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HomeMy WebLinkAbout2010-02-11 Council Agenda PacketAgenda Corcoran City Council February 11, 2010 - 7:00 PM 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations - none 6. Planning Business / Landform – No business 7. Engineering / Wenck - No business 8. Consent Agenda a. Draft Minutes of 1/28/2010* 9. Staff Reports / Memos a. Update on Board of Review and Certification of Council Members – Dan Donahue 10. Unfinished Business a. Building Demolition Fees* - Dan Donahue i. Administrator Report ii. Ebert Letter iii. Delano Fixed Fee Schedule b. Permits for Geothermal Project * - Dan Donahue i. Administrator Report ii. Building Permit iii. Letter to Building Official c. Approval of Capital Improvement Plan 2010 and 2011* - Dan Donahue i. Staff Report ii. City Hall, technology, Public Works & Parks, Police, Totals Page d. Approve Purchase of Computer and IT Equipment* - John Hamilton e. Approve purchase of Broom Attachment – Public Works 11. New Business a. Proposed Amendment to City Code 70.02 Vehicle Weight Restrictions* i. Administrator Report ii. Proposed Language Change Ordinance iii. Existing Ordinance iv. Memo - City Attorney b. Northwest Hennepin Human Services Council Membership Invoice* - Dan Donahue 12. Claims as Presented * a. Escrow Claims (Fund #500) b. Building Inspections Claims c. All Other Claims As Presented 13. Unscheduled Items 14. Council Liaison Calendar * Planning 1/07/010 2/04/10 3/04/10 4/01/10 5/06/10 6/03/10 Milbrandt Guenthner Hudok Gmach Thomas Milbrandt Minutes of Meeting * Canceled Canceled Parks & Trails 1/19/10 2/16/10 3/16/10 04/20/10 5/18/10 6/15/10 Guenthner Hudok Gmach Thomas Milbrandt Guenthner Minutes of Meeting * Included 15. Review of Upcoming Council Meeting Agenda 16. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. City of Corcoran City Council Minutes January 28, 2010 - 7:00 PM 8a. 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval MOTION: made by Thomas, seconded by Gmach to approve the agenda as presented. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). 4. Open Forum a. Greg Ebert – Demolition Permits Mr. Ebert referenced a letter sent to the city in December regarding permit fees. The letter was given to the council at the meeting and suggested this topic be added to the February 11, 2010 council meeting. Discussion tabled until then. 5. Presentations a. Commissioner Jeff Johnson distributed the 2010 Hennepin County Fact Card, and informed council the county has reduced their budget for 2010. Even though the budget has been reduced, there is a 4.95% levy increase due to reduction in state aid. Council thanked Commissioner Johnson for coming to our meetings and his role in the Minnesota Youth Sports Grant received by the city. 6. Planning Business / Landform - none 7. Engineering / Wenck a. Hodge/Appaloosa Woods-Discuss options for Utilities Engineer VanderTop presented the history of the Appaloosa Woods situation. The Hodge’s purchased property in the Appaloosa Woods area and are seeking direction from council regarding sewer and water options. Council discussed the option of The Hodge’s installing on site well and septic without any commitment to when city sewer and water will be available. Council also discussed the possibility of negotiating a joint powers agreement with Maple Grove to supply sewer and water to this property. Council would look to hear a broader solution to the Appaloosa situation rather than continue with individual property owner situations. Mr. Hodge will meet with Maple Grove to discuss this issue. Further Mr. Hodge questioned how to get a road to his property. Engineer VanderTop explained how other homeowners in the area faced this situation. 8. Consent Agenda a. Draft Minutes 1. 12/21/09 MOTION: made by Gmach, seconded by Thomas to approve the agenda with correction to sentence structure in section 9b paragraph 2 second sentence. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). 2. 01/14/10 MOTION: made by Gmach, seconded by Thomas to approve the agenda as presented. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). 9. Staff Reports / Memos a. Clean Up Day Scheduled for May 1, 2010 b. Discuss Spring Newsletter Tentative Schedule: Articles submitted by February 11, 2010 ~ Draft to Council by February 25, 2010 ~ Out to residents March 15, 2010. c. 2009 Year End Draft Performance Report Staff will research best accounting practice for recording sale of assets and unused general budget funds for Shannon Lane bridge project. City of Corcoran City Council Minutes January 28, 2010 - 7:00 PM 8a. d. Verbal Update on Public Works Facility Search Administrator Donahue toured several facilities, one in Medina to be shared with Medina, and one on Doboszenski property in Corcoran. One more property owned by Greg Ebert will be reviewed. Administrator Donahue will keep the council advised as this process continues. e. Public Works salt shed update The shed collapsed in December. Building will be replaced at a cost to the city of approximately $5,000 balance of cost to be covered by city insurance. 10. Unfinished Business a. Greenway Committee Appointments Trish Krueger Tom Cossette Pat Hank Darrell Krueger Catherine Franssell Greg Ebert Tom Anderson Debbie Rice George Gmach Rosalyn Milbrandt MOTION: made by Thomas, seconded by Gmach to appoint the above listed to the Corcoran Greenway Committee. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). First meeting to be held February 18, 2010. Staff will provide all members of the committee with necessary documentation. Council instructed staff to remove employment information from the commission application. b. Parks and Trails Appointments MOTION: made by Thomas, seconded by Milbrandt to re-appoint Chad Robran, Kevin Dale and Thomas Anderson as commissioners of the Parks and Trails Commission, and further appoint Joe Mailhot to position of alternate. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). c. Planning Commission Appointments MOTION: made by Gmach, seconded by Milbrandt to re-appoint Pat Hank, and Dean Jacobs as commissioners of the Planning Commission. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). Council directed staff to continue to post the need for alternate members for the Planning Commission. d. 2010 Fee Schedule 1. Ice Hockey Rink Fee-Public rink will NOT be rented to individual groups 2. Upper Field Use-Rugby Team-$50.00 and teams will clean up trash. 3. Fire Arms Fees-High Powered Rifle-George Gmach to look into ordinance wording 4. CD Rom Fee-Any data requested to be transferred to CD 5. Grading Fee-Fee schedule to identify this is for residents only, not developers MOTION: made by Gmach, seconded by Thomas to accept Fee Schedule as presented. Voting Aye: Gmach, Milbrandt, and Thomas. (Motion carried 3:0). Mayor Guenthner abstained due to conflict of interest with the Rugby events. City of Corcoran City Council Minutes January 28, 2010 - 7:00 PM 8a. e. 2010 Project Schedules Full schedule discussion delayed to February 11, 2010 council meeting. Administrator Donahue discussed possible date changes for election Primary and Filing dates. Changes will be determined by the State legislature. f. Green Acres Meeting April 6, March 23, and March 30 offered as potential dates to host a Green Acres information meeting. Council would like our State Representative and State Senator invited to the meeting, along with the chair and co-chair of the tax committee. Administrator Donahue will facilitate a confirmed meeting date. April 8, 2010 suggested as date for Board of Review meeting. Hennepin County Representation and City Assessor are available this evening. Councilor Gmach suggested if anyone has an opportunity they should attend Board of Review Certification session. Administrator Donahue will research available dates. 11. New Business a. 2010-2014 CIP 1. Police Squad Purchase Office Hamilton clarified formula for replacing squad cars. MOTION: made by Gmach, seconded by Thomas to approve purchase of squad cars as presented. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 3:0). 2. Public Works Administrator Donahue identified specific public works equipment to be purchased 3. City Hall Administrator Donahue suggests installation of an alarm system in City Hall/Civic Center, delay carpet update to 2011. Officer Hamilton presented some possible updates in the Council Chamber. 4. IT-Technology Administrator Donahue suggested delaying sign purchase to 2012, and move phone system purchase to 2010. Staff strongly urges council to consider the RMS Laser Fiche. Mayor Guenthner suggested removing the city sign, moving the phone system to 2011 and approving the RMS Laser Fiche. Councilor Gmach and Thomas supported the mayor’s suggestion. CIP to be revised as suggested and presented again at the February 11, 2010 meeting. Council reviewed presented funding options and prefers the level debt option for funding. b. Discussion on Amending the Dog License Requirement Administrator Donahue will update language in ordinance to support an identification tag on all dogs. Administrator Donahue will have new language review by the city attorney. c. Discuss Lease of City Crop Lands Council directed staff to publish RFP for 2 year lease agreement for city crop land d. Resolution 2010-03 Approval of Grant Agreement between Henn. County and City for T-Ball Fields MOTION: made by Milbrandt, seconded by Thomas to approve Resolution 2010-03 as presented. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). City of Corcoran City Council Minutes January 28, 2010 - 7:00 PM 8a. e. Building Official Update and Discussion on Performance Scott Qualle of MnSpect presented written year end permit data. Mr. Qualle voiced his concern as city inspector with the permit process for the geothermal project. Mayor directed Administrator Donahue to schedule a meeting with Engineer VanderTop. 12. Claims as Presented a. Escrow Claims (Fund #500)-No Escrow Claims b. Building Inspections Claims MOTION: made by Thomas, seconded by Milbrandt to approve Building Inspection Claims as presented. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). c. All Other Claims As Presented MOTION: made by Thomas, seconded by Gmach to approve All Other Claims as presented. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). 13. Unscheduled Items-None 14. Council Liaison Calendar * Planning 1/07/010 2/04/10 3/04/10 4/01/10 5/06/10 6/03/10 Milbrandt Guenthner Hudok Gmach Thomas Milbrandt Minutes of Meeting * Cancelled/NA Parks & Trails 1/19/10 2/16/10 3/16/10 04/20/10 5/18/10 6/15/10 Guenthner Hudok Gmach Thomas Milbrandt Guenthner Minutes of Meeting * Not available at this time 15. Review of Upcoming Council Meeting Agenda 16. Adjournment 10:15 MOTION: made by Thomas, seconded by Milbrandt to adjourn at 10:15 p.m. Voting Aye: Guenthner, Gmach, Milbrandt, and Thomas. (Motion carried 4:0). *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. ____________________________ Dan Donahue, City Administrator ADMINISTRATOR’S REPORT Agenda Item No. 10a. i Council Meeting: February 11, 2010 Prepared By: Dan Donahue, Administrator Topic: Building Demolition Fees Action Required: Discuss Policy City Ordinance has adopts the Uniform Building Code (UBC) and Demo Permit fees based on the value of the property being demolished Summary: Resident Greg Ebert wrote a letter to the council in December, 2009, requesting the council review the city’s fee schedule relating to the fees charged for the demolition of building in the city. Mr. Ebert provided information on what he was charged for the demolition of buildings on farm property he owned, and also information on neighboring cities and what they charge for the demolition of buildings. He asks that the council review and discuss. He would like such fee to be more in conformance to that of neighboring cities. I have discussed with the blow mentioned cities their approach to the demo issue and the fees they charge. From Maple Grove: Our fee for demolition is $50 per building. The fee has been the same for some time. Since the only inspection required for a demolition is typically a final inspection the fee would generally cover our costs. The only thing we check is the final grading of the lot to avoid a nuisance situation from being created. Septic tank abandonment or utility disconnects require separate and different permits and fees. The state building code does require that building permit fees be based on valuation but provides some exceptions for one and two family dwellings where fixed fees may be used. That may be the history of our demo fee. The code also states that “fees established by the municipality must be by legal means and must be fair, reasonable, and proportionate to the actual cost of the service for which the fee is imposed.”     From Delano: Delano charges a $50 flat fee on demolition permits. We just had a demolition a couple weeks ago in town that a Corcoran-based contractor completed. On that site there was a farm house (former residence) and several outbuildings. We charged just a $50 flat fee – essentially covering two 15 minute stops by the Building Official pre-demolition and post-demolition. Administrator’s Report—February 11, 2010, Council Meeting, Item 10a. Page 2 As for how we established the fees, we have a number of permits that are flat-fee based and do not rely on the building code’s formula for calculation. Most of them are the simple permits – demolition of residential structures, re-roofs, etc. – where our Council in the past has determined the flat fee to be more representative of the level of effort. I’m sure we get away with it because all of our flat fees end up less than the building code would calculate. When we’ve adopted the Building Code fee schedule in the past, the Council has conditionally approved it with several local amendments within our code. I’m attaching our fixed fees in case you’re interested.   Issues for Corcoran: The city has adopted the Uniform Building Code (UBC) which provides for a schedule to set fees for the demo of buildings based on the value of the property. Farm buildings are exempt but not a farm residence (some dispute on the interpretation of the UBC on this point). We could do what Delano has done and make demo fees an exception to the UBC and institute a flat fee. Currently, the Building Official does three site inspections on a Demo Permit: before demo, during demo, and after cleanup. This could be reduced to two-before and after. Also, it appears we do not get more than two or three of these types of permits a year. ADMINISTRATOR’S REPORT Agenda Item No. 10b.i. Council Meeting: February 11, 2010 Prepared By: Dan Donahue, Administrator Topic: Building Permit for Geothermal Project Action Required: Discuss and accept Project Summary: At the 1-28-10 Council Meeting, Building Official Scott Qualle brought up the fact that the contractor for the city’s Geothermal Replacement Project has not provided him or his office with the necessary information and documentation for him to issue the permit for the project and thus he was unable to sign off on the project. The council asked that this matter be looked into and brought back to the council at their meeting on 02-11-10. A meeting was held on 02-02-10 with Scott Qualle, City Engineer Vince Vandertop, City Administrator Dan Donahue and Mayor Ken Guenthner. The following information will provide facts about the project, a timeline of events, recommendations for action, and suggestions on improving the process for similar projects in the future. Timeline of events: • 8-13-09 Council approved the project • 8-14-09 Engineer advises contractor of award and requests necessary contract, insurance and bonding information. • 9-9-09 Pre-construction meeting held with contractor, Geothermal Committee, and City Engineer. Contractor is advised to obtain permits including the building permit which was fully stated in the Project Manual • 9-14-09 City Engineer issues the “notice to proceed” based on approved contracts. Contractor reminded to assure necessary permits. • 9-21-09 Building permits applied for and sent to Building Official • 9-22-09 Building Official requests the plans and specifications for the project from the contractor • 9-28 to 10-9-09 Horizontal borings begin and essentially completed • 10-5-09 Building Official speaks to City Administrator and advises him that he has not received the plans or required information from the contractor. • 10-6-09 City Administrator advises City Engineer that that Building Official asked that the project manual be sent to him. Additional copy available at City Hall for Building Official. Scott advised of this but unsure who informed him of this fact. • 10-14-09 Contractor submits first invoice for work completed to date. • 10-19-09 South system start up • 10-19 & 20-09 Engineer verifies work completed for first partial payment. Administrator’s Report—February 11, 2010, Council Meeting, 10b. Page 2 • 10-20-09 North system start-up. Several startup problems encountered with contractor making all necessary repairs, adjustments, finals installations on a timely and satisfactory basis • 10-20-09 Building Official identifies to City Engineer that permit has not been issued. • 10-22-09 Building Official receives project manual. • 10-22-09 Partial Pay request #1 approved. $59,464.79 retained • 10-28-09 Meeting held between City Engineer, Building Official, and contractor. Existing pump sizes reviewed on City Hall record plans. Building official identifies need for new pump sizing calculations and loop field location information. • 11-13-09 Pump Sizing information submitted to City and building official. • 11-17-09 Contractor submits final invoice. • 12-10-09 Partial pay request #2 approved. $19,346.24 retained • 12-14-09 Building Official responds to pump sizing information and requests heating/cooling load calculations. • 12-14-09 Contractor emails heating/cooling calculations. • 1-7-09 Contractor inquires about final inspection. Schedules pressure test for 1-14-10 • 1-11-10 Building Official requests heating/cooling load information from contractor and is reminded of 12-14-09 submittal. Building Official is not satisfied as to source and applicability of information. • 1-13-10 Building Official issues permit for project • 1-14-10 Loop field pressure test is completed. Pressure drops typical of HDPE pipe. Required recharging. Acceptability of drop to be verified. • 1-14-10 Final payment approved subject receipt of warranties and final approval by building official. • 1-28-10 Contractor requests verification of pressure test from Building Official. • 1-28-10 Building Official provides update to Council Current Status. Geothermal/HVAC system is functioning as required in the project manual. Since the first of the year, no problems have been encountered Recommendations. The meeting between the Mayor, City Engineer, Building Official, and the City Administrator produced the following recommendations: • Letter to be sent by City Administrator advising Building Official that the city, under advisement from the Geothermal Committee and the City Engineer, that the city accepts the project as it meets all requirements as set forth in the project manual. • There was a willingness on the part of the contractor and the Building Official to keep the project moving. The system needed to be operational prior to cold weather. While the Building Official requested the needed information, which was submitted after work was started and completed, at no time was a “Stop Order” ever issued. Further, it is appreciated that the Building Official took extra steps to oversee the project, albeit without usual documentation, and perform Administrator’s Report—February 11, 2010, Council Meeting, 10b. Page 3 inspections though not in the order or in the manner associated with such projects. • No penalty fees for late permits or non-compliance of permit regulations are to be collected by the Building Official. Given the nature and uniqueness of this project, and that no stop order was ever issued, the Building Official agrees to waive all claims for late fees. • That a nominal penalty fee be assessed against the contractor for failure to obtain the necessary permits on a timely basis as required by the Project Manual. Suggest that this amount could be in the area of $100 with funds be forwarded to the Energy Assistance Program for area residents managed under the auspices of the Northwest Hennepin Human Services Council. • City Engineer voluntarily offers to also put in $100 to go toward the Energy Assistance Program. Further Thoughts. In the future, city related projects where contractors are involved and Building Permits are required, the city should: • Take extra steps to ensure that all requirements of the Building Code, procurement regulations, and “best practices” as to openness and transparency are followed. • Recognize that a Design Build process is different from Plan and Spec process, and that each presents a different set of circumstances for oversight and regulation. • The Building Official is to be present at all Pre-Construction meetings. • The City Administrator is to clearly designate who is the Project Manager and, make certain all parties who will be involved in the process understand the role and duties of the manager. The City Administrator is to also review all requirements of the projects and develop the performance required of the manager of the project. CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 – Office 763.420.6056 – Fax E-mail - general@ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us February 11, 2010 Scott Qualle MNSPECT, Inc. 235 First Street West Waconia, MN 55387 Dear Mr. Qualle: This letter acknowledges our acceptance of the 2009 City of Corcoran Geothermal system replacement project. This new system replaces the existing geothermal HVAC system that included the replacement of a ground loop field, pumps, heat exchanger, and a new energy recovery ventilator for fresh air. The City Engineer Vince Vandertop along with the Geothermal Committee recommends to the city council that the project meets all engineering standards, industry standards, and the requirements set forth in the Project Manual for Community Center and City Hall Geothermal dated July, 2009 and prepared by Wenck Engineering. Additionally, the system has now been functioning since December, 2009; and with adjustments and the completion of the “punch list”, the system has been performing as specification required to this date. Lastly, the mechanical system and work performed to install all components are warranted for three years from the date of acceptance. The city realizes that this project was categorized as a “design build” and as such, presented unconventional review and inspection challenges to your office. This development approach that was selected by the committee and the city should have included more input and communication with your office on how to best meet the inspection requirements necessary in such projects. In the future, your office will be part of the planning process and all pre-construction meetings after award of bid. My understanding is that this completes all requirements necessary for you to sign off on the project. Thank you for your services in seeing this challenging project through to its completion. Daniel J. Donahue City Administrator ADMINISTRATOR’S REPORT Agenda Item No. 10c.i. Council Meeting: February 11, 2010 Prepared By: Dan Donahue, Administrator Topic: 20010 & 2011 Capital Improvement Plan (CIP) Action Required: Approve Capital Improvement Plan Policy: Provide tools and resources sufficient to deliver expected and required city services Budget Impact: Bonding required. No impact on current budget. Debt service impact starting 2011 Summary: Council has reviewed the CIP for year 2010 and 2011 at the last council meeting. Based on their direction, the final version is presented for their approval. Approval gives staff direction to begin the process to sell approximately $500,000 in Certificates of Indebtedness. Debt service on those bonds would begin in 2011. Existing debt service will be paid off sufficiently that this new debt will not require additional tax levy in 2011 and 2012. Approval of the sale of the Certificates will be considered in April of this year. Approval of the CIP is needed in order to proceed in setting up the sale of the Certificates. The council reviewed the CIP at the last meeting. There was consensus on the Police and Public Works portions of the CIP. There were questions and direction on the other two part of the CIP: City Hall and Information Technology. Staff has review and made adjustment to those parts of the CIP. City Hall. 2010 and 2011 Total $13,000. Removed was carpeting saving $20,000. Staff is recommending the Fire Alarm system for the entire City Hall/Police/ Community Center complex at $9,000. Also, staff is recommending $4,000 for Public Information Improvements. This will include: • Technology improvements in Council Room. This may include a video display, internet access, or other media identified in the information study staff will be done later this year • Podium and table for display for overhead projector (view maps, large documents, planning and zoning materials. • Improvements to council/staff table/desk/dias. Administrator’s Report—February 11, 2010, Council Meeting Page 2 Information Technology (IT) Staff recommends $33,500 for 2010 and $53,500 for 2011. Phone system replaced as Council directed that staff study all forms of media for the delivering of information to the public. This will be started in April. The public will be asked to provide information on what is the best means and technology for the city to employ. $25,000 is in the 2011 schedule that would be available for the resources identified in the study and possible selection by the council. Remaining for 2010 and 2011 are the items the council agreed should remain in the CIP: • Computer and It Hardware replacements and upgrades • Document management (LaserFische) 1CITY OF CORCORANPROPOSED CAPITAL IMPROVEMENT PLANYear Estimated 2010 2011of Purchase Title ECP Useful ECP UsefulPurchase Price Budget Life Budget Life2010 $9,000 Fire Alarm System 9,000 40+ years2010 $5,000 Public Information Improvements $5,000 40+ yearsEmergency Mgmt/Training Video DisplayPresentation TableStaff Desk2012 $20,000 Carpet$20,000 15 years2013 $5,000 ImprovementsMechanicalFront Reception AreaDesks, chairs, tables, cabinets2014 $5,000 Community Center ImprovementsChairs, tables, kitchen, soundTotal Budgets / Actual Costs 14,000 20,000CIP BUDGET City Hall 2010-2014ECP Carry Over/ Funds Available 34,000 CITY OF CORCORANPROPOSED CAPITAL IMPROVEMENT PLANInformation Technology 2010-201410c.ii.Year Estimated 2010 2011of Purchase Title ECP Useful ECP UsefulPurchase Price Budget Life Budget Life2008 $1,500 Windows server & fax board2008 $20,000 Council Chambers video equipment2008 $6,500 Computers Upgrades 2008 $2,000 Hardware & Software2009 $20,000 Color Copier System2009 $3,000 Computer Upgrades 2009 $2,000 Hardware & Software 2009 $20,000 Upgrade Phone System 2009 $25,000 City Sign 2010 $6,500 Client Computer Replacements $6,500 5 years2010 $2,000 IT Hardware Misc $2,000 3 years2010 $25,000 City Hall RMS (Laser Fische) $25,000 10 years2011 $6,500 Client Computer Replacements $6,500 5 years2011 $20,000 Server Upgrade (OS 2003 - OS 2010) $20,000 6 years2011 $20,000 Public Information Technology $25,000 15 years2011 $2,000 IT Hardware $2,000 3 years2012 $6,500 Client Computer Replacement2012 $2,500 IT Hardware Misc2012 $10,000 Police Replacement Copier2013 $6,500 Client Computer Replacement2013 $2,500 IT Hardware Misc2013 $15,000 City Council Upgrade AV - Computer2014 $6,500 Client Computer Replacement2014 $2,500 IT Hardware Misc2014 $30,000 City Hall Replacement CopierTotal Budgets / Actual Costs 33,500 53,500CIP BUDGET ECP Carry Over/ Funds Available 87,000 CITY OF CORCORAN PROPOSED CAPITAL IMPROVEMENT PLANPolice 2010-201410c.ii.Year Estimated 2010 ECP Useful2011 ECP Usefulof PurchaseTitleBudgetLifeBudgetLife ECP Carry Over / Available Funds 142,50067,5002010$80,0002 squads (replace 550 & add 1 to fleet)80,000$ 3 years2010$25,000Records Management System (RMS)25,000$ 10 years2010$7,500Support & Protection Equipment7,500$ 7 years 2011$25,000M-4 Rifle Project25,000$ 20 years2011$35,0001 squad (replace 549)35,000$ 3 years2011$7,500Support & Protection Equipment7,500$ 7 years 2012$70,0002 squads replacement2012$7,500Support & Protection Equipment2013$35,0001 squad replacement2013$7,500Support & Protection Equipmwnt2013$30,000Mobile Radio Replacement x82014$70,0002 squad replacement2014$7,500Support & Protection EquipmentTotal Budgets / Actual Costs 112,500$ 67,500$ CIP Budgets $180,000 CITY OF CORCORANPROPOSED CAPITAL IMPROVEMENT PLANPublic Works & Parks 2010-2014Year Estimated 20102011of PurchaseTitleECP UsefulECP UsefulPurchasePriceBudgetLifeBudgetLife ECP Carry Over/Funds Available2008$120,000Grader (Replace JD 1997)2008$40,000Tractor & Ditch Mower (JD replace 2003)2008$120,000Paver for patching roads 2009$35,000Crew Cab PU (Replace 2004) 2009$40,000Chipper2010$10,000Bob Cat Trailer10,00010 years2010$35,000Pickup Truck and Plow (Replaces 2005)35,0005 years2010$160,000Tandem Truck (Has been ordered)160,00010 years2010$5,100Sweeper/Front Mount Mower5,1005 years2011$30,000Pickup Truck (Replaces 2006)30,0005 years2011$35,000Asphalt Roller35,00015 years2012$210,000Tandem Dump Truck (Replaces 2002)2013$180,000Front End Loader (Replaces 1990)2013$70,0001 Ton Dump Truck2014$80,000Tractor (Replaces 6420- purchased in 2005) 2014$32,000Pickup Truck2015$10,000Pressure Washer2015$25,000Utility Tractor (Replaces 4720 purchased in 2005)2015$30,000Front Mount Mower (Replaces 2004)2015$36,000Pickup and Plow (Replaces 2010)Total Budget/Actual Costs210,10065,000CIP Budgets$275,100 eeTOTAL PROPOSED EQUIPMENT CERTIFICATE FUNDING Year of Funding Public Works Police Departm nt Technology Bond Funds Received City HallTotal All DeptsValue of Bonds Bonding Expenses 200975,000$ 2,000$ 55,750$ 70,000$ 202,750$ 2010210,100$ 13,000$ 112,500$ 33,500$ 369,100$ 201165,000$ -$ 67,500$ 53,500$ 186,000$ 2012210,000$ -$ 95,000$ 19,000$ 324,000$ 2013250,000$ -$ 72,500$ 24,000$ 346,500$ 2014112,000$ -$ 77,500$ 39,000$ 228,500$ 2015101,000$ -$ -$ Total by Dept1,023,100$ 15,000$ 480,750$ 239,000$ -$ -$ -$ Total All1,656,850$ TOTAL EQUIPMENT CERTIFICATE FUNDING SPENTYear of PurchasePublic Works Police Departm nt Technology City HallTotal All Depts200943,824$ 129,901$ 61,893$ 1,344$ 236,963$ 201020112012201320142015Total by Dept43,824$ 129,901$ 61,893$ 1,344$ Total All236,963$ STAFF REPORT / POLICE DEPARTMENT Agenda Item 10d. Council Meeting: February 11, 2010 Prepared By: Corporal Hamilton / Administrator Donahue Topic: CIP Purchase of Computers Action Required: Approve Purchase Background – In 2009, the City was able to stretch the replacement matrix by one year and replace no desktop computers. June of 2009, the City did add a notebook for City Hall. The 2010-2011 proposed CIP Information Technology CIP allocates up to $6,500 for 2010 replacement of client computers and $6,500 for 2011. The proposed 2010 client computer upgrade calls for the following: z The purchase of two (2) Dell desktop computers for our power users, City Hall Officer Manager and City Hall Deputy Clerk, they spend the majority of the day on a computer o Est. at $2,150 each z The purchase of one (1) Dell desktop computer for our basic users, Public Works Staff – old pc will be decommissioned o Est. at $1,300 z Move City Hall Manager computer to workstation for part-time City Hall Administrative Assistant – old computer will be moved to Police Department – only purpose will be for monitoring of police camera system o No cost z Move City Hall Deputy Clerk computer to Police Booking Room o No cost Budget Impact – Estimated computer upgrade cost is $5,600 Recommendation – Motion to approve 2010 CIP funds for computer upgrades as outlined in staff report. STAFF REPORT / PUBLIC WORKS Document No. 10e. Council Meeting: February 11, 2010 Prepared By: Superintendent - Pat Meister Topic: Broom attachment for the John Deere Mower Action Required: Approval to purchase Background - Public Works needs to purchase a new broom attachment for the John Deere commercial out front mower. This broom is used to sweep the skating and hockey rinks on a daily basis during the winter months. We currently own a John Deere broom that is approx. 5 years old; however thru years of use and wear it has not held up to our expectations and is in need of major costly repairs. We have looked at several different options and models that would be compatible with our equipment. Comparing price and quality we have concluded to purchase the MB brand. Through negotiating we were able to buy direct from the manufacturer keeping our cost down. We recommend purchasing the MB broom as it is heavier duty and should last longer than the current broom. Listed below is the MB broom information: o 5 ft. broom width o Poly/Wire Brush o Hydraulic Swing o MB yellow o JD 1400 Series Mtg. Budget Impact - Listed for $5,050.00 Discounted to $4,040.00 Sales tax $ 277.75 Purchase Price $4,317.75 Recommendation – Motion to approve purchase of the MB broom ADMINISTRATOR’S REPORT Agenda Item No. 11a.i. Council Meeting: February 11, 2010 Prepared By: Dan Donahue, Administrator Topic: Proposed Change to City Ord. on Road Weight and Vehicle Restrictions Action Required: Discuss Policy: Existing Ordinance on Road Weight Restrictions Budget and Resource Impact: Plus-possible additional revenue from enforcement. Negative-increased road maintenance in future if nothing is done. Summary: Staff is proposing an amendment to city ordinance 70.02 Road and Vehicle Weight Restrictions. At this time, a rough draft of a proposed ordinance is being presented to the council for their discussion and input. Staff formed a committee consisting the three residents, PD, PW, and the city administrator. That committee came up with the enclosed rough draft. The committee will again meet on February 8, 2010 to refine the draft. Also, City Attorney is reviewing. If the council approves of the draft amendments, a finished document will be presented at the February 25, 2010 Council Meeting. Staff recommends that amended ordinance be in effect around March 1st if possible. Problem: 1. Current ordinance does not line up with State regarding dates of road restrictions. 2. Does City Hall Application Permit dollar amounts line up with the approved City Fee schedule? May be some discrepancy? 3. Currently garbage trucks are exempt. Most are over weight at nine tons. Past discussion centered on perhaps making it a Max of 7 tons. 4. Does the City want to add any other language to assist with truck enforcement by way of Admin Citations? We can no longer use Admin Citations for MN Traffic Statutes listed under the 169 section. Maybe there is room to add back into City Admin the minor overweight violations? Need to see if other cities use Admin Cit for truck enforcement? Can we give Truck Enforcement additional tools by way of City Admin Citations? Should we? In the Council Packet is the rough draft of the Committee and also a memo from the City Attorney’s office. Both documents will again be reviewed by the Committee on Monday, February 8, 2010. At this time, the agenda item is for discussion only. The PW Superintendent and I will have a short PowerPoint presentation on the major issues and points in the proposed ordinance at the meeting. Notes from other city ordinances – 70.02 WEIGHT RESTRICTIONS. The City Council finds that it is in the public interest to regulate the weight of vehicles on city roads and hereby adopts the following regulations: Section 70.02a Seasonal Weight Limits; Posting. The Public Works Director may prohibit the operation of vehicles upon any street under the jurisdiction of the city or impose restrictions as to the weight of vehicles to be operated upon any city street when, by reason of deterioration, rain, snow, or climatic conditions, such city street may be damaged or destroyed unless the use of vehicles thereon is prohibited or the permissible weight thereof reduced. The Public Works Director shall cause to be posted on any such city street appropriate signs designating such restriction. The City will follow the State of Minnesota Commissioner of Transportation dates of seasonal load limits. However, the City may deem necessary to extend the date as recommended by the Public Works Director. Section 70.02b. Administrative Regulation of Trucks. The Public Works Director shall monitor the condition of all streets under the jurisdiction of the city and the use thereof by vehicles over 9,000 pounds gross weight, which vehicles are defined as trucks for purposes of this section. Whenever the Director determines that the excessive use of any city street by trucks has or is likely to endanger public health or safety or that such use has or may damage or destroy the street due to any condition, including but not limited to street deterioration, rain, snow, climatic conditions, soil or subsurface conditions, or sight lines, the Director may regulate, restrict, or prohibit truck traffic on the street. The Director may set conditions or limitations on the use of the street to protect public health and safety or to prevent damage to the street, including requiring that a letter of credit or other financial guarantee be posted to compensate the city for damage to the street, establishing haul routes and restricting hours of operation. Any person aggrieved by a decision of the Public Works Director regarding regulation of truck traffic under this section may appeal that decision to the city council. The city council may continue, modify or terminate the regulations as it deems appropriate in order to protect public health and safety and to prevent or minimize damage to city streets. Section 70.02c. Weight Limits; Seasonal Restrictions. Subdivision 1. Prohibition: Weight. It is unlawful to operate any vehicle or a combination of vehicles upon any public street, alley or highway within the City, between the dates set by the commissioner of Transportation each calendar year where the gross weight on any single axle exceeds 8,000 pounds on all city roads, unless otherwise posted, except that this limitation does not apply to emergency vehicles of public utilities used incidental to making emergency repairs to its plant or equipment within the City; nor to vehicles identified in Minnesota Statute, section 169.87, Subds. 2-6; nor shall this limitation apply to roads paved with concrete. Subd. 1. Posting of Signs. Upon the adoption of any prohibition or restriction as provided for in this Section, the Public Works Director and/or City Engineer shall cause to be posted or erected, signs plainly indicating the prohibition or restriction at each end of the street or alley or that portion of any street or alley affected thereby, and the prohibition or restriction is effective until after such signs are so posted or erected. Section 70.02d Restrictions Generally Prohibited vehicles - All motor vehicles, tractors, trailers, or any machine or instrument that is driven, pulled, pushed, or parked having axle weights over five tons per axle are prohibited from traveling on any city street posted with weight restrictions in the city. Section 70.03 Permits For Vehicles In Excess Of Weight Limitations. (A) The Public Works Director may issue an "emergency overweight permit" authorizing an individual to travel with a vehicle having axle weight exceeding the restrictions herein set forth or otherwise posted on the street. The individual must make written application to the Public Works Director showing good cause for the emergency overweight permit. The application shall specifically describe the vehicle or vehicles, and the streets and particular routes to be traveled. Emergency overweight permits shall be valid for only a 24-hour period. If granted, the emergency overweight permit shall be carried in the vehicle and shall be open to inspection. (B) The City Council may issue an "overweight permit" authorizing an individual to travel with a vehicle having an axle weight exceeding the restrictions herein set forth or otherwise posted on the street. The individual receiving such overweight permit must make written application to the City Council showing good cause for the permit. The application shall specifically describe the vehicle or vehicles, the streets and particular routes to be traveled, and the period of time for which the permit is requested. The application will be reviewed by the City Engineer and the Public Works Director for recommendation. If granted, the permit shall be carried in the vehicle at all times and shall be open to inspection. (C) Issuance of an emergency overweight permit or overweight permit imposes upon the holder of the permit all responsibility for damage caused to the designated routes by such excess load and the holder of the permit shall reimburse the city for all reasonable and necessary expenditures to repair and replace the street to its formed condition. Section 70.04 The City Council shall set fees for the issuance of the above permits, from time to time, by Council resolution. ------------------------------------------------------------------------------------------------ For City Attorney – need to add in the penalties for City Administration Citations and amend the Penalties for Administrative, Offenses within the City of Corcoran – last adopted July 23, 2009. Strike the old city ordinance 70.02 and replace with above – MEMORANDUM  To: Dan Donahue  From: David Ross  cc: Jeff Carson  Re: weight restrictions    I’ve received the information on weight restrictions from Jeff Carson and compared the current  code (70.02) with the proposed changes.  Most of the provisions from the current code are still in place:  default restriction is 4 tons per axle, certain vehicles are exempt, restrictions must be posted, and the  council sets the permit fees.  The new version appears to make two main changes: it delegates certain authority to the public  works director and the desire it to make overweight violations administrative offenses.    I’ve reviewed statutes dealing with trucking regulations and ordinances from several other  cities.  The proposed changes are consistent with the statutes and ordinances.    With regard to the delegation issue, some cities delegate the regulation of trucks to the  “director of public services,” some to “the city engineer,” and others to “the public works department.”    The delegation itself makes sense, in that the public works employees are the people who deal with this  issue on a daily basis.  They can address these type of issues quickly, rather than waiting for the issue to  be put before the council.  As a check on this delegation of authority, the proposed change does provide  that the council has the power to modify or terminate the regulations put in place by the public works  department and further allows persons aggrieved by the public works department to appeal to the city  council.  Since Corcoran does not have a public works director, I think changing the proposed language  from “public works director” to “public works department” makes the most sense.   Under the current code, a violation is a misdemeanor and there is a civil penalty for any actual  damages.  That civil penalty is still in place in 70.03(C).  I think we still need to add a provision that states  that any violation of this section is a misdemeanor.  We also authorize a violation of this section to be  enforced as an administrative offense under chapter 132 and set forth the penalties (I’m assuming some  sort of graduated fine based on the number of pounds overweight) in the resolution.    According to chapter 132, if the aggrieved person does not pay the penalty within 7 days, or if  the aggrieved person wants to contest the offense, then the case would be processed through the court  system as a misdemeanor violation.  Lastly, there appears to be a typo in proposed paragraph 70.02d.  I believe “over five tons per  axle” should read “over four tons per axle.”             Corcoran Parks and Trails Meeting Tuesday, January 19, 2010 Meeting summary Present: Trish Krueger, Tom Anderson, Val Nybo, Kevin Dale, Michelle Hansmann, Rachael Tessmer, Lindsay Jacobs, Rob Vassallo Absent: Joan Parks, Chad Robran, Liaison from City Council: Council Member Ken Guenthner City Staff: Dan Donahue, City Administrator; 1. Convene Meeting: Vice Chair Krueger convened the meeting at 7:00 pm at the Corcoran Community Room. 2. Approval of: a. Agenda. Motion by Vassallo/Anderson to approve. All voted in favor. b. Minutes of 11-17-09. Motion by Vassallo/Anderson to approve. All voted in favor. c. Review of Meeting notes of 12-15-09. No approval required. 3. Open Forum. Mayor Ken Guenthner spoke as a resident and Coach of the Plymouth Rugby Club. He is requesting that the Commission recommend to the City Council a fee for the Plymouth Rugby Clubs (boys and girls teams) for use of the upper fields at Corcoran Park. Vice Chair recommended that this fee be taken up under item 6e. of the agenda.. 4. Presentations. None. 5. New Business a. Annual Report. City Administrator Donahue pointed out to the Commissioners that the city ordinances require an annual report to the City Council by the end of February of each year. Discussion followed. Mayor Guenthner suggested that a Commission put together a short report perhaps in a PowerPoint and present to the council. Cossette volunteered to put this together. b. 2010 Work Plan. Administrator Donahue recommended to the Commissioners that it might be a good idea to think about a Work Plan for 2010. Doing so now will lend itself to a good Annual Report for next year. After discussion the following plan was developed in this priority: i. Finish the Memorial Garden. This to include the gazebo, planting/landscaping, sidewall, patio (with pavers) lighting, trail (Phase 2 with price and preliminary design). ii. Preliminary Design for the Bechtold Trail. This to include doing some preliminary design work, reviewing trail standards and looking for the best value. Cossette said he will do some research. iii. Memorial Fund. Develop priorities on how best to recommend to the council the use of those funds. iv. Greenway Committee. Follow the activities of the committee and provide input where appropriate. v. City Park Plan. Review plan and explore updating the City Park Plan. vi. Park Dedication Ordinance. Work with the council on an update of this ordinance. vii. Tree Preservation Ordinance. Work with the council on developing a new ordinance. viii. City Park. Work on a plan on what to recommend on its future development. c. Officer for 2010. Commissioners decided to consider electing officers at the next meeting. They did review the application of Joe Mailhot who had applied for appointment to the Commission. It was also noted that the current Commissioners Anderson, Dale, and Robran all applied for re-appointment. Motion by Cossette/Anderson to recommend all applicants and Mr. Mailhot as an Alternate. All voted in favor. d. Greenway Committee. Donahue reviewed the council direction on the formation of the committee and it composition. The council asked the Commission to appoint two of its members to the Committee. Commissioners Krueger, Cossette, and Anderson expressed interest. Motion by Tessmer/Vassallo to recommend Krueger and Cossette as appointees from the P & T Commission and Anderson as a citizen representative. All voted in favor. 6. Unfinished Business a. Commission Applicants. This matter was taken up under 5c of the agenda. b. Hennepin Youth Sports Program. Administrator Donahue informed the Commission that Corcoran had won a $10,000 grant from Hennepin County as a result of the Hennepin Youth Sports Program. Commissioners expressed gratitude. Vice Chair Krueger asked that a press release go out (Donahue suggested the Spring city newsletter) and a thanks be shown for Commissioner Jeff Johnsons assistance in helping to secure the grant. Donahue informed the Commissioners that Johnson was due to make a presentation to the City Council on 1-28-10 and that he would ask the council to thank him for his help.. c. Park Dedication Ordinance. Ms. Bonsteel presented the final report on the Park Dedication Ordinance. She went on to talk about the report’s content and recommendations. Discussion followed on the report and the points in the report. Donahue told the Commission the Ms. Bonsteel had presented the report at the council meeting of 1-14-10 and that the council asked that the report be forwarded to the P & T Commission for their recommendation on how to proceed. After more discussion the Commission decided that the following course should be followed: i. Frame a policy for the ordinance before recommending any changes ii. Identify which areas of Park Ordinance should first be considered iii. Discuss specific issues after identifying the above iv. Hold a special meeting just to discuss the ordinance v. At next meeting, put on agenda an item to study and review a section of the ordinance and the Report. d. Memorial and Park Dedication Fund. Administrator Donahue presented the updated financial statement on the two funds. The Park Dedication Fund had a balance of $365,801.19 and the Memorial Fund had a balance of $2,681.66. e. Rugby Teams Use of Upper Fields at Corcoran Park and Setting Fee. Guenthner again reviewed the need for the Rugby Teams to use the upper field at Corcoran Park. He explained the makeup of the two teams, team schedules for practice and games, and the impact their use would have on the fields. He also said that the teams would just be using the field just in the month of April. He suggested that each of the teams pay an annual fee of $50 and the teams would agree to perform trash pickup around the fields during April. Motion by Dale/Vassallo to recommend to the council an annual fee of $50 for each of the teams to use the upper fields at Corcoran Park during April; and that the teams agree to pickup litter around the fields. All voted in favor. 7. Subcommittee and Miscellaneous Reports a. City Council Liaison. Nothing new to report as most had already been discussed by Mayor Guenthner earlier in the meeting.. b. Athletic Association. Dale updated the Commission on the Associations activities and the first Board meeting of the year that had just been held: ƒ Pancake Breakfast was scheduled for February 14th at the Corcoran Community ƒ There is a new fee being imposed of $10 for all non-residents (Corcoran and Hanover residents exempted) participants in athletic teams ƒ Other fees remain the same ƒ Board very pleased about the T-Ball Fields at Corcoran Park ƒ Asked that Corcoran look at the possibility of the teams having the ability of hosing down the playing fields with water to cut down on dust. ƒ Asked that Corcoran look at the cost of running a water line from the warming house for the purpose of hosing down the fields ƒ Asked that the city look at the cost and possibility of putting in a well at the City Park c. Soccer. Commissioners expressed agreement that this not be a regular agenda item in the future. No report. d. Tree Preservation. Chair Robran could not attend the meeting so there was no discussion. 8 Adjournment. Motion to adjourn by Anderson/Vassallo. All voted in favor. Adjourned at 9:05 pm. Respectfully Submitted, Dan Donahue City Administrator Agenda Memo – February 11, 2010   Page 1  To: Mayor and City Council From: Dan Donahue, City Administrator Regarding: Administrator Notes 4. Open Forum. I have no information of citizens wishing to speak to the council. 5. Presentations. None 6. Planning and Zoning. None 7. Engineering. None 8. Consent. Minutes of 1-28-10 9. Staff Reports. I am getting information on possible training locations and dates for the Board of Review Certification for Council members. It looks like the City of St. Louis Park will be holding a training session around mid-March. I will have further information at the meeting. 10. Unfinished Business. a. Building Demo Fees. See my report b. Geothermal Project. See my report c. CIP. See my report. If you approve the CIP, I will bring back to the council on 2- 25-10 the request to pursue the Certificate Bond issue as outlined and discussed at the last Council Meeting. d. Purchase of Computers and IT Equipment. See report from Cpl. John Hamilton. Also PW is seeking authorization to purchase the Sweeper/Broom attachment which is also in the CIP. Both IT and PW equipment are dependant on the council first approving the 2010 & 2011 CIP. 11. New Business a. Proposed Ord. Amendment. See my report. b. Northwest Hennepin Human Services Council. This is on the agenda for approval for membership in 2010. This is a Joint Powers Organization (JPO) and we are a member. If we were to decline membership this year, we would still be bound under the terms of the JPO to pay the dues as there is a clause in the JPO requiring a city to give notice by Sept. 30th in the prior year. 12. Claims. 13. Unscheduled and Other Items 14. Council Calendar 15. Upcoming Council Meetings.