUTCHINSON LEADER ON WEDNESDAY, MAY 9TH, 2018 AND WEDNESDAY, MAY 16TH, 2018. CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 04/25/18 - 05/08/18 Check Date -------------------------------------------------------------------------------------------------- 04/27/2018 Check EFT689 Vendor Name EFTPS Description --------------------------------------------------------------------------- PAYROLL 4/8 - 4/21/2018 Amount ---------------------- 63,776.02 04/27/2018 EFT690 MN Dept of Revenue PAYROLL 4/8 - 4/21/2018 13,191.54 04/27/2018 EFT691 Provident Life and Acc Ins PAYROLL 4/8 - 4/21/2018 703.64 04/27/2018 EFT692 PERA PAYROLL 4/8 - 4/21/2018 51,358.88 04/27/2018 EFT693 TASC-Flex PAYROLL 4/8 - 4/21/2018 1,816.06 04/27/2018 EFT694 TASC-H S A PAYROLL 4/8 - 4/21/2018 12,820.19 04/27/2018 EFT695 ICMA PAYROLL 4/8 - 4/21/2018 2,298.56 04/27/2018 EFT696 VOYA PAYROLL 4/8 - 4/21/2018 740.00 04/27/2018 EFT697 MNDCP PAYROLL 4/8 - 4/21/2018 305.00 04/27/2018 200689 MNPEA PAYROLL 4/8 - 4/21/2018 663.00 04/27/2018 200690 UNUM Life Ins PAYROLL 4/8 - 4/21/2018 1,045.90 04/27/2018 200691 HART PAYROLL 4/8 - 4/21/2018 566.37 04/25/2018 200692 HCVN-TV REIMB FOR MEDIACOM'S 1ST QTR SUBSCRIBER FEES 4,884.95 05/08/2018 200693 A.M. LEONARD INC PRUNING SAW & LONG REACH SAW - FORESTRY 419.88 05/08/2018 200694 ABDO EICK & MEYERS 2017 AUDIT SERVICES - PARTIAL PAYMENT 71.5% 30,000.00 05/08/2018 200695 ABSOLUTE LOGISTICS LLC CREEKSIDE FREIGHT TO SHELL LAKE, WI 2,200.00 05/08/2018 200696 ACE HARDWARE VARIOUS R&M SUPPLIES 242.67 05/08/2018 200697 AIM ELECTRONICS INC ROBERTS PARK SCOREBOARDS - USE OF PEPSI $ 16,784.00 05/08/2018 200698 ALPHA WIRELESS TECH SERVICE ON ARMER CONSOLETTES - POLICE 165.00 05/08/2018 200699 AMERICAN BOTTLING CO APRIL COST OF GOODS - LIQUOR 182.32 05/08/2018 200700 AMERIPRIDE SERVICES TOWEL BAR, MOPS, MATS 108.36 05/08/2018 200701 ANNA ULRICH SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200702 ARCTIC GLACIER USA INC. APRIL COST OF GOODS - LIQUOR 287.38 05/08/2018 200703 ARNESON DISTRIBUTING CO APRIL COST OF GOODS - LIQUOR 553.00 05/08/2018 200704 ARTISAN BEER COMPANY APRIL COST OF GOODS - LIQUOR 2,308.25 05/08/2018 200705 AUTO VALUE - GLENCOE VARIOUS AUTO R&M SUPPLIES 327.12 05/08/2018 200706 B & C PLUMBING & HEATING INC INSTALL NEW TWO -STATION SINK AT HATS 4,226.88 05/08/2018 200707 BAYSINGER, KYLE REIMB: MEALS & MILEAGE FOR FIRE SCHOOL 220.43 05/08/2018 200708 BELLBOY CORP APRIL COST OF GOODS - LIQUOR 2,889.67 05/08/2018 200709 BERNICK'S APRIL COST OF GOODS - LIQUOR 253.07 05/08/2018 200710 BERRY, AARON REIMB: NEW DUTY BOOTS 89.99 05/08/2018 200711 BFG SUPPLY CO FERTILIZER & HERBICIDE - PUBLIC WORKS 1,570.84 05/08/2018 200712 BOB TEPLEY SENIOR TOUR CANCELLATION DUE TO BLIZZARD 124.00 05/08/2018 200713 BOLTON & MENK INC. DESIGN SERVICE FOR AIRPORT 8 -UNIT T -HANGAR 35,873.10 05/08/2018 200714 BONNIE LICKFELT SENIOR TOUR CANCELLATION DUE TO BLIZZARD 70.00 05/08/2018 200715 BREAKTHRU BEVERAGE APRIL COST OF GOODS - LIQUOR 10,603.79 05/08/2018 200716 BREEANN ALVARADO REFUND: INDOOR SOCCER 35.00 05/08/2018 200717 BROUCEK, DANIEL REIMB: SAFETY FOOTWEAR 143.32 05/08/2018 200718 BUFFALO CREEK ENTERPRISES APRIL COST OF GOODS - LIQUOR 135.36 05/08/2018 200719 C & L DISTRIBUTING APRIL COST OF GOODS - LIQUOR 32,325.53 05/08/2018 200720 CAROL NOTCH SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200721 CAROLYN LIND SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200722 CENTRAL HYDRAULICS CREEKSIDE LOADER PARTS: COUPLER 63.56 05/08/2018 200723 CHARLES MARICLE REC CTR RESERVATION CANCELLATION FOR 4/2 96.00 05/08/2018 200724 CHERIE HIRT SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200725 COLETTE WIEHR SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200726 CONNER, RENEE REIMB: TREATS FOR INFO BOARD CONTEST - DMV 5.67 05/08/2018 200727 CORE & MAIN LP METER PARTS - WATER FUND 213.83 05/08/2018 200728 COUNTRY INN & SUITES LODGING: JOHN KENT - SEWER CONFERENCE 201.82 05/08/2018 200729 CROW RIVER AUTO & TRUCK REPAIR SERVICE ON VARIOUS DEPT VEHICLES 322.39 05/08/2018 200730 CROW RIVER PRESS INC CITY CENTER ENVELOPES 1,121.79 05/08/2018 200731 CROW RIVER WINERY APRIL COST OF GOODS - LIQUOR 1,494.28 05/08/2018 200732 DAVE GRIEP CLEANING CLEAN WINDOWS- LIQUOR STORE 45.00 05/08/2018 200733 DOUVIER, MADISEN REIMB: UNIFORMS- HOSPITAL SECURITY 194.98 05/08/2018 200734 DWAYNE BRIESE SENIOR TOUR CANCELLATION DUE TO BLIZZARD 124.00 05/08/2018 200735 DYNA SYSTEMS R&M SUPPLIES - SEWER 107.70 05/08/2018 200736 E2 ELECTRICAL SERVICES INC INSTALL DOOR LOOPS & PARTS - HATS 154.20 05/08/2018 200737 ECO -COUNTER INC. RECYCLED POST FOR SIGN - STREETS 445.00 05/08/2018 200738 ECOLAB PEST ELIMINATION RODENT PROGRAM - SOURCE SEPARATED BLDG 155.28 05/08/2018 200739 EL DONNA HARBARTH SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 04/25/18 - 05/08/18 Check Date ------------------- 05/08/2018 Check -------------- 200740 Vendor Name -------------------------------------------------------------- ELLEN SIVRIGHT Description --------------------------------------------------------------------------- SENIOR TOUR CANCELLATION DUE TO BLIZZARD Amount ---------------------- 62.00 05/08/2018 200741 ERICKSON ENGINEERING CO LLC BRIDGE PLANS -APPROACH PANEL SHOP DRAWINGS 400.00 05/08/2018 200742 FARM -RITE EQUIPMENT VEHICLE PARTS - SEWER 230.42 05/08/2018 200743 FASTENAL COMPANY VARIOUS R&M SUPPLIES 177.12 05/08/2018 200744 FIRST ADVANTAGE LNS OCC HEALTH SOLU EMPLOYEE DRUG TESTING 34.49 05/08/2018 200745 FOSTER'S INC. CREEKSIDE ADVERTISING IN FOSTER'S CATALOG 127.34 05/08/2018 200746 G & K SERVICES MATS, TOWELS, COVERALLS, SHOPTOWELS, CLEANER 119.67 05/08/2018 200747 GEB ELECTRIC INC ELECTRICAL REPAIRS - REC CENTER STORAGE ROOM 1,134.00 05/08/2018 200748 GERALD BROWN SENIOR TOUR CANCELLATION DUE TO BLIZZARD 124.00 05/08/2018 200749 GERTENS WESTERN RED CEDAR MULCH - CREEKSIDE INVENTORY 2,396.00 05/08/2018 200750 GIFFERSON, TOM REIMB: MEAL/FUEL FOR MN CHIEFS OF POLICE 47.86 05/08/2018 200751 GOPHER STATE FIRE EQUIPMENT CO. SPRINKLER SYSTEM INSPECTION - CREEKSIDE 1,030.00 05/08/2018 200752 GRAINGER PLUMBING SUPPLIES FOR CIVIC ARENA 2,018.12 05/08/2018 200753 GREAT NORTHERN ENVIORNMENTAL LLC EQUIPMENT PARTS FOR SEWER FACILITY 44.31 05/08/2018 200754 HAGER JEWELRY INC. 2 NEW EMPLOYEE NAME PLATES - BLDG INSPECTION 41.00 05/08/2018 200755 HAWKINS INC HYDROFLUOSILICIC ACID - WATER CHEMICALS 1,242.00 05/08/2018 200756 HAZEL SITZ SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200757 HCVN-TV IST QTR NU -TELECOM FRANCHISE FEES 23,855.64 05/08/2018 200758 HELEN KIEPER SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200759 HENRY'S WATERWORKS INC COLD PATCH - STREETS 846.20 05/08/2018 200760 HILLYARD / HUTCHINSON RESTROOM/CLEANING SUPPLIES - VARIOUS DEPTS 226.77 05/08/2018 200761 HOFF, RANDY SPRING VASE ARRANGEMENT FOR HPD DISPATCHERS 43.00 05/08/2018 200762 HOHENSTEINS INC APRIL COST OF GOODS - LIQUOR 355.00 05/08/2018 200763 HUTCHINSON CONVENTION & VISITORS BU MARCH 2018 LODGING TAX 6,431.56 05/08/2018 200764 HUTCHINSON HEALTH CARE MAY COMMON AREA MAINTENANCE - EVENT CENTER 2,277.99 05/08/2018 200765 HUTCHINSON JAYCEES 2018 CITY CONTRIBUTION TO WATER CARNIVAL 2,000.00 05/08/2018 200766 HUTCHINSON WHOLESALE #1550 AUTO/EQUIP R&M SUPPLIES - PUBLIC WORKS 181.90 05/08/2018 200767 HUTCHINSON WHOLESALE #1551 AUTO/EQUIP R&M SUPPLIES - CREEKSIDE 598.86 05/08/2018 200768 HUTCHINSON, CITY OF WATER & SEWER 3/1- 3/31118 - LIQUOR STORE 120.40 05/08/2018 200769 HUTCHINSON, CITY OF REPLENISH ATM - CITY CENTER 9,000.00 05/08/2018 200770 HYBA BASKETBALL JODI TIMM SERVICES FOR PRCE BASKETBALL 1,400.00 05/08/2018 200771 INTEPLAST GROUP GOLD MULCH COLORANT- CREEKSIDE INVENTORY 33,870.84 05/08/2018 200772 INTERSTATE BATTERY SYSTEM MINNEAPOL SHOP SUPPLIES - STREETS 344.85 05/08/2018 200773 ISD423/PRCE POSTAGE & BROCHURE PRINTING - 50% COST SHARE 8,791.15 05/08/2018 200774 JACK'S UNIFORMS & EQUIPMENT POLICE UNIFORMS 137.89 05/08/2018 200775 JAN URBAN SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200776 JANE ORVIS SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200777 JAY MALONE MOTORS RESCUE 8 DOOR PLATE - FIRE TRUCK 22.55 05/08/2018 200778 JEANNE LANGAN SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200779 JEFFERSON FIRE & SAFETY INC FIREADE FOAM - FIRE DEPT 1,150.00 05/08/2018 200780 JESERITZ, PAUL REIMB: MILEAGE - ROCHESTER FIRE SCHOOL 159.14 05/08/2018 200781 JJ TAYLOR DIST OF MN APRIL COST OF GOODS - LIQUOR 5,041.58 05/08/2018 200782 JOE'S SPORT SHOP 91 T-SHIRTS - RECREATION PROGRAM 568.75 05/08/2018 200783 JOHNSON BROTHERS LIQUOR CO. APRIL COST OF GOODS - LIQUOR 32,990.85 05/08/2018 200784 JUUL CONTRACTING CO APRIL REPAIRS & SNOW REMOVAL - CITY & ENT CTR 2,869.00 05/08/2018 200785 KERI'S CLEANING 4/16 - 4/30 CITY CENTER, LIBRARY, SENIOR DINE, FIRE 2,044.00 05/08/2018 200786 KONERZA, STACY DJ DANCE 100.00 05/08/2018 200787 LEE GRAMS SENIOR TOUR CANCELLATION DUE TO BLIZZARD 124.00 05/08/2018 200788 LIESTMAN, CALYN SENIOR TOUR CANCELLATION DUE TO BLIZZARD 70.00 05/08/2018 200789 LOCHER BROTHERS INC APRIL COST OF GOODS - LIQUOR 24,457.05 05/08/2018 200790 MARCO TECHNOLOGIES, LLC APRIL BASE RATE - CITY CENTER COPIERS 446.41 05/08/2018 200791 MARGARET HOFFMAN SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200792 MARK BETKER CONSTRUCTION LLC REMOVE & REPLACE ASPHALT SHINGLES ON HIS 10,858.69 05/08/2018 200793 MARLYS FREDRICK SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200794 MATTHEW BENDER & CO. INC LEGAL DIGEST FOR 2018/2019 1,808.00 05/08/2018 200795 MCLEOD COUNTY FAIRGROUNDS RENTAL FOR INDOOR RECREATION PROGRAM 1,200.00 05/08/2018 200796 MENARDS HUTCHINSON VARIOUS R&M SUPPLIES 987.71 05/08/2018 200797 MEYER LABORATORY INC CLEANING SUPPLIES- PARKS RESTROOMS 709.09 05/08/2018 200798 MILLNER HERITAGE VINEYARD & WINERY APRIL COST OF GOODS - LIQUOR 1,000.20 05/08/2018 200799 MINNEAPOLIS, CITY OF MAR 2018: APS TRANSACTION FEES 43.20 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 04/25/18 - 05/08/18 Check Date ------------------- 05/08/2018 Check -------------- 200800 Vendor Name -------------------------------------------------------------- MINNESOTA DEPT OF MOTOR VEHICLE Description --------------------------------------------------------------------------- POLICE #9169 2018 FORD EXPLORER: TITLE/R Amount ---------------------- 2,079.29 05/08/2018 200801 MINNESOTA DEPT OF MOTOR VEHICLE POLICE #9170 2018 FORD EXPLORER: TITLE/R 11.75 05/08/2018 200802 MINNESOTA DEPT OF MOTOR VEHICLE POLICE #9168 2018 FORD EXPLORER: TITLE/R 11.75 05/08/2018 200803 MINNESOTA ICE ARENA MANAGERS ASSN 2018 MIAMA SPRING WKSP-ARENA MEMBER 50.00 05/08/2018 200804 MINNESOTA POLLUTION CONTROL AGENCY WATER PERMIT ANNUAL FEES - WWTP 14,350.00 05/08/2018 200805 MINNESOTA POLLUTION CONTROL AGENCY JOHN KENT: 6/12 - 6/14 - SEWER LICENSE EXAM 390.00 05/08/2018 200806 MINNESOTA RURAL WATER ASSN CITY ASSOCIATE MEMBERSHIP - WATER FUND 250.00 05/08/2018 200807 MINNESOTA STATE HORTICULTURAL SOCIE FULL PAGE AD- MAY/JUNE NORTHERN GARDENER 1,049.00 05/08/2018 200808 MINNESOTA VALLEY TESTING LAB VARIOUS TESTING FOR SEWER 1,117.20 05/08/2018 200809 MISSION CRITICAL CONCEPTS, LLC TACTICAL & URBAN SNIPER TRAINING COURSE - PD 750.00 05/08/2018 200810 MN DEPT OF TRANSPORTATION TRAFFIC CONTROL FIELD MANUALS - STREETS 31.52 05/08/2018 200811 MYGUY INC. BLUE & BROWN CONCENTRATE CLEANER - STREETS 830.68 05/08/2018 200812 NANCY JASPERS SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200813 NEGOCE, LLC APRIL COST OF GOODS - LIQUOR 266.96 05/08/2018 200814 NERO ENGINEERING LLC SERVICES FOR LIFT STATIONS, MBR, WATER WELL 7,230.80 05/08/2018 200815 NICKLASSON ATHLETIC COMPANY SOCCER BALLS, SHIN GUARDS- RECREATION SUPPLIES 270.50 05/08/2018 200816 NORTHERN BUSINESS PRODUCTS VARIOUS OFFICE SUPPLIES 168.59 05/08/2018 200817 NORTHERN SAFETY & INDUSTRIAL SAFETY SUPPLIES (HATS) / RAI NSU ITS( STREETS) 216.17 05/08/2018 200818 NORTHERN STATES SUPPLY INC LADDER & BATTERY STARTER KIT - STREETS 340.66 05/08/2018 200819 NORTHERN TIER TRANSPORTATION LLC CREEKSIDE FREIGHT TO CARLTON, MN 1,775.00 05/08/2018 200820 NU -TELECOM May Phone Service - ALL CITY DEPTS 6,332.14 05/08/2018 200821 NUSS TRUCK & EQUIPMENT SNOW PLOW - REPAIR MAJOR DAMAGE 13,457.78 05/08/2018 200822 OFFICE DEPOT VARIOUS OFFICE SUPPLIES 144.37 05/08/2018 200823 OFFICE OF MN IT SERVICES MARCH 2018 SERVICES - DMV 187.35 05/08/2018 200824 ORACLE AMERICA INC TBE PERFORM SITE LICENSE -VARIOUS DEPT SOFTWARE 5,000.00 05/08/2018 200826 PELLINEN LAND SURVEYING SERVICES FOR PROCHNOW ADDN & OTHER PARCEL 480.00 05/08/2018 200827 PENMAC STAFFING SERVICES, INC. APRIL TEMPORARY STAFFING - CREEKSIDE 6,431.62 05/08/2018 200828 PETERSON, TIM REIMB: MILEAGE TO ALEXANDRIA FIRE TRAINING 128.62 05/08/2018 200829 PHILLIPS WINE & SPIRITS APRIL COST OF GOODS - LIQUOR 32,843.30 05/08/2018 200830 PIDC/PORTFOL PORTFOL SOFTWARE 1/1- 12/31'18 (HRA & EDA) 2,074.80 05/08/2018 200831 PIKE TRANSFER LLC CREEKSIDE FREIGHT TO FRATTALLONES 1,950.00 05/08/2018 200832 PIONEER MANUFACTURING CO ATHLETIC FIELD MARKING PAINT & TOTES - PARKS 2,332.75 05/08/2018 200833 PRO -TEC DESIGN INC. SECURITY CAMERA SYSTEM - LIQUOR STORE 8,448.00 05/08/2018 200834 QUADE ELECTRIC ELECTRICAL SUPPLIES/REPAIRS - VARIOUS DEPTS 674.39 05/08/2018 200835 QUALITY FLOW SYSTEMS START-UP OF HARMONY LIFT STATION PROJECT 800.00 05/08/2018 200836 QUILL CORP DRY ERASE BOARDS (CIVIC ARENA) CLEANING SUPP 389.88 05/08/2018 200837 RDO EQUIPMENT CO. CREEKSIDE JD LOADER: FILTERS, PARTS & LABOR 1,245.94 05/08/2018 200838 REINER ENTERPRISES INC CREEKSIDE FLATBED TRUCKING, FORKLIFT 24,077.46 05/08/2018 200839 REVIER WELDING RUBES, PIPE, PIN, BOLTS, LABOR - CEMETERY 399.12 05/08/2018 200840 RIVERLAND COMMUNITY COLLEGE ROCHESTER FIRE SCHOOL - 6 FIREFIGHTERS 840.00 05/08/2018 200841 RJO CORPORATE 98 T-SHIRTS FOR WATERPARK STAFF 1,007.00 05/08/2018 200842 ROTOCHOPPER CREEKSIDE GRINDER: ADD'L SCREEN ASSEMBLY 2,057.34 05/08/2018 200843 RTVISION ANNUAL ONE OFFICE SUPPORT & MAINT - ENGINEER 1,442.00 05/08/2018 200844 RUNNING'S SUPPLY VARIOUS R&M SUPPLIES 312.29 05/08/2018 200845 RUTH SCHWARZE SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200846 SAM'S CLUB DIRECT CONCESSIONS PURCHASES - PRCE & WATERPARK 471.72 05/08/2018 200847 SARAH MCGRAN REFUND: ADAP REC PROGRAM 47.55 05/08/2018 200848 SARGENT, DAN REIMB: MEALS/ MILEAGE TO D.LAKES FIRE SCHOOL 256.35 05/08/2018 200849 SCHMIDT, MATT REIMB: MEALS & MILEAGE - ROCHESTER FIRE SCHOOL 224.90 05/08/2018 200850 SCHULTE, JOSH REIMB: APPARATUS BAY IPAD CHARGING CABLE -FIRE 37.57 05/08/2018 200851 SHIRLEY WASS SENIOR TOUR CANCELLATION DUE TO BLIZZARD 62.00 05/08/2018 200852 SHORT- ELLIOT- HENDRICKSON, INC SERVICES FOR CENTURY AVE & SANITARY SEWER SYST 13,557.50 05/08/2018 200853 SITYANN TRUCKING, LLC CREEKSIDE FREIGHT TO VARIOUS LOCATIONS 1,950.00 05/08/2018 200854 SIGNATURE MASONRY INC. REMOVE OLD JOINT SEALER & FILL - HATS FACILITY 9,490.00 05/08/2018 200855 SOUTHERN WINE & SPIRITS OF MN APRIL COST OF GOODS - LIQUOR 15,554.70 05/08/2018 200856 SPRING LAKE ENGINEERING WW LIFT STATION CONTROLS / SCADA SYST - SEWER 10,645.58 05/08/2018 200857 ST. PAUL, CITY OF PDI TRAINING COURSE 3/27/18 - POLICE 79.00 05/08/2018 200858 STANDARD PRINTING -N -MAILING APRIL WATER STMTS- PRINTING/MAILING SERVICE 1,480.06 05/08/2018 200859 STAPLES ADVANTAGE VARIOUS OFFICE SUPPLIES 778.58 05/08/2018 200860 TAPS-LYLE SCHROEDER CLEANED LINENS & TOPS - EVENT CENTER 25.00 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 04/25/18 - 05/08/18 Check Date ------------------- 05/08/2018 Check -------------- 200861 Vendor Name -------------------------------------------------------------- TASC Description --------------------------------------------------------------------------- June 2018 Flex Adm. Fees Amount ---------------------- 106.02 05/08/2018 200862 TEK MECHANICAL INSTALL GAS VALVE - WTP 342.53 05/08/2018 200863 TITAN MACHINERY LOADER REPAIRS (CREEKSIDE) SUPPLIES (STREETS) 3,345.26 05/08/2018 200864 TOTAL QUALITY LOGISTICS CREEKSIDE FREIGHT TO SPOONER, WI 2,025.00 05/08/2018 200865 TRAVIS HANSCH REFUND; GIRL'S FASTPITCH 320.00 05/08/2018 200866 TRICK'S WOODWORKING LLC WALL REPAIR IN PARKING GARAGE - POLICE 445.00 05/08/2018 200867 TWO WAY COMMUNICATIONS INC PAGER PROGRAM - FIRE 22.50 05/08/2018 200868 UNITED FARMERS COOP REFUEL HATS FUEL SYSTEM 16,562.87 05/08/2018 200869 US BANK EQUIPMENT FINANCE MAY CONTRACT ALLOWANCE - FINANCE COPIER 397.64 05/08/2018 200870 USA BLUE BOOK TESTING SUPPLIES - WWTP 568.10 05/08/2018 200871 VALLEY SALES OF HUTCHINSON AUTO REPAIRS - 2 POLICE SQUADS 590.10 05/08/2018 200872 VERIZON WIRELESS CELL PHONE SERVICES MAR 11- APR 10 345.41 05/08/2018 200873 VIK, BRANDON REIMB: HOTEL/MILEAGE DULUTH FIRE SCHOOL 518.50 05/08/2018 200874 VIKING BEER APRIL COST OF GOODS - LIQUOR 13,231.65 05/08/2018 200875 VIKING COCA COLA APRIL COST OF GOODS - LIQUOR 877.15 05/08/2018 200876 VINOCOPIA INC APRIL COST OF GOODS - LIQUOR 655.25 05/08/2018 200877 WALTER RADANT SENIOR TOUR CANCELLATION DUE TO BLIZZARD 124.00 05/08/2018 200878 WASTE MANAGEMENT OF WI-MN REFUSE LANDFILL DISPOSAL -APRIL 1ST- 15TH 4,845.76 05/08/2018 200879 WEST CENTRAL SANITATION INC. MAY SERVICE: ENTERPRISE CENTER 139.55 05/08/2018 200880 WEST CENTRAL SHREDDING SHRED 96 LICENSE PLATES - POLICE 120.00 05/08/2018 200881 WINE COMPANY, THE APRIL COST OF GOODS - LIQUOR 114.30 05/08/2018 200882 WINE MERCHANTS INC APRIL COST OF GOODS - LIQUOR 1,258.67 Total - Check Disbursement $ 734,206.96 CHECK REGISTER B FOR CITY OF HUTCHINSON CHECK DATE FROM 04/25/18 - 05/08/18 Check Date ------------------------------ 05/08/2018 Check 200825 Vendor Name Description ------------------------------------------------------- -------------------------------------------------------------- OUTDOOR MOTION REPLACE TUBES, PATCH KIT, TOOL, PUMP - POLICE Amount -------------------- 100.00 Total - Check Disbursement $ 100.00 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Bobbing Bobbers Brewing Company LLC - Brewer/Tap Room Licenses Department: Administration LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Public Hearing Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Daniel Hart of Bobbing Bobbers Brewing Company LLC has submitted an off -sale brewer and a taproom license application to provide brewed beer at a brewery he is opening at 900 Hwy 15 South. A background investigation was conducted on Daniel Hart for the purpose of obtaining these licenses in the City of Hutchinson. According to the police department's investigation, there is nothing contained in Mr. Hart's criminal history that would prevent him from being approved for these licenses and their recommendation is to approve issuing the licenses. Mr. Hart has provided to administration all documentation as required with the application process. BOARD ACTION REQUESTED: Approve issuing brewer off -sale and taproom licenses to Bobbing Bobber Brewing Company LLC located at 900 Hwy 15 South in Hutchinson, Minnesota. Fiscal Impact: $ 0.00 Funding Source: 0 FTE Impact: 0.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: Minnesota Department of Public Safety PrirrtForm -E, I'll ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 445 Minnesota Street, Suite 222, St. Paul, MN 55101 Alcohol & Gambling Enforcement(651) 201-7531 TDD (651) 282-6555 FAX (651) 297-5259 APPLICATION FOR BREWER OFF SALE INTOXICATING LIQUOR LICENSE Must be a licensed brewer in order to apply for this license Fees: Brewer Off Sale Fee: $3 77 5 , 6—Z] Sunday License: YES ❑ NO Sunday License Fee: $_1 L)t5 Workers Comp. Ins, Co. Policy Number Minnesota Tax 1D Number 5�>3 Federal TaxIDNumber Licensee's Name (business, partnership, LLC, corporation) DOB Social SecuritvNumber DOA or Trade blame V�In I rl LL6_ Business a ess Phone umoer Fax Number `ice tod Aw 15 S 3ZO 465- City State Zip Code License Period 1vt 65715 3`J ❑ From 0\ e To e ,3 me of Store Manager Phone Number DOB (individual Aoplicant) If a corporation or LLC state name, date of birth, Social Security Number address, title, and share held by each officer. If a partnersmIj, state names, address and date of birth of each partner. Partner Officer (First,middle, la DOB SS# Title Shares Business address TNa Shares Business address Pa rtner Officer (First, middle, last) bOct-sS# SS# Partner Officer (' st, middle, last) Don Title Shares Business address d 3 i 7 Partner Officer (Ffst, middle, last) DOB SS# Title Shares Business address 1. If a corporation, date of incorporation , amount paid in capital and give purpose of corporation , state incorporate in If a subsidiary of any other corporation, so state If incorporated under the laws of another state, is corporation authorized to do business in the state of Minnesota? C Yes r No 2. Describe premises to which license applies; such as (first floor, second floor, basement, etc.) or if entire building, so state. [ 3. Is establishment located near any state university, state hospital, training school, reformatory or prison? (' Yes ONo if yes state approximate distance. 4. Name and address of building owner: Q& j�„/ytY3 Has owner of building any connection, directly or in directly, with applicant? illi} Yes i- Na S. Is applicant or any of the associates in this application, a member of the governing body of the municipality in which this license is to be issued? (' Yes 0 No If yes, in what capacity? 6. State whether any person other than applicants has any right, title or interest in the furniture, fixtures or equipment for which license is applied and if so, give name and details. jowelz 7. Have applicants any interest whatsover, directly or indirectly, in any other liquor establishment in the state of Minnesota? i— Yes *No If yes, give name and address of establishment. Are the premises now occupied or to be occupied by the applicant entirely separate and exclusive from any other business establishment? *Yes f" No 9. State whether applicant has or will be granted, an On sale Liquor License in conjunction with this Off Sale Liquor License and for the same premises. r Yes * No - Will be Granted 10. State whether applicant has or will be granted a Sunday On Sale Liquor License in conjunction with the regular On Sale Liquor License. 0 Yes (' No Nili be Granted 11. If this application is for a County Board Off Sale License, state the distance in miles to the nearest municipality, 12. State Number of Employees 13. If this license is being issued by a County Board, has a public hearing been held as per MN Statute 340A.405 sub2(d)? 14. If this license is being issued by a County Board, is it located in an organized township? If so, attach township approval. 1. State whether applicant or any of the associates in this application, h ve ever had an application for a liquor license rejected by any municipality or state authority; if so, give dates and details. pc ^� 2. Has the applicant or any of the associates in this application, during the five years immediately preceding this application ever had a license under the Minnesota Liquor Control Act revoked for any violation of such laws or local ordinances; if so, give dates and details. E W Ib 3. Has applicant, partners, officers, or employees ever had any liquor law violations or felony convictions in Minnesota or elsewhere, including5tateLiquorpenalties? r Yes ONo If yes, give dates, charges and final outcome. 4. During the past license year, has a summons been issued under the Liquor Civil Liability Law (Dram Shop) M.S. 340A.802. r Yes O No If yes, attach a copy of the summons. This licensee must have one of the following: (ATTACH CERTIFICATE OF INSURANCE TO THIS FORM.) Checkone Liquor Liability Insurance (Dram Shop) - $50,000 per person, $100,000 more than one person; $10,000 property destruction; $50,000 and $100,000 for loss of means of support, C- A surety bond from a surety company with minium coverage as specified in A. A certificate from the State Treasurer that the licensee has deposited with the state, trust funds having market value of $100,000 or $100,000 in cash or securities. I certify that I have read the above questions and tha &e answe,s��ue and correct of/y own knowledge. Print name of applicant and title5igraatureofap icant Date [ ,.J�-r� i t9 L �1D ►'Yl�-� t�� F�u��Cf�viT . r r .. - L� REPORTB IrOLIC�RIFF'S DOOYMENT r / This is to certify that the applicant and the associates na ed herein have not been convicted within the past five years for any violation of laws of the State of Minnesota or municipal ordinanc s relating to intoxicating liquor except as follows: Police/Sheriffs Depa nt Title /1 Signature C-0— Co u ntyAttorney's Sig natu re IMPORTANT NOTICE All retail liquor licensees must have a current Federal Special Occupational Stamp, This starnp is issued by the Bureau of Alcohol, Tobacco, ano Firearms. For information call (551) 725-0220 k.m Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division (AGED) Alcohol a Gambling Ery wcamsp 444 Cedar Street, Suite 222, St. Paul, M N 55101 Telephone 651-201-7507 Fax 651-297-5259 TTY 657.-282-6555 MUST BE A LICENSED BREWER IN ORDER TO APPLY FOR THIS LICENSE Certification of an On Sale Brewer's Taproom License ar?d Sunday License This license only authorizes the on sale of Malt li uor Produced by the brewer for consumption on the premises Cities and Counties: You are required by law to complete and sign form to certify the issuance of the following License types: City issued On Sale Brewer's Taproom and Sunday Liquor Licenses Name of City or Cou suing Liquor License_Ag"j8 0>n4 MM License From: CircleOr : New Licens License Transfer Suspension Revocation Cancel (Former Licensee Name) (Give Dates) Fees: On Sale Taproom License Fee: $_ (aj)O , 6-D Sunday License Fee: $ jdba 6 License Name: ►UtrDOB )tial Security # Korpo niPartn ersrnp, or Int4idfdual)Business Trade Name Business Address 15 �r`bcity Zip Code�5CountBusinesse one _ Zo- Home Phone 64Gigy Home Address ZZ5 ri, AiainF-, O .4 it 0 City t)-VZip Code 15,r-5350 Licensee's MN Tax ID # Licensee's Federal Tax ID # If above named licensee is a corporation, partnership, or LLC complete the followiniz for each partner officer,: �. 1 Partner/officer Name (FirstMiddle Fast) DOB � rsocial Security p Partner/officer Name (First Middle Last) DOB Social ffSecurit, -� -— Lb`Z'�lL 1 Partner/Officer Name (First Middle Last) DOB 50cial security # yp � Fipm1161ress553a1' On Sale Taproom licensees must attach a certificate of Liquor Liability Insurance to this form. The Insurance Certificate Must contain all of the following: 1) Shaw the exact licensee name (Corporation, partnership, LLC, etc.) and business address of the location listed on the license. 2) Cover completely the license period set by the local city or county licensing authority as shown on the license. Circle One: (YE Slno During the last year has a summons been issued to the licensee under the Civil Liquor Liability Law? Workers Compensation Insurance is also required by all licensees: Please complete the following: Workers Compensation Insurance Company Name--UEN %Wea &t'),ta-Polity # `V CO. CAI. I Certify that this license(s) has been approved in an official meeting by the governing body of the city or county. City Clerk or County Auditor Signature (title) Date 2017 -BRE -03132-0 OMB No. 1513-0005 (0713112010) ea, DEPARTMENT OF THE TREASURY = ALCOHOL AND TOBACCO TAX AND TRADE BUREAU (TTB} BREWER'S NOTICE Brewery's Section 1. This is notice serial number 2. The notice date is 1 12/06/2017 3- Our brewery's name is BOBIJING BOBBER BREWING COMPANY LLC 4. Our trade name is (See Attached) 5. Our business address is 255 N. HIGH DR. NW #116 HUTCHINSON MN 55350 {Number and Street) (City) (County) (state) (Zip Code) 6- Our brewery location is 900 HIGHWAY 15 SOUTH, HUTCHINSON (MCLEOD), h9N 55350 (Number and Street) (City) (County) (State) (Zip Code) 7. Our main contact person is DANIEL THOMAS HART TTB can reach me at 5129400720 (Name) (Phone Number) Brewery Description 8. Our phone number at the brewery is 6129400720 9- Our E-mail Address is DTHART22@GMAIL.COM 10. Our brewery is a. (check one only)y Brewery/Microbrewery Brewpub (you must Pilot Brewing Plant 11. We are a: (check one only) Sole Proprietorship I Partnership Corporation X 'Limited Liability Company Limited Partnership 12: Dur employer identification number is: (forexample: 12-3456789) 81-2841971 Title to premises and equipment (list names and addresses of owner of land or buildings, or if any other mortgage or encumbrance on the land or buildings of the brewery). (See Attached) 13. Brewer's Business Day 12;QOam (List only if different than 12:00 am through 11:59 pm.) 14. We are filing this notice to: `X give TTB our original notice that we intend to engage in the business of producing beer. amend our previously approved original notice (Registry No. } for the following reason (s) add or delete (circle one) a trade or operating name (attach registration, if your state requires, of new trade or operating name) . List new trade names(s) in Item 4 or on a separate sheet of paper. List deleted trade name(s) on a separate sheet of paper. J show a change in brewery premises (attach description of change) . make changes in officers, directors, members, stock, or interest distribution (attach description of change', you must file personnel _... questionnaires for new personnel and any new person owning 10% or more of total stock) . discontinuance of business as of. (date) other 15.A. We are for are not X i members of a controlled group of breweries. (List all breweries with shared ownership on a separate sheet of paper.) B_ If you area member, will the controlled group of breweries produce more than 60,000 but less than 2,000,000 barrels of Meer per year? (If so, describe how the reduced rate of tax will be apportioned among brewery members in the controlled group-) (See Attached) 16. The Internal Revenue Code (IRC) provides that if you produce not more than 2,000,000 barrels per year, you are entitled to a reduced rate of tax on your first 60,000 barrels. What is your estimated production in barrels per year? (check one) More than 2,000,000 barrels per year. We are not entitled to the reduced rate. More than 60,000 barrels per year, but not more than 2,000,000 barrels per year. We are entitled to the reduced tax rate on our first 60,000 barrels removed for consumption or sale. Not more than 60,000 barrels per year. We are entitled to the reduced tax rate on all beer removed for consumption or sale. TTB F 5130.10 (1112009) EIN 81-2841971 Brewery Registry bio.: BR -MN -21164 Signing Authority For Corporate Officials 17. 1 am . _.or am not _-X required to furnish a bond under 27 CFR 25-91. 1 am not required to furnish a bond only if all of the following ue; are trI will withdraw beer for deferred payment of tax under 27 CFR 25.164, 1 was liable for not more than $50,600 in beer taxes in the preceding calendar year, and I reasonably expect to be liable for not more than $50,000 in such taxes during the current year - 18. We held our board meeting with (check one) Directors Trustees Managers. Governors Date of Meeting ___. We authorize the following corporate officials, employees, or incumbents of the listed offices to execute all documents and to do all acts for us in dealing with the Alcohol and Tobacco Tax and Trade Bureau. (You must impress your corporate seat. If you do not have one, two witnesses must sign.) By the authority of our board, I certify that this authorization is true and complete. Title. Title: Corporate Seal: Title: Title: _ Title:Title: - - Witness: Witness: _........._ . Br_ewpub Applicant Information (if you are a brewpub, you must complete this section.) 19. We are a brewpub. Our entire business location is the brewery premises. We understand that by initialing these boxes, we acknowledge that: a We must separate the brewery operations (non-public area) from the public area of the brewery premises by an adequate partition. Access to the brewery operations must be restricted to authorized visitors and employees only. b The serving tanks as noted on our attached diagram are our tax -determined beer tanks. These tanks have a working capacity of approximately and are accurately calibrated with appropriate measuring devices. c. We must transfer beer ready for consumption or sale from our fermenters into an empty tax-detemination tank for measurement by the approved measuring device. We will make prompt and accurate records of these transactions to determine tax due - 20. We plan to sell retail liquors other than beer. Attachment Section 21. You must make attachments to complete an original notice- You may also need additional information for an amended notice. Check all the blocks here for your attachments for this notice. For original Brewer's Notices, you must attach all documents for your type of business organization. For amended Brewer's Notices, some forms are mandatory, while others may be optional. X' Articles of Incorporation/Organization (Corporations/LLCs) X: Personnel Questionnaires (for all owners/officers/directors/partners! memberslstockholders of over 10%) _X..l Trade Name Registrations (if required by state) X By -Laws (CorporationslLLCs) - Certificate to Transact Business in a Foreign State of applicable) X Partnership Agreement Power of Attorney (TTB F 5000.8, or Corporate Resolution) X Environmental Information (TTB F 5000.29) X Diagram (or Plat/Plan) with dimensions of the brewery Diagram for Brewpub as required XLegal description of the Brewery X' Statement Describing the Security at the Brewery -X' Supplemental Information on Water Quality Considerations (TTB F 50K30) X: Other — - — -_ _ All statements and documents are part of this notice. Under penalties of perjury, 1 declare that I have examined this notice and all attachments and to the best of my knowle-dge a Edi he -lief tE_rjE*Lare tme,.t orrec#, ansioomplete. 22. Signature of Authorized Person DANIEL THOMAS HART Date 01J30J2018 23. Printed or Typed Name and Title DANIEL THOMAS HART PRESIDENT Mail .this completed package with all attachments to: Director National Revenue Center 550 Main St, Ste 8002 Cincinnati, OH 45202-5215 This Notice is- X Approved Not Approved Director, National Revenue Center 1. Where do I send my application? File this form with TTB at this address: Director National Revenue Center 550 Main St, Ste 8002 Cincinnati, OH 45202-5215 TTB Section - For TfB Use Only Effective Date: 01/30/2018 General Instructions Approval Date - 01/30/2018 Registry Number- BR--MN-21164 TTB F 5130.10 (1112009) 2. When may I start Brewing? You may not operate your brewery until we approve your Brewer's Notice (including all attachments) and your Brewer's Bond. 3. When must I file a Brewer's Notice? You must file this form: _ To start business at your brewery premises; To amend or supplement information you previously submitted or; In connection with a new bond. 4. Do I need to fila any other documents with the Brewer's Notice? You must file the attachments this form requires. Also, we may require you to furnish any additional information we find necessary to protect revenue and insure collection of taxes. S. What happens if I do not complete this notice? We will return your notice to you for correction if it is not completed in accordance with these instructions or does not include all of the required information and documents. If you do not complete the notice you may not produce or package beer, S. What items do I need to complete on this notice? You must complete all items on this notice that apply to your business, regardless of the purpose for which you are filing. 7. How long must I keep my copy of this notice? At your brewery you must keep available for TT13 inspection during your normal business hours- Your most recently approved Brewef's Notice and All attachments and documents that provide current and complete information of this form_ Specific Instructions Item 1. What serial number do l use? Serially number each notice. Begin with No. 1 for the first notice and continue in sequence for each amendment or supplemental notice you file after you start business. Item 2. What is the notice date? The date that you submit this notice for approval. Item 3. What is my brewery's name? _ 1f you are.... Then your name is.... An individual T Your name, followed by "sole own er° and the name you use to operate partnership The name of each partner followed by the name you use to operate A limited partnership (LP) The name of your LP A corporation or limited liability corporation (LLC) The corporation or LLC name and, if different, the name you use to operate Item 4. What if I use a trade name? You must list all trade names you use to do business or to package beer. Approval of a trade name does not necessarily constitute approval as a brand name for labeling purposes. Submit your requests for brand names to the Alcohol Labeling and Formulation Division on an Application for and CertificatelExemption of LabellBottle Approval, TTB F 5100.31. If your State requires you to register your trade name, you must submit a copy of the State trade name registration. Item 5. What is our business address? Your business address may be different than the actual location of the brewery. Your business address is where you receive mail deliveries and you conduct office activity. You must include the county of this address. Item 6. What is our brewery location? Your brewery location is where you actually brew your beer. Item 7. Who may be a contact person? Your contact person must be someone who has authority to speak or write to any of our officers regarding any aspect of your brewing operations. You must file with us a signing authority or power of attorney for this person. Item 15. What information must I provide if I am a member of a controlled brewery group? 1. A controlled brewery group is a group of breweries that share common ownership or controlled interest. Controlled groups of breweries include groups where: (a) One brewery owns controlling interest in the other brewery or (b) there is a common ownership in the controlling interest in each brewery. 2. If you are a member of a controlled group of breweries and you intend to transfer beer between breweries without payment of tax, you must: (a) give the name and prindpal business address of each of the other breweries; and (b) state whether condition 1.(a) or condition 1.(b) applies, If condition 1.(a) applies, state which brewery owns controlling interest in the other and the percentage of that interest. If condition 1.(b) applies, give the name and principal business address of the person owning controlling interest in both breweries and state the percentage of interest in each brewery. sw=° :-_ � CERTIFICATE OF LIABILITY INSURANCE w'�t`"�°�"'�"' oar.3av2o1s THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT. If the cerifficato holder Is an ADDITIONAL INSURED, use PoRcy(les] must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsernenL A statement on this certificate does not confer rights to the certificate holder In lieu of such andorseme s . PRODUCER Wendorff Insurance PD Bax 127 MN 55350 ' P E 320-587-3234 PAx 324.455-9443 IL . lMrins�$ht+tchtel.nef K-KAHutchinson IMSu S AFFOR aE NAIC x INWRERA : Auto Owners Ins Co 18988 INSUFM DANIEL HART INsunRa: FOUNDERS INSURANCE [Ns R C: BOBBING BOBBER BREWING GO LLC INSUPARD: 255 N High Dr NW #11B Hutchinson MN 55350 INSURER E ReRP: COVERAGES CERTIFICATE NUMBER- 2n18n321nR52193+58 REVISION H"MRr-R- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY R£GUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. STR TYPSOFIN8URANCE POUCYNUMBER EFF PpLLCY LIMM COMMEMAL SEVERAL UABILJTY a AIMS MADE ❑ OCCURZL%MLMMqM EACH OCCURRENCE $ 1,040,004 S 340,000 A MEO EXP ono n $ 10.000 PERSONAL&AOVINJURY $ 1,400,004 N N 08808885 0210112018 02MIM19 GE1'L AGGREGATE LIMIT APPLIES PER: x POLICY ❑ JFERQ FA] LOC GENERAL AWREGATE $ 2,000,000 PRODUCTS-OOIIPlOPAGG $ 2,000,000 Fire Le al Liabili S OTHER: AVTOMOSILS LIMILITY acef n L[ S ANY AUTO BODILY INJURY (Par Pemon) S ONMED SCHEDULED AUTOS ONLY AUTOS HIRED HON-OVAJED AUTOS ONLY AUTOS ONLY BODILY INJURY (Par acddenq S pRpi�ERl'Y gAlyAGE s f IIMBRHLLAI" OCCVR EACHOCCURRENCE S AGGREGATE $ EXCUSLIAR CLAIMS -MADE DEO RETENTIONS S WOPYLIMSCOMPEMATi9N ANDEMPLOYERS' LJABUSlY Y r N ANYPROPR IETORIPARTNERIEXECUTI V E OFFICERIAAEMBEREXOLUDEDi (WndaloryInNH) ItdowAbe under DESCRIPTION OF OPERATIONS below N1 0, R T T T R E.L. EACH ACC[DENT i E.LDLSEASE-EAEMPLOYEE S E. L. DISEASE - POLICY L(MR S B LIQUOR LIABILITY N N 2018000424 43/0112418 oww2wiI COMBINED SINGLE LIMIT 1,004,040 AGGREGATE 2,000,000 WWRI"M OPOPERATIOnI LOCATHM r VEHICLES (ACOM 187, AdMonO Remarks saheduld. may W a UMAI IfnWKv 0"00 Is Mqulred} CITY OF HUTCHINSON 111 HASSAN ST SE HUTCHINSON, MN 55350 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DAT -THEREOF, N0710E WILL BE DELIVERED IN AUTHOFISM ®198&2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD STATE GE MINNESOTA Minnesota Department of Public Safety Alcohol and Gambling Enforcement of IL Gambling f0circemenl AS BEEN -ISSi.JI.M THIS LICE:NSFIPERM.IT BY THE STATE OF MINNESOTA PURSUANT TO Vk INNTSOTA STA' CHAPTER 340A AND RELATED REGULATIONS MICRO BREWER LICENSE License Number: 684" Bobbing Bobber Brewing Co LLC 900 Hwy 15 South Hutchinson . ,XPIRES 04119/2019 MN 55350 Alcohol & Gambling Enforcement Direct HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Public Hearing for 2018 Streets Seal Coating Project (1-6/P18-06) Department: PW/Eng LICENSE SECTION Meeting Date: 5/8/2018 Application Complete 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: City staff will be administering a Public Hearing for the 2018 Streets Seal Coating project. For your information, the identified project locations map is attached. Please note that this project will be publicly bid and funded by the City's infrastructure maintenance funds (no 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 Monday, June 4th (11:00 AM). Also, the planned construction window is June 18th through August 10th. 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: $ 250,000.00 Total City Cost: $ 250,000.00 Funding Source: Infrastructure Maintenance Funds Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14886 RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS LETTING NO. 6/PROJECT NO. 18-06 WHEREAS, a resolution of the City Council adopted the 24th day of April 2018, fixed a date for a Council Hearing on the following improvements: 2018 Street Seal Coating: Multiple City street segments to be determined; street surface seal coat application by construction of bituminous material, aggregate, fog seal material and appurtenances. 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 24th day of April, 2018. 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 Hutchinson City Council this 8th day of May 2018. Mayor: Gary Forcier City Administrator: Matthew Jaunich RESOLUTION NO. 14887 RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS LETTING NO. 6/PROJECT NO. 18-06 WHEREAS, the Director of Engineering/Public Works has prepared plans and specifications forthe following described improvement: 2018 Street Seal Coating: Multiple City street segments to be determined; street surface seal coat application by construction of bituminous material, aggregate, fog seal material and appurtenances. 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 Monday, June 4th, 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, June 12th, 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 8th day of May, 2018. Mayor: Gary Forcier City Administrator: Matthew Jaunich PUBLICATION NO. 8281 ADVERTISEMENT FOR BIDS LETTING NO. 6/PROJECT NO. 18-06 TO WHOM IT MAY CONCERN: Hutchinson, Minnesota Dated: 05/08/2018 The City Council of the City of Hutchinson, Minnesota, will receive bids at the Hutchinson City Center, Engineering Office, 111 Hassan St SE, Hutchinson MN, until 11:00 am on Monday, June 4, 2018, for the making of the following described local improvement: 2018 Street Seal Coating: Multiple City street segments to be determined; street surface seal coat application by construction of bituminous material, aggregate, fog seal material and appurtenances; and all in accordance with the Plans and Specifications on file in the Engineering Office. Immediately following expiration of the time for receiving bids, the City Administrator and/or Director of Public Works/City Engineer will publicly open bids, in the Council Chambers at the Hutchinson City Center. The Council, will consider said bids and responsibility of the bidders during the Council Meeting at 5:30 pm on Tuesday, June 12th, 2018 in the Council Chambers of the Hutchinson City Center. The approximate major quantities of work involved are: ITEM UNIT QUANTITY Seal Coating SY 120,920 All bids shall be made on the Proposal Forms of the City and shall be accompanied by a cashier's check, bid bond or certified check, payable to the order of the City of Hutchinson, Minnesota, for not less than five percent (5%) of the amount bid. Bids shall be directed to the City Engineer, securely sealed and endorsed upon the outside wrapper. Plans and Specifications are expected to be available 05/09/2018. Complete digital project bidding documents are available at www.questcdn.com. You may download the digital plan documents for $20.00 by inputting Quest project #5717045 on the website's Project Search page. Please contact QuestCDN.com at 952 -233 -1632 -or info@questcdn.com for assistance in free membership registration, downloading, and working with this digital project information. An optional paper set of project documents is available for a nonrefundable price of $80.00 per set, which includes applicable sales tax and shipping. Please make your check payable to City of Hutchinson and send it to Hutchinson City Center, Attn: Plans & Specs, 111 Hassan St SE, Hutchinson MN 55350. Please contact us at 320-234-4209 if you have any questions. In order to bid on this project, you must be a "registered" plan holder. To be a "registered" plan holder, you must purchase the digital bidding documents from QuestCDN or purchase the paper set of the bidding documents from the City of Hutchinson. Any bids submitted by contractors not on the Plan Holder List will not be considered at the time for opening of bids and will be returned to the contractor. The City Council reserves the right to reject all bids and to waive any informalities and irregularities. Matthew Jaunich, City Administrator PUBLISH IN HUTCHINSON LEADER ON WEDNESDAY, MAY 9TH, 2018 AND WEDNESDAY, MAY 16TH, 2018. PUBLISH IN FINANCE & COMMERCE ON WEDNESDAY, MAY 9TH, 2018 AND WEDNESDAY, MAY 16TH, 2018. CITY OF HUTCHINSON SEALCOATING 2018 HUTCHINSON HEALTH REPORT TO THE CITY - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• May 8, 2o18 Services Provided in 2017 Inpatient Admissions * 2029 * Inpatient Surgical Cases * 529 * Same Day Surgery Cases * 2Y844 * Emergency Department Visits * 8,124 Newborn Deliveries zoo -�:441 Hutchinson It# HEALTH H[ealrh Nnners• Hutchinson Health Clinic Visits Mental Health Clinic Visits 15,521 Dassel Clinic Visits 4,538 Orthopaedic Clinic Visits 8,429 Outpatient Imaging Visits 28,764 Rehab Outpatient Visits 21,382 Lab Outpatient Visits 45063 - �:: 0 4, , (m ), Hutchinson HEALTH Health Parwers- $89,304,589 Total Operating Expenses * $88, 322,863 Operating Income $981,726 Net Income (includes non-operating income) $2,795,715 * Operating Margin 1.1% Days Cash on Hand 152 Hutchinson HEALTH 1-1�-aIth NrE ers NEW PROVIDERS - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• Dr,. Andrew Nickels Allergy and Immunology - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• Hutchinson It# HEALTH H[ealrh Nnners• Dr. Jonathon Shelver Pulmonology Mandy Nordgren, AuD, CCC -A Audiology - �:: 0 4, , (m Hutchinson HEALTH 1-1�-aIth NrE ers Kayla Olson, LICSW Mental Health Therapist - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• Dr. Noah Retka Family Medicine - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• Dr,. Sarah McKay Family Medicine Dr. Lavanya Bhoopathy - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• Hospitalist Dr. Amy Ellingson-Itzin OB/GYN * Coming July 2o18 - �:: 0 4, , (m Hutchinson HEALTH H[ealrh Nnners• Community Benefit Contributions Below is a quick numeric reference to the total costs of Hutchinson Health's Comm contributions along with the value of other contributions. Community Benefit Snapshot (2016 Data) Charity Care 265,933 Unreimbursed Medicaid Services and Medicaid Surcharge 3,868.260 MinnesotaCare Tax 1,202,049 Community and Subsidized Health Services Costs 134.720 Education and Workforce Development and Research 224.933 Cash and In -Kind Donations 119,697 Total Cost Of Community Contributions 5,815,593 Total Expenses 86,462,981 _�:441 Hutchinson N HEALTH 1-1�-aIth Partners• Community Benefit as a Percent of Total Expenses 6.7340 �ommunity Benefit Total Value of Other Community Contributions 8,189,905 Community Building and Other Community Benefit Costs 31,324 Other Care Provided Without Compensation 1,368,142 -�:441 Hutchinson 4c*:3� HEALTH Health Nrtncrs- Costs in Excess of Medicare Payments 6,790,439 * Finalized on 4/1/18 * Beginning of a long process * Flexibility and Collaboration - �:: 0 4, , (m Hutchinson HEALTH 1-1�-aIth NrE ers HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Review of 2018 Pavement Management Report Department: PW/Engineering LICENSE SECTION Meeting Date: 5/8/2018 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff Communications, Requests Time Requested (Minutes): 15 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Please see the attached 2018 Pavement Management Report document. City staff will provide a brief summary of this effort/analysis and be available for any questions. BOARD ACTION REQUESTED: No action requested Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: C March 23, 2018 To: Matt Jaunich, City Administrator Kent Exner, DPW/City Engineer From: John Olson, Public Works Manager City of Hutchinson Public Works Department Operations & Maintenance 1400 Adams St SE Hutchinson, MN 55350 Phone (320) 234-4219 Fax (320) 234-6971 Subject: 2018 Pavement Management Report (updated for 2017 condition survey) Pavement Management The City uses a pavement management system to collect and manage information about pavement conditions. Since 1996, this system has helped the City manage its significant investment in pavements. Roadways managed by the City are worth well over $100 million in replacement value. The pavement management system helps the City make the best use of available funds by providing decision -makers with important information related to the roadway network. Using this information, appropriate maintenance can be scheduled in a timely manner to help keep pavement preservation less expensive over time. The goal of pavement management is to do the right treatment to the right pavement at the right time at the lowest possible cost, in order to prolong the life of pavement. PCI. Eyxelleni Good 40% Drop in ality Spending 51 on prftervariarl here.- 7 ere._ T5% of Life Fair Poor VQry Poor Failed 40% Drop in Quality ...0irnihates 4< tiAays spending $6 to 518 on r9habililalion or reconstruction here. 12% of Life 8 5 10 115 20 1 Pavement Condition Index (PCI) PCI is determined by conducting walking, physical surveys to identify and catalog pavement distresses found on individual pavement sections. PCI is based on a 100 -point scale (100 = no distresses, 0 = fully deteriorated street). The City's stated goal has been to maintain an average system -wide PCI of between 65 and 75. Streets with PCI ratings, about 82% of streets, include paved streets under City jurisdiction (74.6 mi.). The pavement network has grown by new construction and/or turnback at an annual pace of around 1.5% over the last 20 years. Unrated streets account for about 18% of the total. Unrated streets include streets under State (6.7 mi.) or County (6.6 mi.) jurisdiction, as well as streets under City jurisdiction that are not paved or are not in service (2.8 mi.). Physical surveys provide a snapshot of pavement conditions in time. Between physical surveys, system -wide PCI is estimated by applying standard decay curves to each pavement section. The last physical survey was completed in 2017. The next physical survey is scheduled for 2020. Since inception, the system -wide PCI are identified as: Year System -wide PCI Year System -wide PCI 2017 76 2007 69 2014 71 2004 77 2011 66 1996 72 System -wide condition of the pavement network following the last physical survey was 76. This is a 5 -point gain in the system -wide PCI. The system -wide PCI falls slightly above the City's stated goal of maintaining a system -wide PCI of between 65 and 75. 2 Prosect Alternatives for Pavement Maintenance There are a number of alternatives used to rehabilitate and maintain pavements. These commonly used alternatives are listed from most expensive to least expensive: Strategy Estimated cost Descriotion per sa vd Projects/maintenance Reconstruction $144.00 All new infrastructure (street, water, sewer) in place of existing Partial reconstruction $103.50 Replace curb/gutter, street surface and drainage; minimal utility work Full -depth reclamation $38.25 Replace street surface & drainage; minimal curb/gutter & utility work Structural overlay $20.25 Grind off at least 2" of existing surface and resurface with new material Thin overlay $13.50 Grind off up to 2" of existing surface and resurface with new material Seal coat/fog seal $1.85 Asphalt & aggregate surface application; no drainage & utility work Replay sealant $1.50 Polymerized agricultural based asphalt sealant Crack Repair $0.25 Rout and apply sealant to cracks and/or over -band larger cracks Site-specific repairs Full -depth Patch $51.50 Mill or cut bituminous, fill holes using hot mix or cold mix patching material Partial Depth Patch $31.50 Mill up to 3"from small sections of distressed pavement, place new patching material Skim Patch $22.50 Apply maintenance overlay on a small, distinct section of street Project Development Whenever possible, projects are developed to maximize the lifespan of associated pavements. Ideally, less expensive projects should be undertaken early and at critical points during the life of a pavement. When the PCI drops too low, inexpensive treatments are no longer an option. Pavements will eventually decay to the point where costly rehabilitation or reconstruction is the only option. 3 In the past 5 years, various projects have affected 729,713 sq yds of pavement. Projects on an annual basis have affected 10% of the City's street network. The distribution of projects over the last 5 years was: Structural projects: 1% New construction 4% Reconstruction 10% Partial reconstruction 4% Full -depth reclamation 8% Overlay Maintenance projects: 42% Seal coat 32% Replay sealant Were the mix of projects completed in the last 5 years to continue into the future, it would take just under 10 years for all pavements to be affected by one of these types of structural or maintenance projects. The City's 5 -year Capital Improvement Plan (CIP) includes projects that should result in maintaining an average system -wide PCI of at least 65-75. Actual PCI scores are updated after physical surveys are completed. During the period covered by the CIP, a physical survey is scheduled for 2020. The CIP includes an annual allocation for pavement management projects. The purpose of funding a pavement management projects is to allow the flexibility to deliver timely maintenance treatments. Of particular concern is performing appropriate maintenance on pavements constructed since the late 1990's/early 2000's in order to maintain them in relatively good condition for as long as possible at the lowest cost possible. Other Factors A significant challenge to maintaining PCI's of 65-75 can come in the form of severe weather. There have been years when it has been necessary to secure additional funding to repair frost damaged streets. In most cases, additional costs are for site-specific repairs. However, there have been times when entire blocks of street needed to be reconstructed because of significant frost damage. Public Works staff regularly updates the City Council regarding frost damaged streets 4 Data Analysis Of the 90.7 miles of streets in Hutchinson, 6.7 miles of street are operated by Mn/DOT and 6.6 miles by McLeod County. The City operates 77.4 miles of streets, of which 74.6 miles receive PCI ratings. 2.8 miles of streets are not rated, because they are unpaved, undeveloped, or are not in service. Assuming the CIP is implemented, it appears likely the average system -wide PCI will remain within the 65-75 range for the next 5 -year period. This prediction assumes proposed spending levels remain in place and that provisions are made to account for inflation or significant changes in construction costs. Public Works staff generally focuses most maintenance efforts toward streets in "Excellent" or "Good" condition, because these efforts are cost-effective. Streets rated as "Adequate" are evaluated to determine whether limited improvements can be made at reasonable costs to increase longevity. Streets in "Marginal" or "Poor" condition are often maintained only for safety-related issues until a reconstruction/rehabilitation project is feasible. Budget Recommendation Funding sources for the City are limited. It is often necessary to utilize available resources for purposes that do not affect system -wide PCI ratings. In the long-term, this results in a higher backlog of work, driving system -wide PCI ratings down. It is also important to understand that not all spending on capital projects directly affects PCI scores. Money spent on utilities, streetlights, trees, signs, etc. do not affect PCI, but are necessary parts of capital projects. Using data collected during the most recent physical survey, the program is set to look out over a 20 -year period to determine the most economically advantageous 5 -year project list. To further refine the budget, calculations are based on: 1) maintaining current PCI; 2) increasing PCI by 10%; and 3) decreasing PCI by 10%. Projects appearing in all three selections generally demonstrate significant economic value and positive affect on system -wide PCI ratings. Using this method, the budget for pavement projects ends up at around $3.1 million per year. Budget Recommendation Recommended funding targets indicate a need for approximately 7% more in capital funding: Construction/partial reconstruction $ 1,493,169 Reclaim/overlay 1,158,794 Spending not affecting PCI ratings* 4051600 Total capital improvements S 3,057,563 GO Improvement Bonds $ 1,900,000 Assessments 475,000 Municipal State Aid 550,000 Total capital funding 2 839 000 Capital shortfall $ 218,563 7.1% *average non-utility spending that does not affect PCI ratings, including streetlights, trees, streetscape items, etc. Recommended funding targets indicate a need for approximately 3% more in maintenance funding: Crack repair Patch, seal, microsurface Total maintenance projects General fund Infra maint— sealcoat Infra maint — other Total maintenance funding Maintenance shortfall $ 71,201 342,595 413 796 $ 175,000 125,000 100,000 $ 400.000 $ 13,796 3.3 Please note: These assumptions are based on costs of recent improvement projects. The cost of construction can be quite dynamic. Significant issues include labor availability and costs, oil costs, materials costs, and the number of qualified bidders. Construction costs may not remain flat over the upcoming 5 -year period. I Condition Ratings — Marginal= I Adequate= Good = 1 Excellent = 1 00-35 36-50 51-70 71-85 86-100 Rating 2017 2014 Point Overall Length Mile %% SY Area PCI PCI Incr Decr Rated streets 394,071 74.6 82.2% 1,506,316 76 71 5 Not rated 85,048 16.1 17.8% 422,466 n/a n/a n/a Total 479,119 90.7 100.0% 1,928,782 76 71 5 Rating 2017 2014 Point by quadrant Length Mile %% SY Area PCI PCI Incr Decr Northwest 74,697 14.1 15.6% 266,223 82 79 3 Northeast 43,840 8.3 9.2% 179,818 71 73 (2) Southwest 172,537 32.7 36.0% 641,988 72 65 7 Southeast 102,997 19.5 21.5% 418,287 79 76 3 Rated streets 394,071 74.6 82.2% 1,506,316 76 71 5 Not rated 85,048 16.1 17.8% 422,466 n/a n/a n/a Total 479,119 90.7 100.0% 1,928,782 76 71 5 II = PoorMarginal = Adequate = Good = Excellent = 1 00-3 36-50 51-70 71-85 86-100 Rating 2017 2014 Point by designation Length Mile %% SY Area PCI PCI Incr Decr Local roads 298,062 56.5 62.2% 1,102,339 75 71 4 MSA streets 60,790 11.5 12.7% 269,249 73 68 5 CSAH turnback 10,188 1.9 2.1% 45,170 93 88 5 County road 1,219 0.2 0.3% 7,024 74 74 - Co rd turnback 22,721 4.3 4.7% 74,656 87 74 13 Hwy turnback 1,091 0.2 0.2% 7,878 100 100 - Rated streets 394,071 74.6 82.2% 1,506,316 76 71 5 Not rated 85,048 16.1 17.8% 422,466 n/a n/a n/a Total 479,119 90.7 100.0% 1,928,782 76 71 5 Poor = Marginal = 1 Adequate = Good = Excellent = 1 00-35 36-50 51-70 71-85 86-100 PCI - Mileage (74.6 mi. rated streets) 40.0 35.0 30.0 25.0 20.0 15.0 10.0 6.7 4 5.0 .8 0.0 lu 00-35 36-50 51-70 • This distribution of PCI is in line with industry standards PCI - Area (1,506,318 SY rated streets) 800,000 700,000 600,000 500,000 400,000 346,3 300,000 231,157 200,000 134,786 99,265 100,000 36-50 51-70 • attached for your reference are photos of streets with various PCI ratings. 2017 Asphalt Trails Condition Survey I Al 86-100 694,750 2017 9 Name From To Length PCI 5th Ave NW Trail 1 Montana St NW Kouwe St NW 631 78 5th Ave NW Trail 2 Kouwe St NW Sarr Park 2,286 98 8th Ave SW Trail 1 Lakewood Dr SW Roberts Rd SW 443 82 8th Ave SW Trail 2 West End School Road SW 996 60 AFS Park Trail School Rd SW West River Park Trail 305 97 Arch Street SE Trail 5th Ave SE 2nd Ave SE 1,355 77 Century Ave SE Trail Hwy 15 South Trail East End 1,405 100 Dale/Century SW Trail S Grade Rd SW Hwy 15 South Trail 5,255 79 Denver Ave SE Trail Hwy 15 South Trail Montreal St 464 97 Denver Ave SW Trail West End Hwy 15 South Trail 803 80 East River Park Trail Adams St SE 2nd Ave SE 2,237 100 Edmonton Ave SE Trail Hwy 15 South Trail Jefferson St SE 4,671 71 Fairway Estates Trail 1 School Rd NW Through Trail Loop 2,799 100 Fairway Estates Trail 2 Golf Course Rd NW Fairway Estates Trail 1 931 60 Firemans Park Trail Main St N Luce Line East Trail 1,135 78 Golf Course Road Trail School Rd NW Hwy 7 West Trail 3,678 71 Hwy 15 South Trail Edmonton Ave SE Grove St SW 4,836 84 Hwy 7 West Trail 1 Shady Ridge Rd NW Rolling Oaks Ln NW 1,635 77 Hwy 7 West Trail 2 School Road NW Montana St NW 3,646 81 Jefferson Street SE Trail 1 Edmonton Ave SE Southfork Dr SE 359 86 Jefferson Street SE Trail 2 Southfork Dr SE Kottke Ct SE 908 75 Jefferson Street SE Trail 3 Kottke Ct SE Century Ave SE 1,486 67 Jefferson Street SE Trail 4 Century Ave SE Oakland Ave SE 2,630 95 Linden Park Trail Begin Trail End Trail 2,150 82 Luce Line East Trail 1 Main St N Luce Line Main East Trail 116 100 Luce Line East Trail 2 Main St N Arch St SE 4,234 98 Luce Line East Trail 3 Arch St SE 1360 Ft E of Hwy 22 7,826 80 Luce Line West Trail 1 East End Otter Lake Delaware St NW 991 98 Luce Line West Trail 2 West River Park Trail Main St N 6,756 80 Luce Line West Trail 3 Vale Ave East End Otter Lake Bridge 7,941 92 Middle School Trail School Rd SW Middle School Parking Lot 1,564 77 Montana Street NW Trail Sanctuary Trail Hwy 7 West Trail 658 91 Oddfellows Park Trail 1 West River Park Trail School Road SW 377 98 Oddfellows Park Trail 2 West River Park Trail Highway 7 W 511 77 Ontario Street SE Trail 5th Ave SE Tartan Park Field 595 97 Riverside Park Trail Montana St NW Luce Line West Trail 1,456 93 Roberts Rd SW North Stoney Point Rd SW Alan St SW 264 100 Rolling Meadows Trail 7th Ave NW Through Trail Loop 1,848 58 Rotary ParkTrail School Rd NW Park Lot Through Trail Loop 2,500 75 Sanctuary Trail Luce Line West Trail Montana St NW 1,978 89 School Rd SW West Alan St SW Ext to Roberts Rd SW 1,800 100 School Road NW Trail 1 Rolling Oaks Ln NW Golf Course Rd NW 3,854 87 School Road NW Trail 2 Golf Course Rd NW N High Dr NW 1,880 80 Service Road Trail West River Park Trail School Road SW/Tokyo Grill 371 68 Sherwood Street Trail Airport Rd Edmonton Ave SE 1,779 89 South Grade Road SW Trail S Grade Ct SW School Road SW 6,014 83 Southfork Add Trail 1 Jefferson St SE Grant Ave SE 175 93 Southfork Add Trail 2 Edmonton Ave SE South End 1,421 88 Summerset Add Trail 1 West End Sherwood St SE 1,120 82 Summerset Add Trail 2 Edmonton Ave SE Eau Claire St SE 170 38 Summerset Add Trail 3 Edmonton Ave SE Orchard Ave SE 1,559 76 Tartan Park Trail Tartan Field 2nd Ave SE 634 96 Texas Ave NW Trail SE End Montana St NW 1,724 80 Tunnel Trail West River Park Trail Hwy 7 West Trail 1 545 85 Veterans Memorial Park Trail Firemans Park Trail 1st Ave NE 564 88 West River Park Trail Delaware St NW Les Kouba Pkwy NW 4,634 88 114,903 LF 2017 is the first year that trails have been rated 21.8 MI 83 10 �3h PCI = 100 PCI = 80 II PCI = 70 m PCI = 50 12 SOL - FAO soon HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Discussion on a Policy for use of the Masonic/West River Park Stage Department: Administration LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Communications, Requests Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: This item was briefly discussed at our last council meeting. Please see the attached memo. Staff is seeking additional information from the council to assist us in preparing a policy. 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: Memo To: Mayor and City Council From: Matt Jaunich, City Administrator Date: 5/8/2018 Re: Policy for Stage Rental at West River Park Office of the City Administrator 111 Hassan Street SF Hutchinson, MN 55350-2522 320-234-4241/Fax 320-234-4240 At our last council meeting, we had a request for a rental of the stage at West River Park to a private party past the allowed time limit. At that meeting, we agreed to a first reading of an ordinance that extends Ordinance 92.018 (sound) and Ordinance 112.056 (alcohol) until 11 p.m. There was discussion amongst council members for a more detailed policy to deal with these types of requests in the future. As staff prepares to put together a policy, we are seeking some additional clarification in exactly what the city council is looking for in a specific policy? As you ponder an answer to that question, please take into account the following information. Current Policy/City Code City Code 92.018 — This code allows sound amplification, at certain levels, from 7 a.m. until 10 p.m. City Code 112.056 — This code allows for alcoholic beverages to be consumed in city parks from 8 a.m. until 10 p.m. Park's Policy on Campground Rentals — Season usually opens May 1 and usually ends the Yd Sunday in October. "Quiet time" for the campground is 10 p.m. City's Policy on Park Closures (time of day) — Currently we do not have one Park's Policy on Park Facility Rentals — Facility Rentals are allowed from 9 a.m. to 9 p.m. Parks (meaning bathrooms/facilities) are open May 1 through Labor Day. After Labor Day and until the 3rd Sunday in October, Facilities may be rented by reservation only. City's Policy in regards to Alcohol use at Park Facilities that are rented out — Currently have none. Questions/Items to Keep in Mind • Are we looking to establish a policy only for events that would be after 9 p.m.? This is being asked because the way we are currently set up, if you rent the stage from 9 a.m. to 9 p.m. and serve alcohol, you don't need a security plan and/or a plan that details attendance. • Right now we don't ask whether or not alcohol will be consumed at any of our park shelters/stages because it's allowed by City Ordinance • We have park shelters that get rented out all of the time for private events. Many of those are graduation parties/family reunion/etc. Some of our shelters are able to hold up to 75 people. Some of those may even have music (many times not live). Many of them involve alcohol. We currently are not asking for a security plan or prior city council/police department approval for these private parties at our shelters. Renters are simply required to abide by city ordinances (and state laws) when it comes to noise and alcohol use • Should we be doing something about people that don't rent shelters/stages? Right now we having nothing that prohibits someone from having a party at any one of our parks outside of the shelters/stage areas. We currently have nothing that prohibits someone from establishing a party in a park with alcohol and music. As long as they are not violating any noise or liquor ordinances (or state laws), they can have those parties. Those parties obviously won't have security plans. Those types of events would never come across our desk. • Staff would caution the requirement of a Hutchinson Police Officer to be present at an event like this because it would likely thin our staff. An approved security plan by our police department should be sufficient. • Not all rentals of the Event Center require a Hutchinson Police Officer to be present. • Should we be granting anything at the campground past 10 p.m.? Especially with "quite time" starting at that time. If we continue to receive a lot of these requests, we may need to revisit "quite time" so campers can properly prepare and be aware of it in the future. • The baseball field (VMF) is currently permitted to have alcohol sales and amplified music. Depending on the length of the game, there are times that both of these items may go beyond 10 p.m. • When we are aware of public facilities being rented, the Police generally perform extra patrol and specifically when it is time for the event to be concluded. Addressing the use of Alcohol in the Parks and at the Music State Staff is particularly struggling with how to handle the alcohol aspect of renting the stage. As some of you may recall, in August of 2015, staff held a workshop with the Council to discuss our liquor ordinances. At that time, Council requested a "lessening" of the ordinances when it came to the consumption of alcohol in public places. During that conversation, one of the items requested was that there was less of a police presence at these public places where public consumption may take place. Most of the conversation focused on community events and social gatherings like the Arts & Crafts Festival, car clubs and the like. Following that workshop, the Council approved Ordinance 15-744 in September of 2015 which amended our Liquor Regulations and added a section to authorize liquor sales at community festivals. I do realize that these recent request for the use of the Stage are not "community festivals". But with that being said, I want to make sure we are sending a clear and consistent message to our staff in how the council would like to see these types of requests handled. From the workshop back in August of 2015, staff had the impression from Council that you would like to see less involvement from us with these types of requests and that there was a desire to make it "easier" on people. I guess I point this out for your consider when providing us direction on where to go with a policy. 2 Potential Policy Item Discussions for Stage Rental at Masonic/West River Park • What will our timeline be for rental of the Stage? Current policy is 9 a.m. to 9 p.m. However, sound amplification can take place until 10 p.m., alcohol can be consumed in our parks until 10 p.m., and our "quite time" at the campground is 10 p.m.; should these four times all be the same? • What are the conditions you would like to see in place if extending the rental time is requested? One may be that all of the campsites are rented out around the stage and that a security plan is in place and approved by the Police Department prior to approval. • Should the type of music/band have any effect on our policy? For instance, the request we have in front of us has music that will be played by a one-man acoustic band. Should that be handled differently than a full-fledged band? • Do we need to address those who rent out the entire campground? • How would you like us to handle alcohol consumption at this facility and/or when there is a request to extend the timeline? • Should be looking to address those who could potentially have a party in a public park without renting a facility? • Does staff need to be looking at implementing a similar type of policy at other park facilities that get rented out? Staff is simply noting these items to help in the discussion of establishing a policy, which is set to take place at our meeting on Tuesday. Let me know if you need any additional information. Matt HUTCHINSON CITY COUNCIL c`=y-fAa� Request for Board Action 7AL =-NZ Agenda Item: Ordinance No. 18-786 - Suspension of Enforcement Department: Administration LICENSE SECTION Meeting Date: 5/8/2018 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff 17=7 Unfinished Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: As discussed at the last Council meeting, a private party has reserved Masonic West River Park and the accompanying stage for a private event being held in the park on May 18, 2018. The event is being held from 7:00 p.m. - 11:00 p.m. and includes amplified music being provided by a live band and the attendees providing their own alcoholic beverages for consumption. Approximately 30-40 individuals have been invited to attend the private event. The reserving party is requesting that enforcement of the ordinances pertaining to sound amplified music and consumption of alcoholic beverages in city parks be extended to 11:00 p.m. for this event. The reserving party has spoken with the police department and they have indicated they have no concerns with the event or the request. This is the second reading of the ordinance. BOARD ACTION REQUESTED: Second reading and adoption of Ordinance 18-786. Fiscal Impact: $ 0.00 Funding Source: n/a FTE Impact: 0.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: ORDINANCE NO. 18-786 AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCES 92.018 AND 112.056 PERTAINING TO HOURS OF USE OF SOUND AMPLIFICATION EQUIPMENT AND CONSUMPTION OF ALCOHOLIC BEVERAGES IN CITY PARKS Findings of the City Council: That a private party is holding a special event at West River Park on May 18, 2018; That part of the event includes a band playing from 7:00 p.m. until 11:00 p.m.; That sound amplification equipment will be used and alcoholic beverages will be consumed as part of this event; That pursuant to Hutchinson City Code §92.018 V(1)(d) sound amplification equipment may only be used until 10:00 p.m.; That pursuant to Hutchinson City Code § 112.056 alcoholic beverages may only be consumed in city parks until 10:00 p.m.; Therefore, the Council of the City of Hutchinson does hereby ordain that Hutchinson City Code §92.018 or any other City ordinance pertaining to noise and Hutchinson City Code § 112.056 shall not be enforced until 11:00 p.m. for the outdoor special/music event being held on May 18, 2018, at West River Park for a private special event. Adopted by the City Council this 8' day of May, 2018. Attest: Matthew Jaunich, City Administrator Gary T. Forcier, Mayor HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Approve/Deny Financial Management Plan Department: Administration LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich/Andy Reid Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Action on this item was tabled so the Policy/Plan could be reviewed in more detail for a longer period of time by council members. The changes to the plan since you last seen it have been noted in red. This is the version that was sent to you late in the day on Tuesday, April 24. Along with what is noted in red, there have been three minor changes to the plan since we originally presented it to you back in March. One is that we have now noted that the policy will be reviewed on an annual basis during the budget preparation season (bottom of page 3). Two, there is a comment on page 20 referring to Exhibit B; and three, we have included an Exhibit B (page 38) - a debt graph noting this will change on a yearly basis. One question raised at the last meeting was whether or not the council was comfortable with the "General Fund" statements noted on page on page 16 and that might require some additional conversations Tuesday night. Questions to the other questions asked were emailed to you on April 24. Not sure if there is a desire to discuss some of those items Tuesday night as well. Other than that, no other questions have been received on this Plan. The Financial Management Plan is meant to serve as the framework upon which consistent operations may be built and sustained that guides responsible use of municipal resources and contributes to the City's overall financial health. The proposed Financial Management Plan serves three distinct purposes. 1) It draws together in single document the City's major financial policies; and 2) The plan establishes principles to guide both staff and Council members in making consistent and informed financial decisions; and 3) The plan provides guidelines for ensuring and maintaining an appropriate level of funds, unreserved and reserved, to sustain the financial integrity of the City. BOARD ACTION REQUESTED: Approve/Deny Financial Management Plan Fiscal Impact: $ 0.00 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: FINANCIAL MANAGEMENT PLAN Draft for City Council Review April 24, 2018 -1- Table of Contents Page No. 3 ............... Purpose 4 ............... Cash and Investments 8...............Cash Controls & Procedures 11..............Revenue Policy 13..............Operating Budget 15..............Fund Balance / Reserve Policy 18..............Capital Improvement Plan 20..............Debt Management 23..............Purchasing Policy 27..............Procurement Card Policy 32..............Travel & Meal Reimbursement Policy 36 .............. Fiscal Agent Policy 37..............Exhibit A — List of City funds 38..............Exhibit B — Employee Expense Reimbursement form 39..............Exhibit C — Debt Tax Levy -2- PURPOSE The City of Hutchinson (City) has a responsibility to provide quality services to its residents and considers it important to do so in a fiscally responsible fashion designed to keep services and taxes as consistent as possible over time. This Financial Management Plan (Plan) is designed to serve as the framework upon which consistent operations may be built and sustained, which guides responsible use of municipal resources and contributes to the City's overall financial health. This Plan serves three main purposes: 1. It draws together the City's major financial policies in a single document. 2. The plan establishes principles to guide both staff and City Council members to make consistent and informed financial decisions. 3. The plan provides guidelines for ensuring and maintaining an appropriate level of funds, unreserved and reserved, to sustain the financial integrity of the City. The objectives of this Plan are: ➢ To provide both short term and long term future financial stability by ensuring adequate funding for the provision of services needed by the community, ➢ To protect the City Council's policy-making ability by ensuring that important policy decisions are not controlled by financial problems or emergencies, ➢ Prevent financial difficulties in the future, ➢ To provide sound principles to guide the decisions of the City Council and Administration, ➢ To employ revenue policies which prevent undue or unbalanced reliance on certain revenues, distribute the cost of municipal services fairly, and provide funding to operate desired programs, ➢ To provide essential public facilities and prevent deterioration of the City's public facilities and infrastructure, ➢ To protect and enhance the City's credit rating and prevent default on any municipal debt, ➢ To create a document that City staff and Council Members can reference during financial planning, budget preparation and other financial management issues. ➢ The financial management plan will be reviewed annually during the city's budgeting process. -3- CASH AND INVESTMENTS PURPOSE The purpose of this policy is to establish specific guidelines the City of Hutchinson will use in the investment of City funds. It will be the responsibility of the City Administrator, or his designee, to invest City Funds in order to attain the highest market rate of return with the maximum security while meeting the daily cash flow demands of the City and protecting the capital of the overall portfolio. Investments will be made in accordance with all state and local statutes governing the investment of public funds. SCOPE The City Administrator, or his designee, is responsible for the investing of all financial assets of the City of Hutchinson, excluding pension funds. These funds are accounted for in the City's Comprehensive Annual Financial Report and include the following: ➢ General Fund ➢ Special Revenue Funds ➢ Debt Service Funds ➢ Capital Project Funds ➢ Enterprise Funds ➢ Internal Service Funds ➢ Economic Development Authority PRUDENCE Investments shall be made with judgment and care, not for speculation, but for investment, considering the probable safety of the capital as well as the probable income to be derived. The standard of prudence to be used by investment officials shall be the "prudent person" standard and shall be applied in the context of managing the overall portfolio. Investment officers acting in accordance with this policy, with MN Statutes, Chapter 118A, and exercising due diligences shall be relieved of personal responsibility for an individual security's risk or market price change, provided that reasonable action is taken to control adverse developments and unexpected deviations are reported in a timely manner. OBJECTIVE 1) Safety — Safety of principal is of critical importance to the investment program. Investments of the City shall be undertaken in a manner that seeks to ensure the preservation of principal in the overall portfolio. The objective will be to mitigate credit risk and interest rate risk. a. Credit Risk — the risk of loss due to failure of the security issuer or backer, will be minimized by - Pre -qualifying the financial institutions, brokers/dealers, intermediaries, and advisors with which the City will do business in accordance with this policy under Authorized Financial Dealers and Institutions. Limiting investments to the types of securities listed in this policy under Authorized and Suitable Investments. iii. Diversifying the investment portfolio so that the impact of potential losses from any one type of security or from any one individual issuer will be minimized. Insurance or collateral may be required to ensure return of principal. I'M b. Interest Rate Risk — the risk that the market value of securities in the portfolio will fall due to changes in market interest rates will be minimized to: i. Provide for liquidity by reviewing cash flow requirements and making investments to meet the shorter cash flow needs, thereby avoiding the need to sell securities in the open market prior to maturity. ii. Manage the annual maturity of the overall portfolio to be consistent with the risk of the City. 2) Liquidity — The City's investment portfolio will remain sufficiently liquid to enable the City to meet all operating requirements reasonably anticipated. The portfolio will be structured to emphasize liquidity and consist largely of securities with active secondary or resale markets (dynamic liquidity). A portion of the portfolio may be placed in money market mutual funds or local government investment pools that offer same day liquidity for short-term funds. 3) Yield — The City's investment portfolio shall be designed with the objective of attaining a market rate of return. The core of investments is limited to low-risk securities in anticipation of earning a fair return relative to the risk being assumed. Securities shall generally be held until maturity with the following exceptions: a. A security with declining credit may be sold early to minimize loss of principal. b. A security swap would improve the quality, yield, or target duration in the portfolio. c. Liquidity needs of the portfolio require that the security be sold. DELEGATION OF AUTHORITY Authority to manage the City's investment program is derived from MS 118A which authorizes the City to invest any funds not presently needed for other purposes. This law applies to all types of funds not presently needed, including all general, special revenue, permanent, trust or other funds regardless of source or purpose. Under this chapter, a city may invest idle funds in state or national banks, savings and loan associations, or credit unions. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the policy. Management responsibility for the investment program is hereby delegated to the City Administrator, or his designee, who shall be responsible for all transactions. The City Administrator, or his designee, shall establish procedures for the operation of the investment program, consistent with this policy. Such procedures may include delegation of authority to persons responsible for investment transactions. ETHICS AND CONFLICTS OF INTEREST The City Administrator and Finance staff involved in the investment process shall refrain from conducting personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Investment staff shall annually disclose to the City Council any material financial interests as required by state statute. Investment staff shall subordinate their personal investment transactions to those of the City, particularly with regard to the time of purchases and sales, and shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the City. -5- AUTHORIZED FINANCIAL DEALERS AND INSTITUTIONS The City Council will annually approve by resolution the depositories and a list of financial institutions authorized to provide investment services. 1) Only approved security broker/dealers, selected by creditworthiness, shall be utilized, with a minimum of $10,000,000 capital and at least five years of operation. 2) Financial institutions must be qualified as a "depository" by the City Council; these may include "primary" dealers or regional dealers that qualify under Securities & Exchange Commission Rule 15C3-1 (Uniform Net Capital Rule). 3) All investments must be insured or registered, or securities must be held by the City or its agent in the City's name. 4) No public deposit shall be made except in a qualified public depository, as established by state laws. 5) When investments purchased by the City are held in safekeeping by a broker/dealer, they must provide asset protection of $500,000 through Securities Investor Protection Corporations (SIPC), and at least another $2,000,000 Supplemental Insurance Protection, provided by the broker dealer. 6) Before engaging in investment transactions with the City, the supervising officer at the securities broker/dealer shall submit a certification of "Notification to Broker and Certification by Broker Pursuant to MN Statute 118X. Said certification will state that the broker/dealer has reviewed the investment policies and objectives, as well as applicable state law, and agrees to disclose potential conflicts or risk to public funds that might arise out of business transactions between the securities broker/dealer firm and the City. All financial institutions shall agree to undertake reasonable efforts to preclude imprudent transactions involving the City's funds. AUTHORIZED AND SUITABLE INVESTMENTS It shall be the policy of the City that available funds be invested to the best rates obtainable at the time of investment in conformance with the legal and administrative guideline outlined herein. US Treasury Obligations and Federal Agency Securities will be given preference when the yields are equal to or greater than alternative investments. The investments of the City will be made in accordance with Minnesota Statutes, section 118A, which lists all permissible investments for municipalities. COLLATERAL Interest-bearing deposits in authorized depositories must be fully insured or collateralized. Collateralization will be required on Certificates of Deposits (where the dollar amount is in excess of FDIC coverage). In order to anticipate market changes and provide a level of security for all funds, the collateralization level will be 110% of the market value of principal and accrued interest. When the pledged collateral consists of notes secured by first mortgages, the collateral level will be 140% of the market value of principal and accrued interest. Collateral shall be deposited in the name of the City, subject to release by the City Administrator. SAFEKEEPING AND CUSTODY Securities purchased shall be held by a third party trustee as a safekeeping agent and in a segregated account for the City's benefit. The investment dealer or bank in which the security is purchased shall issue a confirmation ticket to the City listing the specific instrument, issuer, coupon, maturity, CUSIP number, purchase or sale price, transaction date, and other pertinent information. The financial service provider that executes the transaction on the City's behalf shall deliver all securities on a delivery versus payment method (DVP) to the designated third party. Delivery versus payment (DVP) is a way of controlling the risk to which securities market participants are exposed. Delivery of securities (i.e. the change in their ownership) is done simultaneously with payment. This means that neither the buyer nor the seller is exposed to the risk that the other will default. The City may not invest in securities that are uninsured. Securities will be held in the City's designated accounts. Investments, contracts and agreements may be held in safekeeping with: ➢ Any Federal Reserve bank; ➢ Any bank authorized under the laws of the United States or any state to exercise corporate trust powers, including, but not limited to, the bank from which the investment is purchased. DIVERSIFICATION The City Administrator or investment designee will attempt to diversify its investments according to type and maturity. The City will attempt to match its investments with anticipated cash flow requirements. Extended maturities may be utilized to take advantage of higher yields. Diversifications strategies shall be determined and revised periodically by the City Council for all funds. 1) Institutions — Diversity between financial institutions used. a. The City Administrator or investment designee will attempt to diversify its investments equally amongst investment companies, keeping in mind that some temporary fluctuations may occur throughout the year (i.e. tax settlement in June, GO Bonds for projects, etc.). b. No funds may be invested in any single investment company in excess of the amount insured by it. 2) Maturities — Diversity in length of maturities a. Investments shall be made to assure that funds are constantly available to meet immediate payment requirements. b. No investments shall be made with a term of more than 10 years. 3) Investments — The City should maintain a diversity of investments. a. Depending on market conditions, with the exception of US Treasury Securities, authorized pools, and Federal Agencies (backed by the full faith and credit of the US Government or its agencies), no more than 50% of the City's total investment portfolio may be invested in any one of the following: Certificates of Deposit or Commercial Paper. POOLING OF INVESTMENTS The City shall pool excess cash from all funds into one investment account in order to maximize the amount of monies available for investment. Monthly investment earnings shall be allocated among the various funds based on monthly cash balances. PRIOR POLICY The policy above supersedes the prior city policy #1.14. 7- Cash Controls & Procedures Policy PURPOSE: To provide reasonable controls for the handling and safeguarding of monies received in the course of operations at various City facilities, and to protect City assets and minimize the potential for theft, fraud and discrepancies in cash transaction records. The purpose of this policy is also to protect City employees from inappropriate charges of mishandling of funds by defining his/her responsibilities in the cash handling process. Cash Systems and Records All cash received in the course of operations, including concessions sales, must be entered into the City's point-of-sale (POS) system. Each transaction type will have a preset code within the POS system with predetermined prices set up per City approved pricing amounts. Separate cash drawers shall be maintained at each point-of-sale location and shall be integrated with the POS system for formal accounting of each transaction. All employees authorized to receive cash shall have a separate user ID and password to gain access to the POS system. Employees shall not share POS access information with others. Daily reports will be generated from the POS system and forwarded to Finance on a weekly basis along with the daily cash proofs for each cash drawer and the daily bank deposit proof. Finance will reconcile submitted documentation to the bank records. Safeguarding of Cash The facility will have a cash safe with either a combination or key lock. Access to the safe shall be restricted to City approved managers. The combination or key shall be changed periodically due to turnover of authorized personnel or if theft occurs. The cash safe shall be located within a secure room or office with access limited only to authorized personnel. Ideally, the office shall have computerized records of access based on an employee access card. Transporting and counting of monies within the facility must always be done by two authorized employees and never by only one employee. Cash and deposit counts must always be performed within the secure office and documented by each of the two employees. Signatures by each employee on a daily cash log represents approval of the cash count and bank deposit. Discrepancies between the cash counts and the actual bank deposit shall be directly addressed to the two employees evidenced on the cash log and the manager of the facility, or their designees. Employees may be subject to disciplinary action or termination due to cash discrepancies or theft. Daily Cash Handling Process 1) Cash Drawer start-up cash a. Each morning prior to opening for business, the facility manager, or the designee, shall prepare each cash drawer with the preapproved amount of cash and coin. b. Cash drawers shall remain in the secure location until the start of business. c. Each employee working a cash drawer shall recount the start-up cash and sign off on the daily cash log sheet. d. The manager on duty shall walk each employee to the appropriate cash register and verify that the cash drawer is placed in service and that the employee logs into the POS system. i. Cash drawers shall never be transported by only one employee. 2) Cash Transactions a. All cash and credit transactions must be entered through the POS system. i. Acceptance of personal checks will be prohibited at certain facilities. Those facilities shall have a sign posted informing customers of this policy. b. A receipt shall be offered to the customer after every transaction. c. Only the approved managers shall have system authority to process refunds, returns, voids or over -rings. 3) Cash Drawer Count and Reconciliation a. At the end of each employee's shift, the manager on duty shall verify that the employee logs off the POS system. b. The manager shall remove the cash drawer and walk with the employee to the secure office. c. The cash drawer shall be counted immediately by the employee in the direct presence of the manager and documented on the daily cash log. i. The cash count shall be compared to a cash register report from the POS system and any discrepancy shall be noted. d. The manager shall recount the cash drawer and evidence the cash count on the daily cash log. i. Any discrepancies in count between the employee and manager shall be reconciled prior to finalizing the daily cash log. ii. If employee and manager are in agreement, both parties sign the daily cash log and the monies and log sheet are placed in the safe by the manager prior to the employee leaving the secure room. 4) Bank Deposit Preparation a. The shift manager, in the presence of the facility manager, or the designee, shall prepare a total daily bank deposit based on the daily cash logs of each cash drawer. i. The facility manager, or the designee, verifies that each cash log sheet is properly approved by employee and shift manager. ii. The facility manager, or the designee, recounts the cash and verifies that the total deposit amount is in agreement with the totals of each daily cash log. b. Start-up cash for the following day's cash drawers are deducted from the daily deposit. i. The start-up cash is placed in a bank bag and stored in the safe for the subsequent day cash drawers. c. The shift manager and facility manager, or their designees, sign the deposit slip, make a copy for Finance Department, and place the monies and deposit slip in the bank deposit bag. L The deposit bag is placed in the safe, witnessed by both employees. 5) Transporting Daily Deposit to the Bank a. For deposits made at night, an on -duty police officer shall be called to the facility to transport the shift manager, or the designee, and deposit bag to the bank. The deposit bag shall be removed from the safe with the police officer present as witness. If the police are unavailable, two authorized employees shall deliver the deposit to the bank. b. For deposits made during the day, it is preferable to have two employees deliver the deposit to the bank. 6) Daily Reports to Finance a. The facility manager, or the designee, shall be responsible for forwarding the following information to the Finance Department: IM i. Approved Daily Cash Logs ii. Daily POS system report with subtotals by cash register 1. POS reports shall be only for the operations of one specific department. iii. Copy of the approved Daily Bank Deposit slip 1. The facility's deposit shall be made separately from any other related departmental operations (i.e.- Aquatic Center deposits shall be separate from Recreation deposits) iv. Any other reports as may be determined from time to time. b. Finance shall reconcile facility reports to the bank statement. Other Cash Controls 1) Currency larger than a twenty -dollar bill ($20) shall be inspected for any signs of being counterfeit. 2) Only cash or credit cards will be accepted at certain facilities. 3) Credit cards will be processed at the point-of-sale and must not leave the customer's sight. In no instance will credit card information be written down by City staff or retained in any fashion. 4) A receipt is required to be given to the customer for every transaction. Cash Operations without a POS System Some City operations may be conducted in a location where it is not feasible to have a POS system to account for cash transactions, such as the Roberts Park concession building and offsite events for the liquor store. This policy is still applicable in those instances with the exception of reconciling the receipts to a POS system report. Daily cash count sheets must still be maintained and approved, and deposits shall be made on the next business day. If possible, two employees shall be present when counting the cash and creating the deposit slip. Policy Compliance All employees of the City of Hutchinson, primarily Liquor Hutch and the Aquatic Center, who are responsible for cash transactions shall be subject to the procedures within this document. The Finance department acknowledges that certain aspects of this policy may not be practical for all situations. A deviation from policy may be approved if it is determined that that such deviation does not present a material risk of mishandling or misreporting cash activity. Any deviation from this policy must be approved by the Finance Director. The City's Finance department shall reserve the right to create an internal audit process and to perform audits as determined necessary. -10- REVENUE POLICY PURPOSE The City of Hutchinson is committed to maintaining a revenue system that meets the City's immediate and long-term service delivery needs, protects the City's creditworthiness, and follows best practices for administration and collection. REVENUE STRUCTURE AND SOURCES The City will strive to maintain a stable and diverse revenue system to reduce the effects of short- term fluctuations in any one revenue source. Services having a city-wide benefit shall be financed with revenue sources generated from a broad base, such as property taxes, state aids and transfers from enterprise funds. Services where the customer determines the use shall be financed with user fees, charges and assessments related to the level of service provided. 1) Property Taxes Property tax payments are the largest source of revenue in the City's General fund, accounting for approximately 40% of the total annual revenue. The City will strive to proactively avoid large increases in property taxes and will explore all other alternatives, including: ➢ Other policy options (debt management, fees & charges, cost allocation, expenditure cuts and use of reserves). ➢ Budget scenarios for a 0% tax levy, including potential reductions in service levels. ➢ Consideration will be given to staying within the amount of revenue generated by increased market value with no increase in the tax rate. If after exhausting these alternatives, a tax increase is required, the goal of the City will be to keep any property tax rate increase at or below the prevailing inflation rate. City services will be funded to the maximum extent possible by the increases in market valuation (i.e.; new tax base growth and valuation increases). Possible factors for considering an increase in property tax include: ➢ Long-term protection of the City's infrastructure. ➢ Meeting legal mandates imposed by outside agencies. ➢ Maintaining adequate fund balance and reserve funds sufficient to the City's Fund Balance Policy. ➢ Funding City development and redevelopment projects that will clearly result in future tax base increases. The expenditures of development and redevelopment funds must be in accordance with a defined strategy as shown in the City's comprehensive plan, capital improvement plan, and other council documents. Property tax increases to meet other purposes will be based on the following criteria: ➢ A clear expression of community need. ➢ The existence of community partnerships willing to share resources. ➢ Establishment of clearly defined objectives and measurements of success, including appropriate sunset provisions. ➢ Voter approved referendums for specific community needs/projects. 2) Fees and Charges The City will establish fees and charges for services when the cost of services can be allocated equitably among service users. -ll- a. General Fund Tax dollars should support essential City services that benefit and are available to everyone in the community (such as parks, police and fire protection). For services that largely or solely benefit individuals, the City should recover full or partial costs of service delivery through user fees. The user fees must not exceed the full cost of providing the service. b. Enterprise Fund User Fees Customer or user fees for services/products provided by an enterprise fund shall be determined at a level that fully covers the total direct and indirect costs, including operating expenses, capital expenditures and debt service. The fees shall also provide for a positive cash flow and adequate working capital. c. Fee Schedule The City's fee schedule shall document all fees charged, or assessed, for services provided to users or customers. Departments shall review existing fees as part of the annual budgeting process to ensure that fees keep pace with changes in the service delivery costs as well as changes in methods or levels of service delivery. Fees for new services shall also be determined in a manner that equitably charges the user for the service provided. Administration and Finance shall compile a preliminary fee schedule and present to city council for review by October 31 of each year with final approval of the schedule -taking place by December 31 of each year. REVENUE ESTIMATES The City will conservatively estimate and budget for its annual revenues using an objective, analytical process. All existing and potential revenue sources will be re-examined annually. NON-RECURRING REVENUES Revenue sources that are non-recurring in nature shall not be used to fund ongoing programs or operations of the City. This includes revenue such as sales of assets, settlement from a lawsuit, inter -fund transfers and other one-time payments. These revenue items should be used to build reserves or for projects that will result in long-term operating costs savings. Non-recurring revenue may also include grants and donations. These revenue sources should be dedicated to the use designated by the grantor or donor. The annual budget shall be prepared in a manner that eliminates, or minimizes, reliance on unpredictable or non-recurring revenues for on-going operating costs. -12- OPERATING BUDGET PURPOSE: The objective of the operating budget policy is to ensure that sufficient information is available to decision makers to provide for adequate levels of funding for essential City services at reasonable costs. Budgeting is an essential element of the financial planning, control and evaluation process of municipal government. The "operating budget" is the City's annual financial operating plan. The annual budget includes all operating departments of the general fund, other governmental funds and proprietary funds. The budget will provide for adequate maintenance of city facilities and equipment and for their orderly replacement. The following funds are included within the City's annual budget GOVERNMENTAL FUNDS: 1) General Fund, which accounts for all financial resources except those required to be accounted for in another fund, and include basic governmental services, such as Police, Fire, Parks and Recreation, Streets and Highways, Building Inspections, Cemetery, Airport and Administrative services. 2) Special Revenue Funds, which account for revenues that are legally restricted or committed to a specific purpose other than debt service and capital projects. The City currently budgets for the Economic Development Authority and the H.A.T.S. Facility funds. (See exhibit A) 3) Debt Service Funds, which are used to account for the payment of general obligation bond principal and interest from the City's debt tax levy and special assessment bond principal and interest from special assessment levies. 4) Capital Projects Funds, which are used to account for the acquisition or construction of major capital projects other than those financed by proprietary fund activities. PROPRIETARY FUNDS: Proprietary funds will be self-supporting and user rates or fees will be reviewed annually and adjusted if necessary to ensure adequate funding of operating and capital expenses. 1) Enterprise Funds, which include the City's "business -type" activities. The City budgets for the Liquor, Water, Wastewater, Storm Water, Compost and Refuse funds. 2) Internal Service Funds, which account for the financing of goods or services provided by one department to other departments of the City on a cost reimbursement basis. The City budgets for the Equipment Replacement and Self -Insurance funds. BASIS OF ACCOUNTING AND OF BUDGETING: The City accounts and budgets for all Governmental Funds using the modified accrual basis of accounting. This basis means that revenue is realized in the accounting period in which it becomes available and measurable, while the expenditures are recognized in the accounting period in which they are incurred. Exceptions to the modified accrual basis include: • Grants, which are considered revenue when awarded, not received; and • Principal and interest on long-term debt, which are recognized when paid. - 13 - The City's Proprietary Funds are accounted and budgeted using the full -accrual basis of accounting. Under this method, revenues are realized when they are earned and measurable, while expenses are recognized when they are incurred regardless of timing or related cash flows. The basis for preparing the budget is the same as the basis for accounting except for principal payments on long-term debt and capital outlay expense, which are treated as budgeted expenses. BALANCED BUDGET: The City Administrator shall submit a balanced General fund budget that provides for all current expenditures with current revenues, matching ongoing operating expenses with the appropriate source of ongoing revenues, except in emergency situations or in the event of unforeseen needs. The City will avoid budgetary procedures that balance current expenditures at the expense of meeting future years' budgets. Any inclusion of previous years' excess fund balance in the adopted budget will be intended for one- time or non-recurring expenses or projects. The impact on the operating budget from any new programs or activities being proposed should be minimized by providing funding with newly created revenues wherever possible. BUDGETARY CONTROLS: The City Administrator will ensure that a budgetary control system is in place to adhere to the adopted budget and will provide monthly reports comparing actual revenues and expenditures to the budgeted amounts. The legal level of budgetary control is at the department level within a fund. 1) Departments shall not exceed the budget within the four main expense categories without City Administrator approval. Specific expense items within a category may be over budget as long as the category in total does not exceed the budget. The main expense categories are as follows.. a. Wages & Benefits b. Supplies c. Services & Charges d. Miscellaneous 2) Surplus departmental revenue may not be used to justify overspending an expenditure without approval from the City Administrator. 3) The City Administrator is authorized to approve a transfer of funds from one appropriation to another within the budget of any department of the City. Department means any city function organized under the direct control of a single department head. Such approval shall be made by written memorandum setting forth the reasons therefore. 4) No officer or employee of the City shall place any order or make any purchase except for a purpose and to the amount authorized in the budget resolution, or as authorized by the City Administrator CAPITAL IMPROVEMENT PLAN: The City Administrator will coordinate the development of the Capital Improvement Plan with the development of the operating budget. Costs associated with new capital improvements will be tracked for each project and included in future budget forecasts. PUBLIC HEARING: The City's budgeting process allows for public input at various budget workshops as well as the annual Truth in Taxation hearing. -14- FUND BALANCE Policy Overview: Fund Balance is defined as the difference between assets and liabilities reported in a governmental fund. It is essentially the accumulation of all prior years' net surpluses and/or deficits of revenues over expenditures. The City of Hutchinson (City) understands it has a responsibility to maintain prudent financial practices to ensure stable operations for the benefit of city residents and businesses. Fund balance reserves are an important component in ensuring the overall financial health of a community by giving the City cushion to meet contingency or cash flow timing needs. The office of the State Auditor recommends that at year-end, local governments maintain an unrestricted fund balance in their general fund and special revenue funds of approximately 35 to 50% of fund operating revenues, or no less than five months of operating expenditures. While the bond rating agencies do not have recommended fund balance levels, the agencies look favorably on larger fund balances, which protect against contingencies and cash flow needs. The purpose of this policy is to establish specific guidelines the City will use to classify fund balances into categories based primarily on the extent to which the City is bound to honor constraints on the specific purposes for which amounts in these funds can be spent. Classification of Fund Balance: Annual financial statements shall be prepared in accordance with generally accepted accounting principles establishing fund balance at the end of each year into the following categories: 1) Non -spendable a. This category includes amounts that are not in a spendable form (i.e.: prepaid expense or supply inventories). Resources that must be maintained intact pursuant to legal or contractual requirements are also considered non -spendable. 2) Restricted a. Amounts subject to externally enforceable legal restrictions (creditors, grantors, contributors and by law through constitutional provisions or enabling regulations). 3) Unrestricted The total of committed fund balance, assigned fund balance and unassigned fund balance as described below: a. Committed i. Fund balance that can only be used for the specific purposes determined by the City Council. The committed amounts cannot be used for any other purpose unless the City Council removes or changes the specified use by taking the same type of action it employed to commit those amounts. i. The City Council will annually, or as deemed necessary, commit specific revenue sources for specified purposes by resolution. This formal action must occur prior to the end of the reporting period, however, the amount to be subject to the constraint, may be determined in the subsequent period. iii. To remove the constraint on specified use of committed resources, the City Council shall pass a resolution. - 15 - b. Assigned i. Amounts that are constrained by the government's intent to use for specified purposes, but are neither restricted nor committed. Assigned fund balance in the General fund includes amounts that are intended to be used for specific purposes. ii. The City Council has delegated the authority to assign and remove assignments of fund balance amounts for specific purposes to the City Administrator. 4) Unassigned a. Unassigned fund balance represents the residual classification for the General fund. This includes amounts that have not been assigned to other funds and have not been restricted, committed, or assigned to specific purposes within the General fund. The General fund should be the only fund that reports a positive unassigned fund balance amount. Governmental Funds: The City's governmental funds include the following fund types: 1) General Fund a. The City will maintain an unrestricted fund balance in the General fund of an amount not less than 40% of the next year's General fund budgeted expenditures. This will assist in maintaining an adequate level of fund balance to provide for cash flow requirements and contingency needs because major revenues, including property taxes and other government aid are received in the second half of the City's fiscal year. b. Fund balance in excess of 40% but less than 50% of next year's budgeted General fund expenditures shall be designated as Unassigned. c. Fund balance in excess of 50% shall be reviewed by City Council to determine if such excess should be transferred to other funds to be used as a financing source for capital improvements, equipment purchases or other needs as determined by City Council. 2) Special Revenue Funds a. Special Revenue funds are used to account for and report the proceeds of specific revenue sources that are restricted or committed to expenditures for specified purposes other than debt service or capital projects. Governmental accounting standards require that substantial inflows of revenues into a special revenue fund be either restricted or committed in order for the fund to be considered a special revenue fund. 3) Debt Service Funds a. Debt Service fund balances are considered restricted. They are resources that are being accumulated for payments of principal and interest maturing in the current and future years. 4) Capital Projects Funds a. Capital Project fund balances are considered either committed or assigned. They are resources that are used to account for the acquisition or construction of capital facilities, infrastructure and equipment, other than those financed by Enterprise funds or the Equipment Replacement fund. b. The majority of these funds should be assigned for the Capital Improvement Plan (CIP) or reserved for a specific project. -16- c. Specific Capital Project funds may temporarily have a negative fund balance due to the timing of federal, state or other funding. d. Future capital projects must be identified and quantified within the City's five-year CIP, which shall be included in the City's annual budget document. e. The City has several capital projects funds, including: Capital Projects fund, Community Improvement fund, Airport Construction fund, and the annual Capital Improvement Construction funds. 1. The Capital Projects fund accounts mainly for capital improvements related to General fund facilities and miscellaneous infrastructure maintenance. The main funding sources are LGA, excess HUC payments and grants. 2. The Community Improvement fund accounts for city enhancement and public arts projects as approved by the City Council. The main funding sources are retired bond funds, grants and donations. Enterprise Funds: 1) It is the goal of each enterprise fund to cover the costs of operations, including depreciation and a transfer to the General fund, to maintain a financially healthy enterprise. The City will maintain cash reserves in the Enterprise funds at a minimum level equal to 25% of the annual operating costs plus one year of debt service payments. a. The Liquor fund shall be exempt from this provision since the majority of profits are transferred to the General fund. 2) The Water, Sewer and Storm Water funds may contribute capital improvement dollars to the annual Capital Improvement Construction fund as a reimbursement for infrastructure placed in service in conjunction with roadway and other improvement projects. Contributions shall not exceed the total cost of the specific infrastructure being capitalized within the enterprise fund. 3) Utility rates will be reviewed annually regarding projected expenses and capital improvements. The City Council will annually establish rates in accordance to operating cost recovery and the projected capital improvements. Order of Fund Balance Spend -Down: 1) When both restricted and unrestricted resources are available for use, it is the City's policy to first use restricted resources, and then unrestricted, as they are needed. 2) When committed, assigned or unassigned resources are available for use, it is the City's policy to use resources in the following order; (1) Committed; (2) Assigned; and (3) Unassigned. 3) A negative residual amount may not be reported for restricted, committed, or assigned fund balances in the General fund. Monitoring and Reporting: The City Council shall review fund balance and cash-flow needs during the budget process in accordance with this policy. Annually, after the audited financial report has been completed, the City Council shall review fund balance results with the City Administrator, Finance Director and the City's independent auditor. -17- CAPITAL IMPROVEMENT PLAN VISIONS AND GOALS Each year, as part of the annual budgeting process, the City of Hutchinson prepares a five-year Capital Improvement Plan (CIP) that includes the following years' capital budget. The CIP identifies projects that will support existing and projected needs in the following areas: transportation, parks & recreation and public safety, etc. It is based upon numerous long range planning documents that are updated regularly as identified by the Facilities Committee, Fleet Committee, Resource Allocation Committee and City staff. The CIP prioritizes the use of limited resources that are available for capital items by identifying which projects will be funded, how they will be paid for and when they will be purchased. It establishes a comprehensive development program that is used to maximize outside revenue sources and effectively plan for the growth and maintenance of the City's infrastructure. POLICIES Criteria identified for inclusion of capital items in the CIP plan are as follows: 1) Capital Item must have a minimum cost of $10,000 2) Project must define the year proposed 3) Funding source should be identified 4) Detail should include annual operating costs or savings for proposed capital item 5) Department priority should be established 6) Must have a useful life of three years or greater The plan encompasses projects using the following priority levels: Priority 1: (Urgent) Projects currently underway or those that are considered essential to the departments of City operations, and should not be delayed beyond the year requested. Failure to fund these projects will seriously jeopardize City's ability to provide service to the residents and/or expose the City to a potential liability and negative legal exposure. Priority 2: (Very Important) Projects that are needed by a department or the City to improve or maintain their operations, and to delay would cause deterioration or further deterioration of their current operation and/or level of service to the residents of the City. These should not be delayed beyond the year requested. Priority 3: (Important) Projects that are needed by a department or the City to improve or maintain their operations, and should be done as soon as funds can reasonably be made available. Priority 4: (Less Important) Projects, which are desirable, but needing further study. Priority 5: (Future Consideration) Projects, which sometime in the future will need to be funded to maintain operations, safety or infrastructure desired within the community. - is- CIP PROCESS 1) Finance distributes CIP forms and the prior year's data to departments for updating. 2) Departments add, remove and reprioritize CIP data from the prior year's report. 3) Finance updates the CIP database with recommendations made by the department directors and the Fleet, Facility and Resource Allocation committees. 4) Initial draft is reviewed with City Administrator and Department directors, corrections or adjustments are made. 5) Preliminary CIP plan is submitted to City council by August 1St 6) Final CIP plan is reviewed and adopted by City council by year-end. PROCESS CALENDAR April/May - Departments work on updating the CIP. Any new capital items should be requested at this time. The Facilities, Fleet and Resource Allocation Committees begin meeting to review and prioritize potential improvement projects submitted by Departments. June/July - Departments return updated CIP items. The Facilities, Fleet and Resource Allocation Committees submit a recommended five-year plan to the City Administrator. An initial CIP draft is reviewed with Department directors and corrections or adjustments are made. Current year CIP items are incorporated into the early stages of the budgeting process during this time frame. August 1st - Per Section 7.05 of the Hutchinson City Charter, the City Administrator shall submit to the council a recommended CIP Plan no later than August 1St of each year. October/November - Departments and Finance make final adjustments to the preliminary CIP December 31st - Final CIP is adopted by City council prior to year-end. CAPITAL PROJECT APPROVAL The CIP is a planning document comprised of potential capital improvement projects known at a certain point in time. Projects are not approved simply by being included in the CIP as funding sources or City priorities may have changed. All capital projects are subject to the City's purchasing policy, requiring quotes/bids and approvals commensurate to the total cost. -19- DEBT MANAGEMENT PLAN The Finance Department of the City of Hutchinson has developed this Debt Management Policy to provide guidelines for the issuance of bonds and other forms of indebtedness to finance necessary land acquisitions, capital construction, equipment and other capital items for the City. While the issuance of debt is frequently an appropriate method of financing capital projects and major equipment acquisitions, such issuance must be carefully monitored to preserve the City's credit strength and to provide the necessary flexibility to fund future capital needs. The City will strive to maintain a "pay -go" capital funding policy, supporting capital spending without the use of debt whenever feasible. The City will attempt to pay cash for capital projects that can be anticipated and planned in advance. Financing capital projects with debt in certain circumstances may be the most cost-effective means available to the City. City staff will analyze each potential capital improvement and make a recommendation to City Council to either use cash reserves or issue debt. The City's 5 -year Capital Improvement Plan will be a valuable planning tool for the financing of future improvement needs. The goal of the City's Debt Management Policy is to ensure a stabilized overall debt burden and future tax levy requirement in addition to ensuring that issued debt can be repaid without weakening the City's financial condition. Adequate resources must be provided for the repayment of debt, and the level of debt incurred by the City must be effectively controlled to amounts that are manageable and within levels that will maintain or enhance the City's credit rating. With the adoption of this policy, the special property tax debt levy will not exceed the levy limit of $2,600,000. See Exhibit B for the estimated future debt tax levies per this plan. Purpose of Financing The City borrows money primarily to fund long-term capital improvement projects, essential equipment and vehicle needs and to refinance existing debt. The city will not issue long-term debt to finance current operations or to finance projects where the debt maturity exceeds the useful life of the improvement or asset. Debt will be used to finance eligible projects only if it is the most cost-effective means available to the City. The four primary borrowing purposes are summarized below: 1. Long -Term Capital Improvements The City typically issues general obligation bonds to finance improvements to roadways, infrastructure and city facilities. General obligation bonds generally achieve lower rates of interest than other financing options since they are considered a lower risk. Debt issued for this purpose generally will be for a term of at least 15 years. Inter -fund borrowing is another form of long-term financing available to the City and will be permitted only in those circumstances in which all of the following conditions are met: a) The remaining fund reserve in the lending fund is adequate to meet cash flow needs. b) A repayment schedule will be prepared detailing the annual principal and interest payments due to the lending fund. c) The repayment schedule will not exceed 15 years or the useful life of the improvement. -20- d) The City Council approves the inter -fund loan and repayment plan via city resolution. 2. Essential Vehicle and Equipment Certain specialized vehicles and equipment may require the issuance of short-term debt. City staff will analyze cash reserves, other funding sources and short-term debt for each potential purchase. Assets potentially financed with short-term debt include fire trucks, jet -vac trucks, snowplow trucks, wheel loaders and any other specialized equipment as recommended by City staff. Debt issued for this purpose generally will be for a term of 5 to 10 years. 3. Refinancing/Refunding of Existing Debt The Finance Director shall periodically review the City's existing debt and recommend refinancing or early refunding when economically beneficial. 4. Other Allowable The Finance Director is allowed to pursue other allowable borrowing mechanism as allowed by Minnesota State Statutes (Section 475, etc.) and approved by the City Council. Special Property Tax Debt Levy The City annually issues General Obligation Special Assessment bonds in accordance with Minnesota Statutes 429 and 475. The annual debt service payments are funded by the city's special property tax debt levy ("debt levy') and by special assessments paid by property owners. It is the intent of the City to best manage the debt levy by using the following guidelines to finance annual roadway and infrastructure improvements. A. The project costs financed by G.O. Special Assessment Improvement bonds will consist of two components accounted for in the Debt Service fund: Project costs not financed by special assessments. i. The debt associated with this component is repaid by the City's debt levy. ii. The City will manage this component with an average annual debt limit of $1,900,000. iii. The annual debt limit may be increased up or down by city council to account for changing interest rates and other economic factors. iv. The City will manage all debt issuances and forecast future issuances to reach a debt levy of $2,600,000. Based on current assumptions and interest rates, this is projected to occur for property taxes levied in 2030 for 2031 collection. 2. Private property owner special assessments of at least 20% of the total project costs financed by the G.O. bonds. i. The debt associated with this component is generally repaid by private property owners over a 10 -year period, but it may be less depending on the cost of the improvement and associated assessments. The annual installments shall be on a straight-line basis with simple interest equal to the true interest rate on the debt issuance plus 1 %. The City's debt levy generally is not impacted by special assessments unless significant assessments are delinquent or deferred indefinitely. Certain improvement projects may result in a substantial assessment to a specific large commercial property with the property owner agreeing to prepay the entire assessment in the year of improvement. In this instance, the prepaid assessment may be eliminated from the debt issuance and used as a funding source in the Improvement Construction fund. B. Future debt issuances will mature after 15 years. In the case of an exception to this guideline, the debt maturity shall always be shorter than the life of the financed improvement or asset. C. Debt service will be structured such that the debt levy will be stable over the 15 -year debt term. This will prevent large fluctuations in the debt levy on a year-to-year basis. D. Any bond premium received will be used to reduce the par value, ultimately resulting in lower debt. City staff will review each year for any circumstances that may necessitate a different treatment of the bond premium. E. Debt issuances will be in an amount to finance the estimated project costs and professional fees plus a reasonable construction contingency. The costs to issue debt will also be included in the total amount financed. F. Net general obligation debt will not exceed the statutory limit of 3% of the estimated market value of taxable property in the City as required by Minnesota Statute, Section 475.53. G. Retired debt service funds will be closed into the City's Community Improvement fund. This fund will be the primary funding source for any potential debt service shortfalls. H. City staff will periodically review the annual debt limit and may make recommendations to City Council to increase the debt limit to address rising construction costs, interest rates or other unforeseen factors. I. Future financing may need flexibility in structuring its debt. This policy shall not prevent the City from deviating from this policy as long as the City adheres to the overall intent of this policy. Prior Property Tax Levy Debt Policy City Council approved resolution 13445 on July 8, 2008, setting guidelines to manage the special property tax debt levy and the issuance of future debt. The Debt Management Policy above supersedes the 2008 policy and shall be used as the guideline for all existing and future debt. -22- PURCHASING POLICY Policy Overview It is the intent of the City of Hutchinson to purchase, in the most efficient and effective manner possible, those goods and services necessary to conduct City operations. To accomplish this, a formal set of purchasing procedures has been adopted. This policy recognizes and retains that the ultimate purchasing authority is that of the City Administrator. This policy delegates purchasing authority as outlined below. Public Purpose The City Council recognizes that public funds may only be spent if the expenditure meets a public purpose and the expenditure relates to the governmental purpose for which the City of Hutchinson was created. The meaning of "public purpose" is constantly evolving. The Minnesota Supreme Court has followed a broad approach and has generally concluded that "public purpose" means all activity that meets all of the following standards: • The activity will benefit the community as a body. • The activity directly relates to the function of government. • The activity does not have, as its primary objective, the benefit of a private interest. Purchasing Agent The City Administrator shall be the chief purchasing agent of the City. The City Administrator is responsible for the citywide purchasing function and shall have the authority to delegate powers to the City Department Directors and Supervisors for purchasing items within their respective budgets. Purchasing Purchasing and budgetary control is the responsibility of the department Director. Departments shall strive to obtain the best possible prices and value, and are encouraged to buy locally whenever possible or practical. Each department shall have on file with the Finance department a list of employees authorized to obligate appropriations of that department. Authorized employees shall be regular full-time or regular part-time employees of the City. Individual exceptions may be considered by the City Administrator, Finance Director and Department Director. In no case shall an employee make a purchase for personal use utilizing his/her city purchasing authority. Violation of this policy may result in an employee's purchasing authority being revoked. 1) Purchasing Limits: $ 0 to $ 4,999 Department Director approval, or approved designee $ 5,000 to $ 24,999 Finance Director or City Administrator approval required $ 25,000 to $ 49,999 Finance Director and City Administrator approval required $ 50,000 to $ 99,999 Finance, City Administrator & City Council approval required $100,000+ Competitive Bidding required (certain exceptions) 2) Written Quotes: a. Purchases estimated to cost less than $5,000 may be made without seeking more than one quote, however more than one quote is encouraged. b. Purchases estimated to cost more than $5,000 but less than $100,000 must have at least two written quotes. Verbal quotes should not be accepted. The City will maintain -23- documentation for a period of at least one year of its efforts to obtain at least two written quotes as required by state statute 471.345. c. The City will require competitive bidding on the sale, purchase or rental of supplies, materials or equipment and on contracts for the construction, alteration, repair or maintenance of real or personal property estimated to exceed $100,000. 3) Competitive Bidding Competitive bidding is required for certain contracts estimated to exceed $100,000. The competitive bidding process may not be avoided by splitting a contract into several smaller contracts, each of which is under the competitive bidding threshold. 4) State Pricing & Cooperative Purchasing Contracts or purchases estimated to exceed $25,000 must consider the availability, price and quantity of supplies, materials, or equipment available through the State's Cooperative Purchasing Venture (CPV) before buying through another source. The City may also purchase through a national municipal association's purchasing alliance or cooperative. The alliance or cooperative must have been created by a joint powers agreement and must purchase items from more than one source based on a competitive bidding process or competitive quotations. The City currently is a member of the State's CPV and a national joint powers alliance called NJPA. Contact the Finance Director with questions on accessing pricing for these agencies. 5) Purchase Orders An approved purchase order is required for all purchases estimated to exceed $5,000. Departments may not place an order without a prior approved purchase order. a Departmental Responsibility i. Obtaining at least two written quotes ii. Preparing and forwarding a purchase requisition to the Finance Director for review • Attach the written quote documentation • Provide a reasonable explanation of the requested purchase • Include the proper departmental expense coding • Obtain the department director's approval iii. Forwarding a copy of the approved purchase order to the vendor, if required. b Finance Department Responsibility i. The Finance Director will review each purchase requisition in a timely manner. ii. An approved purchase order, or an explanation in the case of a denied requisition, will be provided to the originating department generally within 2-3 business days. iii. The finance department will maintain scanned images of all approved purchase orders and corresponding written quotations for compliance with state statute iv. Finance Director and City Administrator approvals are required prior to seeking City Council approval on purchases over $50,000. c Purchases not requiring a Purchase Order i. Annual Service Contracts —The City shall evaluate the performance of service contracts at least every three years and determine if the City will renew the agreement or seek written proposals from service providers. -24- ii. Professional Services - Contracts with a total cost of $5,000 to $50,000 to provide professional services shall be approved by the City Administrator. Contracts with a total cost over $50,000 shall be approved by City Council. A purchase order is not required if a contract is executed. iii. Inventory Purchases - Purchases for inventory assets of certain operations shall not require a purchase order as doing so would delay purchases and potentially hinder operations. This shall apply to the Liquor store, Creekside's bagging production process, Water and Sewer chemical purchases and HATS fuel purchases. The department directors shall be responsible for ensuring that the City is receiving favorable pricing. iv. Emergency Purchases - Purchases required by emergencies which impair the City's ability to deliver services shall be outside the scope of this policy. In these rare instances, a purchase order is not required, however the departmental director shall submit a brief written explanation of the emergency situation and attach to the invoice presented for payment. Disbursement Methods The following disbursement methods are available for departmental approved purchases: 1) City Check — This is the standard disbursement process described in the next section. 2) Departmental Procurement Card — Covered under separate policy; "Procurement Card Policy". 3) Vendor In -House Charge Accounts — The City currently utilizes charge accounts with various vendors in the City. The Finance department will maintain a list of departmental employees authorized to make purchases and will submit updated lists to the vendors at least annually. Authorized purchasers shall be regular full-time or regular part-time employees. 4) Vendor Charge Cards — The City currently utilizes vendor charge cards for a limited number of vendors. Departments will control access to these cards to prevent unauthorized use and will notify the Finance Director immediately of lost/stolen cards or fraudulent activity. 5) Petty Cash — Departmental petty cash funds may be utilized for small purchases. The department shall maintain detailed receipts for each purchase and periodically submit to the Finance department for replenishment. Receipts shall be properly coded and contain an adequate explanation of the expense along with departmental approval. Disbursement Process Departments will submit properly coded and director approved invoices to the Accounts Payable Specialist by 12:00pm on Monday, one week prior to each City Council meeting. In the case of a Monday holiday, the deadline shall be 12.00pm on the prior Friday. Invoices submitted after the deadline may be delayed to the next council check run. Checks will be distributed on the Wednesday after each City Council meeting. 1) Invoices — Content and Approvals a. Payments will only be made from original mailed or emailed invoices. i. Payments will not be made from faxes, photocopies, vendor statements or quotes/estimates. b. The City of Hutchinson shall be named on the invoice as the purchaser. i. Invoices naming another entity as the purchaser will not be processed for payment. The vendor should be contacted to correct the invoice. c. The invoice date shall accurately reflect the actual date of service or purchase. d. The invoice is sent directly from the vendor to the City's Accounts Payable Specialist at City Center. -25- i. The A/P Specialist will stamp each invoice with a received date and route to the appropriate department for approvals. e. A reasonable description of the purchase or service, shall be included on the invoice. f. The departmental expense code and director/supervisor approval shall be evidenced directly on the invoice and not on a separate paper or post -it note. g. Departments are responsible for ensuring that the merchandise is received or the services are performed prior to submitting an invoice for payment. i. The City generally does not provide down payments for merchandise or services. Progress payments may be made to vendors based upon a reasonable percentage of completion for the service or project. ii. Departments shall work directly with the vendor to correct any issues regarding incorrect or defective merchandise or service. Prompt Payment of City Bills Minnesota Statute 471.425 requires cities to pay each vendor obligation according to the terms of the contract. If no contract terms apply, payment must be made within the standard payment period of 35 days from the date of receipt. 1) Date of receipt is defined as the later of: a. The completed delivery of the goods or services, or the satisfactory installation, assembly or specified portion thereof; or b. The receipt of the invoice for the delivery of goods or services. 2) Invoice Errors a. The City must notify a vendor within 10 days of the date of receipt if the invoice is incorrect. The 35 -day standard period begins when a corrected invoice is received. 3) Payment of Interest a. The City must calculate and pay interest if an invoice is not paid according to the terms of the contract, or if no contract terms apply, within the standard period of 35 days. i. Interest rate shall be 1.5% per month or part of month. ii. The minimum monthly interest penalty that the City shall calculate and pay a vendor for the unpaid balance of any one overdue bill of $100 or more is $10. iii. For an unpaid balance of less than $100, the City shall calculate and pay the actual interest penalty due to the vendor. 4) Prompt payment to Subcontractors a. Each contract of the City must require the prime contractor to pay any subcontractor within 10 days of the prime contractor's receipt of payment from the City for undisputed services provided by the subcontractor. b. The City's contract must require the prime contractor to pay interest of 1.5% per month or any part of a month to the subcontractor on any undisputed amount not paid on time to the subcontractor. i. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. ii. For an unpaid balance of less than $100, the prime contractor shall calculate and pay the actual interest penalty due to the subcontractor. Prior Policy The policy above supersedes the prior city policy #1.11. -26- PROCUREMENT CARD POLICY POLICY: The purpose of this policy is to provide detailed information regarding the use of procurement cards authorized by the Hutchinson City Council and assigned by the City Administrator to selected department directors to purchase goods and services for the City. The use of the procurement card is an alternate means of payment and is not meant to replace the standard purchasing order system of the city. The use of procurement cards should only take place when the normal purchasing order system cannot be used and/or the use of a credit card is the only purchasing mechanism allowed. STATUE AUTHORITY: Minnesota Statute 471.382 Credit Cards. "A city council may authorize the use of a credit card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. If a city officer or employee makes or directs a purchase by credit card that is not approved by the city council, the officer or employee is personally liable for the purchase. A purchase by credit card must otherwise comply with all statutes, rules, or city policy applicable to city purchases." POLICY ADMINISTRATION: The City Administrator shall determine the appropriate department directors to be issued City procurement cards. The Finance Director, with the oversight of the City Administrator, is hereby designated the responsibility of procurement card issuance, accounting, monitoring of use, retrieval, payment of all charges, maintenance of a list of authorized users and cards assigned to them and general compliance with the City's Procurement Card Policy. MAXIMUM LIMITS: The monthly maximum card limit per director will be established by the City Administrator and Finance Director based on the anticipated need. DOCUMENTATION: Invoices or receipts are required to support all procurement card purchases since the monthly billing statements lack sufficient detail to comply with Minnesota Statutes. For purchases in which a receipt is not normally available, a copy of the completed application or order form should be used as a receipt (for example, conference registration forms). CARDHOLDER RESPONSIBILITIES: 1) The Department Director is responsible for the authorized use of the City issued procurement card and for any purchases made on it. 2) Ensure that the procurement card is used in compliance with the City's Purchasing Policy. a. Purchases must be budgeted. b. Use of the procurement card for personal purchases is strictly prohibited. If the procurement card is inadvertently used for a personal purchase, contact the Finance Director/City Administrator immediately. Not reporting inadvertent personal purchases will result in immediate revocation of the procurement card and the cardholder may be subject to disciplinary and/or legal actions. The cardholder will be personally responsible for reimbursing the City for any inadvertent personal purchases. 3) The procurement card may only be used for the purchase of goods or services for official City business. -27- a. The procurement card may not be used for cash advances or any other type of purchase not permitted under the City's Purchasing Policy. No cardholder shall be allowed to make any purchases for personal use through the City. Use of card for personal use or inappropriate purchases as deemed by the City Administrator shall be reimbursed and may result in discipline, i„^',,ding Feimb Fsement of the n, FGhase to +ho Qi4y. Two or more inappropriate purchases may be cause for revocation of the credit/procurement card. b. Purchase of motor fuels is prohibited, with the exception of extended travel with a city owned vehicle. Fuel for personal vehicles used for official city business is reimbursed to the employee based on the IRS mileage reimbursement through the Employee Expense Reimbursement process covered under separate policy. c. Cardholders shall verify with the Finance Department and notify vendors if the transaction is exempt from Minnesota sales tax. All transactions should be exempt from all local sales tax. 4) Authorized cardholders are responsible for the secure custody of the procurement card and protection against theft, misuse and fraud. a. Notify the Finance Director immediately if the procurement card is lost or stolen and when fraudulent activity is suspected. b. When fraudulent activity is suspected, immediately contact the procurement card company at the phone number listed on the back of the card. The procurement card must not be used again until the situation is resolved. A new procurement card will be issued if the activity was in fact fraudulent. c. To prevent fraudulent activity, the cardholder shall not make transactions over unsecured websites. Giving out procurement card information over the telephone is not recommended and should only be done in rare instances where the order cannot be completed in any other manner. 5) Monthly review, approval and reporting of transactions: a. At the end of each month, department directors shall have 10 days to review and approve the prior month purchases via the Wells Fargo online portal. i. Each transaction shall be evidenced by a detailed receipt or order confirmation. Directors shall code each purchase to the correct departmental expense account and provide an adequate description of the expense within the online portal. iii. Directors shall print from the online portal a listing of all purchases made during the month and submit to the Finance department along with all detailed receipts supporting the purchases. Finance shall receive this information by the 11th day of the month, or next business day if the 11th falls on a weekend. b. The Finance department will review all transactions and provide the final approval to Wells Fargo to deduct from the City's bank account the total payment amount to cover all authorized purchases. 6) Returns or Disputed Transactions: a. It is the cardholder's initial responsibility to work directly with the merchant to receive proper credit on returned merchandise or disputed transactions. b. Finance Department will be available to assist cardholders with returns or disputed transactions if initial contact by the cardholder is unsuccessful. 7) The cardholder must immediately surrender the procurement card to the Finance Director upon retirement or termination of employment. All receipts for current purchases shall be coded and submitted to the Finance Director when the credit card is surrendered. 8) Any exceptions to this policy must be approved in advance by the City Administrator. SUSPENSION OR REVOCATION OF CARDS: If any of the following occur, immediate suspension and/or revocation of the procurement card privileges may result, including discipline, as determined by the City Administrator: 1) Use of the card for personal purchases or cash advances. 2) Unauthorized use of card. 3) Failure to notify the procurement card company and Finance Director of a lost or stolen card, and fraudulent activity. 4) Repeated failure to submit in a timely manner the monthly billing statement with proper receipts/support for payment. 5) Repeated failure in which the attached receipts do not match the item description or dollar amounts listed on the monthly billing statement with no explanation. -29- Applicant: City of Hutchinson Request for Procurement Card Department: Requested Monthly Card Limit: $2,000 $5,000 $10,000 Other: $ By requesting a City procurement card, I acknowledge the following: 1. The procurement card is to be used only to make purchases in compliance with Minnesota Statutes and the City's Purchasing Policy. 2. The card must be used in accordance with the City's Procurement Card Policy. 3. Violation of the Procurement Card Policy may result in suspension or revocation of use privileges. Employees found to have inappropriately used the procurement card will be subject to discipline, including p9teRtially the requirement to reimburse the City for all costs associated with such improper use. Director Signature: Authorization Information Approved Monthly Card Limit: $ City Administrator Approval: Finance Director Approval: Date: Date: Date: This fully approved request gives the Finance Director authorization to issue a City of Hutchinson procurement card in the name of the applicant with a monthly card limit as approved by the City Administrator. -30- City of Hutchinson Acknowledgement of Receipt of Procurement Card I acknowledge that on the date indicated below, I received my City of Hutchinson Procurement Card. I have previously received a copy of the Procurement Card Policy explaining the use and responsibilities of the procurement card. I understand that: 1) The procurement card is a cost-effective method for the purchase and payment of small dollar material transactions and is limited to $ per month. 2) The procurement card is to be used solely for City business purchases; not personal purchases. 3) 1 am responsible for reconciling monthly statements and maintaining accurate accounting records. 4) 1 must attach the itemized receipt with my statement each month. 5) Should my employment with the City of Hutchinson terminate, I am responsible for returning the procurement card to the City Administrator or Finance Director, along with all receipts for purchases within the current billing cycle. If the procurement card is used for personal purchases, for unauthorized items, or used by someone not authorized to do so, I hereby agree to personally pay the City for such purchases and hereby authorize the City, if necessary, to withhold from my paycheck any amount necessary to pay these charges. This acknowledgement will be kept in my personnel file and I may be subject to discipline or termination from employment for violation of this policy. Procurement Card #: Unique #: (used to activate card and ID purposes with Wells Fargo customer service) Employee Name: (please print) Employee Signature: Date: Wells Fargo Customer Service: 1-800-932-0036 -31- TRAVEL & MEAL EXPENSE REIMBURSEMENT POLICY Policy Overview This policy recognizes the fact that certain travel for official city business may require employees or elected officials to incur expenses subject to reimbursement by the City. Reasonable travel costs for out of town business meetings, conferences and training seminars may qualify for reimbursement as provided by this policy. To be reimbursed by public funds, expenditures must meet a "public purpose", defined by Minnesota Supreme Court as meeting all of the following: ➢ The activity will benefit the community as a body. ➢ The activity directly relates to the function of government. ➢ The activity does not have, as its primary objective, the benefit of a private interest. This policy is intended to provide guidelines regarding which travel related expenditures are for public purpose and authorized in accordance with the City's annual budget. The City Administrator and Finance Director shall review all employee expense reimbursement requests and will determine if an expense does not meet a public purpose and is not subject to City reimbursement. Travel Approval Each department director is responsible for ensuring that employee travel is for City business and is consistent with City policy. Department Directors are responsible for approving all travel requests within his/her respective departments and will ensure that departmental budget dollars are sufficient to cover requested travel prior to approving. Requests for travel by Directors shall have prior approval by the City Administrator. The following approvals are needed prior to employee travel: 1) Same Day & Overnight Travel - Department Director approval is required. 2) Out of State - All out-of-state travel exceeding a 300 -mile radius from Hutchinson must be approved within the annual budget process and approved separately by City Council. The frequency of this out-of-state travel shall not exceed once every other year. In the event an additional conference or seminar presents itself, the council may use its discretion in considering the request. 3) Out of State - All out-of-state travel within a 300 -mile radius of Hutchinson shall be approved by the City Administrator and does not require City Council approval. Reimbursable Expenses 1) Transportation Several means of transportation exist and each travel request shall consider the least -cost method. For the majority of travel requests, a City vehicle provides the least -cost to the City and shall be considered before any other means. Vehicles from other departments may be available and shall be a consideration. a) City Vehicle — All direct expenses incurred will be reimbursed, including fuel, oil and maintenance/repair expenses. Only City employees are authorized and insured to drive a city owned vehicle. b) Personal Vehicle — When a city vehicle is not available, a personal vehicle may be authorized for use. City reimbursement for the use of a personal vehicle is based on the current IRS approved mileage rate using the shortest route. If the travel originates from home, the mileage reported for reimbursement should be from the home or the employee's normal City work facility, whichever is less. An employee's normal commute mileage will not be reimbursed. -32- c) Airplane/Other — travel by any means other than by vehicle shall be approved by the City Administrator. d) Other related costs — Reasonable parking fees, car rental and fares for rail, bus, taxis and shuttles are all subject to reimbursement if related to City business. Taxis and shuttles reimbursement may include a maximum gratuity of 20%. Gratuities in excess of 20% will not be reimbursed by the City. A standard model sedan shall be used when renting a car unless unusual circumstances dictate otherwise. 2) Lodging The City will reimburse the reasonable cost of lodging for training, seminars or conventions of two or more days if the event site is outside a 50 -mile radius of Hutchinson. All employees shall ask for a standard room. In the event that a standard room is not available, other lodging establishments shall be contacted prior to booking a non-standard room. A non-standard room is reimbursable if it is at a contract rate through the event, offered at the same rate as a standard room or if no other options are available within a reasonable distance from the event. An increase in lodging rate due to family members staying is not reimbursable. The employee will be reimbursed only for a standard room. Entertainment expenses incurred will not be reimbursed, such as in -room movies, mini -bar and optional entertainment -type events provided at conferences. 3) Meals The City will reimburse the cost of job-related meals only if an employee's travel requires an overnight stay or if a business meeting is held during typical meal hours. The following limits are in place for each meal: Breakfast: $15 — Travel begins before 6:OOam and extends beyond 9:OOam Lunch: $20 — Travel begins before 11:00am and extends beyond 2:OOpm Dinner: $30 — Travel begins before 4:OOpm and extends beyond 7:OOpm a) Meetings scheduled and held during typical meal hours do not automatically necessitate that a meal will be provided at City expense. Per IRS regulations, a meal must have a clear business purpose in order to be reimbursed. b) The maximum amounts listed above apply to the meal, non-alcoholic beverage, sales tax and gratuity. c) Gratuities paid by the employee over 20% will not be reimbursed. d) The above dollar amounts cannot be combined in any fashion in order to reimburse an employee for a meal costing more than the maximum amount listed per specific meal. For example, an employee cannot use the breakfast and lunch amounts to justify reimbursement of a $60 dinner. e) Employees are expected to take advantage of meals provided by the conference or seminar. The City will not reimburse an employee for a purchased meal when a meal was provided by the event. f) If more than one employee is present at a job-related meal, one employee may pay for the entire meal cost of all employees. The reimbursement request shall clearly identify each employee present for the meal. g) If non -city personnel are present at a job-related meal, the city may reimburse the paying employee for the cost of the meal(s) of the individual(s) if an itemized receipt and a form indicating who attended, where the meal was held and the city -related purpose for the meal is submitted and approved by the Department Director and City -33 - Administrator. Reimbursement of a non -employee's meal is subject to the same dollar limit as the employee. h) When family members are present, a separate detailed receipt for the employee's meal shall be requested. i) The daily meal limits may be adjusted for out-of-state travel by the Finance Director based on current IRS per diem guidelines. 4) Registration or Membership Cost The City will reimburse the costs for registration, training and membership incurred to attend conferences, seminars or training sessions. A check request shall be submitted to the City's accounts payable department prior to the event as the primary option for payment of this type of cost. The request shall include the necessary documentation evidencing the amount payable and provide sufficient time to process a check prior to any payment due date. A departmental purchasing card may also be used for payment based upon receipt of all necessary travel approvals prior to making payment. Departments shall strive to utilize any early registration discounts. 5) Non -Reimbursable Costs a. Alcoholic beverages — whether consumed by an employee or a non-employee b. Gratuities exceeding 20%. An employee will be required to reimburse the City for gratuities in excess of 20% if a department purchasing card was used. c. Snacks and other food/beverages outside of the daily meal reimbursements d. Meals or events for spouses or family members traveling with an employee e. Meals when an event provides for a meal f. Private automobile expenses, including gas, oil, repairs g. Traffic citations or fines h. Travel between an employee's home and work facility i. Entertainment expenses j. In -room movies, mini -bar or other hotel services not required for City business k. Optional entertainment events unless included as part of the overall conference registration fee (e.g. optional golf rounds, sporting events, concerts) I. Personal losses incurred while on City business m. Other costs that do not meet the public purpose definition as determined by the City Administrator and Finance Director Employee Expense Reimbursement Form The Finance Department shall annually provide an updated Employee Expense Reimbursement Form (Exhibit B) to all employees. This form shall be used for all reimbursement requests related to approved travel or work-related expenses paid by an employee . 1) Detailed Receipts — each item submitted for City reimbursement must be supported by an itemized receipt indicating a reasonable explanation for the expense. All receipts shall be attached to each reimbursement request. a. Meals will be reimbursed based on a detailed itemized receipt. When a credit card is used to purchase the meal, both an itemized receipt and a credit card charge slip indicating the tip amount shall be submitted. b. Receipts for parking and taxis may not be available and may be submitted for reimbursement without a receipt. c. Mileage reimbursement for the use of a personal vehicle shall detail not only the mileage but also the location traveled and the business reason for travel. d. Proper departmental expense codes shall be used for each line item. -34- e. Unsupported expenses will not be reimbursed. If an employee is unable to get a detailed receipt or the receipt is lost, a signed statement by the employee detailing the purchased item, the business reason for the expense and certifying that the claim is accurate must be submitted and approved by the Department Director. A copy of the employee's credit card statement may also be provided to help support the dollar amount being reimbursed. 2) Employees shall submit an employee expense reimbursement form with all necessary supporting documentation to the appropriate Department Director for review and approval. 3) A Director approved employee expense reimbursement form shall be forwarded to the Accounts Payable Clerk who will route to the Finance Director and City Administrator for approval prior to payment. Any issues will be communicated back to the employee for correction/clarification. 4) The Finance department will make necessary corrections to reimbursement requests for mathematical errors, gratuities in excess of 20%, to remove any alcoholic beverages and other changes that may be necessary to comply with this policy. 5) Reimbursement will be made with the next City Council check register. 6) Employees shall submit an expense reimbursement claim no later than 60 days from the date the expense was paid or incurred. If employee expenses are submitted for reimbursement more than 60 days after the expense is incurred, the reimbursement may be taxable and appropriate withholdings would need to be made through the payroll system. Cash Advances An employee may request a cash advance prior to an overnight business trip. The cash advance shall be used only for expenditures related to official City business as specified within this policy. An employee expense reimbursement form shall be completed upon the employee's return, detailing the expenses subject to reimbursement, less the cash amount advanced. Expenses paid by the employee above and beyond the cash advance amount will be subject to employee reimbursement per this policy. Any portion of the cash advance that was not expended for a City related purpose must be reimbursed to the City within 60 days. The employee shall be responsible for any cash advance that is lost or stolen. In such instances, the employee must reimburse the City within 60 days. City Representation Employees shall be aware at all times that they are representing the City of Hutchinson while traveling out-of-town for official City business. Employees given the opportunity to be away from their regular work and having their expenses paid are expected to perform in a similar manner as if they were still at work. Conduct improper for a city employee will be treated as if it occurred during regular working hours. At no times shall alcoholic beverages be consumed by any person(s) driving or riding in a City of Hutchinson vehicle. Prior Policy The policy above supersedes the prior city policies #3.22 and #3.23. -35 - FISCAL AGENT POLICY Purpose This policy defines the parameters necessary for the City of Hutchinson (City) to act as the fiscal agent for a non -501(c)(3) organization (Other Entity) in order to secure grants or donations on behalf of the Other Entity. City Authority All requests for the City to serve as fiscal agent shall be approved by the City Administrator. The City Finance Director shall be made aware of all details related to approved fiscal agent projects for proper accounting of proceeds and expenditures. City Purchasing Policy The City's purchasing policy must be followed in order to comply with the State of Minnesota purchasing and contracting statutes. Vendor quotes shall be received, if required by policy, and the contract shall be awarded to the lowest responsible bidder. Invoices paid by the City must be billed to the City of Hutchinson and not another entity. Public Purpose Expenditures The City expenditure made on behalf of the Other Entity must meet a "public purpose", defined by the Minnesota Supreme Court as meeting all of the following: 1) The activity will benefit the community as a body. 2) The activity directly relates to the function of government. 3) The activity does not have, as its primary objective, the benefit of a private interest. The Minnesota Supreme Court further clarifies that activities that promote the following objectives for the benefit of all the city's residents further a public purpose: • Public Health • Safety • General welfare • Security • Prosperity • Contentment Donations Donations related to a project with the City serving as fiscal agent shall be made directly to the City of Hutchinson. The Hutchinson City Council shall formally accept all donations by resolution prior to those funds being used for the designated purpose. Grants The Other Entity shall be responsible for the preparation of all grant documentation and grant compliance, including reporting requirements. The City shall, upon request from the Other Entity, supply supporting documentation or reports related to transactions incurred within the City's financial system. Other The City shall not expend funds in excess of donations or grant proceeds received without City Council or City Administrator approval. -36- EXHIBIT A List of City Funds Governmental Funds: 1. General Fund 2. Special Revenue Funds a. Rural Fire Department b. H.A.T.S.Operation c. Hutchinson Enterprise Center d. Economic Development Loan Funds e. HRA Loan Fund f. Tax Increment funds g. Public Sites Fund h. Tree Disease Mitigation Fund 3. Debt Service Funds a. Special Assessment Bonds Debt Service Funds b. Tax Increment Debt Service Funds 4. Capital Projects Funds a. Capital Projects Fund b. Community Improvement Fund c. Airport Construction Fund d. Special Assessment Capital Improvement Funds e. Municipal State Aid Fund Proprietary Funds: 1. Enterprise Funds: a. Liquor Fund b. Compost Fund c. Refuse Fund d. Water Fund e. Wastewater Fund f. Storm Water Fund g. Hutchinson Utilities Commission 2. Internal Service Funds: a. Equipment Replacement Fund b. Self -Insurance Fund Component Units: 1. Hutchinson Economic Development Authority 2. Hutchinson Housing Redevelopment Authority -37- CITY OF HUTCHINSON 2018 EMPLOYEE EXPENSE REIMBURSEMENT REQUEST Name: Department Approval: Date Submitted: City Administrator Approval: Date Other Meals Lodging Expenses Mileage Reimbursement TOTAL Acct Code (must be included for each purchase) Purpose 1 Explanation of Expense # Miles Travel Destination $.545 1 mile Total Expenses subject to Reimbursement Less: Cash Advance Received (enter as positive) Total Reimbursement Requested ATTACH ALL DETAILED RECEIPTS Reimbursement will only be made from original, detailed receipts. 1 declare under penalties of law that this account claim is just and correct, it is for a Reference the City's Travel Policy or contact public or city purpose and that no part of it has been previously paid. the Finance Director with any questions. Signature of claimant: H:\Expense Reimbursement Form - 2018.xlsx EXHIBIT C Debt Management Plan -39- HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Calling a Special Budget Workshop Meeting for 4:00 pm on May 22 Department: Administration LICENSE SECTION Meeting Date: 5/8/2018 Application Complete 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: Staff is getting set to begin the 2019 budget season. To assist us with that process, I would like to have a workshop meeting with the council to discuss the process that is being used to establish the budget and to get some feedback from the Council on budgetary goals for 2019. This meeting will be similar to the annual budget kick-off meeting I've conducted the past several years. BOARD ACTION REQUESTED: Approval of calling a special workshop meeting for 4:00 p.m. on May 22 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: g Setting Council Workshop for June 12, 2018, at 4:00 PM for TH15 Project Department: PW/Engineering LICENSE SECTION Meeting Date: 5/8/2018 Application Complete Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff New Business Time Requested (Minutes): 2 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: At this point in the Trunk Highway 15 Downtown Reconstruction project development, City staff would like to review recent activities and design efforts with the City Council. Thus, please consider setting a future workshop as described above. BOARD ACTION REQUESTED: Setting Council Workshop Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: LL'rG.f�l1l� April 20, 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 and City Council members Matt Jaunich, City Administrator Kent Exner, DPW/City Engineer From: John Olson, Public Works Manager Subject: 2017-2018 Snow Season Report This past winter was among the top three worst in the last 10 years. April brought us nearly half of the snow we got all winter. This season was surpassed by the 2010-2011 season (when we got nearly 100" of snow) and the 2013-2014 season (which was very cold and windy). It was significantly colder than most winters, with 35 days with below zero temperatures. In an average winter, we anticipate about 23 days with below zero temperatures. Total snowfall for the season was about 64", nearly half of which came in the first 2 weeks of April. Total snowfall exceeded a typical winter, when we expect to get about 43" of snow, by 48%. Over the last ten years, we have decreased the number of assigned personnel from 22 to 18 and have eliminated use of Creekside operators, while assigned equipment stayed relatively stable. This means that most Public Works operators and some Park operators end up utilizing more than one piece of equipment to perform snow removal functions. We continue to make efforts to reduce the use of abrasives and chlorides in snow removal operations. While this year was quite a bit more than the average year, the trend lines for use of sand and salt continue to decline. This is important for both water and air quality within the City. As always, I'm proud of the dedication that operators routinely display during many early mornings and in nasty weather conditions. Snow removal is a team effort among City staff, with other departments such as McLeod County and MnDOT, along with property owners and contractors throughout the City. I believe we do a good job at it and we will continue our efforts to do the best job possible with the resources we have. CITY OF HUTCHINSON -- SNOW REMOVAL & ICE CONTROL MEASURES YEARS 2008-2009 1 2009-2010 2010-2011 2011-2012 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 2017-2018 10 -yr Winters: 1 2 3 4 5 6 7 8 9 10 Average Creekside 1 2 1 41 4 1 41 1 - - I - 1 2 PRCE 5 5 5 1 5 1 5 1 5 1 5 1 5 1 5 1 5 5 Pub Wks 16 161 141 13 1 13 1 13 1 141 13 1 13j_131 14 Assigned operators 22 23 23 22 22 19 1 19 1 18 1 181 18 21 Personnel hours 2,439 2,842 3,889 883 2,758 3,437 1,503 1,279 1,510 2,9341 2,347 *Personnel totals account for assigned personnel. Depending upon actual need, operators not normally assigned to snow removal duties may be needed for any given event. Light trucks 7 7 9 5 6 3 3 5 5 5 6 Skidsteer 4 4 3 4 4 4 4 4 4 5 4 'Tractor 2 2 2 2 2 4 5 5 6 4 3 Wheel loaders 6 6 8 8 7 6 5 4 3 3 6 Grader - - - - - - - 'Trucks 7 7 7 7 7 8 8 10 10 10 8 Blower 1 1 1 1 1 1 1 1 11 1 1 Assigned equip* 27T 27 30 27 27 26 26 29 29 28 27 Fuel consumption 7,099 7,921 11,596 2,584 8,053 10,483 4,645 3,518 3,981 9,6251 6,950 *Equipment totals account for assigned equipment. Depending upon actual need, operators may use more than one piece of equipment in any given shift. Tons of material 1 912 1 1,094 1 1,942 1 1,910 1 1,906 1 1,427 1 1,212 1 7441 778 1 1,595 1,352 Sand 653 812 1 1,375 1 1,308 1 1,228 1 1,117 1 892 1 499 1 529 1 1,1491 956 Salt 2591 282 1 567 1 602 1 678 1 310 1 320 1 245 1 249 1 4461 396 40% 35% 41% 46% 55% 28% 36% 49% 47% 39%1 41% Hours: 4,500 4,000 3,500 3,000 2,500 2,000 1,500 1,000 500 Personnel hours Winters: 1 2 3 4 5 6 7 8 9 10 Gallons: 14,000 12,000 10,000 81000 6,000 4, 000 2"000 Winters: Fuel consumption 1 2 3 4 5 6 7 8 9 10 Tons: Sand 1,600 1,400 1,200 1,000 --� �� cow 800 600 -0000""- NNk - 400 200 0 Winters: 1 2 3 4 5 6 7 8 9 10 Tons: Salt 800 700 600 500 400 300 - ;001� 200 - 100 0 s s s Winters: 1 2 3 4 5 6 7 8 9 10 11/30/17 11.00 11.00 Personnel - Equip 11.70 42 24 0.39 High Low 454.00 454.00 1,628.98 3,445.00 Operators hours Equip hours Fuel Salt brine Sand/Salt De-ice salt temp temp Precip Snow Date Description (ea) (hrs) (ea) (hrs) (gal) (gal) (ton) (ton) (F) (F) (in.) (in.) 11/30/17 11.00 11.00 8.00 - 42.00 11.70 42 24 0.39 2.80 12/31/17 454.00 454.00 1,628.98 3,445.00 388.09 44.85 26 11 0.08 2.80 01/31/18 487.50 487.50 1,558.59 2,915.00 281.55 31.40 25 7 0.43 7.10 02/28/18 759.50 782.50 2,464.38 3,250.00 352.90 17.40 24 1 0.92 13.30 03/31/18 401.50 412.50 1,254.25 2,185.00 190.10 12.45 38 23 1.05 7.70 04/30/181 820.50 820.50 1 2,710.99 2,125.00 181.15 39.93 36 181 1.93 1 30.00 2017-2018 35 days with operations 20 2,934.00 37 2,968.00 9,625.19 13,920.00 1,435.79 157.73 32 14 4.80 63.70 35 Days below zero (23 average per season) Average seasonal snowfall 42.90 Snow Removal -Ice Control by the numbers Days with operations 10 _ i- - 3 Actual snowfall (inches) 30.0 1 0.5 1 - - 16.2 Average snowfall (inches) 2.9 1 2.9 1 2.9 2.9 2.9 Days with below 00 temps 1 - - - - Actual average high temp 45 59 58 60 50 Actual average low temp 26 39 29 35 29 Average high temp 57 57 57 57 57 Average low temp 341 34 1 34 1 34 34 City employees utilized 15 - - - 15 Contractors utilized 5 - - - Total personnel hours 820.5 - - - 193.0 City equipment units used 23 - - - 17 Contractor equipment units used 5 - - - - Total equipment hours 820.5 - - - 193.0 Gallons of fuel used 2,711.0 - - - 697.8 Salt brine used (gallons) 2,125.0 - - - 90.0 Sand -Salt used (tons) 181.2 - - - 54.8 De-icing salt used (tons) 39.9 - - - - 04/01/18 Personnel Equip [ 31 10 High Low 04/02/18 Sand 6 10.00 6 Operators hours Equip hours Fuel Salt brine Sand/Sall De-ice salt temp temp Precip Snow Date Description (ea) (hrs) (ea) (hrs) (gal) (gal) (ton) (ton) (F) (F) (in.) (in.) 04/01/18 [ 31 10 - - 04/02/18 Sand 6 10.00 6 10.00 147.00 330.00 44.00 7.55 32 21 0.20 4.00 04/03/18 Plow 14 113.75 14 113.75 318.33 340.00 [ 15.80 - 31 13 0.53 6.50 04/04/181 Plow 14 112.00 17 112.00 326.36 360.00 7.85 3.95 28 -1 - - 04/05/18 Cleanup 10 39.00 10 39.00 122.80 - - - 36 2 - - 04/06/181 1 1 23 121 0.01 0.10 04/07/18 30 10 - - 04/08/18 31 10 - - 04/09/18 Sand 7 14.50 7 14.50 75.00 330.00 31.80 - 32 21 0.20 4.00 04/10/18 42 30 - - 04/11/18 45 28 - 04/12/18 L 48 32 - 04/13/18 41 31 0.16 1.90 04/14/18 Plow 12 103.75 12 103.75 456.00 475.00 74.05 28.43 32 23 0.75 10.00 04/15/18 Plow, cleanup 12 114.75 12 114.75 440.00 140.00 - - 31 23 0.08 3.50 04/16/18 Plow, cleanup 15 136.25 16 136.25 423.50 150.00 7.65 - 37 19 - - 04/17/18 Plow, cleanup 11 68.25 11 68.25 165.00 - - 42 13 - - 04/18/18 Cleanup 15 108.25 15 108.25 1 237.00 - 40 31 - - 04/19/18 46 22 - - 04/20/18 04/21/18 04/22/18 04/23/18 04/24/18 [ 04/25/18 04/26/18 04/27/18 04/28/18 04/29/18 04/30/18 Month: 1 days below zero; Season: 35 days below zero APRIL 820.50 820.50 2,710.99 2,125.00 181.15 39.93 36 18 1.93 30.00 SEASON TO -DATE (NOV-APR) Avg. season days below zero = 23 84 2,934.00 days 2,968.00 9,625.19 13,920.00 1,435.79 157.73 Average seaonsnowfoll 57 34 Avg temp Average month snowfall = 2.90 4.80 63.70 42.90 Employee Department Primary role Nov. 2017 Dec. 2017 Jan. 2018 Feb. 2018 Mar. 2018 Apr. 2018 Total Burmeister, Jerome PW - Operations Route SW1 28.00 30.00 37.50 19.00 61.00 175.50 Carter, Randy PRCE Schools, PRCE, trails 26.00 28.50 26.00 17.00 51.00 148.50 Carter, Ron PRCE Schools, PRCE, trails 27.00 29.50 46.50 14.00 - 117.00 Dehn, Pete PW - Operations Route SW2 42.50 41.50 54.00 27.00 66.00 231.00 Fenske, Bruce PW - Operations Route SE1 3.00 30.00 29.50 41.75 21.25 38.50 164.00 Franek, Cory PW - Wastewater Downtown, Snow removal 14.50 18.00 37.00 11.00 51.00 131.50 Hutton, Chris PRCE Downtown, Schools, PRCE 21.50 30.25 47.25 18.25 44.75 162.00 Inselmann, Eric PW - Operations Downtown, Snow removal 25.50 23.25 40.75 16.00 44.25 149.75 Keller, Matthew PW - Wastewater Downtown E 8.50 16.50 17.25 9.00 - 51.25 Magnusson, Brian PRCE Alleys, Schools, trails 9.00 16.00 31.50 16.25 43.50 116.25 Moore, Eric PW - Wastewater Backup operator 1.00 - - 1.00 Muchow, Chad PW - Engineering Backup operator 4.00 - - 4.00 Navratil, Jim PW - Water Downtown W 4.25 12.75 16.75 9.00 - 42.75 Olson, John PW - Operations Airport 28.00 19.00 49.50 17.00 55.50 169.00 Schelitzche, Jay PRCE Schools, PRCE, trails 20.00 26.00 22.25 - 47.00 115.25 Schuette, Donovan PW - Operations Airport, Downtown 23.00 27.50 35.75 19.50 58.00 163.75 Thompson, DeNeil PW - Operations Route NW1 5.00 41.50 38.50 54.00 35.50 64.00 238.50 Thompson, Mitchell PW - Operations Route NE1 47.25 40.50 59.00 31.75 65.50 244.00 Trnka, James PW - Operations Cul-de-sac, dead ends 3.00 46.50 37.75 45.25 26.50 66.50 225.50 Wichterman, Ken PW - Operations Downtown route 10.00 18.50 21.50 21.50 33.00 104.50 Contractor Hansen Gravel Bulldozer Snow storage sites - Hansen Gravel Dump truck 206 ISnow removal 8.50 6.00 14.50 Hansen Gravel Dump truck 207 Snow removal 11.50 11.50 Hansen Gravel Dump truck 208 1Snow removal 7.00 8.50 15.50 Hansen Gravel Dump truck 212 ISnow removal 11.50 11.00 6.00 28.50 Hanson - Vasek Dump truck ISnow removal 11.50 11.00 22.50 Jeff Kosek Large dump truck Snow removal 11.50 11.00 6.00 28.50 Juul Dump truck 444 ISnow removal 11.50 11.00 9.50 32.00 Juul Dump truck 666 ISnow removal 11.50 1 11.00 3.50 1 26.00 TOTAL PERSONNEL HOURS 1111.00 454.00 487.50 759.50 401.50 820.50 2,934.00 HOURS EQUIP# YEAR MAKE DESCRIPTION SNOW ATTACH Nov. 2017 Dec. 2017 Jan. 2018 Feb. 2018 Mar. 2018 Apr. 2018 Total I iohe T -, Le 1 PARK-221-TK3 LTK 2009 Ford Pickup, 1/2 ton 44 ISnowplow 26.00 14.00 15.50 55.50 2 PARK-664-TK1 LTK 2016 Ford Pickup, 1 ton 44 ISnowplow 14.50 26.00 17.00 51.00 108.50 3 STRT-156-TKI LTK 1999 Ford Truck, 1 ton 4x4 w/ dump box ISnowplow i - 4 STRT-170-TK1 LTK 2008 Ford Pickup, 1 ton 44 ISnowplow 9.00 12.50 21.50 5 STRT-660-TKI LTK 2004 Ford Pickup, 1 ton 44 Snowplow 4.00 0.50 4.50 1 STRT-115-HTK HTK 1996 Ford Truck. S/A w/ dump box Snowplow, wing, sander 5.00 10.00 3.50 16.75 32.25 38.50 1 106.00 2 STRT-441-HTK HTK 2005 Ford Truck, S/A w/ hooklift Snowplow, wing, sander 37.00 31.75 33.50 29.50 40.00 1 171.75 3 STRT-522-HTK HTK 2003 Mack Truck, S/A w/ dump box Snowplow, wing, sander 3.00 42.75 35.00 40.50 10.00 28.00 131.25 4 STRT-613-HTK HTK 1999 Mack Truck, S/A w/ dump box Snowplow, wing, sander, underbodv 3.00 27.50 30.50 30.75 22.75 25.00 1 139.50 6 STRT-781-HTK HTK 2005 Ford Truck, S/A w/ hooklift Snowplow, wing, sander 13.00 27.50 19.00 11.00 13.50 13.50 7 STRT-812-HTK HTK 20141 Mack ITruck, S/A w/ dump box !Snowplow, wing, sander 31.50 24.50 37.00 19.50 43.00 155.50 8 STRT-894-HTK HTK 2007 Freightliner Truck, 5/A w/dump box Snowplow, wing, sander, underbody 28.50 26.50 31.50 19.00 47.50 153.00 5 STRT-923-HTK I HTK 1 20171 Mack JTruck, S/A w/ dump box ISnowplow, wing, sander 34.00 27.50 46.50 30.00 47.00 185.00 QW,4 -,1 na.tnre !e na i I CEMT-412-SKD SKD 2011 Bobcat Toolcat ISnowolow, blower 1 4.50 9.50 8.50 1 4.00 6.00 32.50 2 PARK-032-SKD SKD 2006 Bobcat Skid steer, S250 ISnowplow, blower 1 20.00 26.00 22.25 r 16.25 47.00 131.50 3 PARK-032-SKD SKID 2006Bobcat Toolcat Snowplow, blower 1 9.00 8.00 22.00 1 5 STWT-0I4-TRC 28.00 67.00 4 PARK-211-SKD SKD 20091 Bobcat Skid steer, S250 ISnowplow. blower 21.50 30.25 47.25 18.25 44.75 162.00 4 STRT-592-SKD SKD 20171 Bobcat Skid steer, A770 Snowplow 13.00 27.50 19.00 11.00 58.00 128.50 Trarrnm Id r 1 1 AIRP-055-TRC TRC 20121 New Holland jTractor,TV6070 HLA snow wing, snow blower 26.00 1 19.00 1 49.501 7.00 1 55.50 1 167.00 3 STRT-390-HEQ ITRC 2006 Trackless ITractor, MT5 Snow blower, plow 26.00 26.75 40.75 17.00 59.25 169.75 3 STRT-969-LDR - 4 STWT-0I3-TRC ITRC 2016,John Deere Tractor, 6125R HLA snow wine 7.00 18.25 23.25 9.00 57.50 5 STWT-0I4-TRC TRC 2016 .lohn Deere Tractor. 612SR 1HLA snow wine 12.75 16.50 1725 1 9.00 1 55.50 6 STWr-184-TRC ITRC 2016 .,John Deere ITractor, 612SR 1HLA snow wing 27.00 28.50 43.50 1 14.00 1 113.00 wk -I I ,s ".- lr - 1 I STRT-447-LDR LDR 2001 Case Wheel loader, 621C Snowplow, wing 1 13.50 17.50 40.75 16.00 58.00 145.75 Truck. T/A w/ dump box 2 STRT-750-LDR LDR 2003 Cas lWh.el loader, 6210 Snowplow, wing 1 26.00 26.75 40.75 17.00 59.25 169.75 3 STRT-969-LDR LDR 1 2003 lCase lWheel loader.. 621D l5nowplow. wing 1 24.00 29.00 46.50 14.50 45.00 159.00 4 Creekside Loader LDR jBackUD Wheel loader 1 Bucket 1 14.00 14.00 Contractors 1JSTRT-116-HEQ JHEQ J 2015JFairMfg (Snowblower IWheelloadermounted J 15.00 J 15.00 2! MCLD�09-HEQ HEQ Backup snow blower McLeod Countv 8.00 11.00 9.00 28.00 Snow Ha I. -Trucks 1 STRT-218-HTK HTK I 1999 :5terlin¢ Y ITruck. T/A w/ dump box I none 8.00 6.50 23.50 3.50 26.00 67.50 2 STRT-972-HTK HTK 19971 Mack Truck. T/A w/ dump box I none 4.50 3.50 4.50 17.50 30.00 Contractors Hansen Gravel 206 none 8.50 6.00 14.50 Contractors I Hansen Gravel 207 none 11.50 11.50 Contractors Hansen Gravel 208 none 7.00 8.50 15.50 Contractors Hansen Gravel 212 none 11-50 11,00 6.00 28.50 Contractors I Hanson & Vasek none 11.50 11.00 22,50 Contractors !Juul Contracting 444 (none 11.50 11.00 9.50 32.00 Contractors lJuul Contracting 666 none 11.50 11.00 3.50 26.00 Contractors Kosek, Jeff Jnone 11.50 11.00 6.00 28.50 Contractors Hansen Gravel Dozer none - 11.00 454.00 487.50 782.50 412.50 820.50 2,968.00 Library Board Meeting Minutes Monday, Jan. 22 @ 4:30 p.m. Present: Steve Bailey, Carolyn Ulrich, Julie LofdahI, Kristine Leuze, Gerry Grind e, Mary Christensen, Katy Hiltner, Ex -Officio Excused: Jack Sandberg Review and approve minutes from the November 27, 2017 meeting. Motion to approve Carolyn, seconded by Mary. Approved as written. Old Business: Program Report: Author Program with Mary Krugerud Great program at the McLeod County Historical Society attended by 41 people. HCVN filmed the program. Mary talked about her book Interrupted Lives: The History of Tuberculosis in Minnesota and Glen Lake Sanatorium. One of the men she wrote about in the book, Don Martin, was in the audience and talked about his time spent at the sanatorium. Also attending the author program were a person whose uncle was there and a former student nurse. Program Report: Adult Winter Reading Program As of Friday there were 225 people signed up. This is on track from last year. People are enjoying the special bonus book competition with the opportunity to win prizes in a raffle drawing. Library Goals for Review and Approval (see attachment) Motion to change wording in Vision Statement: Hutchinson Library Board meets the current and future public library needs of the communities in the Hutchinson area. Motion to approve with changes Carolyn, seconded by Kristine. Motion approved. PLS Strategic Plan (Head Librarian monthly report): Highlighted Goal Area = Library Spaces 1) Welcoming Spaces - more youth are spending time in the Teen Corner area; book displays - new books; cozy area for people to sit and read is well used; designated children's area (Katy to check on signage and use of puppet area); not the shushing library; more community spaces; meeting room -repeat groups and more and more coming for free space; Building Buddies; Teen Book Club; adult book clubs (Katy to put book clubs on library Web site) 2) Ensure New and Remodel — Library staff shifted books in the adult nonfiction/fiction areas, so materials are easier to find. In addition, library staff shifted and expanded the audio book area in an effort to make it easier for patrons to find materials. Finally, label dividers were added behind the desk to make it easier for staff to locate materials on the hold shelf. 3) Adequate spaces for PLS — There are designated computers for children and adults. In addition, the library has designated spaces for programs (upstairs, NW corner, and meeting room.) For larger programs, the library also partners with other community resources (Library Square, State Theater, McLeod County Historical Society, the Hutchinson Center for the Arts, and the Senior Center). New Business: Legacy Program — Bus Trip to the Old Log Theater — Wednesday, Jan. 31' McLeod County libraries' collaboration using Legacy Funds. Forty-five people attended Life Can be a Dream musical. Everyone had a great time. One Book, One Community Program Hmong 101: The Cultural Background Saturday, Feb. 10 @ 2p.m., McLeod County Historical Museum Two speakers from the Hmong Cultural Center will present. Family Story Hour Monday, Jan. 29 at 6:30 p.m. Featuring author Heather Weseman "Nettie's Garden" Donation Library received donation of a flat screen TV for the meeting room. This TV will be a great addition for the room and the old TV will be disposed of by city staff. Library Buzz — What Have You Been Reading/Watching? Steve- With cold weather he has read five books in January. These included: William Kent Krueger -read two of his books, great read as always Doomsday Machine by Daniel Ellisberg, Fire and Fury by Mike Wolf, Song Poet by Kao Kalia Yang Kristine— read 5 books including: Killers of the Flower Moon by David Grann - birth of the FBI Lost City of Z by David Grann - investigative report to Amazon to find people dying Nomadland by Jessica Bruder- 65 Americans alternative living in America; one of best books she has read . American Fire by Monica Hesse This Land is Their Land by Barbara Ehrenreich Kristine says she is on a quest to read about the poor. Mary - It's Not Yet Dark by Simon Fitzmaurice who has ALS. This book is about his life. He had a wonderful outlook on life. Book was written with his eyes. She is also watching Victoria on PBS. Julie - Reading cozy mysteries including Blackwork, by Monica Ferris. Carolyn - December and January she read 21 books. Leonard da Vinci by Walter Isaacson - a 624 -page book that she ended up skimming what interested her and quit reading as she did not like book. Isabella of Castile by Giles Tremlett, The Code Girls by Liza Mundy, and John Sandford's latest book. Gerry— Leonardo da Vinci by Walter Isaacson detailed books so many interests. Overload by Bob Schieffer about media overload, news changes and decline of newspapers. He also read a book on the history of Chinese immigration and one on Japanese concentration camps. Katy - Seven Days of Us by Francesca Hornak, Rosen to the Rescue by Jeff Rossen Bookshop on the Corner by Jenny Colgan. She also recommended Doc Martin DVDs and The Crown series on Netflix Other: Ellen Radel (Little Golden Book presenter) was featured on WCCO-TV Meeting adjourned at 5:32 pm Submitted by Julie Lofdahl, Secretary Next meeting: Feb. 26, 2018, 4:30 pm December 2017 Donations Overeaters Anonymous TOPS 773 Jim and Shannon Lyons $20 (use of meeting room) $30 (use of meeting room) $500 (YA and adult books) Total $550 Library Board Meeting Minutes February 26, 2018 Present: Steve Bailey, Carolyn Ulrich, Kristine Leuze, Gerry Grinde, Mary Christensen, Jack Sandberg, Katy Hiltner, Ex -Officio Excused: Julie Lofdahl Review and approve minutes from the January 22, 2018 meeting. Motion to approve, Jack, seconded by Carolyn. Approved as written. Old Business: Program Reports: Hmong 101: The Cultural Background Great program at the McLeod County Historical Society attended by 60 people. Positive feedback. Family Story Hour with Heather Weseman Nettie's Garden story hour and crafts. Event was well attended. PLS Strategic Plan (Head Librarian monthly report): Highlighted Goal Area = DVD & audios are supplied - funds available. Movies are popular. Collections - list them - keep current New Business: Author Program with Joe Meier Book is Move Better, Eat Smarter, Live Happier: Strategies for Finding Balance. Joe is a Hutchinson graduate with a self -published book. Program on Saturday, March 3 from 10 a.m.- noon. One Book, One Community Book Discussion Sunday, February 11 at 2:00 pm at McLeod County Historical Society. Program will be a book discussion and video. Family Origami Programs with Bonnie Martinez February 26th at 6:30 pm for Grades 3 - 6 and March 19th at 6:30 pm for Grades K-2. This is a way to bring families into the library. Friends of the Library Annual Meeting Met to discuss budget: dollars used and what is needed for 2018 Reading Down Fines - Summer Program for Children This is in lieu of March's Food for Fines. Sherry and Rachelle will offer this program. Kids will read in library for forgiveness of overdue library fines Donations Received donation of Railroad Model Craftsman magazine. Thankful for those who donate magazine subscriptions. Also received donation of a new electric typewriter. Library has been using a manual one - a nice gift. Library Buzz —What Have You Been Reading/Watching? Kristine: Movie - Screenagers. Movie about how kids are affected by all the technology. Look into this program. Katy to check it out. Everyone discussed with group what they are reading and what they have previewed. Good discussion. Meeting adjourned at 5:36 p.m. Next meeting: March 26, 2018, 4:30 pm Submitted by Mary Christensen February 2018 Donations Twice is Nice $ 150.00 Sherry & Byron Lund 20.00 Total $170.00 Library Board Meeting Minutes March 26 @ 4:30 p.m. Present: Steve Bailey, Julie Lofdahl, Carolyn Ulrich, Gerry Grinde, Mary Christensen, Jack Sandberg, Kristine Leuze, Katy Hiltner, Ex -Officio Review and approve minutes from the Feb. 26, 2018 meeting - Motion to approve by Jack Sandberg, Seconded by Carolyn Ulrich - APPROVED OLD BUSINESS Program Reports • Author Program with Joe Meier Self -published author who did program without cost to promote his book. About 50 people came. A very good program. Long line to talk to the author after his program. • One Book One Community Book Discussion Program went well. Katy led discussion with questions provided by the publisher. Thirty people attended. A video was shown before the discussion that was the author's father and you could see her dad and hear him sing. There were also readings by community members from the book. After the discussion, a video was shown about the refugee camps. • Family Origami Program with Bonnie Martinez Program was rescheduled for April 30th - programs is for Kindergarten thru third grade. PLS Strategic Plan (Head Librarian monthly report) • Highlighted Goal Area =Technology The broadband has been expanded. The desktop and wireless computers are always in demand. More computers cannot be added as staff cannot supervise the computers from the main desk. PLS has an Internet Use Policy, which Katy will provide at the next meeting. If more computers are added around the corner, staff cannot see them. Adult patrons may ask for a filter to be turned off if they need to do research on a topic like breast cancer. NEW BUSINESS • Updated Phone System for Library Library is being rewired for a new phone system. The City has taken the library under the City's phone plan. Katy is very thankful for this. The Library has five phones and a fax machine. The wiring for the computers is separate because federal dollars helps fund the broadband. • Winter Reading Program Dessert Buffet The invites have been sent to 120 people for Friday, April 6, 6:30-8 p.m. Dede Hard will cater. • Friends of Library Book Sale The Friends' book sale will be held on Saturday, April 7, 10 a.m.-3 p.m. This book sale is a way for them to "clean house." • One Book, One Community Author Event Sunday, April 8 @ 2p.m., Hutchinson Event Center. Looking forward to this event. Author spoke in Hutchinson several years ago, and people enjoyed her talk. • National Library Week, April 8-14 * Friends of Library Prize Drawings — there will be three prize drawings — adult, teen, and children. Each prize pack will include two books, a tote bag, and coupon for the Friends book sale table * Author Program with David Housewright - Tuesday, April 101h at 2 p.m. David Housewright is a Minnesota author. Event will be at the library. Friends will provide the refreshments. Housewright will then do program in Glencoe that night at 6 pm. • A thought for a future display for would be one of Minnesota authors. • Other Jack visited St. Johns University library that was recently remodeled. He reported it's a great library with three levels. The St. Cloud library is a modern library with one whole floor for children. Sartell has a Community Reading Room. It is a "shared library' where you can bring books to share. They also have a kiosk to order books and the next day you come back and the machine finds the book and delivers out of slot - sample of making due. Mary said the new library in the high school is great. Library Buzz — What Have You Been Reading/Watching? Julie - Grounded by Diana Butler Bass Steve- Read five books from a list of recommendations from the Library Board; titles included: Long Haul, Z: A Novel of Zelda Fitzgerald, Great Gatsby, Backwash of War (WWI), Killers of the Flower Moon, Portrait of a Spy Katy - Agatha Christie's Murder of Roger Ackroyd; also recommended A Thousand Splendid Suns audio book Jack - Why Bob Dylan Matters, Enchantress of Numbers, Island of the Blue Foxes Carolyn - Read 16 books. Sundown at Sunrise, Wild Rose, Simply Electrifying, The Indigo Girls Mary - Being Mortal Gerry - Death of an Honest Man, a Hamish Macbeth Mystery Kristine —Z: A Novel of Zelda Fitzgerald - really liked it. Netflix — "Wild Wild Country." Katy said that the Zelda audiobook is really good. Motion to adjourn - 5:31 Next meeting: April 23, 2018 February 2018 Donations Guideposts (2 -year subscription) - Celia Smykalski $13.97 Total $13.97