HomeMy WebLinkAbout2021.05.17 CC Packet
The Council will be meeting using a hybrid model consisting of in-person and virtual via
ZOOM pursuant to MN Statute Sec. 13D.021. Anyone who wishes to speak can attend the
meeting in person or attend via ZOOM using the meeting ID and passcode below. For
more information on participating, visit https://www.ci.hugo.mn.us/participate.
Meeting ID: 820 0740 4732
Passcode: 772449
A. CALL TO ORDER
B. ROLL CALL
C. PLEDGE OF ALLEGIANCE
D. APPROVAL OF MINUTES
1. May 3, 2020, City Council Meeting
E. APPROVAL OF AGENDA
F. APPOINTMENTS/PRESENTATIONS
1. Fire Department 2020 Annual Report
2. M Health Fairview EMS Annual Report
G. CONSENT AGENDA
All matters listed under the Consent Agenda are considered to be routine by the City Council
and will be enacted by one motion and a roll call vote. If a member of the City Council or
the public wishes to discuss an item, that item will be removed from the Consent Agenda and
will be considered separately.
1. Approve Claims Roster
2. Approve Annual Performance Review for Public Works Worker Rick Kieffer
3. Approve Special Event Permit for Outdoor Events at the Blacksmith Lounge
4. Approve Special Event Permit for MS150
5. Approve Resolution Approving Encroachment Agreement for 13094 Fondant Trail N.
6. Approve Replacement of the CAT 938H Wheel Loader
7. Approve Hiring of Russ Pastorious as Summer Seasonal Staff
Agenda
HUGO CITY COUNCIL MEETING
REMOTE MEETING
MONDAY, MAY 17, 2021 – 7 P.M.
H. UNFINISHED BUSINESS
1. None Scheduled
I. NEW BUSINESS
1. Approve Revised Building Inspector Job Description and Advertisement for Position
2. Discussion on Vacancy in the Finance Department
J. VISITOR PRESENTATIONS
1. None Scheduled
K. COUNCIL PRESENTATIONS
1. Update on Yellow Ribbon Network
L. ADMINISTRATIVE PRESENTATIONS
1. City Council Interviews on May 26, 2021
2. Schedule Memorial Event for Finance Director Ron Otkin for June 2 or 3, 2021
M. SPECIAL PRESENTATION
1. Recognition of Retirement of Council Member Chuck Haas
N. ADJOURNMENT
BACKGROUND MEMO FOR THE CITY COUNCIL MEETING ON MAY 17, 2021
D.1 Approval of Minutes for the May 3, 2021, City Council Meeting
Staff recommends Council approve the minutes for the City Council meeting held on May 3,
2021, as presented.
F.1 Fire Department 2020 Annual Report
Fire Chief Jim Compton, Jr. will present the Hugo Fire Department’s 2020 Annual Report
F.2 M Health Fairview EMS Annual Report
M Health Operations Manager Kevin Kane, Deputy Chief Tom Dunn, and Chief Tom Edminson
will be in attendance to present the M Health Fairview EMS 2020 Annual Report.
G.1 Approve Claims Roster
Staff recommends Council approve the Claims Roster as presented.
G.2 Approve Annual Performance Review for Public Works Worker Rick Kieffer
Rick Kieffer was re-hired by the City of Hugo on May 31, 2005 returning after a short period of
time in the private sector. Over the past 15 years, Rick has worked under the direction of Public
Works Director Scott Anderson who recommends Council approve the Annual Performance
Review for Public Works Worker Rick Kieffer.
G.3 Approve Special Event Permit for Outdoor Events at the Blacksmith Lounge
The Blacksmith Lounge Restaurant has submitted an application for a special event permit to
have seven car show events hosted on their property between May and September, 2021. The
events require City Council approval because they will be serving alcohol and there may be up to
200 people at the event. All events will be held outdoors on Sundays from May 31 through
September 19 with the exception of two car shows on Mondays (Memorial Day and Labor Day).
All signage and parking will be on the Blacksmith property. In past years, the Blacksmith has
held around 14 events including car show, auctions, swap meets, and a corn feed. The only
events planned for 2021 are the seven car shows. Staff believes that the Blacksmith has done a
good job organizing the events in the past years and recommends the City Council approve the
special event permit for the Blacksmith Lounge for their scheduled events for 2021.
G.4 Approve Special Event Permit for MS150
The MS Society has submitted an application for a special event permit for their annual bicycle
fundraising event for MS on Saturday, June 12, 2012. This requires a permit because there will
be approximately 1,500 riders, and trails and streets in Hugo will be used. In the past, the bike
ride took place from the cities to Duluth and back, and bikers rode south through Hugo on the
Hardwood Creek Trail and TH61. This year, the ride has been scaled down from past years to a
one-day ride instead of a two-day ride. This year, the MS150 will be a 78 mile loop starting and
ending in Blaine and will skirt the north and south borders of Hugo. Staff believes the applicant
has done a good job organizing the event and recommends council approve the special event
permit for the MS150.
G.5 Approve Resolution Approving Encroachment Agreement for Emmanuel and Sifon
Efiong 13094 Fondant Trail N.
Emmanuel and Sifon Efiong have requested an encroachment agreement to allow construction of
a fence within a drainage and utility easement on property located at 13094 Fondant Trail north.
Staff has reviewed the request and recommends that the City Council approve the encroachment
agreement.
G.6 Approve Replacement of the CAT 938H Wheel Loader
In 2011, the City purchased a used Caterpillar wheel loader (CAT 938H). Staff has been
working with Finance Director, Ron Otkin, to schedule the replacement of this loader for this
year. Staff has received quotes from Ziegler CAT and Lano Equipment for a new loader and
attachments. These quotes are secured through the Mn/DOT Cooperative Purchasing Venture
(CPV) equipment contracts. Staff recommends Council approval to purchase the loader and
attachments from Ziegler and Lano Equipment at the prices consistent with the Mn/DOT CPV
contract.
G. 7 Approve Hiring of Russ Pastorious as Summer Seasonal Staff
Staff is recommending approval to hire Russ Pastorius as a seasonal employees for the public
works department. One of the six seasonal positions approved remains unfilled as a past
seasonal employee is not able to return this summer. Seasonal Public Works Employees assist
with mowing, garbage/litter removal, park maintenance, and street and boulevard maintenance
along with general public works maintenance.
I.1 Approve Revised Building Inspector Job Description and Advertisement for Position
As part of the Community Development Department, the Building Department currently includes
a Building Official, Building Inspector, and Building Department Receptionist. Commercial,
industrial, and residential development has been increasing in the City over the last few years.
Staff keeps track of the number of permits and inspections each month. With the increased new
permits, comes increased related building permits and inspections required. Staff recommends
approval of the revisions to the Building Inspector job description and authorization to advertise
for a new Building Inspector position.
1.2 Discussion on Vacancy in the Finance Department
City Administrator Bryan Bear will discuss with Council options for filling the vacancy in the
Finance Department.
K.1 Update on the Yellow Ribbon Network
Council Member Chuck Haas will report to Council on the Yellow Ribbon Network activities
held recently.
L.1 City Council Interviews on May 26, 2021
Staff would like to remind Council that they have scheduled interviews for Council appointment
to take place on May 26, 2021, beginning at 6 p.m. Interviews will take place in the Oneka
Room at Hugo City Hall.
L.2 Schedule Memorial Event for Finance Director Ron Otkin for June 2 or 3, 2021
In recognition and remembrance of Finance Director Ron Otkin, staff would like to hold a
memorial dedication and celebration of life on Wednesday, June 2, 2021, at 1 p.m. at Hugo City
Hall. Staff recommends Council approve closing City Hall and Public Works at that time and
schedule it as a meeting to attend.
M.1 Recognition of Retirement of Council Member Chuck Haas
Council Member Chuck Haas has announced his retirement effective May 31, 2021. Haas’s will
be recognized for his 22+ years of service. A celebration will take place in the Oneka Room
following the Council meeting.
N. Adjournment
The Council meeting was held using a hybrid model consisting of in-person and virtual via
ZOOM, pursuant to MN Statute Sec. 13D.021.
Call to Order
Mayor Weidt called the meeting to order at 7:00 p.m.
COUNCIL PRESENT: Haas, Klein, Miron, Petryk, Weidt
OTHERS PRESENT: City Administrator Bryan Bear, Development Director Rachel Juba, City
Attorney Dave Snyder, City Engineer Mark Erichson, Community Development Assistant Emily
Weber, Planner Shayla Denaway
Moment of Silence for Sergeant Joe Bergeron
Mayor Weidt called for a moment of silence in remembrance of Hugo resident and Maplewood
Police Sergeant Joe Bergeron, who was killed in the line of duty on May 1, 2010.
Approval of Minutes for the April 19, 2021, City Council Meeting
Klein made motion, Petryk seconded, to approve the minutes for the Council meeting held on
April 19, 2021, as presented.
Roll call vote – all ayes. Motion carried.
Approval of Agenda
Weidt made motion, Klein seconded, to approve the agenda as presented.
All Ayes. Motion carried.
Approval of Consent Agenda
Klein made motion, Miron seconded, to approve the following consent agenda:
1. Approve Claims Roster
2. Approve Annual Performance Review for Parks Planner Shayla Denaway
3. Approve Donation to the Hugo Fire Department from the Hugo American Legion
4. Approve Contract with HCM Architects for Construction of a Pavilion at Lions Park
5. Award of 2021 Dust Control Contract
6. Approve Meadows of Hugo Final Plat and Development Agreement
7. Approve Wetland Replacement Plan for The Meadows at Hugo Residential Development
Minutes
HUGO CITY COUNCIL MEETING
HUGO CITY HALL/HYBRID MEETING
MONDAY, MAY 3, 2021 – 7 P.M.
Hugo City Council Meeting Minutes for May 3, 2021
Page 2 of 7
8. Approve Reduction in Cash Escrow for Hugo Gardens
9. Approve Pay Voucher No. 7 from Ebert Construction for New Public Works Facility
All Ayes. Motion carried.
Approve Claims Roster
Adoption of the Consent Agenda approved the Claims Roster as presented.
Approve Annual Performance Review for Parks Planner Shayla Denaway
Shayla Denaway was hired on May 11, 2009, as the Economic Development/Parks Intern. On
May 3, 2010, Council approved promoting Shayla as the new Parks Planner. Adoption of the
Consent Agenda approved the annual performance review for Parks Planner Shayla Denaway
Approve Donation to the Hugo Fire Department from the Hugo American Legion
The Hugo American Legion wanted to donate $2,000 to the Hugo Fire Department for training
and equipment. Donations to the Fire Department needed to be approved by Council. Adoption
of the Consent Agenda approved the donation of $2,000 to the Hugo Fire Department from the
Hugo American Legion.
Approve Contract with HCM Architects for Construction of a Pavilion at Lions Park
At the February 1, 2021, meeting, the City Council reviewed a proposal from HCM Architects
and authorized the drafting of construction documents for the new pavilion at Lions Park
meeting. The proposal from HCM Architects for $204,700 included preparation of final
construction documents, bidding management, and construction observation and
administration. Adoption of the Consent Agenda approved the contract with HCM Architects for
construction of the pavilion at Lions Park.
Award of 2021 Dust Control Contract
The City of Hugo applies dust control to approximately 23 miles of gravel roads located within
its municipal boundaries. The City’s 2021 General Budget had accounted for a dust control
project in 2021. As in past years, staff would work with May Township to cost share for the
application of dust control on the shared portion of Keystone Ave. north of County Road 4. Bids
for dust control were received and opened on April 22, 2021. The following prices were
received: Northern Salt Inc. - $1.119/gallon, Envirotech Services - $1.10/gallon (1st application)
and $1.08 (2nd application). With City Council approval, staff would coordinate with Envirotech
to deliver and place a total of 149,920 gallons of calcium chloride in two separate applications,
once in mid-June and again in mid-August. Adoption of the Consent Agenda approved the
contract with Northern Salt Inc. in the amount of $163,484.48 for the 2021 Dust Control Project.
Hugo City Council Meeting Minutes for May 3, 2021
Page 3 of 7
Approve Meadows of Hugo Final Plat and Development Agreement
Centra North, LLC had applied for final plat approval to plat 47 lots and 4 outlots in The
Meadows at Hugo development. The development would be located north of 159th Street North
and west of Highway 61, which was currently vacant land. The City Council reviewed and
approved the preliminary plat and PUD for The Meadows at Hugo at its March 1, 2021 meeting.
Adoption of the Consent Agenda approved RESOLUTION 2021-30 APPROVING FINAL
PLAT AND DEVELOPMENT AGREEMENT FOR CENTRA NORTH, LLC, ON PROPERTY
LOCATED NORTH OF 159TH STREET NORTH AND WEST OF HIGHWAY 61 FOR THE
MEADOWS AT HUGO.
Approve Wetland Replacement Plan for The Meadows at Hugo Residential Development
Centra North, LLC proposed to develop an approximately 33 acre parcel located north of 159th
Street North and west of Highway 61 to be known as The Meadows at Hugo. To accommodate
the development, the applicant proposed to impact roughly 1.78 acres of wetlands out of the 5.92
acres of wetland on site. The applicant would create and restore 3.56 acres of wetlands and
upland buffers on site to receive credit. The requirements under the MN Wetland Conservation
Act (WCA) had been met. Adoption of the Consent Agenda approved The Meadows at Hugo
wetland replacement plans, subject to final approval by the Technical Evaluation Panel (TEP).
Approve Reduction in Cash Escrow for Hugo Gardens
The Hugo Gardens Project had grading and utility work completed to date and the Hugo Garden
Apartments, LLC. had requested a reduction in the Cash Escrow. The current amount of cash
escrow for the Hugo Gardens Project was in the amount of $2,145,757. Staff had inspected the
work completed to date and recommended Council approve the reduction in cash escrow.
Adoption of the Consent Agenda approved the reduction in the cash escrow to $1,967,742 based
on the value of work remaining to be completed.
Approve Pay Voucher No. 7 from Ebert Construction for New Public Works Facility
Ebert Construction had submitted pay request No. 7 for payment for the City of Hugo Public
Works Facility project in the amount of $539,374.47. The quantities completed to date had been
reviewed and agreed upon by the architect, contractor and City staff. The amount indicated
above reflected the work certified through April of 2021, with a 5% retainage applied. Total
retainage being held for the project to date was $86,430.08. Adoption of the Consent Agenda
approved pay request No. 7 in the amount of $539,374.47 to Ebert Construction.
Receive Bids and Award Contract for Salt and Materials Storage Building
Public Works Director Scott Anderson provided Council with the results of the bid opening that
took place on April 22, 2021 at 2:00 p.m. He explained that six bids were received with the low
bid being submitted by Ebert Construction. Ebert Construction was currently doing the main
Public Works building construction. The bidding documents included a salt storage building and
a materials storage building. The 5,240 square foot building would have two separate purpose
Hugo City Council Meeting Minutes for May 3, 2021
Page 4 of 7
areas. Anderson showed the site plan and explained there would be a concrete foundation and
walls in the height of about 12 feet. The remainder of the walls would be timber frame sided
with thermal treated siding, and it would have a steel roof. The inside would contain bins for dry
storage.
Haas made motion, Klein seconded, to award the contract to Ebert Construction for the
construction of a salt and materials storage building in the amount of $662,200.
All Ayes. Motion carried.
Approve Resolution Approving Plans and Specs and Authorize Advertisement for Bids for
the Downtown Street Project and Lions Park
Previously, the Council had authorized staff to prepare plans and specifications for the 2021
Downtown Improvement and Lions Park Redevelopment Projects. City Engineer Mark Erichson
informed Council the Plans and Specifications had been prepared for both projects and were
ready to be advertised for bidding. Erichson provided Council information highlighting the
projects in and around the area including the water reuse project. He explained the reason they
would bid both projects together was to have the same contractor for both saying it would ease
coordination work and be less expensive. The playground would be bid separately, and there
were alternate bid items that included the northwest parking lot, City Hall landscaping and
courts. The street project would be a full reconstruction with curb and gutter, and a new section
of 147th Street would be constructed to State Aid standards. There would also be trails
constructed and improvements to the intersection at Oneka Parkway that would include turn
lanes. In the project area there would also be improvements to the storm sewer, and water and
sanitary utilities. He provided the schedule saying they would like to award the project at the
June 20, 2021, meeting but the project could not be awarded until the City received notification
on whether it received the Local Road Improvement Program Grant, which was in the amount of
$1.25 million. He explained there was work already being done in the area by utility companies
who take the opportunity to do upgrades in advance of a project.
Klein made motion, Petryk seconded, to approve RESOLUTION 2021-31 APPROVING
PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS
FOR THE 2021 DOWNTOWN IMPROVEMENT PROJECT AND LIONS PARK
REDEVELOPMENT PROJECT.
All Ayes. Motion carried.
Approve Resolution Approving Plans and Specs and Authorizing Advertisement of Bids
for the Pavilion at Lions Park
Planner Shayla Denaway provided background saying the City Council had authorized the
drafting of construction documents of a new pavilion at Lions Park at their February 1, 2021
meeting. HCM Architects had completed the construction plans and specifications. She showed
images of the final pavilion design and explained the timeline included approval of the plans and
specifications at this meeting and authorization to advertise for bids. The goal was to have a bid
Hugo City Council Meeting Minutes for May 3, 2021
Page 5 of 7
opening on June 15, contract awarded at the June 21 meeting, and construction starting in July,
2021.
Klein made motion, Miron seconded, to approve RESOLUTION 2021-32 APPROVING
PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS
FOR THE NEW PAVILION AT LIONS PARK.
Roll call vote - all ayes. Motion carried.
Approve Advertisement for Bids for CSAH 8 Water Reuse Project
City Engineer Mark Erichson provided background stating WSB had previously been directed to
prepare plans and specifications for the CSAH 8 Stormwater Reuse Project. He showed the area
to be served with the water reuse project saying the plan was to pump water from the stormwater
pond located in the NW quadrant of CSAH 8 and Oneka Parkway to the existing irrigation
system along CSAH 8 and future irrigation system to be constructed as part of the Lions Park
Redevelopment Project and the 2021 Downtown Improvement Project. The project would
conserve an estimated 14 million gallons of water annually. Plans and Specifications had been
prepared and were ready to be advertised for bidding. The total project cost was $729,000, and
Erichson was pleased to announce the City had already received grants for 85% of the cost, and
$76,000 in grant funds was still pending. He stated the schedule was similar to the other projects
with the contract to be awarded at the June 21, 2021, meeting.
Miron asked if any disruptions were expected along the CSAH 8 corridor. Erichson replied that
there would be work within in the right-of-way, but no road closures were expected with the
project.
Haas made motion, Klein seconded, to approve RESOLUTION 2021-33 APPROVING PLANS
AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE CSAH
8 STORMWATER REUSE PROJECT.
All Ayes. Motion carried.
Approve Resolution Declaring Council Vacancy and Approving Appointment Process
At its April 19, 2021, meeting, Council Member Haas announced his retirement effective May
31 after over 22 years on the Council. His term was to expire on December 31, 2021. Staff was
directed to draft an appointment process to fill the vacancy and bring it back to Council for
approval. City Administrator Bryan Bear explained the process as outlined in State Statute to fill
the vacancy by council appointment until an election is held. A special election was not required
if there was less than two years of the term remaining. He explained the qualifications that
included residency in Ward 3. Applications were due by Wednesday, May 19, and an
appointment could be made at the first meeting in June and the appointed person sworn in. Staff
recommended Council approve the resolution accepting the resignation of Council Member
Chuck Haas and declaring a vacancy to be filled by appointment. Staff further recommends
Council select a date and time between Monday, May 24 and Friday, May 28 to hold interviews.
Hugo City Council Meeting Minutes for May 3, 2021
Page 6 of 7
Motion by Haas, second by Miron, to approve RESOLUTION 2021- 34 ACCEPTING THE
RESIGNATION OF COUNCIL MEMBER CHUCK HAAS AND DECLARING A
VACANCY.
All Ayes. Motion carried.
Miron made motion by Miron, Klein seconded, to schedule interviews on May 26, 2021, at 6pm
in the Oneka Room.
All ayes. Motion carried.
Authorize Lions Park/School Trail Study
Parks Planner Shayla Denaway presented to Council a proposal for a feasibility study for a trail
between Lions Park and the new White Bear Lake Area elementary school currently under
construction. At their meeting of April 21, 2021, the Parks Commission reviewed a proposal
from WSB and recommended approval to Council. Both the park and school were anticipated to
be under construction in summer, 2021. The City owned property north of Lions Park which, in
combination with property owned by the school district, could provide significant educational
and recreational opportunities if made accessible with a trail. Grant funding may be available.
The proposal received by WSB to study the feasibility of trails in this area would cost $16,000. It
includes mapping of wetlands, as well as preparation and evaluation of conceptual trail
alignments and a concluding report. Denaway showed where the current north/south trails were
located. The Parks Commission had talked about this being a unique area of the City with an
opportunity to provide passive activities that complement the existing facilities. Lions Park
would serve as a hub with all proposed trails connecting to it. The trails would be primarily for
recreational use and less of a pedestrian corridor. She talked about alternative recreation options
along the corridor. Denaway provided a timeline that would lead to approval in the fall/winter
2021. The Parks Commission had recommended approval of the proposal from WSB for the trail
feasibility study.
Weidt asked if there had been conversations with the school district on partnering on this project.
Denaway responded that they had not shared the proposal with them yet but will. She added that
the money for the study would come out of the special parks fund.
Petryk made motion, Klein seconded, to approve the lions park/school trail feasibility study.
All ayes. Motion carried.
Update on the Yellow Ribbon Network
Council Member Chuck Haas reported to Council on the Yellow Ribbon Network activities held
recently. Hamburger Night at the Legion had resumed last week, and the White Bear Lake Area
Chamber sponsored it with 151 burger meals being served. St. Johns Men’s Club will be the
sponsor for May. Highway Credit will be the sponsor in June, and Leo’s Malt Shop will serve
Hugo City Council Meeting Minutes for May 3, 2021
Page 7 of 7
Scoops for the Troops, with the proceeds going to the Fallen Hero’s Education Fund. Haas shared
photos of the WBA Chamber from Burger Night, donations of Girl Scout cookies and other items
for care packages, and pictures of soldiers who had received them. The YRN received requests for
financial assistance and for assistance with medical bills. They recently received donations from
the Hugo American Legion for $2,000 and $1,500 from Sal’s Angus Grill from meat raffle
proceeds along with another $2,000 to purchase wish list items.
Schedule Annual Performance Review for City Administrator Bryan Bear
Bryan Bear has been employed with the City since May 3, 2004. Bryan served as the
Community Development Director until being appointed the City Administrator on November,
7, 2011. City Administrator Bryan Bear requested Council schedule his annual performance
review.
Haas made motion, Klein seconded, to schedule the annual performance review for May 17, 2020, at
6pm.
All Ayes. Motion carried.
Adjournment
Klein made motion, Haas seconded to adjourn at 7:52 p.m.
All ayes. Motion carried.
Respectfully Submitted,
Emily Weber, Community Development Assistant
City of Hugo Claims
May 17, 2021 G. 1
Vendor Invoice Amount Description Department
Alex Air Apparatus Inc INV-43705 186.13$ Fire Hoses Fire Dept
Allied 100 LLC - AED Superstore 1890009 283.50$ AED Infant/Child Keys (Donation Monies) Fire Dept
ARC Irrigation 10320 2,758.90$ CSAH 8 Irrigation System Start-Up, Parts & Repair Street Dept
Aspen Mills 273291 134.85$ Officer Badge Fire Dept
Aspen Mills 273345 29.70$ Name Tags Fire Dept
Aspen Mills 273381 17.80$ Name Tag Fire Dept
Baller, Scott CLAIM 255.00$ Soils Seminar Registration (MOWA/NOWRA) Building Inspections
Baller, Scott CLAIM 79.99$ Work Boot Reimbursement Building Inspections
Baller, Scott CLAIM 26.67$ Safety Gear (Full Source) Building Inspections
Bound Tree Medical LLC 84024853 347.90$ Medical Supplies Fire Dept
CDW Government B710966 175.19$ UPS Battery Backup - Council Chambers Audio/Video
CDW Government B714808 110.94$ Tablet Accessories Street Dept
CDW Government B714808 64.74$ Tablet Accessories Engineering Dept
CDW Government B714808 64.74$ Tablet Accessories Public Works
Century College 740286 525.00$ CEU Program - First Due Hazmat Fire Dept
Century Link 651 426-8763 69.83$ 911 Emergency Line Administration
Century Link 651 429-3212 72.56$ Fire Station Phone Lines Fire Dept
Century Link 651 653-1154 62.83$ SCADA Lines Water & Sewer
City of Roseville 230070 7,172.51$ May Computer Service Various
Comcast 4/18/2021 154.67$ Business Internet (thru May 27) Fire Dept
Companion Animal Control LLC April 232.38$ Callout Fees & Mileage Animal Control
Contractors & Surveyors Supply 10141 43.20$ Carrying Cases for Laser Level Rods Public Works
Core & Main LP N987863 12,166.00$ Hydrant Modification Kits (3) Water Utility
Core & Main LP O150451 8,045.05$ Radio Meters Water Utility
Electro Watchman Inc 366517 165.00$ Tech Support - Access Control System Gen Gov't Bldgs
Electro Watchman Inc 366594 7,919.23$ Access Control System - Water Tower No. 4 (Final) Water Utility
Excel AV Group 143624 1,723.00$ Wireless Microphone & Cables - Council Chambers Audio/Video
Forest Lake Napa April 1,233.85$ Auto Parts and Shop Supplies Various
FPI Paving Contractors Inc 2140009.00 720.00$ Tack Oil Street Dept
Galls LLC 18093863 10.99$ Class A Uniform Cap Band Fire Dept
Gene's Disposal Service Inc 412066 1,434.83$ April Waste Hauling - PW Facility Public Works
Gene's Disposal Service Inc 412066 195.38$ April Waste Hauling - Fire Station Fire Dept
Gene's Disposal Service Inc 412066 91.91$ April Waste Hauling - City Hall Gen Gov't Bldgs
Gopher State One Call 1040479 553.50$ April Service Charges Water & Sewer
Hotsy Equipment of Minnesota 70949 393.25$ Bulk Soap for Washbay Public Works
Hugo Equipment Company 165651 188.73$ Parts - Unit #338 Parks Dept
Hugo Equipment Company 165801 47.96$ Parts for Mowers Parks Dept
Hugo Equipment Company 165980 5.98$ Parts - Unit #309 Parks Dept
Jefferson Fire & Safety Inc IN128502 4,158.00$ Bluestone Tactical Vests (Grant Monies) Fire Dept
Jimmy's Johnnys Inc 180722 194.00$ Portable Toilet Rental - Lions Park Parks Dept
Jimmy's Johnnys Inc 180723 127.00$ Portable Toilet Rental - Oakshore Park Parks Dept
Jimmy's Johnnys Inc 180724 127.00$ Portable Toilet Rental - Oneka Lake Park Parks Dept
Jimmy's Johnnys Inc 180725 127.00$ Portable Toilet Rental - Beaver Ponds Park Parks Dept
Jimmy's Johnnys Inc 180726 127.00$ Portable Toilet Rental - Diamond Point Park Parks Dept
Jimmy's Johnnys Inc 180727 127.00$ Portable Toilet Rental - Frog Hollow Park Parks Dept
Jimmy's Johnnys Inc 180728 508.00$ Portable Toilet Rental - Hanifl Park Parks Dept
Jimmy's Johnnys Inc 180729 127.00$ Portable Toilet Rental - Valjean Park Parks Dept
Jimmy's Johnnys Inc 180730 127.00$ Portable Toilet Rental - Arbre Park Parks Dept
Jimmy's Johnnys Inc 180731 127.00$ Portable Toilet Rental - Heritage Ponds Park Parks Dept
Jimmy's Johnnys Inc 180732 127.00$ Portable Toilet Rental - McCollar Park Parks Dept
Jimmy's Johnnys Inc 180733 108.86$ Portable Toilet Rental - Arcand Park Parks Dept
Kath Fuel Oil Service Co. 12320094 4,784.80$ April Unleaded Gas & Diesel Purchases Various
Kieffer, Rick CLAIM 160.00$ Salt Symposium Registration (MPCA) Street Dept
Kieffer, Rick CLAIM 52.15$ Cable Guards (Border States Electric Supply) Parks Dept
Knowlan's Super Markets Inc 3143 30.22$ Spring Cleanup Day Supplies Recycling
Laughlin's Pest Control 43075 85.00$ April Pest Control Service (CH) Gen Gov't Bldgs
Lawson Products 9308415314 643.42$ Bulk Hardware Supplies Public Works
Loeffler, Mike CLAIM 73.98$ Cold Weather Gear Street Dept
Loeffler, Mike CLAIM 857.56$ Equipment - Unit #107-20 (Amazon) Water & Sewer
Loffler Companies Inc 3713010 253.80$ May Copier Service Payment Administration
Lozier, Amber CLAIM 7.95$ Return Postage Public Works
Marco INV8706432 44.68$ May Copier Maintenance Building Inspections
MCFOA Membership 45.00$ Membership Dues - Michele Lindau City Clerk
Menards 61517 158.88$ Styrofoam - Watermain Repair (Fenway Blvd) Water Utility
Menards 59801 8.88$ Cleaning Supplies Public Works
Menards 61894 15.65$ Hardware Parks Dept
Minneapolis/St. Paul Business Journal 0508453325 80.00$ 1 Year Subscription Administration
Minnesota Cleaning Services Inc 0521HH01 605.00$ April Cleaning Service Gen Gov't Bldgs
Minnesota Cleaning Services Inc 0521HH03 500.00$ April Cleaning Service Public Works
Page 1
City of Hugo Claims
May 17, 2021 G. 1
Vendor Invoice Amount Description Department
Minnesota Cleaning Services Inc 0521HH03 450.00$ April Cleaning Service Fire Dept
Minnesota Cleaning Services Inc 0521HH02 100.00$ April Cleaning Service - Hanifl Parks Dept
Minnesota Trucking Association 74357 51.80$ Vehicle Inspection Forms & Log Books Public Works
MnFIAM Book Sales 2816-2 60.00$ Firefighting Textbooks Fire Dept
OPG-3 Inc 4880 185.00$ LF/Online Permitting - Emailed Documents Update Building Inspections
Otter Lake Animal Care Center 213131 50.00$ Boarding & Rescue Fees Animal Control
Press Publications 699426 66.55$ Planning Commission Public Hearing Notice Ordinances/Proceedings
Ready Watt Electric 221251 6,420.00$ Emergency Siren Inspections & Maintenance Civil Defense
Ricoh USA, Inc 104916508 123.18$ Copier Lease Payment Public Works
Ricoh USA, Inc 104916508 40.15$ Overage Charges Public Works
SafeAssure Consultants Inc 2967 4,819.18$ Annual Safety Training Public Works
Schifsky (T.A.) & Sons Inc 67058 970.16$ Asphalt Street Dept
Sensible Land Use Coalition 884 15.00$ Meeting Registration - Rachel Juba Planning & Zoning
Smith, Schafer & Associates 94200 2,775.00$ 2020 Audit Interim Billing Finance Dept
Smith, Schafer & Associates 94200 3,575.00$ Accounting Assistance Finance Dept
Smith, Schafer & Associates 94200 975.00$ CRF Single Audit Interim Billing Finance Dept
Smith, Tom CLAIM 17.12$ Cell Phone Accessories (Amazon) Water & Sewer
Stabner Electric LLC 2404 144.75$ Access Control System - Tower No. 4 Water Utility
Stabner Electric LLC 2429 1,470.00$ Electrical Work - Touchless Door Openers (CH) Gen Gov't Bldgs
Stabner Electric LLC 2430 300.00$ Emergency Lights - CH LED Lighting Upgrade Gen Gov't Bldgs
Stabner Electric LLC 2431 205.00$ Motion Sensor Installation (FH) Fire Dept
Synchrony Bank 22GLEHVKKDM 15.77$ Shop Supplies Public Works
Synchrony Bank 81231LEHVKJDF 71.98$ Pest Control Supplies (PW) Public Works
Synchrony Bank 81233LEHVKPX7 99.99$ Rain Gear Street Dept
Toshiba Financial Services 5014739267 175.23$ May Copier Lease Payment Fire Dept
Toshiba Financial Services 5014739267 1.26$ Overage Charges (B & W) Fire Dept
Toshiba Financial Services 5014739267 12.44$ Overage Charges (Color) Fire Dept
UniFirst Corporation 090 0621231 106.24$ Supplies & Floor Mat Services (CH) Gen Gov't Bldgs
UniFirst Corporation 090 0621233 135.30$ Uniform, Supplies & Floor Mat Services (PW) Public Works
UniFirst Corporation 090 0622603 135.30$ Uniform, Supplies & Floor Mat Services (PW) Public Works
Walser Polar Chevrolet 61989P22 99.60$ Parts - Unit #107-02 Water & Sewer
Washington Conservation District 5205 675.00$ East Metro Watershed Membership Stormwater Fund
Weigel Sings, Bill 21-245 48.00$ Nameplates - Parks Commissioners Parks Dept
White Bear Plumbing Inc 5676 1,600.00$ Plumbing Install - Extractor Gear Washer (Grant Monies)Fire Dept
WSB & Associates March 162,029.00$ Engineering Fees - See Attached Breakdown Various
Xcel Energy 51-0013302066-4 40.95$ Public Works Facility Temporary Electric Public Works
Xcel Energy 51-0013302066-4 11.32$ Public Works Facility Temporary Electric Public Works
Xcel Energy 51-0013302066-4 11.32$ Public Works Facility Temporary Electric Public Works
Xcel Energy 51-0013302066-4 11.32$ Public Works Facility Temporary Electric Public Works
Ziegler Inc IN000057683 181.00$ Parts - Unit #340 Street Dept
250,556.43$ Total Claims for May 17, 2021
Page 2
Special Event Permit - Memorandum
To: Hugo City Council
From: City Clerk Michele Lindau
Date: May 12, 2021, for Council Meeting on May 17, 2021
Re: MS150 Bike Ride through Hugo on Saturday, June 12, 2021
1. BACKGROUND:
The MS Society has applied for a Special Event Permit for their annual bicycle event.
This requires a permit because there will be approximately 1,500 riders, and trails and
streets in Hugo will be used. In the past, the bike ride took place from the cities to Duluth
and back. This event has been scaled down from past years to a one-day ride instead of a
two-day ride.
2. DESCRIPTION OF EVENT:
The MS150 is a fundraising event for the National Multiple Sclerosis Society. This year,
the MS150 will be a 78 mile loop starting and ending in Blaine and will skirt the north
and south borders of Hugo (as shown on the map highlighted in yellow). The ride will
take place Saturday, June 12, 2021, between 8 a.m. – 4:30 p.m. There are planned rest
stops along the route, but none will be in Hugo.
3. CONDITIONS:
The applicant has provided the City the completed application and insurance naming
Hugo as additionally insured. In accordance with this permit, the applicant shall conduct
the event as described on their application in addition to the following conditions.
Payment of $75 permit fee.
Provide the City a signed Hold Harmless Agreement.
Provide the City a copy of approved permit from Washington County for use of
the Hardwood Creek Trail, County roads, and sign placement in the right-of-way.
Notify the Hugo Fire Department and Washington County Sheriff’s Office of the
event.
Secure necessary deputies for traffic control as recommended by the Sheriff’s
Office.
At no time are MS workers/volunteers/representatives permitted to stop or direct
vehicular traffic.
All signage will be removed immediately after the event.
2
4. CONCLUSION/RECOMMENDATION:
For many years, the MS150 event has passed through Hugo and posed no threat to the health,
safety, and welfare of Hugo’s residents or visitors. Staff recommends Council approve the
Special Event Permit for the MS150 as outlined.
The event as described has been approved by the Hugo City Council on May 17,
2021.
____________________________________ _________________________
Michele Lindau, City Clerk Date
14669 Fitzgerald Avenue North, Hugo, MN 55038 • (651) 762-6300 • www.ci.hugo.mn.us
Special Event Permit Application
Procedures for processing special event permits are found in Hugo City Code Chapter 90, Section 90-37.2.
Any individual or organization holding an event or temporary use of a property which includes erecting temporary structures,
offering food/beverages, or affecting traffic or parking requires a special event permit. Outdoor events, tent sales, employment
fairs, celebrations, or similar special events are subject to this ordinance and require a special event permit.
Applicant (Applicant will receive all correspondence from the City):
City State Zip
Cell Email
Contact Person:
Address
Phone
Signature of Applicant Date
Event Information
Type of Event
Address: _____________________________________________________________Date: _________________
Property Owner/Manager:
City State Zip
Contact Person:
Address
Phone Cell Email
Description of Event-Please review the items on the check list on the back of the application for information that is
required to make this application complete. If there is not enough room below to describe the event please submit on a
separate sheet of paper.
For Office Use Only
Fee Paid Date
Yes No Yes with conditions below
City Council Meeting Date Clerk Signature
Conditions:
City of Hugo – Special Event Description
2021 Bike MS: MS 150 – Saturday, June 12
• Estimated number of persons to attend. 1500 riders
• Duration of the special event, including beginning and ending times. Route will open as early as 6:00 a.m.; route
expected to close at 5:00 p.m.
• Any public health plans, including supplying water to the site, solid waste collections and provisions of toilet
facilities, if applicable. See attached for COVID-19 Preparedness Plan.
• Any fire prevention and emergency medical services plans, if applicable. First aid will be available at each rest
stop as well as Incident Response Teams roaming the route.
• Any security plans, if applicable. Local Police Departments and County Sheriff’s will assist with intersection and
traffic control, where needed.
• The admission fee, donation or other consideration to be charged or requested for admission, if applicable.
Registration fee and fundraising minimum required to participate.
• Whether food or alcohol will be served or sold at the event. Food will be given away; we will not charge for food
or alcohol.
• A detailed description of all public right-of-way and private streets for which the applicant requests the city to
restrict or alter normal parking, vehicular traffic or pedestrian traffic patterns, the nature of such restrictions or
alterations, parking and traffic management plan will be required if applicable. None – riders will co-exist with
vehicles, pedestrians, and other forms of travel on all roadways and trails.
• A description of any services, city personnel, city equipment and city property which the applicant requests the
city to provide, including the applicant’s estimate of the number and type needed, and the basis on which the
estimate is made. Will connect with Washington County Sheriff for review of route.
• Whether any sound amplification or public address system will be used or if there will be any playing of any
music or musical instruments. N/A
• Whether any tents or structures will be used. N/A
• Whether signs, banners, or balloons will be used. Coroplast route arrows and other temporary route signage will
be placed to direct riders.
Hold Harmless Agreement
The Owner and Permit holder shall hold harmless, indemnify and defend the City of Hugo, its
employees, agents, independent contractors and insurers from all claims, demands, suits, damages
including reasonable attorneys fees incurred by the City, which arise from or relate to the Owner and
Permit holder’s activities whether or not suit is commenced.
Property Owner Signature Date
Permit Holder Signature Date
05/10/2021
A
1,000,000
3583-33-49
X
NYC-009894511-09
1,000,000
5,000,000
X
X
5,000,000
Attn: Morristown.CertRequest@marsh.com Fax: 212-948-0979
N
X
Comp/Coll Deductible
12/31/2020
1
12/31/2021
12/31/2021
7353-02-37
A
2,000,000
1,000,000
X
1,000,000
X
X
1,000
01/30/2021
MINNE
12/31/2020
CITY OF HUGO IS ADDED AS ADDITIONAL INSURED EXCLUDING WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY POLICY WHERE REQUIRED BY WRITTEN CONTRACT.
X
HUGO, MN 55038
CITY OF HUGO
A
10,000
12/31/2021
1,000,000
9364-93-75
1,000,000
20281
1,000,000
1,000,000
71763467
445 SOUTH STREET
MARSH USA, INC.
X
MORRISTOWN, NJ 07960-6454
UPPER MIDWEST CHAPTER
NATIONAL MULTIPLE SCLEROSIS SOCIETY
MINNEAPOLIS, MN 55414
2829 UNIVERSITY AVE SE #900
X
12/31/2020
14669 FITZGERALD AVE N.
12/31/2020
A
12/31/2021
Federal Insurance Company
2021 Bike MS: MS 150 Long Loop FINAL
A.RS 1 City of Columbus
B.RS2 Big Marine Park Reserve
C.RS 3 Brown's Creek Park
D.RS 4 Tamarack Nature Center
E.Short Loop rejoins Long Route
2021 Bike MS: MS 150 Long Loop FINAL
Type Num Dist Note Next Prev
1.0.0 Start of route 0.1 0.0
2.0.1 Right onto 109th
Ave NE
0.2 0.1
3.0.3 Left onto
Tournament
Players Pkwy
0.2 0.2
4.0.5 Left onto 111th
Ct NE
0.0 0.2
5.0.5 Right 0.2 0.0
6.0.7 Left onto Arnold
Palmer Dr
0.8 0.2
7.1.5 Left onto
London St NE
0.5 0.8
8.2.0 Right onto Cloud
Dr NE
0.2 0.5
9.2.2 Right onto
Radisson Rd NE
0.0 0.2
10.2.2 Left onto Cloud
Dr NE
0.1 0.0
11.2.3 Left onto
Radisson Rd NE
0.5 0.1
2.3 miles. +37/-32 feet
Type Num Dist Note Next Prev
12.2.8 Right onto 125th
Ave NE/Main St
NE
5.8 0.5
13.8.6 Left onto Lake
Dr to follow long
route
4.1 5.8
6.3 miles. +52/-42 feet
Type Num Dist Note Next Prev
14.12.7 Left onto Kettle
River Blvd NE
2.3 4.1
15.15.0 Right onto
Howard Lake Dr
NE
1.0 2.3
16.16.0 Continue onto
220th St N
0.4 1.0
17.16.3 Continue onto
220th St N
1.2 0.4
18.17.5 Right onto
Hardwood
Creek Trail
(Sunrise Prairie
Trail)
0.9 1.2
19.18.5 Pedestrian
overpass
4.1 0.9
20.22.6 Left onto 170th
St N
0.0 4.1
21.22.6 At the traffic
circle, continue
straight to stay
on 170th St N
4.2 0.0
14.0 miles. +150/-123 feet
Type Num Dist Note Next Prev
22.26.8 Left onto
Keystone Ave N
1.0 4.2
23.27.8 Right onto 180th
St N
0.6 1.0
24.28.4 Right onto
Manning Trail N
0.5 0.6
25.28.9 Left onto
Lomond Trail N
0.5 0.5
26.29.4 Make a U-turn at
Lisbon Ave N
0.3 0.5
27.29.8 Right toward
Lomond Trail N
0.1 0.3
28.29.9 Continue onto
Lomond Trail N
0.1 0.1
29.30.0 Left onto
Manning Trail N
0.5 0.1
30.30.5 Left onto 170th
St N
2.3 0.5
31.32.8 Right onto Norell
Ave N
3.7 2.3
32.36.4 Right onto
Square Lake
Trail N
0.6 3.7
13.9 miles. +341/-396 feet
Type Num Dist Note Next Prev
33.37.0 Left onto Norell
Ave N
4.3 0.6
34.41.3 Continue onto
County Rd 55
0.1 4.3
35.41.4 Continue onto
Stonebridge
Trail N
0.7 0.1
36.42.1 Continue onto
Owens St N
0.6 0.7
37.42.7 Right 0.7 0.6
38.43.4 Right toward
McKusick Rd N
0.0 0.7
39.43.4 Left onto
McKusick Rd N
0.6 0.0
40.44.0 Left onto
Brown's Creek
State Trail
1.4 0.6
41.45.4 Right onto
Manning Ave N
2.3 1.4
42.47.7 Continue onto
Manning Trail N
1.7 2.3
43.49.4 Left onto 122nd
St N
3.3 1.7
13.0 miles. +571/-505 feet
Type Num Dist Note Next Prev
44.52.7 Continue onto
Illies Ave N
0.3 3.3
45.53.1 Continue onto
120th St N
0.7 0.3
46.53.7 Continue onto
Hamlet Ave N
0.3 0.7
47.54.1 Continue onto
117th St N
1.2 0.3
48.55.2 Continue onto
Short St
0.1 1.2
49.55.3 Left onto
Portland Ave
1.0 0.1
50.56.3 Right onto 6th
St/Buffalo St
0.9 1.0
51.57.2 Left onto Bald
Eagle Blvd E
1.3 0.9
52.58.5 Left onto County
Rd H2 E
0.4 1.3
53.58.8 Left onto
Cottage Ave
0.1 0.4
9.4 miles. +203/-237 feet
Type Num Dist Note Next Prev
54.59.0 Cottage Ave
turns slightly left
and becomes
Cottage Ct
0.1 0.1
55.59.0 Right onto
Carolyn Ln
0.2 0.1
56.59.2 Right onto
Lorane Ave
0.2 0.2
57.59.4 Right onto Otter
Lake Rd
0.2 0.2
58.59.6 Right onto Otter
Lake Rd
1.5 0.2
59.61.2 Left onto Ash St 0.4 1.5
60.61.6 Right onto
Centerville Rd
0.3 0.4
61.61.9 Left onto Ash St/
County Rd J W/
County State
Aid Hwy 1
5.4 0.3
3.0 miles. +63/-81 feet
Type Num Dist Note Next Prev
62.67.3 Continue onto
85th Ave NE/Co
St 32/County Rd
J W
2.6 5.4
63.69.8 Right onto 93rd
Ln
1.3 2.6
64.71.2 Right onto
Goodhue St NE
0.1 1.3
65.71.3 Slight left onto
94th Ln NE
0.3 0.1
66.71.6 Right onto
Baltimore St NE
0.6 0.3
67.72.2 Right to stay on
Baltimore St NE
0.1 0.6
68.72.3 Slight right onto
99th Ln NE
0.2 0.1
69.72.4 Left onto
Davenport St
NE
1.2 0.2
70.73.6 Right onto 109th
Ave NE
0.4 1.2
71.74.0 Right 0.1 0.4
72.74.1 End of route 0.0 0.1
12.2 miles. +42/-33 feet
Page 1 of 26
Updated: 4/15/2021
BIKE MS COVID SAFETY PROTOCOL OVERLAY
FOR EVENT EXECUTION
SECTION 1: INTRODUCTION
Our top priority during this COVID-19 environment continues to be the Health and Safety of
staff, volunteers, event participants, and the MS Community. Therefore, event execution must
be conducted in adherence with the guidance of federal, state, and local government agencies.
Additionally, the information contained here is not intended or implied to be a substitute for
professional medical or legal advice. When there is a conflict or the guidance is ambiguous, y ou
must seek advice from the Society’s Legal/Risk Management department, Event Production
leadership staff, and/or medical professionals if you have specific questions about your
situation or event.
The knowledge and circumstances around COVID-19 are changing constantly and, as such,
event production staff must work closely with venues, municipalities, medical professionals,
and other authorities on execution of each specific event. This is a continuously evolving
Page 2 of 26
Updated: 4/15/2021
situation and the information included in this document will be regularly updated as
circumstances change.
SECTION 2: INTERNAL EVENT EXECUTION PROTOCOLS
The following protocols are designed to provide a scalable application to all sizes and forms of
events. EP staff must 1) identify and adhere to the mass gathering limitations set by state and
local authorities; and 2) have enhanced plans in place for preventing, mitigating, and
responding to disease transmission.
EVENT COORDINATION WITH LOCAL AUTHORITIES
As we know, Bike MS events occur through the permission and support of the local jurisdictions
and community. There are several types of agencies which we normally contact throughout our
planning. Traditionally these agencies have been those required to obtain permits and
permissions or support for an event. Some of these include: Law Enforcement, Municipalities,
Venues, Private Residences/Property, Parks and Recreation, Medical, and Planning
Departments.
While we must still obtain permissions from those agencies, in the COVID-19 era it is also
important that we discuss our event with other agencies and organizations that may or may not
have played a role in the past. These organizations may have restrictions in place that will shape
our event, as well as resources to ensure that we produce the safest event possible. Two
important groups for discussion are: Local, County or State Public Health Department, and
Hospitals and Healthcare Providers. There are over 2000 local health departments in the United
States, many of which are formed at the county level. As a starting point to find your local
health department, look at your corresponding county website or utilize the Guide to Local
Health Departments from the National Association of County and City Health Officials. In many
cases the local government agencies are already working with these health agencies and can
provide guidance, as well as any special requirements in place.
EVENT FORMAT
The below section provides a high-level overview of the Event Format through August 31, 2021.
It outlines key event components and where to find the additional information/resources to
execute. *This protocol document also contains sections which are not outlined below;
therefore, you must read the document in its entirety and adhere to all protocols.
Modified 1 Day: Staggered Start/Wave/Time-Trial style ride (same start and finish, and different end
point)
1. Route = Two route options to finish: short/medium and longer; No formal Century route = see
ROUTE section
Page 3 of 26
Updated: 4/15/2021
2. Organized Start Line = Yes, defined arrival/departure windows for each cyclist/group of cyclists =
see START LINE section
a. Day of Registration = No
b. Packet Pick up, Donation collection = see PACKET PICKUP section
c. Onsite Sponsor Activation = TBD locally, see ONSITE SPONSOR ACTIVATION section
d. Team Village = No
e. Team Photos = No organized Team photos, see RIDER VILLAGE section
f. Music = Yes
g. Mission Area = No
h. Bag Drop, Luggage Transportation & Gear Check = No
3. Finish Line Festival = No; enforced physical distancing at finish line, but a fun experience is
created
a. Spectators = No
b. T-shirt and Jersey distribution = Yes, see PACKET PICKUP section
c. Onsite Sponsor Activation = TBD locally, see ONSITE SPONSOR ACTIVATION section
d. Lunch = Yes; offered only at Finish Line; see FOOD AND BEVERAGE section
e. Team Village = No
f. VIP Area = No, see VIP AREA section
g. Massage = No
h. Showers = No
i. Beer Garden = No
j. Bike Compound/Bike Corral/Bike Racks = Yes, see BIKE COMPOUND section
k. Team Photos = No organized Team photos, see RIDER VILLAGE section
l. Music = Yes, see RIDER VILLAGE section
m. Bands = No
n. Mission Area = No
o. Dinner/Program = No
4. Route Support
a. SAG = Yes, see VEHICLE section
b. Participant Shuttles/Buses = No, unless necessary; see VEHICLE section
c. Mechanical Bike Support = Yes, see BIKE MECHANICS section
d. Staff Vehicles/Supply Trucks = Yes, see VEHICLE section
e. Bike Marshals = Yes, see VOLUNTEER section
5. Rest Stops = Yes, limited to current number of rest stops associated with current route options;
Information concerning rest stops is contained in following sections: VENUE SETUP, START LINE,
FOOD AND BEVERAGE, HYDRATION
6. Photographer = Yes, for candid and on-route photography; see RIDER VILLAGE
7. Overnight Accommodations = No for Participants, Yes as necessary for Staff and Volunteers; see
ACCOMODATIONS section
ROUTES
1. Routes must be limited to two distance options, a short/medium and longer distance.
2. There will not be a formal Century Route.
Page 4 of 26
Updated: 4/15/2021
3. No new routes are permitted unless necessary due to a circumstance (construction,
etc.) that significantly affects our ability to utilize the routes currently in place. Must be
pre-approved by EP Sr. Director.
EXTERNAL MARKETING COMMUNICATIONS (website, email, social media, signage)
1. Bike MS marketing communications will be developed to ensure maximum
comprehension and compliance; pre-event communications and on-event signage will
include:
a. Facial Covering guidelines.
i. Wash your hands before putting on facial covering.
ii. Put the same side against your face each time to avoid wearing the
“contaminated side” against your nose and mouth.
b. Physical Distancing guidelines.
i. Physical distancing at a minimum of 6 feet, etc.
ii. Seating areas are designed to meet government guidelines.
c. Hand Washing/Sanitizing guidelines.
i. Frequent hand washing with soap for at least 20 seconds or use of hand
sanitizer when a sink is not available.
d. Cough and Sneeze etiquette.
i. Covering their cough or sneeze with a tissue, or an elbow or shoulder if
tissue is not available followed by thorough hand washing or sanitizing.
e. Venue flow or specific movements.
i. Information regarding following ground markings or specific queuing
instructions
f. Sanitation guidelines.
g. Medical protocols.
i. Provide information on any special medical protocols associated with
COVID-19.
h. Participant and Volunteer Safety Expectations
i. See below External Messaging Overview
i. Participation and Attendance Protocols
i. Waivers and Screening
ii. Adherence to and Enforcement of On-Event Safety Protocols
EXTERNAL MESSAGING OVERVIEW
Linked here on the Bike MS website is the External Communication to participants and
volunteers outlining our key overall and day of event safety protocols. Event execution must
align with these protocols.
SANITIZATION PROTOCOLS
1. Facial Coverings
Page 5 of 26
Updated: 4/15/2021
a. Participants must wear their own cloth facial coverings at all times (upon arrival,
in festival areas, at rest stops, and in SAG vehicles). Facial coverings are not
required while riding.
i. Facial coverings must be of proper “fit” completely covering nose and
mouth and also “fit” snuggly against the sides of the face and not have
any gaps.
1. If someone is wearing a flapping bandana, they should be asked
to wear a different facial covering with proper “fit”.
2. If someone is wearing a neck gaiter with proper “fit”, they can
continue as-is.
b. Events must be prepared to provide facial coverings and gloves for participants ,
staff, and volunteers.
i. Participants and volunteers must be encouraged to provide their own
facial coverings, but event staff should be prepared to have enough for all
staff/volunteers and enough for at least 25% of expected participants.
2. Gloves
a. Not all staff and volunteers need gloves. Remember, gloves only protect the
person wearing the gloves. Dirty gloves can transmit disease in the same fashion
as dirty hands without gloves. Gloves s hould only be worn in key areas of
food/fluid prep, close proximity to participants, for medical or first aid care, or
other areas as necessary where transmission of disease or dirty substances is
high.
3. Basic infection prevention measures must be implemented to protect all persons at your
event. This includes but is not limited to:
a. Posting ample signage on-site encouraging regular hand washing and sanitizing .
b. Have hand washing and sanitizing stations readily available and ample trash
receptacles placed around event venue.
c. Regular frequent and thorough cleaning of high touch point areas with EPA
recommended disinfectants.
d. Requiring participants, staff, volunteers, and spectators to stay home if they are
feeling ill.
e. Discouraging use of other people’s equipment, phones, tools, etc.
4. Portable toilets
a. Cluster toilets in areas specifically to maximize space for physical distancing.
i. Must be placed at least 6 feet apart.
b. The number of toilets will need to be increased by 25% to lower the ratio of
number of participants per portable toilet.
c. Ample sanitation options like hand wipes, portable sinks, or hand sanitizer
immediately outside each portable toilet cluster must be provided.
i. Portable toilets must also have hand sanitizer in them.
ii. Sanitation stations must be plentiful enough to prevent congestion.
Page 6 of 26
Updated: 4/15/2021
iii. A staff member/volunteer must be assigned to monitor and refill
sanitizing supplies. Anyone assigned to this job duty must wear a facial
covering and gloves.
d. Trash bins with liners must also be placed in this area, and all bags must be
tied/knotted prior to disposal.
e. The physical footprint must be increased by adding space between portable
toilets to encourage physical distancing in lines.
i. See diagram below; can also be placed back-to-back to accomplish the
same goal.
f. Create additional signage to support physical distancing and hygiene. (see
diagram below)
i. Mark out 6-foot markers to distance within the lines. This area must have
one-way traffic with one entrance and one exit.
ii. Participants must be instructed to sanitize their hands prior to entering
and when exiting.
iii. Staff/volunteers in this area must wear facial coverings and gloves. All
waiting in line must also wear facial coverings.
g. Ensure cleaning by your provider is at least once per day at a minimum and work
with them to schedule additional cleaning as necessary or continue to sanitize
throughout the event day. Discuss best COVID cleaning practices with vendor
(i.e. what protocols are they following, are they using a 24hr. disinfectant, what
do they recommend).
h. Clean all high touch points thoroughly and frequently with EPA recommended
disinfectants.
i. Cleaning cadence to be determined once best practices are identified by
vendor.
Page 7 of 26
Updated: 4/15/2021
5. Hand washing and sanitizing stations
a. Ample sanitation options such as hand wipes, clorox wipes, hand sanitizer,
handwashing stations must be provided in key locations around venues.
i. Restrooms/Portable Toilets
ii. Start
iii. Finish
iv. Food & Beverage areas
v. Hydration Stations
vi. Rest stops
vii. Bike Storage
viii. Transportation
ix. Sponsor Area (if applicable)
ENFORCEMENT OF SAFETY PROTOCOLS
Accountability to event safety measures will be the responsibility of all staff members and
volunteers (as comfort allows). A quick reminder of the agreed to protocols should be
communicated to any participant/volunteer/or staff member who is not observing those
measures. If the situation becomes elevated, a reminder that the signed waiver was their
agreement for complying with the measures. If the situation is not resolved, the Market Leader,
Lead Fundraising staff, or Lead Event Production staff should be asked to handle the situation.
As a last resort that staff member may ask the participant/volunteer/or staff member to
remove themselves from the event and their event wristband shoul d be removed.
Page 8 of 26
Updated: 4/15/2021
EVENT SUPPLIES
The following supplies are to be readily available and distributed as determined by federal,
state, and local guidelines.
COVID signage
Face Masks (KN95 for staff and volunteers)
Gloves (non-latex)
EPA recommended disinfectants.
Ground Markings
Hand Sanitizer
Face Shields
Digital Thermometers
Plexiglass/Plastic Sheets for tents
Disposable towels
PACKET PICK-UP
On-site registration will NOT be available on event day. There will be contactless packet pick-up
available on-site Friday before the event and a customer service only oriented Saturday
morning packet pick-up (not to be an advertised option) should be available for those who lost
or forgot their packet, etc. This is all given the size and scope are permitted by state and local
public health guidelines. In-person packet pick-up procedures should be altered to promote
physical distancing and mitigate person-to-person contact. Staff/volunteers in this area must
wear facial coverings and gloves. Packets will also be mailed. Our Goal is to provide excellent
customer service within our modified environment and to distribute as many packets as
practical prior to mailing in order to reduce mailing costs and lessen risks around packets being
lost in the mail. PLEASE REMEMBER: Local markets will need to solve for any “additional”
waivers and or/ offline waivers not handled before packet pick ups. Have a plan in place to get
these materials collected.
1. Methods
a. Pre-event Contactless packet pick-up opportunities will be provided between 56
days (8 Weeks) out (once the 60 day out framework meeting confirms the ride is
moving forward) and 3 weeks out from event date. For execution information on
a contactless Packet Pick-up click here.
i. A minimum of 1 opportunity should be available for rides up to 300
participants, 2 opportunities for rides f rom 301 up to 1000, 3
opportunities for rides sized 1001 – 2500 and 4 choices for rides 2500+
1. Additional (contactless) opportunities for Team and Top
Fundraiser packet distribution should be developed at the event
level.
2. T-shirts and jerseys should be given to applicable participants at
pre-event packet pick ups where possible.
Page 9 of 26
Updated: 4/15/2021
b. Mailing
i. Individual packets will be mailed when participant’s minimums are met
up to 14 days prior to the event day.
ii. When mailing packets- t-shirts and jerseys should not be included, but
rather use the “day of” distribution method to deliver those pieces.
c. On-site
i. Friday
1. Individuals who did not receive their packet mailed to them will
be able to pick up their packet on site on Friday of event
weekend. Hours will be defined by ride and location.
ii. Saturday
1. A customer service only oriented Saturday morning packet pick -
up (not to be an advertised option) will be available for those who
lost or forgot their packet, etc. If a participant needs to pick -up
their packet on Saturday morning, they must complete the health
screening confirmation and obtain their wristband first.
a. This area should have at least 1 staff person, at it at all
times to be in charge of the money handling chain of
command. This tent will be the go-to for any issues or
problems any riders have as well as a place to drop off any
additional funds they might have brought. There needs to
be a secure money collection device (ie: a self-standing
container/tub with opening large enough to drop off
envelopes – see suggestion/idea below) that a rider can
just walk by and drop off envelopes into. This device will
accept pre-filled out envelopes by the participant
indicating their information and where money should be
credited to. Minimum information needed is full name,
address, phone and email address for batch processing.
b. When event is finalized at least 1 staff person and 1 other
person (volunteer or staff) will need to be present to
package up donation envelopes for shipment into secure
plastic bags and ship to batch mail processing center. The
staff person will include a coversheet with the donation
confirming market and event name for the allocation of
funds credited to the correct event.
c. An unadvertised money collection device will be provided
by the operations team – this device will accept pre-filled
out envelopes by the participant indicating their
information and where money should be credited.
Operations Team will operationalize that process at the
event level.
Page 10 of 26
Updated: 4/15/2021
2. Donations
a. In pre-event communications, all participants will be
encouraged to turn in donations online or mail in prior to
the event. On-site, participants will be encouraged to use
mobile check capture to deposit checks.
i. Identify a specific area within the overall Customer
Service tent footprint to turn in donations with
designated staff/volunteers only.
ii. At this area, donation envelopes, pens, and tape
for sealing will be placed out for easy access.
iii. Individuals turning in donations must complete the
donation envelope by writing clearly and legibly
and including all required information.
iv. Completed and sealed envelopes must then be
placed in plain sight by the individual into a
secured lockbox. Staff/volunteers will not handle
money or envelopes.
3. Supplies:
a. Registration list to look up riders that forgot to bring their
packet/bib etc, or forgot to pick up at previous packet pick
ups.
b. Collection bin for all envelopes (see example/suggestion
below)
c. Extra of all supplies that come in each packet (twist ties,
safety pins, additional packets to assign new bib as
needed)
d. Donation envelopes for riders to put any DOE money that
they are dropping off
e. Pens/Markers – wiped off between use
Page 11 of 26
Updated: 4/15/2021
f. Calculators are not to be used
g. Extra masks/gloves, hand sanitizer and any other PPE that
we might need in case someone forgets (either riders, staff
or volunteers)
h. Sanitation wipes to wipe off tables, pens, secure bin as
necessary
i. Extra tape, zip ties or any other “emergency” items you
find might be useful to riders just in case.
j. Safety seal plastic bags (as per every event donation
envelopes will be put into these)
k. Fed Ex box to ship money to batch processing center
l. Cover sheet for market event to include in fed ex box with
money
m. Shipping labels to ship money to batch processing center
2. Timeline
a. Packet content ordering
i. Allow enough time so all are stuffed and ready by 2 months prior to
event; can take 3-4 weeks (or longer depending on quantity and change
orders).
ii. Assuming all 1:1 meeting protocols are met, volunteers can pick up at
office, stuff at home, and then return to the office.
b. 2 months out
i. All packets stuffed and ready for distribution.
ii. Process begins and participants who have met the ride minimum are
assigned a number by the Relationship Team (or Operations Team where
applicable). Top fundraisers from the previous year are uploaded first.
c. 8 weeks out (56 Days out)
i. PPU may be held if in accordance with local office/jurisdictional protocols
OR can be held Friday prior to event – see below.
1. Mailing begins at 3 weeks out and is completed by 2 weeks out.
a. Relationship Team pulls registration reports and assigns
numbers twice weekly (M and W) with all packets from
that week mailed by Friday. Operations team to provide
assistance with mailing where practical.
ii. Between 8 weeks out and 1 week out, pickups or personalized
distributions may be held by the Relationship Team if in accordance with
local office/jurisdictional protocols.
1. Relationship Team must ensure those packets are identified and
pulled prior to being mailed and if after the mailing deadline that
those packets are delivered.
d. 3 weeks out
Page 12 of 26
Updated: 4/15/2021
i. Mailing deadline for all participants who have met their fundraising
minimum.
e. Friday prior to event
i. PPU may be held if in accordance with local office/jurisdictional
protocols.
1. Likely attendees
a. Those who have met their fundraising minimum after the
mailing deadline.
b. Those turning in donations to meet their fundraising
minimum.
c. Those who registered within 2 weeks of event.
f. Event Day
i. Customer Service only oriented PPU for those who lost their packet,
forgot it at home, etc.
3. Packet Contents
a. All items must be pre-packaged and ready for distribution.
b. Packets must include (all bibs including “I ride for”, bike tags, safety pins,
stickers, sponsor giveaways, etc.).
i. Safety pins are not to be provided in bulk for participants, they must be
included in the pre-packaged packet.
4. Other Details
a. Online Registration will close at 12:00 p.m. the Thursday of event week. No
registrations will be taken after this time.
5. On-site layout
a. Packet pick-up must occur outdoors.
b. Packet pick-up must be utilitarian in nature and not designed for socialization or
to encourage “hanging out”. Eliminate all aspects that encourage loitering.
c. Refer to Venue Setup and Flow for general setup requirements.
VENUE SETUP AND FLOW
1. Physical distancing must be promoted to mitigate person-to-person contact
a. All federal, state, and local public health guidelines with respect to physical
distancing, cleaning and signage must be followed during site preparation and
flow must be altered to promote physical distancing of 6 feet or greater between
all staff, volunteers, participants also limiting person-to-person contact.
b. Ample signage must be placed in key areas of venue encouraging physical
distancing.
i. Add markings to the ground around potentially crowded areas to
encourage people to spread out.
ii. Provide educational signage and ground markings for physical distancing
in all areas where spectators may congregate.
c. Design your venue in a way that allows for smooth flow of participants , restricts
spectators access, and mitigates crowds forming.
Page 13 of 26
Updated: 4/15/2021
d. Have the event announcer/DJ make announcements periodically to remind
participants, volunteers, and spectators about guidelines and government
regulations.
2. General Tenting Layout
a. Create additional signage to support physical distancing and hygiene.
i. Mark out 6-foot markers to distance within the line. This area must have
one-way traffic with one entrance and one exit.
ii. Participants must be instructed to sanitize their hands prior to entering
and when exiting.
b. Keep in mind when creating site diagrams that spacing between tents must be
increased to accommodate longer lines due to physical distancing procedures.
Ensure that there is no overlap between lines in separate areas such as
Mandatory Check-in tent and packet pickup.
c. Plexi-glass partitions/plastic sheeting should be installed at all exchange points
between staff/volunteers and participants as required by state and local public
health guidelines.
d. Ample sanitation options like hand wipes, hand sanitizer must be provided at
before and after points where interaction is necessary.
3. Sample Diagrams for all tented areas
Page 14 of 26
Updated: 4/15/2021
WAIVERS AND SCREENING
1. Waivers
a. Participants will have signed a waiver/acknowledgement (electronically or
otherwise) during the registration process that they agree to our COVID 19
protocols.
2. Screening
a. In review of health screening standards for large gatherings, research has shown
that while temperature checks may be an acceptable method to indicate
symptoms leading to virus, it comes with limitations on accuracy. With the
exception of some local mandates, temperature checks are not required for
large gatherings. The CDC suggests that symptom survey and/o r a temperature
check is an acceptable approach for health screening. Given specific
considerations identified, the use of self -surveys affirming individual health
conditions prior to, and day of an event is considered a viable approach. To
minimize the risk associated with temperature checks performed by staff and
volunteers, we recommend the use of a web based application tracking
participant symptom/exposure checks prior to, and day of event where
permitted. Temperature Checks will only be performed if required by local
jurisdictions or venues.
i. Process
Page 15 of 26
Updated: 4/15/2021
1. At 48-24 hours in advance of the event, all participants will
receive a link to a URL site to answer a COVID health screening
question, and within the 24 hours prior to the event, all
participants must complete the health screening in order to
participate. (Staff and volunteers can complete starting at 48
hours)
2. After completing the screening, each participant will receive an
email confirmation of their status. They will need to show this at
packet pick-up on Friday OR on-site Saturday morning at the
“Mandatory Check-in Tent” where they will receive a wristband
allowing them to participate.
3. On site signage will remind participants of the health screening
requirement prior to their arrival at the Mandatory Check-in Tent.
QR codes on signage will provide for easy access to the screening
URL site.
4. If an individual arrives on-site at the packet pick-up or event site
and they cannot produce the passing confirmation and don’t have
the means to do on-line, there will signage that notes the
screening questions and the participant will answer them verbally.
If they answer “I Agree”, they pass the screening and they will
receive a wristband allowing them to participate.
a. I certify:
i. I am NOT currently (nor have I been in close
contact with anyone who is) experiencing a cough,
fever, sore throat, loss of taste or smell, nasal
congestion, shortness of breath, unexplained
headache.
ii. I have NOT experienced body aches or pains, or
diarrhea in the past 10 days, or otherwise felt
unwell in the past 24 hours.
iii. I have NOT experienced a fever of 100.4 degrees or
higher in the last 24 hours.
iv. I have NOT (nor has any member of my household)
tested positive for a COVID-19 (the Coronavirus) in
the past 10 days.
v. I have NO reason to believe I have been exposed to
COVID-19.
vi. I am NOT currently subject to an isolation or
quarantine order.
b. I AGREE I DISAGREE
5. The wristband is the participant’s “ticket to ride” for the event
and will be used to receive their earned materials like t-shirts and
jerseys at the end of the ride.
Page 16 of 26
Updated: 4/15/2021
6. After the cyclist completes the ride, they will go back to the same
area as before to claim their t-shirt, jersey and other materials.
7. Once redeemed, the volunteer will instruct the cyclist to cut off
their wristband.
ii. Layout
1. The Mandatory Check-in Tent must be positioned as the first
visible area between the parking lot and the any other area of the
venue.
a. Larger rides with multiple access points will require
multiple tents and lanes.
2. Tent should be convertible to the T-shirt and Jersey distribution
area when participants return from completing the ride. Since this
area will transition, it will also be the last area between the venue
and the parking lot when participants are returning to their
vehicles.
3. Set up should be similar to a walk-through security line at concert
or sporting venue.
a. Example:
i. 20x20 tent with 2 lanes created by tables.
1. Tables in a straight line down the middle of
the tent and tables on the exterior to create
the lanes.
2. Staff and volunteers positioned at the
exterior tables with participants entering
and flowing through the created lanes to
complete confirmation of their health
screening.
3. Larger rides will require multiple tents and
lanes.
b. See diagram below and refer to Venue Setup and Flow for
general setup requirements.
Page 17 of 26
Updated: 4/15/2021
3. Temperature Checks
a. For all other state and local mandates where temperature checks are required,
protocols will include use of a contactless thermometer and PPE to protect staff,
volunteers, and minimize spread of disease.
i. Based on the CDC definition of a fever and the symptoms of COVID -19, a
participant, staff member or volunteer with a temperature of 100.4
degrees F or above will not be permitted to participate in or work the
event.
b. The process and layout will be similar to the health screening process where
volunteers wearing PPE with contactless thermometers will conduct
temperature screenings in lieu of the health screening confirmation.
START LINE
1. Process – Day of event
a. In 2021 there will NOT be a mass start; we will create flow to mitigate
congregation at the start line.
i. Participants will receive a pre-selected/pre-assigned Venue Access
Window of time obtained through outreach from the Relationship
Management Team. The number of windows and duration of each
window will be determined by the Event Production Team on an event-
by-event basis and will based on State and Local gathering restrictions,
Page 18 of 26
Updated: 4/15/2021
the allotted time for overall release durations provided by the
municipalities, and the timing associated with the number and distances
of routes. This window of time will allow for participants to arrive, park
their car, complete the health screening confirmation process to receive
their wristband, grab a quick bite to eat, use the restroom, and complete
any other pre-event tasks before heading over to the start line where
they will be staged and released by staff and/or volunteers in
appropriately sized waves. The release pattern and timing including the
number of windows will be determined by the Event Production Team
and be based on available overall window of time to start participants
and total participant numbers to allow for the required social distancing
at the start line, along the route, and at the finish while allowing for
overall release to be completed within the allotted timeframe.
1. For Example:
a. With a ride of 400 participants, a release window of 2
hours, and gathering limits of 50 people, the Event
Production staff would arrive at 8 separate 30 minute
Venue Access Windows to which participants would be
pre-assigned/pre-selected via outreach from the
Relationship Management Team.
b. In the scenario described above, participants would arrive
during their Venue Access Window, complete their pre-
event tasks and head over to the start line where they will
be staged and released in waves by staff and/or
volunteers. In this example, the start line team would be
provided information from the Event Production Team
stating they could release groups of 25 in 10–15-minute
increments and also that they should not release groups of
more than 50 per ½ hour given the state/local guidelines.
ii. Layout
1. Refer to Venue Setup and Flow for general setup requirements.
2. Staff and volunteers in this area must wear facial coverings and
gloves.
3. Additional physical distancing measures at the start line will
include:
a. The placement of physically distanced ground markings
(6’ft apart in all directions) at the start line where
participants will stand waiting for their wave to be
released. You do not need to include one for every
participant in your Venue Access Window, but at least
Page 19 of 26
Updated: 4/15/2021
enough so there is a visual and people understand the
concept (i.e. 25 markings for Access Windows of 50, 50
markings for Access Windows of 100, as there would never
be the full complement of participants in a window
arriving at the start area at the same time).
b. Staff and volunteers will be enforcing the safety protocols
(physical distancing, mask wearing, etc.) which also
includes verification that the color of their wristband
(Wristband will only be available at packet pick-up on the
Friday of the event or at a Saturday morning check-in
process – see screening section for details) matches the
color assigned to the current Venue Access Window.
c. Spectators are not permitted.
2. Process – Pre-event
a. Once the timing of the Venue Access Windows is identified by the Event
Production Team (no later than 7 weeks out) the Relationship Team will assign
those windows (beginning 6 weeks out) to all participants through personalized
outreach based on the recommended priority segments (i.e. phone call to top
team captain offering special access to early window selection). This
personalized outreach will provide an opportunity for a great customer service
touch point and also offer an additional perk to these segments. Unassigned
participants after working through the segments will be assigned windows based
on availability. All assignments must be completed by the Friday prior to the ride.
i. Includes identification and utilization of a technology that supports
communication of the required window information, records and tracks
the time, and creates a list to be utilized for check-in at the Mandatory
Check-in Tent on the day of the event.
b. Recommendations for prioritization of groups or individuals for pre -
selection/pre-assignment of Venue Access Windows as determined by the
Relationship Team. Segments may need to be combined or separated based on
the size and number of available windows as determined by the Event
Production Team.
i. Priority Segments:
1. Top Fundraising Club + guest & IRWMS + guest
2. Gold Level or higher sponsors
3. Fundraising & Recruitment Contest winners
4. Teams
a. Top 3 teams in each division OR
b. Prioritize by Team Fundraising Total
Page 20 of 26
Updated: 4/15/2021
T-SHIRT AND JERSEY DISTRIBUTION
Distribution can continue to be offered. Includes IRWMS Jerseys.
1. Process
a. Both should be distributed directly by a volunteer/staff member upon
examination of their wristband. After the cyclist completes the ride, they will
return to this area to claim their t-shirt, jersey and any other materials. Once
redeemed, the wristband will be cut off by the participant.
b. Distribution methods where participant t-shirts/jerseys are laid out for
participants to select their own must be discontinued due to potential for cross-
contamination. T-shirt exchange for sizes must also be discontinued on-site.
i. If a participant requests a particular t-shirt size and it is provided, they
should not return it due to the potential for cross-contamination.
2. Layout
a. Should be the same tent as the Mandatory Check-in Tent.
b. Refer to Venue Setup and Flow for general setup requirements.
ON-SITE SPONSOR ACTIVATION
1. General
a. On-site sponsor activation may be held as DISPLAY ONLY on an event-by-event
basis if in accordance with state and local public health guidelines with respect
to physical distancing, cleaning, and signage.
2. Layout
a. Display areas must be altered to promote physical distancing among participants
to mitigate person-to-person contact.
i. All sponsor activations must be reviewed vs. state and local public health
guidelines to ensure compliance prior to granting on-site activation
approval.
b. Refer to Venue Setup and Flow for general setup requirements.
i. Sponsors must follow our requirements with regards to setup, flow, and
sanitization.
ii. Sponsors must wear facial coverings and gloves.
BIKE COMPOUND/ BIKE CORRAL/ BIKE RACKS
1. Space bikes a minimum of 3-4 feet between bikes per rack.
a. Allow for more racks and less bikes/people per rack.
b. Spread bike racks apart from one another rather than right next to each other .
2. Participants must handle their own gear.
3. Staff/volunteers must be in bike storage area to direct participants and ensure physical
distancing between individuals when placing bikes on the racks (i.e. alternating rows,
greater separation between bikes on racks).
4. Flow to and from this area must be one-directional – one entrance and one exit with
ample space to ensure physical distancing.
5. Crossbars on racks must be thoroughly and frequently cleaned.
Page 21 of 26
Updated: 4/15/2021
6. Hand sanitizer must be available upon entering and exiting the bike rack area.
7. Limitations on the number of participants in bike rack area at one time must be
determined in accordance with state and local gathering guidelines.
8. Staff and volunteers in this area must wear facial coverings and gloves. All participants
entering this area must also wear facial coverings.
BIKE MECHANICS/ BIKE RENTALS
1. Bike Rentals can continue to be offered if they are managed by a third-party rental
company who is following the state and local public health guidelines with respect to
cleaning, physical distancing, and signage.
2. Mechanical support guidelines must be provided to each bike shop at the outset of
securing the partnership outlining Society event specific procedures with regards to
state and local public health guidelines related to physical distancing, cleaning, and
signage.
3. All mechanics must wear facial coverings and gloves.
RIDER VILLAGE
1. Photographer
a. Team Photos- Organized team photos are not permitted. Teams will be
encouraged to take their own photos.
b. Event Photos
i. Candid photos can continue along the route.
2. Music
a. Background music/DJs can continue to be offered if state and local gathering
guidelines permit.
i. Pre-event communications and reminders around physical distancing
guidelines and safety must be incorporated into recurring
announcements.
3. Dinner/Program = No
4. Team Tents = No
5. VIP Tents/ Areas = No, however; there may be other incentives such as express lines or
VIP toilets that will need to be incorporated into the other elements of the event to
which they are related.
6. Massage = No
7. IRWMS specific area = No
8. Mission Area= No
9. Beer Garden = No
10. Shower Trucks = No
BAG DROP/LUGGAGE TRANSPORTATION & GEAR CHECK = No
FINISH LINE
Finish line setup and procedures must be altered to promote physical distancing and mitigate
Page 22 of 26
Updated: 4/15/2021
person-to-person contact. Staff and volunteers in this area must wear facial coverings and
gloves.
1. Layout/size
a. Expand the size of the finish area so that finished participants can spread out as
they recover and allow for minimal contact with staff, volunteers, or other
participants.
i. Consider creating finishing lanes at the start of the finish line chute, or
just prior, and within to avoid close contact of participants.
ii. Consider eliminating certain tents to allow for expansion of the overall
finish area, as necessary.
b. Post signage around the finish line encouraging physical distancing and use of
facial coverings.
2. Spectators = No
a. Limit the finish area to only registered participants and volunteers.
3. Have several vocal volunteers present to tell participants to keep moving and not to
congregate.
a. It is important to keep the finish line clear of clusters of participants, so incoming
participants are not forced into a group.
4. Finisher Medals/ Pins = No
FOOD/ BEVERAGE
Based on the guidance of the U.S. Department of Health and Human Services and the U.S.
Department of Agriculture, many elements of our rest stops, lunch stops, and start/finish line
food and beverage fall under the concepts of food safety. Infection mitigation procedures must
be implemented when determining processes for food and beverage preparation and serving.
1. General measures
a. All state and local public health guidelines with respect to physical distancing,
cleaning, and signage must be followed.
b. Plexi-glass partitions/plastic sheeting should be installed at all exchange points
between staff/volunteers and participants as required by state and local public
health guidelines.
c. All items (pre-packaged snacks, pre-packaged lunch, single-use condiments,
whole fruit, beverages, etc.) are to be placed on the tables for self-service by
participants where they will take the items to go. Restock will occur in-between
participants.
d. All staff/volunteers in this area must wear facial coverings and gloves.
e. Hand Sanitizer stations and/or hand washing stations must be offered near food
and beverage area.
f. Ample EPA recommended disinfectants and sanitation supplies including but not
limited to face coverings, gloves, hand sanitizer, paper towels, hand wipe s, trash
cans, and garbage bags must be provided.
g. There must be at least a 6-foot buffer between food preparation areas and food
serving areas.
Page 23 of 26
Updated: 4/15/2021
c. Flow to and from the Food and Beverage area must be one directional. Physical
distancing must be enforced at entry and in line.
d. Refer to Venue Setup and Flow for additional setup requirements.
2. On Route Lunch/Post-ride food
a. Must be offered as pre-packaged meals from third parties. Examples are pre-
packaged sandwiches, wraps, subs, boxed/bagged lunches.
b. Whole fruit.
c. Use only single-serve water/Electrolyte bottle/tablets.
d. Buffet-style serving is not permitted.
3. Breakfast
a. All meals must be offered as pre-packaged meals from third parties.
i. Examples are breakfast/protein bars, whole fruit.
b. Coffee
i. To prevent participants from pouring their own coffee, cambros must be
located at least 6 feet behind food and beverage area.
ii. Volunteers must be permanently grouped into a group that only pours
cups and a group that only places the cups on a table where participants
will pick them up. If a volunteer handing out cups comes in contact with a
participant, we do not want to cross contaminate with the pouring
station, they must replace their gloves and use wipes to wipe the area of
the body that was touched.
iii. Cups must be held from the bottom the avoid contact with the rim of the
cup by the volunteer.
c. Use only single-serve water/Electrolyte bottles/tablets.
4. On Route Rest Stop Food and Beverage
a. On-route nutrition at rest stops must be offered in the form of single-serve, pre-
packaged snacks and whole fruit.
b. Use only single-serve water/ Electrolyte bottles/tablets at 50% of the rest stops
especially those along the routes with the greater distance .
HYDRATION STATIONS
1. Use only single-serve water/Electrolyte bottles/tablets/packets.
a. Have a recycling plan in place and ample trash bins so participants dispose of
their trash immediately.
2. Refer to Venue Setup and Flow for additional setup requirements.
ACCOMODATIONS
1. Overnight accommodations for participants are not permitted. This includes both
camping and courtesy room blocks. Participants may reserve a campsite or a hotel room
on their own.
2. Staff/Volunteer Housing
a. Room sharing and communal housing between staff members and amongst
volunteers is prohibited unless shared by family members/others living in the
same household.
Page 24 of 26
Updated: 4/15/2021
b. Protocols applicable to everyone whom the Society makes accommodations.
VEHICLES
1. Staff Vehicles/ Supply Trucks
a. Where possible, vehicles must be driven by only 1 individual for the entire event
weekend.
b. Ample sanitation supplies - hand sanitizer, hand wipes, and EPA recommended
disinfectants must be part of each vehicles pack-out.
c. All vehicles must be cleaned by the person transitioning out of the vehicle and
also those taking ownership - all high touch point areas must be cleaned
(steering wheel, armrests, shift knob, dashboard knobs, etc.) frequently and
thoroughly.
2. SAG
a. SAG support can continue to be offered but should be evaluated vs. state and
local public health guidance to determine physical distancing and capacity needs.
b. Capacity must be determined by vehicle size as a percentage of max occupancy
and spacing will be considered in that calculation. i.e. if the max capacity in a
vehicle is 5 and the max distance between passenger and driver allows for only 1
passenger then you have 2/5 or 40% capacity.
i. This decreased capacity per vehicle may result in a need for additional
vehicles, the use of larger vehicles to support the ride, or a decreased
SAG capacity.
c. A SAG vehicle may contain a SAG driver and a navigator given they are part of
the same household.
d. Drivers and passengers must wear facial coverings; all drivers must also wear
gloves.
e. Participants must load/unload their own bikes unless physically unable to do so,
then drivers can load while practicing safe physical distancing and sanitation
measures.
f. Upon departure from a vehicle, drivers must thoroughly clean vehicle surfaces
which the participant encountered including the bike rack. Hand sanitizer, extra
face masks and gloves must also be in each vehicle.
g. Participants are not be permitted in front seats.
3. Participant Shuttles/ Transportation
a. Work with your Sr. Director to determine i f it is possible not to offer participant
transportation. Follow the below guidelines if it is determined to be necessary:
i. Buses and shuttles must be run half capacity.
ii. Special attention must be paid to flow and layout to mitigate contact
(ground markings, corrals, seat staggering, partial capacity,
transportation schedule). Prior to booking third-party transportation
companies ensure their practices follow all state and local public health
guidelines.
Page 25 of 26
Updated: 4/15/2021
iii. Where applicable, allow only pre-event ticket purchasing for return
transportation.
iv. Use only buses/shuttles that allow for window opening.
v. Facial coverings must be worn on buses/shuttles. Staff and volunteers in
this area must wear facial coverings and gloves.
4. Bike Transportation
a. If Bike Transportation is necessary due to transportation of participants:
i. Utilize a self-service bike drop with appropriate spacing between bikes
and close oversight by staff and volunteers.
ii. Participants leave their bike in the identified spot near the rear of the
truck.
iii. Bike loaded/unloaded only by staff and/or volunteers wearing gloves and
facial coverings.
iv. For collection, staff and/or volunteers remove the bike from the truck
and call out the participants bib number. Once the participant is located,
the staff and/or volunteer places the bike in the identified area for the
participant to receive it.
1. Flow to and from this area must be one-directional – one
entrance and one exit with ample space to ensure physical
distancing.
VOLUNTEERS
1. Bike Marshals
a. Bike Marshals must sign volunteer consent form before being permitted to offer
direct participant mechanical support.
b. Mechanical support guidelines must be provided to each bike marshal outlining
MS Society event specific procedures and state and local public health guidelines
related to physical distancing, and disinfecting.
c. All bike marshals must wear facial coverings and gloves when assisting
participants.
2. Event Volunteers
a. Volunteers must sign volunteer consent form before being permitted to
volunteer.
b. Provide volunteers who live with MS low-risk opportunities.
c. Acquire enough gloves/masks for all volunteers.
d. Volunteer trainings must be completed virtually.
e. Limit volunteers from certain event areas (i.e. net control) where they typically
congregate.
f. Reduce staff and volunteers where possible but increase in key areas, as
necessary. Assign “Safety Captains” to enforce and promote safety protocols
such as physical distancing, facial coverings, and hand sanitizing (must be adept
at handling conflict) to key areas:
i. Packet Pickup
Page 26 of 26
Updated: 4/15/2021
ii. Start/Finish line
iii. Mandatory Check-in/t-shirt and jersey distribution area
iv. Return Transportation
v. Bike Storage
vi. Food-prep and distribution
vii. Rest Stops
EVENT MEDICAL OPERATIONS
Please refer to the On-event Safety Manual (COVID-19 addendum) for detailed information on
the implementation of COVID-19 specific procedures.
1. General
a. Medical tent setup
i. Rent an adequately sized tent for medical or with the ability to open or
remove walls, to allow medical staff and participants in need of medical
help to spread out. It is important to keep in mind that there should still
be privacy if necessary, within the medical treatment area.
b. Supplies
i. Have ample hand sanitizer, fresh towels and wipes, trash cans and bags,
and other necessary EPA recommended disinfectants.
Agenda Number: G.5
CITY OF HUGO
PLANNING AND ZONING
APPLICATION STAFF REPORT
TO: Bryan Bear, City Administrator
FROM: Emily Weber, Community Development Assistant
SUBJECT: Emmanuel and Sifon Efiong 13094 Fondant Trail North – Encroachment
Agreement to allow construction of a fence within a drainage and utility
easement.
DATE: May 13, 2021 for the City Council meeting of May 17, 2021
ZONING: Planned Unit Development (PUD)
LAND USE: Low Density Residential (LD)
60-DAY REVIEW DEADLINE: July 9, 2021
1. DESCRIPTION OF REQUEST:
Emmanuel and Sifon Efiong have requested an encroachment agreement to allow construction of
a fence within a drainage and utility easement on property located at 13094 Fondant Trail North.
2. CONCLUSION/RECOMMENDATION:
Staff has reviewed the request and recommends that the City Council approve the encroachment
agreement for Emmanuel and Sifon Efiong, for property located at 13094 Fondant Trail North.
ATTACHMENTS:
1. Encroachment Agreement Resolution
2. Encroachment Agreement
RESOLUTION 2021-XX
APPROVING AN ENCROACHMENT AGREEMENT FOR EMMANUEL AND
SIFON EFIONG TO ALLOW CONSTRUCTION OF A FENCE WITHIN A
DRAINAGE AND UTILITY EASEMENT ON THE PROPERTY LOCATED AT
13094 FONDANT TRAIL NORTH
WHEREAS, an application has been filed by Emmanuel and Sifon Efiong that requests
approval of an encroachment agreement to allow construction of a fence within a drainage
and utility easement on the property located at 13094 Fondant Trail North, legally
described as follows;
Lot 1, Block 8, ADELAIDE LANDING, Washington County, Minnesota
WHEREAS, the City Council has fully considered the request for the encroachment
agreement.
NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE
CITY OF HUGO, MINNESOTA, that it should and hereby does approve the encroachment
agreement for Emmanuel and Sifon Efiong on the property located at 13094 Fondant Trail
North.
ADOPTED by the City Council this 17th day of May, 2021.
________________________________________
Tom Weidt, Mayor
ATTEST:
_________________________________
Michele Lindau, City Clerk
ENCROACHMENT AGREEMENT
THIS AGREEMENT is made this 17th day of May, 2021, by and between the CITY OF
HUGO, a Minnesota municipality (hereinafter “City”) and, Emmanuel and Sifon Efiong (hereinafter
“Owner”), and their successors in title.
WHEREAS, the City has an easement for drainage and utility purposes (the “Easement”)
along the northerly portion of the Owner’s property, which property is legally described as Lot 1,
Block 8 ADELAIDE LANDING, Washington County, Minnesota; and,
WHEREAS, Owner is desirous of constructing a fence partially within the easement area;
and,
WHERAS, the City will permit the placement of a fence in the area described herein subject
to the terms and conditions hereof.
NOW, THEREFORE, in consideration of the premises and for good and valuable
consideration, the receipt of which is acknowledged, the City will permit the encroachment on its
easement as set forth herein and subject to the conditions set forth below:
1. Owner and their successors in title may install and maintain a fence within the
Easement, and the fence shall be constructed in accordance with the plans on file with the City of
Hugo.
2. No plantings, trees, permanent improvements or structures other than the fence may
be maintained or placed in the easement area.
3. Owner shall maintain the fence in good repair and shall not permit it to be expanded,
lengthened or to impair the City’s easement or its rights thereunder in any respect.
4. The encroachment granted to Owner herein is subject to the existing easement rights
of the City as granted in various easements.
5. The City will notify Owner if it requires removal or relocation of the fence or any part
of it. Thereafter, Owner shall remove the fence according to the direction of the City and if Owner
fails to do so, the City may enter upon the land and remove as much of the fence as required and cast
it upon the adjoining lands. In such an event, the City shall not be liable to Owner for any costs, loss
or damage whatsoever, and may assess the property for all of its costs incurred in removing the
fence, and Owner waive all formalities, requirements and defenses arising from or relating to
Minnesota Statutes Section 429 relating to or arising from the work done by the City.
6. To the fullest extent permitted by law, Owner agrees to release, defend, protect,
indemnify, save and hold harmless the City, its agents, directors, employees, shareholders and
contractors against any and all claims, costs and liabilities, including the costs of defense for
damages, injury or death arising from or in any way connected to the installation, maintenance,
repair, removal and/or presence of the fence, regardless of whether such harm is to Owner, the City,
the employees or officers, guests or invitees of either or any other person or entity, except Owner
shall not be liable under this paragraph for loss or damage to the extent resulting from the negligence
of the indemnified parties.
7. The permission granted herein is limited exclusively to the proposed fence within the
specified portion of the easement area of the City’s Easement. Owner shall not alter the grade or
permit such alteration anywhere upon the land upon which the City has reserved its easement rights
without proper express written consent of the City.
8. Owner shall, at all times, use their best efforts to conduct all of their activities on said
Easement in such a manner as to not interfere with or impede the operation of the City’s Easement
and related activities in any manner whatsoever, and shall follow the direction of the City.
9. This Agreement shall run with the land and inure to the benefit and be binding upon
the parties hereto, their heirs, successors and assigns.
10. Owner shall be responsible for the costs of recording this Agreement with the
Washington County Recorder.
WHEREUPON, the parties have set their hands this day of , 2021.
CITY OF HUGO
By By
Tom Weidt, Mayor Michele Lindau, City Clerk
STATE OF MINNESOTA )
) ss.
COUNTY OF WASHINGTON)
On this _____ day of __________________, 2021, before me, a Notary Public,
personally appeared TOM WEIDT and MICHELE LINDAU, of the City of Hugo, a Minnesota
municipality within the State of Minnesota, and that said instrument was signed on behalf of the City of
Hugo by the authority of the City Council of the City of Hugo, and TOM WEIDT and MICHELE
LINDAU acknowledge said instrument to be the free act and deed of said City of Hugo.
__________________________________________
Notary Public
____________, Owner
STATE OF MINNESOTA )
) ss. (Individual Notary)
COUNTY OF WASHINGTON)
On this _____ day of __________________, 2021, before me, a Notary Public,
personally appeared __________________________ who signed the foregoing instrument and
acknowledged said instrument to be his free act and deed.
__________________________________________
Notary Public
THIS INSTRUMENT DRAFTED BY:
David K. Snyder
ECKBERG, LAMMERS, BRIGGS, WOLFF
& VIERLING, P.L.L.P.
1835 Northwestern Avenue
Stillwater, MN 55038
CITY OF HUGO
CITY COUNCIL AGENDA REPORT
TO: Bryan Bear, City Administrator
FROM: Scott Anderson, Public Works Director
SUBJECT: Replacement of CAT 938H Wheel Loader
DATE: For the City Council Meeting of May 17, 2021
BACKGROUND
In 2011, the City purchased a used Caterpillar wheel loader (CAT 938H). Staff has
been working with Finance Director, Ron Otkin, to schedule the replacement of this
loader for this year. Staff has received quotes from Ziegler CAT and Lano Equipment for
a new loader and attachments.
Public Works staff is seeking Council authorization for the replacement of the existing
938H CAT loader with a 930M CAT loader and miscellaneous attachments.
OPTIONS
The equipment prices listed below are secured through the Mn/DOT Cooperative
Purchasing Venture (CPV) equipment contracts (Contract #185722 Release L-331(5)).
This assures the City of Hugo will receive the best price available while providing us
with necessary options to choose from.
LOADER SPECIFICATION ZEIGLER EQUIPMENT
Make and Model Caterpillar 930M Wheel Loader
Attachments Bucket, Forks, Handling Arm, Snow Pusher
PRICE $210,890.00
2
All prices include installation of equipment.
DESIRED ACTION
Staff recommends City Council approval for the replacement of the existing 938H CAT
loader with a new 930M CAT loader and miscellaneous attachments as described
above.
EQUIPMENT SPECIFICATION LANO EQUIPMENT
Front Plow Metal Pless Blade 20’ Front Plow w/Wings
PRICE $41,173.50
Ziegler Inc.
Page 1 of 4
185187-01
May 12, 2021
CITY OF HUGO PUBLIC WORKS
14669 FITZGERALD AVE N
HUGO, Minnesota 55038-9301
ATTN: SCOTT ANDERSON & MIKE LOEFFLER
Dear Scott & Mike,
We would like to thank you for your interest in our company and our products, and are pleased to quote the following for your
consideration.
New Caterpillar Model: 930M Wheel Loader
Pricing per MNDOT Contract #185722 Release L-331(5)
We wish to thank you for the opportunity of quoting on your equipment needs. This quotation is valid for 30 days, after which time we
reserve the right to re-quote. If there are any questions, please do not hesitate to contact me.
Sincerely,
Tom Rossez
Territory Manager
Ziegler Inc.
Page 2 of 4
New Caterpillar Model: 930M Wheel Loader
STANDARD EQUIPMENT
POWERTRAIN - Axle seal guards - Auto Idle shut down feature - Cat C7.1ACERT engine - -Power Modes (Standard and
Performance) - -Power by Range (High Power in Range 4) - -Tier 4 Final/Stage IV compliant - -Turbocharged and aftercooled -
-Filtered crankcase breather - -Diesel particulate filter - -Selective Catalyst Reduction - Coolant protection to -34C (-29F) - Differential
lock in front axle - Dry type air cleaner - Enclosed wet disc full hydraulic brakes - Fuel priming pump, automatic - Fuel water separator
- Hydraulically driven demand cooling fan - Hydrostatic transmission with electronic - control - -Operator Modes (Default, TC, Hystat
and - Ice) - -Directional Shift Agressiveness (Fast, - Medium, Slow) - -Rimpull control, adjust wheel torque - -Creeper control, adjust
ground speed - Lubed for life driveshafts - Parking brake, electric - Single plane cooling package wide 6 fins - per inch density - S-O-S
port,engine,coolant,transmission - oil -
HYDRAULICS - Automatic lift and bucket kickouts, - adjustable in-cab - Bucket and Fork Modes, adjustable in-cab - Cylinder damping
at kickout and - mechanical end stops - Fine Mode control (Fast, Medium , Slow) - in Fork Mode - Hydraulic Response setting (Fast,
- Medium, Slow) - Hydraulic diagnostic connectors and - S-O-S ports - Hydraulic sight gauge, visible - Load sensing hydraulics and
steering - Seat mounted hydraulic joystick controls
ELECTRICAL - Alternator, 115-amp, heavy duty - 12V power supply in cab (2) - Batteries, 1,000 CCA (2) 24 volt system, - disconnect
switch - Back up alarm - Emergency shutdown switch - Halogen work lights front and rear, LED - rear stop and turn lights - Heavy duty
gear reduction starter - Product Link PRO w/3 year subscription - Remote jump start post - Resettable main and critical function -
breakers - Roading lights front and rear
OPERATOR ENVIRONMENT - 75 mm (3 in) retractable seatbelt - Automatic temperature control - Cab, enclosed ROPS/FOPS
pressurized - and sound suppressed - Cup holders - External heated mirrors with lower - parabolic - Ground level cab door release -
Gauges - -Digital hour meter, odometer and - tachometer - -Digital ground speedometer and - direction indicator - -Engine coolant
temperature gauge - -Fuel and Diesel Exhaust Fluid level - indicator - -Hydraulic oil temperature gauge - Hydraulic control lockout -
Interior cab lighting, door and dome - Interior rearview mirrors (2) - Lunch box storage - Operator warning system indicators - Radio
ready speakers - Rear window defrost, electric - Seat mounted electronic implement - controls, adjustable - Sliding glass on the side
windows - Column mounted multi function c ontrol - -lights, wipers, turn signal - Suspension seat, fabric - Tilt and telescope steering
wheel - Tinted front glass - Wet arm wiper/washer, 2-speed and - intermittent, front - Wet arm wiper washer, rear -
OTHER STANDARD EQUIPMENT - Large-access enclosure doors with - adjustable close/open force - Parallel lift loader linkage -
Recovery hitch with pin - Remote mounted lubrication points - Vandalism protection- - lockable compartments -
MACHINE SPECIFICATIONS
DESCRIPTION
930M WHEEL LOADER
STEERING, STANDARD
DIFFERENTIAL,LIMITED SLIP REAR
RADIO, BLUETOOTH, AUX, MIC
RIDE CONTROL
CAMERA, REAR VIEW
WARNING, BEACON, LED STROBE
CUTTING EDGE, BOLT ON(4 PIECE)
ANTIFREEZE, -50C (-58F)
JUMPER LINES, AUX 3RD, FUSION
WEATHER, COLD START 120V
ENGINE
Ziegler Inc.
Page 3 of 4
DESCRIPTION
HYDRAULICS, 3V, CPLR READY, SL
CAB, DELUXE
PRODUCT LINK, CELLULAR PLE641
QUICK COUPLER, FUSION
COUNTERWEIGHT, HEAVY
LIGHTS, AUX, LED, PREMIUM
ENVIRONMENT, MEDIUM DEBRIS
SEAT, PREMIUM
TIRES,20.5R25 MX XSNOPLUS * L2
FENDERS, FULL COVER
TOOLBOX AUX
AUTOLUBE
CARRIAGE, CON, FORK, 60'', FUS
ARM, MATERIAL HANDLING, FUS
BUCKET-GP, 3.5 YD3, FUS
ARCTIC 14' SECTIONAL SNOW PUSHER (ID# X79861)
MNDOT SPEC PRICING
Item
No.
Description Price
3.0 Base Machine Price $ 154,440.00
4.1.2 Deluxe Cab $ 2,720.00
4.1.4 Deluxe AM/FM Radio/Bluetooth $ 360.00
4.1.6 Ride Control $ 2,700.00
4.1.9 Premium Seat $ 1,610.00
4.1.12 Rear view camera $ 710.00
4.1.14 Washer & Wiper, F & R Included
4.1.15 Windshield Platform $ 420.00
4.2.1 Front differential lock Included
4.2.2 Limited slip rear differential $ 2,040.00
4.2.3 Medium Debris Package $ 1,680.00
4.2.5 Ether starting aid Included
4.2.6 Engine coolant heater Included
4.3.1 Warning beacon, LED strobe $ 180.00
4.3.2 Halogen font & rear roading & work Lights Included
4.3.5 2 add'l F & R work Lights, LED $ 750.00
4.3.6 Product Link Included
4.3.8 Two add'l batteries for cold start Included
4.4.6 20.5 R25 Michelin XSNO+ (fact) $ 460.00
4.5.3 Hydraulics, 3 valve, coupler ready $ 1,580.00
4.6.1 Caterpillar Fusion quick coupler $ 2,670.00
4.6.6 Gen Purpose Bucket, 3.5 cyd w/ BOCE $ 6,760.00
4.6.16 60" Construction Forks (96" carriage) $ 5,970.00
4.6.18 Material Handling Arm $ 3,510.00
4.7.1 Counterweight, Heavy $ 1,750.00
4.7.16 Full coverage fenders $ 1,710.00
4.7.26 Autolube System, Cat (factory Inst.) $ 4,190.00
Ziegler Inc.
Page 4 of 4
4.8.40 60 mo./3,000 hr. P.T. & Hyd. Warranty $ 2,230.00
14' Arctic Sectional Snow Pusher (X79861) $ 12,450.00
SELL PRICE $210,890.00
EXT WARRANTY Included
NET BALANCE DUE $210,890.00
BALANCE $210,890.00
WARRANTY
Standard Warranty: Standard Manufacturer's Warranty
Extended Warranty: 930M-60 MO/3500 HR POWERTRAIN + HYDRAULICS
F.O.B/TERMS: BLOOMINGTON OR SHAKOPEE (TBD)
Item Type Description Qty Tax Price Discount Net Price
BLADE / NEW QU METAL PLESS BLADE Yr: 2021 1.0000 $38,355.00
ATT - METAL PLESS PRO1248-22LE MAX PRO BLADE DVDE2
Total BLADE / NEW $38,355.00
Remark RE INCLUDES FUSION COUPLER, HOSES AND COUPLERS.
SH MC SHIPPING & HANDLING 1379.0000 $1.50 $2,068.50
LABOR MC Labor 6.0000 $125.00 $750.00
Remark RE MN STATE CONTRACT RELEASE T-632(5)
Remark RE PRICE IS ALL INCLUSIVE W, INSTALL & DELIVERY
Total:$41,173.50
Totals
Sub Total:$41,173.50
Total Tax:$0.00
Invoice Total:$41,173.50
PICK UP 930M CAT LOADER
FUSION COUPLER ON BLADE
DETERMINE BEST VALVE/CONTROL OPTION FOR CAT 930M AND INSTALL
TEST AND INSPECT FOR LEAKS
DELIVER LOADER AND BLADE
Signature:______________________________________
Quote is Valid for 30 days, programs and discounts subject to change without notice
CITY OF HUGO
14669 FITZGERALD AVE N
HUGO, MN 55038
Bill To:
CITY OF HUGO
Ship To:
QUOTE - DO NOT PAY
Cust Email:
Phone:
Salesperson:
User:
awobse@ci.hugo.mn.us
(651) 762-6300
Scott.F
Scott.F
PO: MAXXPRO1248-22LE
CustId: CITYHUGO
Quote: 02-141377
Date: 4/8/2021
14669 Fitzgerald Avenue North, Hugo, MN 55038 (651) 762-6300 www.ci.hugo.mn.us
TO: Bryan Bear, City Administrator
FROM: Scott Anderson, Public Works Director
DATE: May 13, 2021
SUBJECT: Hiring of Seasonal Public Works Employee Russ Pastorious
Staff is requesting authorization to hire Russ Pastorius as a seasonal employees for the public
works department. One of the six seasonal positions approved remains unfilled as a past
seasonal employee is not able to return this summer. Seasonal Public Works Employees assist
with mowing, garbage/litter removal, park maintenance, street and boulevard maintenance along
with general public works maintenance.
Please contact me if you have any further questions or concerns.
Memorandum
To: Bryan Bear, City Administrator
From: Rachel Juba, Community Development Director
Date: May 13, 2021, for the City Council Meeting of May 17, 2021
Re: Revisions to Building Inspector Job Description and Authorization to Advertise for New
Building Inspector Position
1. BACKGROUND:
As part of the Community Development Department, the Building Department currently
includes a Building Official, Building Inspector, and Building Department Receptionist.
Commercial, industrial, and residential development has been steadily increasing in the City
over the last few years. Staff keeps track of the number of permits and inspections each
month. The building department inspections have increased between 30% and 40% per month
over the last year. In addition, the number of new construction building permits issued in 2020
(183 permits) nearly doubled from 2019 (101 building permits). So far this year, we are 36%
ahead for the issuance of new construction building permits and ahead by 30% for inspections,
than we were at this time last year. There is no indication that this trend will slow down in the
near future. With the increased new permits, comes increased related building permits and
inspections required. These numbers do not include all of the other inspections (mechanical,
roofing, decks, basement finishes, etc.) the building department completes or
commercial/industrial new constructions permits. These permits are increasing as well.
The City of Hugo also provides Building Official and inspection services to the City of Scandia
that provides additional revenue to the building department. The building department has
been very busy keeping up with plan review and inspections. Staff wants to provide the right
level of service to the contractors and residents that apply and pay for the building permits.
The increased amount of building permits has also brought in increased revenue to the
building department. The 2021 budget includes a Planner position in the Community
Development Department that was not filled this year.
2. RECOMMENDATION:
Staff recommends approval of the revisions to the Building Inspector job description and
authorization to advertise for a new Building Inspector position.
ATTACHMENTS:
1. Revised Building Inspector Job Description
I.1
Job Description
Position Title: Building Inspector
Department: Community Development/Building
Department
Immediate Supervisor’s Title: Building Official
Pay Grade: 7
Salary Range: $65,700 to $85,591
PURPOSE
Performs non-supervisory skilled and technical work with primary responsibility to conduct field
inspections relating to new construction and existing structures. Assists the Building Official in
scheduling inspections, responding to questions, issuing permits, and conducting plan reviews.
ORGANIZATIONAL RELATIONSHIPS
Reports to: Building Official, Community Development Director
Communicates with: Internally - City administrative staff, other City departments;
Externally - Builders/contractors, homeowners, and residents.
Supervises: None
ESSENTIAL FUNCTIONS
Keeps Building Official informed of all pertinent matters.
Administers building permits and provides information concerning procedures and
standards on a daily basis to residents, businesses, developers, architects, and others
involved in building construction activities; maintains schedule of inspections.
Performs on-site inspections for building, HVAC, mechanical and plumbing construction
work to ensure code compliance; performs inspections at various stages of construction
including finals; and issues permits.
Assists in the maintenance of complete and accurate inspection and permit records.
Assists the Building Official in plan reviews to determine compliance with applicable
codes and ordinances.
Work collaboratively with the Community Development Department to coordinate
approvals during the plan review process to ensure all applicable conditions and
requirements have been satisfied prior to the issuance of permits.
Attends continuing education courses to keep current on code changes and maintain
certification.
Follows-up on all public complaints; takes notes, contacts concerned owners to explain
complaint and necessary corrective actions, follows-up to observe compliance; and refers
to Building Official as needed.
OTHER DUTIES AND RESPONSIBILITIES
Performs other related duties as assigned by Supervisor.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES
Knowledge of practices and procedures common to construction and development
industries.
Knowledge of the International Building Code, International Residential Building Code,
Building Inspector Job Description
Page 2 of 2
Minnesota State Building Code, ICBO Guidelines, state accessibility code, fire code, life
safety codes, mechanical and plumbing codes, and housing code.
Knowledge of relevant state statutes, county and city ordinances.
Ability to apply/interpret codes to a specific situation.
Ability to communicate effectively (verbally and in writing).
Ability to keep accurate records/notes/files.
Skill in reading/understanding building/construction plans.
Skill in data entry and ability to use phones, computer and copy machines.
Ability to use City vehicles for work-related transportation.
MINIMUM QUALIFICATIONS
High School degree or equivalent and knowledge building construction/design through training
and experience and familiarity with inspection procedures. Certification as a certified building
official-limited. Valid Minnesota driver’s license.
PREFERRED QUALIFICATIONS
Associate’s degree in building inspection technology or certification in building inspection
technology and one or two years of inspection experience.
WORKING CONDITIONS
Works indoors in typical office setting and outdoors. Operates a vehicle for regular
transportation needs. Sits, stands and walks for extended periods of time. Crouches/kneels,
pushes/pulls, performs repetitive movements, and some lifting. Enters confined spaces and
works at varying heights including on scaffolding/construction projects/roofs/ladders. Short-
term exposures to chemicals, pesticides, fertilizers, construction chemicals, harmful dusts and
gases. Work in all temperature extremes, weather conditions. May work at hazardous,
dangerous, or unsafe construction sites and structure. Uses radio phone for communication and
all types of vision and other senses for inspection purposes.
15/13/2021 9:54 AMHugo City CouncilSu Mo Tu We Th Fr Sa12345678910111213141516 17 18 19 20 21 2223 24 25 26 27 28 2930 31May 2021Su Mo Tu We Th Fr Sa12345678910111213 14 15 16 17 18 1920 21 22 23 24 25 2627 28 29 30June 2021May 2021Apr 252627282930May 123456787:00pm Council Meets9101112131415Mothers day6:30pm BOZA7:00pm Planning Comm161718192021226:00pm City Administrator Review - Hugo City Council7:00pm Council Meets5:30pm EDA6:30pm Hist. Comm.7:00pm Parks Comm232425262728295:00pm Burger Night (Legion)Council Interviews (Hugo Oneka Room) - Hugo City Council6:30pm BOZA7:00pm Planning Comm3031Jun 12345Memorial DaySUNDAY MONDAY TUESDAY WEDNESDAYTHURSDAY FRIDAY SATURDAY
25/13/2021 9:54 AMHugo City CouncilSu Mo Tu We Th Fr Sa12345678910111213 14 15 16 17 18 1920 21 22 23 24 25 2627 28 29 30June 2021Su Mo Tu We Th Fr Sa1234567891011 12 13 14 15 16 1718 19 20 21 22 23 2425 26 27 28 29 30 31July 2021June 2021May 3031Jun 123451:00pm Ron Otkin Celebration of Life67891011127:00pm Council Meets6:30pm BOZA7:00pm Planning CommHugo Good Neighbordays13141516171819Hugo Good Neighborday5:30pm EDA6:30pm Hist. Comm.7:00pm Parks Comm20212223242526Fathers Day7:00pm Council Meets5:00pm Burger Night (Legion)6:30pm BOZA7:00pm Planning Comm27282930Jul 123SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY