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HomeMy WebLinkAbout2010-06-10 Council Agenda PacketAgenda Corcoran City Council June 10, 2010 - 7:00 PM 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations a. Center Point Energy – Grant Award to Corcoran Police Reserves b. Corcoran Jaycees-Corcoran Country Days 6. Planning Business / Landform a. Minutes of meeting * 7. Engineering / Wenck a. Follow up to TIF Open House of 6-03-10 8. Consent Agenda a. Draft Minutes of 05/27/10 Council Meeting* b. Resolution 2010-23 Authorizing Execution of Agreement-Safe and Sober Project* c. Resolution 2010-24 Approving Absentee Ballot Board* 9. Staff Reports / Memos a. June 17, 2010 Emergency Training Exercise b. Update of Charter Commission Meeting of 6-10-10 c. Report on Project Completion of Corcoran Police Community Support Services Trailer* 10. Unfinished Business a. Review of Council’s Electronic Reference Files b. Review of a Concept of a PW Facility on City Owned Property* i. PW Facility site examples* ii. Concept on property 11. New Business a. 2011 Contract for Assessing Services* i. Memo ii. Contract for Addressing Services 2011 iii. 2009-2010 Contract b. Discussion on the Posting of Elected Officials’ E-mail Addresses c. Request by Parks and Trails Commission for 10 Picnic Tables * 12. Claims as Presented * a. Escrow Claims (Fund #500) b. Building Inspections Claims c. All Other Claims As Presented 13. Unscheduled Items 14. Review of Upcoming Council Meeting Agenda 15. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. Corcoran Parks and Trails Commission Tuesday, May 18, 2010 Meeting Minutes Present: Trish Krueger, Tom Cossette, Robert Vassallo, Thomas Anderson, Val Nybo, Student Commissioner Michelle Hansmann, Absent: Alt. Commissioner Joe Mailhot, Alt. Commissioner Glen Monzo, Student Commissioner Lindsay Jacobs, Rachel Tessmer, Chad Robran, Kevin Dale, Joan Parks, Other: City Council Liaison Milbrandt, Administrator Dan Donahue 1. Chair Krueger called the meeting to order at 7:05 pm in the Corcoran Civic Center. 2. Pledge of Allegiance 3. Approval of: a. Agenda: 1. Add 5c. Tree Giveaway 2. Add 5d. NNG Pipeline Motion: by Anderson, Second by Cossette to accept agenda as amended. Voting Aye: All present (Motion carried 5:0) b. Minutes of 4-20-10 Motion: by Anderson, Second by Krueger to accept 04.20.10 meeting minutes as presented. Voting Aye: All present (Motion carried 5:0) 4. Open Forum-None 5. Presentations-Anderson brought up the idea for a Frizbee Golf Course in the city. He said and the Commissioners agreed that this should be looked into. Chair Krueger asked that the two Student Commissioners to review and report back to the Commission. 6. Old / Unfinished Business: a. Review of: proposed TKDA and Bonestroo Agreements. 1. TDKA. Commissioners agreed that TDKA should come to the August P & T meeting. 2. Bonestroo. Discussion on the proposal submitted by Bonestroo and Consultant Tina Goodroad. Commissioners agreed that Ms. Goodroad should come to the June 15th P & T meeting. Chair Krueger asked the Commissioners to review the old and new Parks and Trails Plans and prepare questions in advance of the meeting on the 15th. Questions to be submitted to Chair and the City Administrator. Questions then can be given to Ms. Goodroad. Commissioners asked Donahue to explore the question of timing in regards to when if there are changes to the Draft 2030 Comp Plan- Section 7 Parks and Trails Plan, when is best to make the changes for the city-prior to or after the City Council approves the final Draft of the 2030 Comp Plan? b. Bechtold Park Dedication. Commissioner reviewed the information on the trail easement given to the city in Planning Case 09-010. No other action was proposed after discussion. c. Tree Give a W ay Program Update. Anderson updated the Commissioner on the Tree Give a Way that was held in conjunction with the City Cleanup Day on May 1st. He stated program was a success and most of the tree saplings were given out. For next year, he recommended that there needed to be a better presence for this P & T program. He suggested that a banner would help. He said he would talk to Commissioner Dale about this for next year. Anderson also said that for next year, the Commission needed to do a better job in getting the information out to the residents. d. Gas Pipeline. Commissioners expressed interest in having a Northern Natural Gas (NNG) representative come to the next meeting to talk about the new pipeline and possible opportunities for establishing a trail system along the route. The Chair asked Donahue to arrange this for the next meeting. e. Memorial Park. There was discussion on bids that had been obtained by Vassallo for lighting around the Park. There was also discussion on possible solar lighting. The Chair asked Donahue to see if Maple Grove or any of the other larger parks in the area are utilizing solar lighting in their parks. The Chair also asked that Donahue check on the Brick Sale info and whether or not it was on the city web site. 7. New Business -None 8. Sub-Committee and Miscellaneous Reports a. City Council Liaison. Council member Milbrandt updated the Commission on council activities. She reminded the Commissioners that the Council would like to see a plan and possible schedule on parks and trails development. In the following discussion, the Commissioners stated that this would be coming out of the work requested of TDKA and Bonestroo. Milbrandt and Commissioners discussed what was approved by the council in 2008 regarding the Memorial Park development. She said that Phase 1 was approved and that this included planting, lighting, purchase and erection of a gazebo, and irrigation. b. Athletic Association-None c. Softball League-None d. Tree Preservation e. Memorial Park. Sub-Committee. Information provided in 6e above. 9. Other Business. Donahue said he was working on finding an intern for this summer to assist in the cataloging of the previously given trail easements. The Chair also asked Donahue to check on the memorial Funds financial reports and try and determine the donors and sources of the Fund. 10. Announcements. None 11. Adjourn Motion: by Anderson, Second by Vassallo to adjourn at 9:15 pm. Voting Aye: All. (Motion carried 5:0) Respectfully Submitted, Daniel Donahue City Administrator 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 REQUEST FOR PUBLIC WORKS LEASE SPACE June 8, 2010 Dear Property Owner: The City of Corcoran is interested in negotiating a lease regarding for selected Public Works operations. If interested, please review and deliver the cost and space information and any supplemental information as noted below. The proposals will be reviewed by Council in closed session. Any information you provide will not be discussed or made public. Thank you for your interest. Schedule:  Receive lease offers, July 1, 2010 at 11:00 am.  Begin to negotiate lease during July,  Lease start is estimated as October 2010 Contacts: City Administrator Dan Donahue (763.420.2288 ext 13), Public Works Superintendent Pat Meister, (763.420.2652), City Engineer Kent Torve (763.479.4209) Initial Space Requirements: Required: Heated Shop 5,000 to 10,000 sf City Staff Parking spaces Office Space _____________sf Optional: Outside Yard Storage ____ sf Inside Cold Storage sf Office Space sf Primary Term: City desires proposal on lease term of one to three years beginning in October 2010. Option to Renew: City seeks two (2) one (1) year renewal options. Occupancy/Commencement: Move-in prior to start of lease date would be negotiated. Site Information Location within the Site: Include a site plan and/or floor plan sketch of space. Define the Security: Include a description of other business activities (if any) with access to the facility, Show these locations and activities on sketch or site plan. Identify the number of workers and basic job titles or job descriptions with access to the leased Public Works portion of the facility. Rates You may choose to provide either a lump sum rate or individual space rates (or both). You do not need to provide all the types of spaces listed. Rental Rate: Annual rate per year for: Lump Sum for Site $ Or, by Individual Space Heated Shop $ per SF Total Inside Storage $ per SF Total Outside Storage $ per SF Total (Uncovered) Outside Storage, $ per SF Total (Covered for Salt/Sand) Office Space $ per SF Total Utilities-Are included Yes No Utilities-If not included, average monthly cost Gas $_______ Electric $_______ Other $_______ CAM Charges, if any (monthly) $_______ Other Misc Charges (monthly) $_______ Explain_______________________________________ _____________________________________________ __________________________________________ Deducts Please list any concessions in the form of free or reduced rent, donated labor or equipment, common area use, etc. Explain if any deducts are dependent on term (1, 2, or 3- year lease) Build-outs: Also, describe any improvements or build outs provided by Landlord. Define if the build outs are based on the length of the lease. Hours of Operation: City requires 24/7 access. Zoning: Provide P. I. D. number Provide address Assignment/Subletting: City will not sublet Draft Lease: Include a draft copy of the proposed lease agreement City of Corcoran City Council Meeting Minutes May 27, 2010 The Corcoran City Council met on May 27, 2010, at City Hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Gmach, Councilor Hudok, Councilor Milbrandt, and Councilor Thomas. Also present were City Administrator Donahue, Corporal Hamilton, City Planner Lindahl, City Attorney Carson and Deputy Clerk Heinecke. Mayor Guenthner called the meeting to order at 7:00 pm 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval MOTION: made by Gmach, seconded by Hudok to approve the agenda as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). 4. Open Forum None 5. Presentations None Closed Session Meeting – Council adjourned the regular meeting at 7:05 to enter a closed meeting. A city legal matter was discussed, no action taken. Closed meeting adjourned at 7:25 Regular meeting reconvened at 7:27 6. Planning Business / Landform a. A Public Hearing was held concerning easement vacation at 21630 Homestead Trail ( City File 10-002) MOTION: made by Thomas, seconded by Gmach to close the public hearing. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). MOTION: made by Gmach, seconded by Thomas to approve Resolution 2010-22 as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). b. Request for Ag Preserve Designation for Edmund Cain Family Farms at 20913 CSAH 10 (City File 10-003) MOTION: made by Gmach, seconded by Hudok to approve legal notice of Ag Preserve Designation for Edmund Cain Family Farms at 20913 CSAH 10 with additional information as requested. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). 7. Engineering / Wenck None 8. Consent Agenda a. Draft Minutes of 5/13/10 council meeting b. Staff Memo - Approve Bids and CIP Purchase of FT-15 Trailer MOTION: made by Milbrandt, seconded by Gmach to approve consent agenda as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). 9. Staff Reports / Memos a. Truck Safety Program and Enforcement b. Commissioner Ebert presented an update on the Elm Creek Watershed 2001 operating budget and work plan. c. Police – Internship Request d. 2010 MN DWI Enforcer All Star 10. Unfinished Business a. Administrator Donahue presented a review of the ordinance update plan and related budget. MOTION: made by Gmach, seconded by Thomas to approve the revised overall ordinance update plan as presented, to approve the revised Bonestroo agreement, and to approve the revised DNR grant work plan. Motion is subject to all parties’ approval of DNR work plan. Voting Aye: Guenthner, Gmach, Hudok, and Thomas. Voting Nay: Milbrandt (Motion carried 4:1). b. Approve CGO Grant Amendment MOTION: made by Gmach, seconded by Hudok to approve CGO grant work plan as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). c. Administrator presented a building permit fee comparison report. Administrator to collect additional data as directed by the council for future presentation. 8a. City of Corcoran City Council Meeting Minutes May 27, 2010 d. Public Works Building Update RFP lease MOTION: made by Gmach, seconded by Thomas to authorize issuing of the RFP for lease of a Public Works facility. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). 11. New Business a. Application of Nell Kadlec for Alternate to Planning Commission MOTION: made by Milbrandt, seconded by Thomas to approve Nell Kadlec as an alternate planning commissioner. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). b. Andy Berg partner at Abdo, Eick & Meyers presented the completed 2009 city financial audit. MOTION: made by Gmach, seconded by Thomas to approve 2009 financial audit as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). c. Discussion on 2011 Budget Development Process d. City hall hours will remain 8:00 to 4:00 Monday thru Friday 12. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Hudok, seconded by Thomas to approve escrow claims as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). b. Building Inspections Claims MOTION: made by Hudok, seconded by Gmach to approve building inspection claims as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). c. All Other Claims As Presented MOTION: made by Thomas, seconded by Hudok to approve all other claims as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). 13. Unscheduled Items None 14. Review of Upcoming Council Meeting Agenda Schedule Charter Commission meeting Review thumb drive project 15. Adjournment MOTION: made by Thomas, seconded by Hudok to adjourn at 9:25 pm. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt, and Thomas. (Motion carried 5:0). _____________________________ Daniel Donahue, City Administrator STAFF REPORT / POLICE DEPARTMENT Agenda Item 8b Council Meeting: June 10, 2010 Prepared By: Corporal John Hamilton Topic: Resolution Agreement for Safe and Sober Action Required: Approve Resolution 2010-23 Background Safe and Sober 2010 – 2011 grant is for additional funding for enhanced traffic enforcement. The funds will be available on a cost reimbursement basis and will be used to conduct highly publicized overtime enforcement projects addressing traffic safety issues with an emphasis on impaired driving, speeding and passenger protection use. This grant period, Medina Police Department will be the fiscal agent and administer this grant. The Corcoran Police Department would request approval to enter into agreement with the multi-jurisdiction police agencies for the upcoming 2010 - 2011 State of Minnesota Office of Traffic Safety grant project, known as Safe and Sober Campaign. The multi-jurisdiction will comprise of the same agencies as 2009 – 2010 grant period, (Corcoran, Medina, Minnetrista, Mound, Orono, Rogers, West Hennepin DPS, South Lake Minnetonka DPS and Wayzata). Budget Impact There is no impact to our budget. The total amount requested by the multi-jurisdictional agencies is approximately $100,000, of which Corcoran Police Department share would be approximately $8,000. The amount each agency will be reimbursed will be based on the actual time the agency spends on the project, overtime plus fringe benefits. Action Requested Approve the Resolution 2010-23 Authorizing Execution of Agreement for Safe and Sober 2010 – 2011. Agenda Item. 8b City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2010-23 Motion By: _____________ Seconded By: _____________ Partner Agency Single Year RESOLUTION AUTHORIZING EXECUTION OF AGREEMENT Be it resolved that the Corcoran Police Department enter into a grant agreement with the Minnesota Department of Public Safety, Office of Traffic Safety for the project entitled SAFE & SOBER COMMUNITIES during the period from October 1, 2010 through September 30, 2011. Be it further resolved that the Chief of the Medina Police Department is hereby authorized to execute the grant, be the fiscal agent and administer this grant on behalf of the Corcoran Police Department. VOTING AYE __VOTING NAY__ _ _ Guenthner, Ken Guenthner, Ken __ __ Gmach, George Gmach, George _ _ _ _ Hudok, Chris Hudok, Chris __ _ _ Milbrandt, Rosalyn Milbrandt, Rosalyn __ __ Thomas, Ron Thomas, Ron _ _ I certify that the above resolution was adopted by the Corcoran City Council of Corcoran, Minnesota on June 10, 2010 . SIGNED: WITNESSETH: (Signature) (Signature) Mayor City Administrator (Title) (Title) June 10, 2010 June 10, 2010 (Date) (Date) STAFF REPORT / POLICE DEPARTMENT Agenda Item 9c. Council Meeting: June 10, 2010 Prepared By: Corporal John Hamilton Topic: Police Community Support Services Trailer Action Required: None Background Corcoran Police Reserve program receives donations for all contractual events worked in the community; Tractor Pull, Hennepin County Fair, Rodeo, Demo Derby and others. These earned funds are receipted in to City of Corcoran account 201 – Reserve Donations. Under the direction of Reserve Liaison Officer Ryan Burns and at the approval of Chief Gormley, the Reserve Officers choose special projects they would like to undertake. Purpose Corcoran Police Reserve 2010 marquee project was to fully fund an enclosed trailer. This trailer, now referred to as, Community Support Services Trailer, will transport a golf cart and a six wheel vehicle to areas of need. These vehicles are used by public safety personnel at civic events, city sponsored events, and large scale disasters (natural or other wise). This 28’ trailer has heat and air conditioning and provides storage for needed supplies to support a wide varied of events in our community. The addition of the new Community Support Service Trailer and our existing Command Post / Safety Trailer, expands the public safety services Corcoran Police Department is able to offer to our community. It is with great pleasure that the Community Support Service Trailer is donated to the City of Corcoran Police Department on behalf of our Reserve Officers. Our Police Reserve Officers are not only an important part of our operations but are essential to our department’s success. We value each member and greatly appreciate the time they give to our community. Action Requested Formal acceptances of the Community Support Services Trailer donated by the Corcoran Police Reserve Officers. Staff Report / Police Department— Page 2 TO: Dan Donahue, City Administrator FROM: Kent Torve, P.E. DATE: June 2, 2010 SUBJECT: Public Works Facility Site Examples Staff was directed to provide example sites for Council review to assist in continuing the discussion about a new Public Works Facility. Parallel paths are being pursued and one early step is to review the site area (acres) necessary for current Public Works facility that can be expanded to serve future needs. Two meetings have been held on layouts and site analysis for Public Works facilities. The first meeting was set up by Pat Meister and was held at the Rogers Public Works facility with John Seiffert (City Engineer/PW Director) with Dan Donahue and myself. A facility tour was conducted. Meetings A second meeting was held on Tuesday June 1st . This meeting was held to review other facilities layouts and the process used by Rogers which involved hiring an Owner’s Representative. The group included two members from Kinghorn Construction (Rogers), Dave Medin (Architect), Dan Donahue, Pat Meister, Vince, Norm Wenck, and myself. A brief background for the names not familiar to Corcoran council are as follows: o Kinghorn Construction—John Studor the on-site project manager serving as Owner’s Representative for Rogers and Grady Kinghorn the CEO. o Dave Medin – Architect of Wayzata’s two facilities, prepared Dayton’s facility sketches (planning stage) and numerous other municipal facilities including outstate County and Electrical Utilities. The meetings were productive and provided practical insight to recently constructed facilities. A synopsis of facilities is as follows: Summary o Building size (shop), 40,000 square feet (SF), all heated, 2/3 of the area kept at 45 degrees, Rogers’ Facility o Office size 6,000 SF per floor—City Hall built out and occupies 2nd o Site size – Approx. 6 acres which can be expanded, floor o Co-locates a fire truck and response vehicle, o Future buildout to include full time mechanic, absorption of Hassan Township, etc. o Cost was approximately $4M The City of Corcoran owns property south of City Hall which was identified by Committee as the location of a future Public Works building. A figure is provided that shows the Rogers PW facility laid onto the City property. This figure shows that on a 10-acre parcel, with about 3 acres of undisturbed land, a facility similar to Rogers could be built. Wenck Associates, Inc. 1800 Pioneer Creek Ctr. P.O. Box 249 Maple Plain, MN 55359-0249 (763) 479-4200 Fax (763) 479-4242 E-mail: wenckmp@wenck.com Wayzata Wayzata has recently built two facilities since the HWY 12 alignment changed and required the demolition of a fairly new (5-yr old) facility. Data from Wayzata includes o Building size 25,000 SF (approx.) o Location is screened by berms due to HWY 12 visibility o Site size – Approx. 7 acres o First building about $90 per square foot,  Metal construction o Second building about $120 per square foot  Tip up concrete panels due to City requirement  Poor soils, extra footing work, etc.  Slightly larger building. Dayton’s facility is in pre-design stage at this point, which is a step beyond concept, in that the architect (Medin) has created sketch plans using equipment lists and building uses. Kinghorn has been involved with this facility also. Data from Dayton includes: Dayton o Building size 23,000 SF (approx.) o Building sketches involve mix of metal and brick/concrete facing, o Space analysis involved equipment review and placement within building. The attached Figure shows a typical site layout for a building of similar sizes to Wayzata and Dayton. No specific data was collected on the public works facility. The City of Champlin has not been contacted to date. Champlin The City recently expanded the public works yard to include a new salt storage building and outdoor storage area. The improvements were included as part of an overall campus improvement project. The fire station, police facilities, and city hall were all expanded. All of these facilities are on the same campus. The site also includes a water treatment plant and water tower. The overall site is 16 acres. The recent improvement project also included the acquisition of approximately 2 additional acres from adjacent Three Rivers Park land. Vince assisted Champlin and the architect in the site layout. The Rogers’ site walkthrough along with the follow up roundtable of architect and construction professionals on Wayzata/Dayton/Champlin has resulted in following basic conclusions for public works facilities: Conclusions Observation No 1. 10 acres is reasonable, Rogers and Wayzata operate on about 6 to 7 acres. Observation No 2. Facility design is based on equipment, and in Rogers case the facility planned for future expansion due to Hassan annexation, Observation No 3. Future Corcoran analysis would be street miles vs. equipment required etc. Observation No 4. Internal layout of facilities have similar characteristics which include direction of traffic flow, a wash bay, a welding/fabrication areas, sign storage area, offices, etc. Observation No 5. Cost varies from approximately $2M (Dayton, Wayzata #1) to $4M (Rogers), which is related to both square footage and building materials. Observation No 6. Metal buildings can reduce costs by approximately 10% compared to “tip up” concrete panels. Internal amenities/equipment costs vary, and are affected by building envelope costs (if the building cost came in low, more equipment was added). Observation No 7. A reasonable approach for a Council is to target a budget “range” and design the facility to the budget. For example, a design should be based on current equipment and space needs, with planning for expansion at a later date. This approach saves rework (and cost) by the design professionals and sets cost expectations early in the project. Reviewing the observations listed above, Corcoran has enough information to prepare a cost estimate and financing costs for a facility. The bonding analysis would show the levy impact, and if deemed acceptable, design of the facility can begin anytime “around” an acceptable facility budget cost. BermFutureCityBuilding Off Road Trail(2009 Comp Plan) Open Space/Trail Head FutureLocal Street1/4 Mile Spacing Office(6,000 ft 2 ) RogersPublicWorksFacility(40,000 ft 2 ) 20-Acre Parcel UndisturbedYard/Storage Area(3.4 Acres) Lift Station Sewer Force Main Gravity Sewer Water Main CITY OF CORCORAN JUNE 2010 Figure 1 180 0 18090Fe et 1800 Pioneer Creek CenterMaple Plain, MN 55359-0429Wenck Associates, Inc.Environmental EngineersCOPYRIGHTMxd: L:\2294\10\mxd\City Hall Aerial.mxd Public Works Concept on City Property Agenda 11a.i. TO: Corcoran Mayor and City Council and Dan Donahue, City Administrator FROM: Ann Risch and Rolf Erickson, Corcoran City Assessors RE: 2011 Assessment Contract Date May 17, 2010 We are requesting the same assessing fee for the 2011 assessment that we received for the 2010 assessment. This amount is $49,284, on a contract that runs from October 1, 2010 through September 30, 2011. The incidental expenses, which include postage, County Data Fee, commercial cost guides, maps and supplies should be about the same as the previous year. We are changing the legal entity for assessment billing from The Greater Northwest Office of Real Estate Assessment, a Minnesota partnership consisting of Rolf Erickson Enterprises, Inc. dba Southwest Assessing and A.G. Shelter/Land, Inc. to Rolf Erickson Enterprises, Inc., dba Southwest Assessing. The reason for this change is that Ann will be taking a greatly reduced part in the assessment due to increased family caretaking responsibilities. We, Ann Risch and Rolf Erickson, have been assessing Corcoran since 1979. From 1979 through 2000 we split the assessing of all property types in Corcoran equally. From 2000 through 2010 Ann has been responsible for assessing residential, farm and vacant land properties and Rolf has been responsible for commercial, industrial, and exempt properties and personal property. For the 2011 assessment Rolf will assume responsibilities for all property types and Ann will consult with Rolf on various assessment matters such as sales studies and research. Included with this memo is a copy of the proposed 2011 contract. Please schedule the contract approval with the City Council. Please call with any questions Agenda 11a.ii CONTRACT FOR ASSESSING SERVICES This contract is made this first day of September, 2010, by and between the City of Corcoran, Hennepin County, Minnesota (hereinafter called the “Municipality”) and Rolf Erickson Enterprises, Inc. 14520 12th Ave. North, Plymouth, Minnesota, 55447 DBA Southwest Assessing, a Minnesota Corporation (hereinafter called the “Contractor”) The Contractor represents that he is a Licensed Minnesota Assessors as required in Chapter 273 of Minnesota Statutes and that he is a qualified real estate appraiser. ASSESSING SERVICES: The Municipality hereby contracts for and the Contractor hereby agrees to cooperate with officials of the Municipality and the County of Hennepin in performing 2011 assessment services as defined in Minnesota Statutes. The Municipality agrees and acknowledges that the manner and the method used in the performance of the assessment duties will be under the control and direction of said Contractors. CONTRACT PRICE: In consideration of the services rendered by the Contractor, the Municipality shall pay to the Contractor at the above stated address, the sum of $49,284,00 payable in twelve (12) installments of $4107 beginning by the last day of October, 2010 and ending by the last day of September, 2011. The following services are to be billed separately on a one time basis. NONE. In order for any increase to be effective for the 2012 contract the increase must be presented to the Municipality on or before May 15, 2011 FURNISHING OF EQUIPMENT: The contractor shall provide all transportation necessary for the performance of the services contracted for. The Municipality shall furnish all equipment and supplies necessary for the performance of the services contracted for, including a current set of aerial photographs and Hennepin County Data fee. ATTENDANCE AT COUNCIL MEETINGS: The Contractor shall attend the local board of review meeting on the date selected by the Municipality and the Contractor and not to exceed three other Municipality council meetings during the term of the contract. LEGAL STATUS: The parties agree that the Contractor is not required to maintain office hours, shall not receive retirement benefits, health insurance benefits, or any other fringe benefits offered to employees of the Municipality and shall, in all respects, be deemed independent an contractor. IN WITNESS WHEREOF, the Contractor and the Municipality have executed this Contract this day of 2010. City of Corcoran(Municipality) by Southwest Assessing (Contractor) by Agenda Memo – June 10, 2010 Page 1 To: Mayor and City Council From: Dan Donahue, City Administrator Regarding: Administrator Notes 4) Open Forum. 5) Presentations. 6) Planning and Zoning. No Planning Commission meeting in June 7) Engineering. Recap of Infrastructure Options Open House on June 3, 2010 8) Consent a) Draft Minutes of 5-27-10 b) Resolution 2010-23. See PD Staff Report c) Resolution 2010-24. This resolution is a requirement of a new State law on absentee voting. We will be coming back to you in July with a recommendation for appointing election judges. These judges will be needed for the primary in August and the general election in November. 9) Staff Reports. a) June 17th Emergency Training Exercise. The PD will verbally update thee council on this event. b) Charter Commission Update. The Commission is meeting just prior to this council meeting. Perhaps Commission member Chair Gmach or Commissioner Guenthner would like to update the council on activities of the Commission at this meeting. 10) Unfinished Business. a) Review of Public Information Files Available to Council Members on Flash Drive. Cpl Hamilton of the CPD will provide the council members with updated files on a city issued Flash Drive. b) PW Facility. See memo on recent meetings regarding the long term search for a PW Facility. Also, a mock up of the Roger’s PW Facility has been placed on a 10 Acre piece of the 40 acres of the city owned property. The Roger’s facility includes about 1 acres under roof and a little under 4 acres in a yard. 11) New Business a) 2011 Contract for Assessing Services. The contract with Ann Risch and Rolf Erickson is up for renewal on Oct 1st. Assessing activities over the summer that lead up to the fall reporting requirement set by the county, a three to four month lead time is needed in setting this contract. They have provided assessing services to Corcoran since 1979. Important information on the services they provide is provided in a memo from Risch and Erickson. This is in your packet. Agenda Memo – June 10, 2010 Page 2 Also, they are proposing no increases for the 2010-2011 contract. Funds are budgeted for these services. b) Email Addresses and Council Member Communications. The mayor has requested that the public posting of council members’ email addresses on a web site be discussed. Such postings do lead the spam and the receiving of much unwanted messages. Cpl Hamilton will assist in the discussion. c) Park and Trails Request for 10 Picnic Tables. A P & T Commissioner will make a brief recommendation that the council authorize the purchase of 10-8 foot aluminum picnic tables to replace the wooden tables in the park which are becoming unusable due to warping. Best cost is $347.25/table (tax and shipping not included) from Aluma Limited out of Bancroft, IA. Closet cost locally is over $600 from Earl Anderson. No funds budgeted for this purchase. I will take a look at the budget and make a recommendation on a funding source at the meeting if you would like. 12) Claims. 13) Unscheduled and Other Items Council Calendar Planning 6/03/10 7/1/10 8/5/10 9/2/10 10/7/10 11/4/10 Milbrandt Guenthner Hudok Gmach Thomas Milbrandt Parks & Trails 6/15/10 7/10/10 3/17/10 9/21/10 10/19/10 11/16/10 Guenthner Hudok Gmach Thomas Milbrandt Guenthner Other June July Aug Sept Oct Nov Upcoming Council Meetings.