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HomeMy WebLinkAbout2021-09-09 Council Agenda PacketCorcoran City Council Agenda September 9, 2021 - 7:00pm 1.Call to Order / Roll Call 2.Pledge of Allegiance 3.Oath of Office – Dean Vehrenkamp 4.Agenda Approval 5.Commission Representatives* 6.Open Forum – Public Comment Opportunity 7.Presentations/Recognitions a.Police Officer Oath – Josh Lawson b.Sergeant Promotion – Pete Ekenberg 8.Consent Agenda a.Draft Minutes of August 26, 2021 Work Session* b.Draft Minutes of August 26, 2021 Council Meeting* c.Financial Claims* d.Waiver Request for Amplified Sound – Corcoran Lions Park for Buffalo Demolition Derby* e.Planning Commission Resignation – Dean Vehrenkamp* f.St. John’s Lutheran School City Park Usage* g.66th Avenue/Gleason Parkway Corridor Improvements – Pay Request #1* 9.Planning Business – None 10.Unfinished Business – Public Comment Opportunity a.Northeast Corcoran Water Project* b.Commissioner Appointment Process* 11.New Business – Public Comment Opportunity a.Paving Petition – Park Trail Road* b.Stormwater Area Charge* c.Job Description Update – Public Safety Administrative Manager* d.Potential Town Hall Meeting* 12.Staff Reports – None 13.2021 City Council Schedule* 14.Adjournment *Includes Materials - Materials relating to these agenda items can be found in the Council Chambers Agenda Packet book located by the entrance. The complete Council Agenda Packet is available electronically on the City website at www.corcoranmn.gov. HYBRID MEETING OPTION AVAILABLE The public is invited to attend the regular Council meetings at City Hall. Meeting Via Telephone/Other Electronic Means Call-in Instructions: +1 312 626 6799 US Enter Meeting ID: 851 3602 5917 Press *9 to speak during the Public Comment Sections in the meeting. Video Link and Instructions: https://us02web.zoom.us/j/85136025917 visit http://www.zoom.us and enter Meeting ID: 851 3602 5917 Participants can utilize the Raise Hand function to be recognized to speak during the Public Comment sections in the meeting. Participant video feeds will be muted. In-person comments will be received first, with the hybrid electronic means option following. For more information on options to provide public comment visit: www.corcoranmn.gov The City of Corcoran will provide high-quality public services in a cost-effective, responsible, and professional manner in order to create a preferred environment to live, work, play, and conduct business. The City of Corcoran will become a vibrant, connected community while preserving its natural character and agricultural roots. The following values are fundamental to the City of Corcoran ’s success and the fulfillment of our mission: Honesty, Ethics, Integrity We believe that honesty, ethics, and integrity are the foundation blocks of public trust and confidence. Community Pride and Partnership We believe in creating a strong sense of community through partnerships with civic organizations, school districts, and local businesses. Efficient and Effective Service Delivery We believe providing services to residents and businesses in an efficient and effective manner makes government easier to work with and creates a business friendly environment. Community Safety We will protect the community by maintaining or improving safety through police and fire protection and by investing and maintaining the infrastructure of the City. Fiscal Responsibility We believe that the prudent stewardship and opportunistic investment of public funds is essential for confidence in government and to position the City for future success. Transparency We believe that open, honest, and proactive communication is essential for an informed and involved citizenry. Processes and decision making should include opportunities to educate citizens and receive feedback. Responsible Decision Making We believe it is the responsibility of the City to address difficult issues now in order to avoid larger more difficult issues in the future. VISION VALUES CORE STRATEGIES MISSION •Enhance Corcoran’s sense of place and identity. •Provide diverse community amenities and recreational opportunities. •Maintain excellence in safety and security for our community. •Ensure high-quality, market-driven growth. •Provide high-quality, innovative municipal services. A DOPTED M ARCH 11, 2021 STAFF REPORT A g end a Item 5. Council Meeting: September 9, 2021 Prepared By: Brad Martens Topic: Commission Representatives Action Required: None – Informational Summary : The advisory commission representatives for the September 9th Council meeting are as follows: •Planning Commission: Mark Lanterman •Parks and Trails Commission: Alicia Hoffmann Financial/Budget: N/A Council Action: N/A Attachments: N/A CITY OF CORCORAN 1 City Council Work Session Minutes August 26, 2021 – 5:30 pm The Corcoran City Council met on August 26, 2021, in Corcoran, Minnesota. The City Council meeting was held in person and the public was present in person and remotely through electronic means using the audio and video conferencing platform Zoom. Mayor McKee, Councilor Bottema, Councilor Nichols, and Councilor Schultz were present. City Administrator Martens, Administrative Services Director Beise, and City Planner Lindahl were present. 1.Call to Order / Roll Call Mayor McKee called the work session to order at 5:30 pm. 2.Developer Roundtable City Planner Lindahl introduced developer panel and panel participants, Steph Griffin with Sotara, and Jason Osberg with Creative Communities, and their land development experience. Council and panel reviewed the scope of project experiences and current developments involvement, marketing practices, and current housing demand. City Planner Lindahl reviewed the draft ordinance regarding open space requirements, preservation of significant natural resources within open space, and parkland deeded as open space. City Planner Lindahl noted discussion of 25 percent open space preservation in exchange for reduced lot size requirements. Ms. Griffin noted importance of attainable housing, with ordinances in place allowing builders the ability to offer different size housing, with natural amenities on-site, and not just adhere to standards. Council and panel discussed developer motivation of a 25 percent open space preservation ordinance requirement. Mr. Osberg commented on park dedication in lieu of open space and noted the expense of open space preservation is lost revenue to builder especially for smaller developers. Council and panel discussed builder adaptation of smaller lot sizes, baby boomer housing, and park dedication ordinances. Panel noted wetlands and natural resource areas are viewed as amenities and the ordinance could address open space preservation areas. Council reviewed including trails in lieu of park dedication and open space and allowing HOA maintenance of parks and the challenges related to that. City Planner Lindahl noted loss of park dedication funds would result in loss of funds available to maintain and purchase parks and trails, and possibly loss of amenities. Council discussed park dedication. Panel, Council and City Planner Lindahl discussed challenges within MUSA area and uniqueness of an ordinance with 25 percent open space preservation, and value of park dedication fees. Panel noted natural grade developments where builder and purchaser make decision how to best work with natural grade of lot within development, and the higher cost of this type of development . Council and panel discussed the preservation space, PUD benefits and complications of PUD’s from a builder perspective. Council consensus was to continue the discussion at a future Council agenda. 3.Unscheduled Items No unscheduled business was heard. 4.Adjournment MOTION: made by Schultz, seconded by Bottema to adjourn. Voting Aye: McKee, Bottema, Nichols, and Schultz (Motion carried 4:0) Meeting adjourned at 6:37 pm. ________________________________ Michelle Friedrich – Deputy Clerk Agenda Item 8a. 1 CITY OF CORCORAN City Council Meeting Minutes August 26, 2021 - 7:00 pm The Corcoran City Council met on August 26, 2021, in Corcoran, Minnesota. The City Council meeting was held in person and the public was present in person and remotely through electronic means using the audio and video conferencing platform Zoom. Mayor McKee, Councilor Bottema, Councilor Nichols, and Councilor Schultz were present. City Administrator Martens, Administrative Services Director Beise, and City Planner Lindahl were present. Public Works Director Mattson was present through electronic means. 1.Call to Order/Roll Call Mayor McKee called the meeting to order at 7:00 pm. 2.Pledge of Allegiance Mayor McKee invited all in attendance to rise and join in the Pledge of Allegiance. 3.Agenda Approval City Administrator Martens noted exhibits and added 7i. Temporary Liquor License to Consent Agenda items, and removal of item 8a., and moving 8a., to Council meeting on September 23 . City Administrator Martens reviewed the public comment process for persons present at the meeting, and persons attending through electronic means. MOTION: made by Nichols, seconded by Schultz to approve the agenda as modified. Voting Aye: McKee, Bottema, Nichols, and Schultz (Motion carried 4:0) 4.Commission Representatives Mayor McKee noted Planning Commissioner Jacobs and Parks and Trails Commissioner Dugan were present at the meeting. Mayor McKee invited Commissioners Jacobs and Dugan to speak on relevant agenda items. 5.Open Forum (Public Comment Opportunity) Mayor McKee invited residents to communicate in-person or telephonically during the public comment opportunity. Administrative Services Director Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. Greg Hoglund, 19220 Hackamore Road, inquired regarding Council continuation of conditional use discussions. Mr. Hoglund opined on rezoning and on previous conditional use permit applications and impacts to churches and schools regarding rezoning. Mr. Hoglund r aised concerns on input from all landowner’s affected by value of land with rezoning proposals. Mr. Hoglund opined on taxes in the City, additional housing tax impacts in Corcoran, assessor increased valuation of properties, and parkland credits. Mr. Hoglund noted concerns with trees in Wildflower Park and for updates to the ice rink warming house. Council noted rezoning proposal presentation is scheduled for September 2 at the Planning Commission meeting and encouraged community and residents to participate at the Open Forum. Joe Shallbetter, 6780 Lakeview Circle, opined on Garages Too rezoning from residential to commercial property, and setting precedence of changing residential areas into commercial areas. Mr. Shallbetter addressed concerns of changing plans, and potential commercial driveway option being constructed through a residential neighborhood. Agenda Item 8b. 2 6. Presentations/Recognitions No presentations or recognitions were heard. 7. Consent Agenda a. Draft Minutes of August 12, 2021 Work Session b. Draft Minutes of August 12, 2021 Council Meeting c. Financial Claims d. Recreational Vehicle Ordinance e. CSAH 101 & Future 105th Avenue Turn Lane Improvements - Award Bid f. Final Plat for “Gordon’s Country Estates First Addition” at 19701 Jackie Lane and 19717 Jackie Lane g. Amendment to Section 1030.020 of the Zoning Ordinance Regarding Accessory Structures h. Conditional Use Permit for Dave Dornsbach at 6805 Rolling Hills Road i. Temporary Liquor License NW Area Jaycees MOTION: made by Nichols, seconded by Schultz to approve consent agenda items as presented. Voting Aye: McKee, Bottema, Nichols, and Schultz (Motion carried 4:0) 8. Planning Business (Public Comment Opportunity) City Administrator Martens noted the public comment on items 8b., and 8c., and invited residents participating telephonically to comment, followed by in-person resident comments. No residents participated in the public comment opportunity. a. Rezoning, Site Plan, Conditional Use Permit, Preliminary Plat and Variance for Garages Too at 2240 State Hwy. 55 and 6315 Horseshoe Bend Drive; item rescheduled to Council meeting on September 23, 2021. b. Sketch Plan at 23185 County Road 10 City Planner Lindahl reviewed the application and sketch plan noting the 124.54 parcel surrounds the Public Works Facility. City Planner Lindahl noted the parcel is zoned rural residential with a creek shoreland overlay district running through the center of the property, preservation of high-quality maple and basswood forest in the south identified on the natural resources map, and several wetlands. City Planner Lindahl summarized the concept plan includes 10 residential lots on the east side of par cel, 3 commercial lots on the west side of parcel requiring a change in land use and rezoning, with an Outlot A in the center dedicated to the City. City Planner Lindahl reviewed Public Works access off County Road 19 would need to be relocated and shared at the new proposed public street access, noting the builder would be responsible for building the road. City Planner Lindahl noted Parks and Trails Commission will need to review dedication of a proposed Outlot A to the City and location of trail easement regarding the creek shoreland overlay district. City Planner Lindahl discussed absence of development rights regarding proposed Outlot A. City Planner Lindahl noted the recent approval by Council for a site plan submitted by D&D Service and is zoned as Rural Commercial. Council and staff discussed changes to rural residential and rural commercial zoning, dedication of Outlot A to the City as parkland in lieu of park fees. City Planner Lindahl noted the parcel was originally slated for ball field complex, however, that was prior to the expansion of the City Park in 2017. Council discussed percentage of land for park dedication, value of the Outlot A as parkland, easement of trail, buffer between existing neighborhoods. Council discussed impacts in a future Public Works expansion, accepting Outlot A as parkland, expanding the rural commercial zoned area from rural residential zoning. Nathan Kariniemi, applicant, noted miscommunication regarding Outlot A, and clarified a specific sized park is intended to be dedicated and not the entire Outlot A to the City. Mr. Kariniemi questioned if the current city road access could be utilized as the main access for the proposed commercial lots, rather than creation of a new road access from County Road 19. 3 City Planner Lindahl noted the new comments received from applicant are different from the concept plan presented to Council, and recommended applicant submit a new concept plan that reflects th ose comments. Council discussed current access and flow of operations on the Public Works driveway. City Administrator Martens clarified Hennepin County requires one access point only from County Road 19, and current access is a driveway to the Public Works Facility. City Administrator Martens noted the driveway is not sufficient as a city road to support a main access for the proposed commercial development. Council suggested applicant speak with adjacent property owners regarding the proposed development. Applicant requested information from Parks and Trails regarding a park located within Outlot A, and road standard input for final concept plan. c. Sign Ordinance Update – Campaign and Construction Signs Planner Davis reviewed the updated 2020 campaign sign enforcement policy, previous Council discussion, and noted Minnesota State Statute 211B.045. Planner Davis reviewed 10 various cities within the metro area and discovered 8 of the 10 did not allow for campaign signs to be placed in the right-of-way; 2 cities allowed signs in the right-of-way but with staff discretion on removal or denial if signs obstruct traffic and all cities had location requirements to ensure campaign signs do not interfere with visibility. Planner Davis reviewed construction signs and how they are treated within the sign ordinance update and noted OSHA construction site requirement rules regarding signs. Council debated the distance off the edge of road for campaign signs, property owners’ perception of signs placed at the end of their driveways or on the edge of the road, sign distraction for driver s, and inhibiting candidates from effective campaigning with the longer minimum distance. MOTION: made by Nichols, seconded by McKee to change the campaign sign distance off road minimum to 5 feet, and maintain other restrictions and approval of property owner, and not within the visibility triangle. Voting Aye: McKee and Nichols Nay: Bottema and Schultz (Motion failed 2:2) MOTION: made by McKee to change the campaign sign distance off road minimum to 10 feet, and maintain other restrictions and approval of property owner, and not within the visibility triangle. (Motion fails for lack of second) Campaign sign policy remained unchanged. City Administrator Martens noted Council discussion on construction signs. Council and staff reviewed sign sizes, number of signs in each development, the definition of a construction site, restrictions and permitting of signs, and size limits of signs. Planner Davis noted one sign is allowed at the primary entrance, with a secondary construction sign , and if the sign exceeds a certain size, a permit is required. Council noted inconsistency of signs between developments and commercial businesses. Planner Davis noted temporary signs have a 30-day limit, and currently developments exist longer than 30 days. Council consensus was to move forward with a sign ordinance update with the changes proposed. 9. Unfinished Business (Public Comment Opportunity) a. Corcoran Trail Street Improvements – Award Bid City Administrator Martens reviewed the 6 bids received for the proposed project bid range from $510,438 to $612,191, with the low bidder from Park Construction Company. City Administrator Martens noted the revised project total is $56,000 above previous estimate due to added drain tile cost. City Administrator Martens reviewed the project funding, indicating $176,400 in Special Assessments, $175,000 from the General Fund Budget, with a remaining gap of $139,038 from the Asphalt Fund. Council and staff reviewed replenishment of the Asphalt Fund, franchise fees, and other funding mechanisms. Council reviewed the increased cost to estimate due to drain tile. Public Works Director Mattson noted the drain tile addition was added before the bid occurred and the market price bid received is accurate. 4 MOTION: made by Nichols, seconded by Schultz authorizing Notice of Award for the Corcoran Trail Street Improvements to Park Construction Company. Voting Aye: McKee, Bottema, Nichols, and Schultz (Motion ties 4:0) 10. New Business (Public Comment Opportunity) City Administrator Martens noted the public comment on 10a., and invited residents participating telephonically to comment, followed by in-person resident comments. Administrative Services Director Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. No residents participated in the public comment opportunity. a. City Council Appointment Council noted the 6 experienced applicants interested in the Council position. Council expressed desire of appointing a current Commissioner to the open seat on Council, for continuity of knowledge within business and planning progress within the City. Council noted appreciation for applicants interested in serving on the Council. MOTION: made by Schultz, seconded by McKee appointing Dean Vehrenkamp to the Corcoran City Council. Voting Aye: McKee, Bottema, Nichols, and Schultz (Motion carried 4:0) Council thanked Commissioners for their dedication and commitment to the City of Corcoran. MOTION: made by McKee, seconded by Schultz approving Resolution 2021-98 Appointing Dean Vehrenkamp to the Corcoran City Council Effective September 9, 2021, until a Qualified Successor is Elected at a Special Election. Voting Aye: McKee, Bottema, Nichols, and Schultz (Motion carried 4:0) Mr. Vehrenkamp thanked Council for their appointment. 11. Staff Reports a. Active Corcoran Planning Applications; Council received report. 12. 2021 City Council Schedule City Administrator Martens noted the 2022 Budget and Financial Management Plan Work Session on September 9, at 5:30 pm, and items scheduled for the regular September 9 Council meeting. 13. Adjournment MOTION: made by Nichols, seconded by Schultz to adjourn. Voting Aye: McKee, Bottema, Nichols, and Schultz (Motion carried 4:0) Meeting adjourned at 8:33 pm. Michelle Friedrich – Deputy Clerk Agenda Item 8c. Council Meeting Date: 9/9/2021 FINANCIAL CLAIMS Prepared By:Maggie Ung CHECK RANGE Agenda Item: FUND #500 ESCROW CLAIMS Amount Project name $0.00 Total Fund #500 =-$ (See attached Payments Detail) Agenda Item: 8c. Paid to SEE THE REGISTER FOR #500 CLAIMS Total 8c.ALL OTHER FINANCIAL CLAIMS 431,754.47$ (See attached Check Detail Register) Total Checks 431,754.47$ Total of Auto Deductions 147,318.04$ TOTAL EXPENDITURES FOR APPROVAL 579,072.51$ Date Paid to Amount 8/26/2021 ADP 60,232.17$Net Payroll 9/1/2021 HealthPartners 25,066.96$Health Insurance 8/26/2021 ADP 22,849.42$Payroll taxes 8/25/2021 MN PERA 15,683.08$Pension Plan 8/16/2021 MN PERA 15,196.21$Pension Plan 8/27/2021 Sun Life 2,208.17$SunLife Life Insurance, STD, and LTD 9/2/2021 RevTrak 1,374.56$Credit Card Fees 8/25/2021 Postalia 400.00$Postage 8/23/2021 MN Dept of Revenue 58.14$ Fuel Tax 8/30/2021 ACH Fee 8.00$ ACH Return Fee 8/19/2021 Sherwin Williams 802.99$Park Building 8/20/2021 Sam's Club 90.80$ Police Supplies 8/23/2021 Ricki Sons 1,257.00$Police Signage 8/23/2021 Deluxe 658.17$Envelopes 8/23/2021 Humanity 80.00$ PD Shift Scheduling Software fee 8/26/2021 State of MN Post Board 92.24$ POST Board License 8/26/2021 Nelson Brothers Restaurant 81.10$ Training 8/27/2021 ICMA 720.00$2021 ICMA Annual Conference 8/27/2021 ICMA 353.00$ICMA Membership 8/27/2021 Nelson Brothers Restaurant 94.03$ Training 8/27/2021 St. Cloud Parking System 6.50$ PW Parking - Water Training 8/27/2021 St. Cloud Parking System 5.50$ PW Parking - Water Training Total 147,318.04$ Auto Deductions / Electronic Fund Transfer / Other Disbursements *Check Detail Register© CITY OF CORCORAN 09/03/21 11:29 AM Page 1 August 2021 to September 2021 Check Amt CommentInvoice 10100 Farmers State Bank WESTRICH, MATTPaid Chk# 031139 8/23/2021 $25.00 2021 SUMMER REFEREEG 100-20200 Accounts Payable 072021 Total WESTRICH, MATT $25.00 WESTRICH, MATTPaid Chk# 031140 8/23/2021 $75.00 2021 SUMMER REFEREEE 100-45200-261 Recreation Programming 081221 Total WESTRICH, MATT $75.00 A-1 OUTDOOR POWER INCPaid Chk# 031141 9/9/2021 $37.41 DRUM/SPRING CAPE 100-45200-210 Operating Supplies (GENERAL) 494877 Total A-1 OUTDOOR POWER INC $37.41 ACME TOOLSPaid Chk# 031142 9/9/2021 $760.00 CARBIDE CHAIN LOOPE 100-43100-225 Landscape/Ditch Materials 9053163 $389.95 CHAINSAWE 100-43100-225 Landscape/Ditch Materials 9054081 $39.18 CHAIN SPROCKETE 100-43100-210 Operating Supplies (GENERAL) 9068086 Total ACME TOOLS $1,189.13 ADAMS PEST CONTROL, INC.Paid Chk# 031143 9/9/2021 $92.70 PEST CONTROLE 100-41941-210 Operating Supplies (GENERAL) 3338106 $108.90 PEST CONTROLE 100-43100-223 Building Repair Supplies 3339763 Total ADAMS PEST CONTROL, INC.$201.60 AMAZON CAPITAL SERVICESPaid Chk# 031144 9/9/2021 $199.15 PD SUPPLIESE 100-42100-200 Office Supplies (GENERAL) 1337-9GW3-Q $56.68 MACGREGOR BATTING TEEE 100-45200-261 Recreation Programming 1NL7-4N1W-1 Total AMAZON CAPITAL SERVICES $255.83 B & D PLUMBING HEATING & ACPaid Chk# 031145 9/9/2021 $185.00 SERVICE CALLE 100-43100-223 Building Repair Supplies 192181 Total B & D PLUMBING HEATING & AC $185.00 BANYON DATA SYSTEMSPaid Chk# 031146 9/9/2021 $495.00 UB DIRECT PYMT SUPPORTE 601-49400-300 Professional Srvs (GENERAL) 00161940 $495.00 FUND SUPPORTE 602-49450-300 Professional Srvs (GENERAL) 00161940 Total BANYON DATA SYSTEMS $990.00 BASARA, ANDREW/DANIELLEPaid Chk# 031147 9/9/2021 $1,000.00 ESCROW REFUNDE 100-41910-431 Misc Expense Total BASARA, ANDREW/DANIELLE $1,000.00 BEAUDRY OIL COMPANYPaid Chk# 031148 9/9/2021 $0.00 SQUAD FUELE 100-42100-212 Motor Fuels 1872028 $1,795.60 GASOLINEE 100-43100-212 Motor Fuels 1872028 $0.00 GASOLINEE 100-41920-210 Operating Supplies (GENERAL) 1872028 $0.00 DIESELE 100-43100-212 Motor Fuels 1872028 Total BEAUDRY OIL COMPANY $1,795.60 *Check Detail Register© CITY OF CORCORAN 09/03/21 11:29 AM Page 2 August 2021 to September 2021 Check Amt CommentInvoice BOYER TRUCKSPaid Chk# 031149 9/9/2021 $89.58 PARTSE 100-43100-220 Repair/Maint Supply (GENERAL) 03P7692 $28.81 PRESSURE VALVEE 100-43100-220 Repair/Maint Supply (GENERAL) 03P9646 Total BOYER TRUCKS $118.39 CENTURY LINKPaid Chk# 031150 9/9/2021 $65.93 LAND LINE 763-420-4061E 100-45200-321 Telephone $0.00 LAND LINE/FIRE MONITORING-9100E 100-43100-321 Telephone Total CENTURY LINK $65.93 CINTAS - 470Paid Chk# 031151 9/9/2021 $58.34 SCRAPERE 100-41941-210 Operating Supplies (GENERAL) $46.76 SCRAPERE 100-43100-210 Operating Supplies (GENERAL) 4092563157 $164.01 UNIFORMSE 100-43100-417 Uniforms 4092563250 $79.05 SCRAPERE 100-43100-210 Operating Supplies (GENERAL) 4093269089 $11.66 TOWELSE 100-42100-223 Building Repair Supplies 4093269110 $164.01 UNIFORMSE 100-43100-417 Uniforms 4093269191 $3.32 CITY HALLE 100-41941-210 Operating Supplies (GENERAL) 4093885508 $58.34 SCRAPERE 100-41941-210 Operating Supplies (GENERAL) 4093885508 $46.73 SCRAPERE 100-43100-210 Operating Supplies (GENERAL) 4093885546 $164.01 UNIFORMSE 100-43100-417 Uniforms 4093885700 Total CINTAS - 470 $796.23 CITY OF CORCORANPaid Chk# 031152 9/9/2021 $658.46 WATER BILLE 100-41941-380 Utility & Services (GENERAL) Total CITY OF CORCORAN $658.46 COMCAST- 902943336Paid Chk# 031153 9/9/2021 $113.61 LAND LINEE 100-41941-321 Telephone $113.61 LAND LINEE 100-42100-321 Telephone $113.61 LAND LINEE 100-43100-321 Telephone Total COMCAST- 902943336 $340.83 COMPUTER INTEGRATION TECHPaid Chk# 031154 9/9/2021 $2,522.25 SUPPORT SERVICEE 100-41951-300 Professional Srvs (GENERAL) 314292 Total COMPUTER INTEGRATION TECH $2,522.25 CULLIGAN BOTTLED WATERPaid Chk# 031155 9/9/2021 $78.50 OFFICE WATERE 100-41941-210 Operating Supplies (GENERAL) 100X07047306 Total CULLIGAN BOTTLED WATER $78.50 DELTA DENTALPaid Chk# 031156 9/9/2021 $132.05 DENTAL INSURANCEE 100-41400-131 Employer Paid Health CNS00007667 $122.80 DENTAL INSURANCEE 100-42100-131 Employer Paid Health CNS00007667 $101.35 DENTAL INSURANCEE 100-42102-131 Employer Paid Health CNS00007667 $156.70 DENTAL INSURANCEE 100-43100-131 Employer Paid Health CNS00007667 $30.70 DENTAL INSURANCEE 100-45200-131 Employer Paid Health CNS00007667 $30.70 DENTAL INSURANCEE 100-41300-131 Employer Paid Health CNS00007667 *Check Detail Register© CITY OF CORCORAN 09/03/21 11:29 AM Page 3 August 2021 to September 2021 Check Amt CommentInvoice $63.00 DENTAL INSURANCE - HAMILTONG 100-20205 Reimbursements CNS00007667 Total DELTA DENTAL $637.30 ECM PUBLISHERS INCPaid Chk# 031157 9/9/2021 $31.66 AUG 5 ZONING DISTRICTE 100-41941-210 Operating Supplies (GENERAL) 845603 $31.66 AUG 5 21-029 PHE 100-41941-210 Operating Supplies (GENERAL) 845604 $35.62 AUG 5 STORAGE FACILITYE 100-41941-210 Operating Supplies (GENERAL) 845605 $35.62 ORDINANCE NO 2021-422E 100-41941-210 Operating Supplies (GENERAL) 850790 Total ECM PUBLISHERS INC $134.56 HOLIDAY STATION STORESPaid Chk# 031158 9/9/2021 $60.00 AUGUST 2021E 100-42100-220 Repair/Maint Supply (GENERAL) Total HOLIDAY STATION STORES $60.00 INTEGRATED PROTECTION SYSTEMSPaid Chk# 031159 9/9/2021 $686.74 PD EMERGENCY ENTRANCE DOOR LOCKE 100-42100-223 Building Repair Supplies 75932 Total INTEGRATED PROTECTION SYSTEMS $686.74 JODIE PETERSONPaid Chk# 031160 9/9/2021 $7.20 REIMBURSEMENT UB STAMPSE 100-41900-201 Postage/Shipping Total JODIE PETERSON $7.20 MARIE RIDGEWAY LICSW, LLCPaid Chk# 031161 9/9/2021 $220.00 MENTAL HEALTH CHECKE 100-41941-300 Professional Srvs (GENERAL) 1419 Total MARIE RIDGEWAY LICSW, LLC $220.00 MARTENS, BRADPaid Chk# 031162 9/9/2021 $672.00 July 2021 Dependent Care FSAG 100-21709 Dependent Care FSA Withhold $720.00 August 2021 Dependent Care FSAG 100-21709 Dependent Care FSA Withhold $50.00 June 2021 Cell Phone ReimbursementE 100-41300-210 Operating Supplies (GENERAL) $50.00 July 2021 Cell Phone ReimbursementE 100-41300-210 Operating Supplies (GENERAL) $12.88 Mileage - City Project TourE 100-41300-210 Operating Supplies (GENERAL) $11.20 Mileage - Rockford Superintendent MeetingE 100-41300-210 Operating Supplies (GENERAL) Total MARTENS, BRAD $1,516.08 MENARDS MAPLE GROVEPaid Chk# 031163 9/9/2021 $33.66 ROD CLAMPE 100-43100-210 Operating Supplies (GENERAL) 87353 $39.92 EARTH ANCHORE 100-43100-210 Operating Supplies (GENERAL) 87459 Total MENARDS MAPLE GROVE $73.58 METRO WEST INSPECTION SERVICESPaid Chk# 031164 9/9/2021 $36,296.60 FINALED PERMITSE 100-42400-300 Professional Srvs (GENERAL) 2968 otal METRO WEST INSPECTION SERVICES $36,296.60 METROPOLITAN AREA MGRS ASSOCPaid Chk# 031165 9/9/2021 $25.00 LUNCHEON COSTSE 100-41400-208 Training and Instruction 875 Total METROPOLITAN AREA MGRS ASSOC $25.00 METROPOLITAN COUNCIL MCESPaid Chk# 031166 9/9/2021 *Check Detail Register© CITY OF CORCORAN 09/03/21 11:29 AM Page 4 August 2021 to September 2021 Check Amt CommentInvoice $49,700.00 AUG SACE 602-49450-310 Other Professional Services 080121 ($497.00) AUG SACR 602-49450-36200 Miscellaneous Revenues 080121 Total METROPOLITAN COUNCIL MCES $49,203.00 MIDWEST MACHINERY CO.Paid Chk# 031167 9/9/2021 $49.50 SPRING KITE 100-43100-220 Repair/Maint Supply (GENERAL) 2438790 $1,318.01 JOHN DEERE 6430E 100-43100-220 Repair/Maint Supply (GENERAL) 2453098 Total MIDWEST MACHINERY CO.$1,367.51 MIMBACH FLEET SUPPLY INCPaid Chk# 031168 9/9/2021 $99.99 HYDRAULIC CYLINDERE 100-43100-210 Operating Supplies (GENERAL) 178466 Total MIMBACH FLEET SUPPLY INC $99.99 MINNESOTA DEPT OF HEALTHPaid Chk# 031169 9/9/2021 $32.00 WATER SUPPLY OPERATOR APPLICATION FEEE 100-43100-208 Training and Instruction Total MINNESOTA DEPT OF HEALTH $32.00 MN DEPT OF LABOR & INDUSTRYPaid Chk# 031170 9/9/2021 $12,746.13 2ND QTR SURCHARGER 100-42400-32210 Bldg/Plan Review Fees JUNE0530302 Total MN DEPT OF LABOR & INDUSTRY $12,746.13 NAGELL APPRAISAL & CONSULTINGPaid Chk# 031171 9/9/2021 $2,000.00 CITY CENTER DRIVE PROJECTE 431-43100-300 Professional Srvs (GENERAL) 29348 Total NAGELL APPRAISAL & CONSULTING $2,000.00 NEW LOOK CONTRACTINGPaid Chk# 031172 9/9/2021 $311,297.95 66TH AVE/GLEASON PKWY CORRIDOR IMPROVEMENT E 427-43100-530 Improvements Other Than Bldgs PAY 1 ($15,564.90) 66TH AVE/GLEASON PKWY CORRIDOR IMPROVEMENT G 427-20610 Retainage Payable PAY 1 Total NEW LOOK CONTRACTING $295,733.05 NORTHWEST CARPET CLEANERSPaid Chk# 031173 9/9/2021 $1,474.00 TILE AND GROUT CLEANINGE 100-41941-400 Repairs & Maint Cont (GENERAL 22983 Total NORTHWEST CARPET CLEANERS $1,474.00 NUSS TRUCK & EQUIPMENTPaid Chk# 031174 9/9/2021 $362.08 COMBINATION/BRAKE CHAMBERE 100-43100-220 Repair/Maint Supply (GENERAL) 4679445P Total NUSS TRUCK & EQUIPMENT $362.08 OFFICE DEPOTPaid Chk# 031175 9/9/2021 $140.77 OFFICE SUPPLIESE 100-41941-210 Operating Supplies (GENERAL) 188684584001 Total OFFICE DEPOT $140.77 RADINTZ, MARKPaid Chk# 031176 9/9/2021 $1,000.00 ESCROW REFUNDE 100-41910-431 Misc Expense Total RADINTZ, MARK $1,000.00 RANDYS ENVIRONMENTAL SERVICESPaid Chk# 031177 9/9/2021 $309.98 CITY HALL GARBAGE 1280351E 100-41941-380 Utility & Services (GENERAL) *Check Detail Register© CITY OF CORCORAN 09/03/21 11:29 AM Page 5 August 2021 to September 2021 Check Amt CommentInvoice $688.77 MONTHLY RECYCLINGE 100-43232-300 Professional Srvs (GENERAL) $275.83 PARKS GARBAGE 11039E 100-45200-380 Utility & Services (GENERAL) $219.00 PUBLIC WORKS GARBAGE (9100) 12E 100-43100-380 Utility & Services (GENERAL) $78.60 COMMERCIAL SERVICEE 100-45200-380 Utility & Services (GENERAL) otal RANDYS ENVIRONMENTAL SERVICES $1,572.18 ROGERS PRINTINGPaid Chk# 031178 9/9/2021 $963.11 BUSINESS CARDSE 100-42100-200 Office Supplies (GENERAL) 59695 Total ROGERS PRINTING $963.11 SPRINTPaid Chk# 031179 9/9/2021 $261.69 CELL SERVICEE 100-43100-321 Telephone Total SPRINT $261.69 STREICHER S POLICE EQUIPMENTPaid Chk# 031180 9/9/2021 $125.95 NEW HIRE UNIFORME 100-42100-417 Uniforms 1520114 $149.99 HOLSTERE 100-42100-417 Uniforms 1520551 $149.99 HOLSTERE 100-42100-417 Uniforms 1520809 Total STREICHER S POLICE EQUIPMENT $425.93 SYMBOL ARTSPaid Chk# 031181 9/9/2021 $497.50 STATE SEALE 100-42100-417 Uniforms 0393858 Total SYMBOL ARTS $497.50 TEAMSTER LOCAL 320Paid Chk# 031182 9/9/2021 $300.00 UNION DUES/TLDFG 100-21707 Union Dues SEP 21 $43.44 LEGAL DEFENSE DUESG 100-21707 Union Dues SEP 21 Total TEAMSTER LOCAL 320 $343.44 ULTIMATE CLEANERS LLCPaid Chk# 031183 9/9/2021 $840.00E 100-41941-400 Repairs & Maint Cont (GENERAL 21083100 Total ULTIMATE CLEANERS LLC $840.00 WESTRICH, MATTPaid Chk# 031184 9/9/2021 $75.00 REFEREEE 100-45200-261 Recreation Programming Total WESTRICH, MATT $75.00 WESTSIDE WHOLESALE TIREPaid Chk# 031185 9/9/2021 $30.00 REP RR TIREE 100-42100-220 Repair/Maint Supply (GENERAL) 889134 $527.60 MOUNT TRUCK FLOATE 100-43100-220 Repair/Maint Supply (GENERAL) 889135 Total WESTSIDE WHOLESALE TIRE $557.60 WETLAND CREDIT AGENCYPaid Chk# 031186 9/9/2021 $10,873.16 NELSON TURN LANE ESCROWG 500-20482 Nelson Sketch Plan 19-023 397 Total WETLAND CREDIT AGENCY $10,873.16 XCEL ENERGYPaid Chk# 031187 9/9/2021 $1,026.18 STREET LIGHTINGE 100-43100-381 Street/Signal Lights *Check Detail Register© CITY OF CORCORAN 09/03/21 11:29 AM Page 6 August 2021 to September 2021 Check Amt CommentInvoice Total XCEL ENERGY $1,026.18 ZEP SALES & SERVICEPaid Chk# 031188 9/9/2021 $167.93 BLACK BAG 2.0 MLE 100-45200-210 Operating Supplies (GENERAL) 4005612662 Total ZEP SALES & SERVICE $167.93 10100 Farmers State Bank $431,754.47 Fund Summary 10100 Farmers State Bank 100 GENERAL FUND $72,955.26 427 GLEASON/66TH PARKWAY EXTENSION $295,733.05 431 CITY CENTER DRIVE $2,000.00 500 ESCROW HOLDING FUND $10,873.16 601 WATER $495.00 602 SEWER $49,698.00 $431,754.47 STAFF REPORT Agenda Item: 8d. Council Meeting: September 9th, 2021 Prepared By: Lieutenant Burns Topic: Waiver Request for Amplified Sound – 7205 Brockton Lane, Corcoran Lions Park. September 18th, 2021 Action Required: Approval Summary: Buffalo Demolition Derby (dba Karels Brothers and Sons) is requesting a Wavier for amplified sound at Corcoran Lions Park, 7205 Brockton Lane on Saturday September 18th, 2021. Request is for amplified sound until 12:00A.M. on Saturday September 18th, 2021). Anticipated event completion is 10:00 P.M to 11:00 P.M. but the applicant is asking for the exemption until 12:00 A.M. for unforeseen weather, mechanic delays and clean up. If an event is cancelled due to weather, waiver would apply to the scheduled makeup date. Buffalo Police were contacted by Lieutenant Burns. Buffalo Police have no previous problems with the Buffalo Demolition Derby operating at the Rodeo grounds in Buffalo. Financial/Budget: N/A Council Action: Authorize a waiver for amplified sound until 12:00 A.M. on Saturday September 18th, 2021, Attachments: 1.Applications for Contract Police Security. Page 1 of 4 Corcoran Police Department 8200 County Road 116 Corcoran, MN 55340 Phone (763) 420-8966 Fax (763) 420-8965 EVENT REQUEST Public Event Private Event In an effort to meet your security needs, we ask that you read the attached City of Corcoran Event Policy. Then fully complete and submit the application at least sixty (60) days prior to your event. Name of Event: Location of Event: Date(s) of Event: Event Sponsor: Event Website: Main Contact Name: Main Contact Email Address: Event Day on site contact: Expected Attendance: Event Starting Time: Event Ending Time: Officers Requested: Yes No Security Starting Time: Security Ending Time: Number of Officers Requested: Licensed Officers: Reserve Officers: Security Provided by: Corcoran Police Private Both CPD / Private Private Security Info. Name: Contact Person: Phone No. X Buffalo Demolition Derby Corcoran Lions Park September 18, 2021 https://www.facebook.com/buffalomndemo Laura Karels Cell Phone No. L a ura Karels Cell Phone No. Pits Open at 10am Event Starts at 5:30pm Approx. 9:30pm depending on car entries X Karels Brothers and Sons (George Karels) Corcoran Lions Hoping for Approx. 4000 (that is what the park will hold) 5pm 10pm 1 3 or 4 X Page 2 of 4 POLICE DEPARTMENT YES NO 1. Does this event involve the sale or availability of alcoholic beverages to the public? If YES you must obtain a temporary liquor license through City Hall. 2. Do you anticipate any medical support, security or traffic control services will be required? 3. Will this event affect traffic in the area? If YES, explain how traffic will be affected? 4. Does this event involve a moving route (parade, race, run/walk, etc.) of any kind, along streets, trails or sidewalks? If YES, attach a map or sketch of your proposed route, indicate the direction of travel and/or provide a written narrative to explain your route. 5. Will this event involve outdoor music? If YES, please describe: 6. Will this event involve any noise requiring exception to the noise ordinance? If YES, please describe: 7. Will this event be on or adjacent to any body of water? If YES, has Water Patrol been notified? FIRE DEPARTMENT YES NO 8. Will there be a pyrotechnics (fireworks) display? If yes, you must apply for a permit from City Hall 30 days prior to the event 9. Is this event likely to involve a tent more than 200 sq. ft. or a canopy more than 400 sq. ft.? If YES, estimate number of tents and sizes: 10. Does the proposed event plan to use propane? If YES, for what and where? CITY AND BUILDING CODES 11. Will there be any temporary electrical wiring or generators used? If yes, you must apply for an electrical permit from the Sate MN Labor / Industry 763-241-2102 (Generators must be surrounded by barriers with a fire extinguisher readily available.) 12. Will there be a need for portable toilet facilities? 13. Does this event involve any hanging banners or signage? If yes, you must apply for a sign permit from City Hall 14. Does this event involve animals? If YES, please describe: 15. Does this event involve amusement attractions (carnival rides, inflatable’s, dunk tanks, etc.) If YES, please describe: 16. Will any food or beverages be available or sold at the event? If YES, provide a Hennepin County food permit 17. Will any part of this event be held on city of public property? If YES, please describe: X Huikko’s Bowling and Entertainment Center will be selling alcohol X Loretto FD will be on site for medical support and traffic/parking X I think traffic will only be affected when attendees are drving in and out of the park before and after the event X X We will have music playing between car heats and announcing during the event X X The cars in the event will be loud when they’re running. These have been arranged with the Corcoran Lions X X X X X X X X X Professional Food vendors are being contracted. X I think Yes, this event will be held at the Corcoan Lions Park Page 3 of 4 All requests for contractual police services are subject to approval by the Chief of Police or his/her designee. Request must be a minimum of two (2) hours per officer and cancellation with less than twenty-four (24) hours notice will require a charge of two (2) hours per scheduled officer payable by the requesting business or organization. The requesting business will be billed by the City of Corcoran payable within fifteen (15) days of receipt of invoice. Any charges for future court proceedings that result from the reque sted service will be billed to the requesting business. It is understood that the s ervices requested are in addition to police services normally provided and not in lieu thereof, and that officers assigned are not subject to direct supervision or control by the requestor, but will coordinate with the event organizers. THE REQUESTING BUSINESS FURTHER AGREES TO WAIVE ANY AND ALL CLAIMS AGAINST THE CITY OF CORCORAN, ITS POLICE DEPARTMENT AND OFFICERS FOR ANY FORM OF DAMAGE OR INJURY RESULTING OUT OF THE SERVICES PROVIDED OR REQUESTED HEREIN. Applicant Signature ____________________________________ Date _____________________ __________________ __________________ _________________ Mayor City Administrator Police Chief OFFICE USE ONLY Application □ Approved as Submitted □ Approved See Below □ Denied See Below □ Corcoran Police □ Fire Department □ Building Inspector □ Road Closure Granted □ Noise Ordinance Exception Granted □ Off-Premise Alcohol Allowed □ ____Police Officers Required □ ____Other City Staff Comments ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ 08-13-2021 Page 4 of 4 Corcoran Police Event Policy The Corcoran Police Chief will authorize security for all City, Public and Private Events based on the number of expected people, type of activity, and experience as described below. Type of Events City Event – An event fully or partially sponsored by the City of Corcoran Public Event – An event open to the public Private / Other Event – An event closed to the public or outside of normal business When Security is Required City Event – When requested by City Officials Public events – anytime alcohol is served - or crowds exceeding or expecting to exceed 500 - or where public safety or health is concerned Private Events / Other – Outside of normal business when alcohol is served. (This policy does not affect private residents.) Level of Security Required The Chief of Police will determine the number of uniformed officers working at each event - If alcohol is served a minimum of: One (1) licensed police officer and two (2) reserve police officers Sponsor may request additional officers to be supplied upon availability Sponsor may hire qualified private security subject to the Chief of Police approval, requires thirty (30) days notice Or other levels of security as determined by the Chief of Police Sponsor’s Requirements Submission of completed application form to the Chief of Police sixty (60) prior to the event Receive approved application from Chief of Police Any other requirements determined by the Chief of Police Police Department Promptly notify sponsor of approval or denial of application Requirements Notify sponsor of any additional requirement(s) Attempt to meet all the needs of the applicant Rates of Compensation City Events – No Cost Public and Private Events – Licensed Police Officer $90.00 per hour Reserve Police Officer $30.00 per hour City Holidays $115.00 per hour Payment Payment for Corcoran Officers made directly to: City of Corcoran within fifteen (15) days of invoice. City of Corcoran may require an escrow account as part of the application. Funds paid for Reserve Police Officers go to the fund for training and equipment of the Reserve Program and not the individual reserve officer Officers Duties Attempts will be made to accommodate sponsor’s special requests; however, responsibility for duty assignments remain with the officer-in-charge of the event Special Notes Only uniformed police and fire personnel are to direct traffic on City, County and State roads Policy Approval Passed by the Council of the City of Corcoran, Hennepin County, Minnesota, the 27th day of April, 2000, updated the 26th day of October, 2006. STAFF REPORT Agenda Item 8e. Council Meeting: September 9, 2021 Prepared By: Brad Martens Topic: Planning Commission Resignation Action Required: Accept Summary: At the August 26th City Council meeting, Planning Commission member, Dean Vehrenkamp was appointed to the City Council effective September 9, 2021. Due to that appointment, Mr. Vehrenkamp has issued his resignation letter from his position on the Planning Commission effective September 3, 2021. The Council should accept the resignation letter. Staff has published that we are accepting applications for the vacancy on social media and the website. Applications will be brough to the Commission for review at the October 28th Council meeting. Financial/Budget: N/A Council Action: Accept the resignation of Dean Vehrenkamp from the Planning Commission effective September 3, 2021. Attachments: 1.Planning Commission Resignation Letter – Dean Vehrenkamp City of Corcoran MN Brad Martens City Administrator of Corcoran MN Tom Mckee Mayor of Corcoran MN Dean Jacob Planning Commission Chair All, I’m writing this letter to inform you of my resignation from the Planning Commission for the City of Corcoran MN. My last day serving as a Planning Commissioner will be Friday Sept. 3, 2021. I appreciate the time I have been in the role and have enjoyed each and every minute have experienced. I do look forward to serving as a Council Member for the City of Corcoran MN. starting as soon as I receive the 1st pack for the Sept 9, 2021 meeting. Thanks, Dean Vehrenkamp STAFF REPORT Agenda Item 8f . Counc il Meeting: September 9, 2021 Prepared By : Jessica Christensen Buck Topi c : St. John’s Lutheran School City Park Usage Action Required: Approval Su mm ar y : Staff was contacted by St. John’s Lutheran School’s Athletic Director, Kyle Peterman, regarding the usage of City Park for the school’s cross-country meet. The school is a local non-profit and staff feels would fit into the category of “Corcoran based youth organizations and other Civic, Public, and non-profit organizations” and considered pre- approved by the Parks and Trails Commission. Staff is looking for Council approval for the organization to use City Park free of charge on Friday, September 24, from 3:00 pm – 6:00 pm as they are not currently listed as a pre-approved group. Examples of pre- approved groups include the Northwest Area Jaycees, Corcoran Lions Club, and NW Trails. Athletic Director Peterman has informed staff there will be additional trash cans on site. Athletic Director Peterman intends to mark the start/finish line with field paint and the remainder of the track will be marked with flags and cones. Staff has included an agenda item on the September 16, 2021, Parks and Trails Commission meeting for the Commission to discuss “pre-approved” groups for future use. Following this discussion, the list will be included on a future City Council meeting for approval. Fi n anc i al/B udg et: Costs consist of Recreation Coordinator Christensen Buck coordinating the reservation and Public Works continuing maintenance at City Park. Council Action: 1.Authorize St. John’s Lutheran School to use City Park for their cross-country event on Friday, September 24 from 3:00 pm – 6:00 pm upon submitting damage deposit check and application with no fees. Attachments: None Memo To: Kevin Mattson, City of Corcoran From: Kent Torve, PE City Engineer Nick Wyers, PE File: 227701079 Date: September 2, 2021 Subject: 66th Avenue/Gleason Parkway Corridor Improvements – Pay Request #1 Reference: 66th Avenue/Gleason Parkway Corridor Improvements – Pay Request #1 Council Action Requested We recommend approval of the Payment Request #1 New Look Contracting in the amount of $295,733.05 on the 66th Avenue/Gleason Parkway Corridor Improvements Project. Background The 66th Avenue/ Gleason Parkway improvements will provide a valuable connection from the Ravinia development to County Road 116. The turn lanes associated to the street construction will provide a safer intersection for the residents and commuters on County Road 116. The sanitary sewer will provide the necessary sewer connection to the Tavera development to the west of County Road 116. Project Update The amount brings the total approved to date 15% of the total project value before withholding the 5% retainage amount of $15,564.90. The requested amount is related to mobilization, turn lane construction, site grading, erosions control, and storm sewer installation. Financing Financing is provided through developer escrow. Attachments Pay Request #1 Agenda Item 8g. STAFF REPORT Agenda Item 10a. Counc il Meeting: September 9, 2021 Prepared By : Kevin Mattson Topic : NE Corcoran Water Supply – Preliminary Design Action Required: Approval Su mm ar y : On June 10th, the Council reviewed supplemental feasibility information related to water supply planning in Northeast Corcoran including treatment options, storage alternatives, updated service area demand projections, market volatility, and architectural considerations. At the August 12th work session, the Council discussed the 2021 Financial Management Plan which included budget and other financial projections for the NE Corcoran Water Supply project. The attached document is a proposal to advance the NE Corcoran Water Supply project to preliminary design for council’s review and consideration. Fi n anc i al/B udg et: Costs for the proposed water infrastructure project have been included in the City’s financial management plan which shows the project being financially feasible. The water fund at the end of 2020 had a balance of $4,254,564 which would support costs until bonding would take place in 2022. Op t i o n s: 1.Approve the preliminary design of the NE Corcoran Water Supply project in the amount of $360,000 as outlined in the proposal from Wenck/Stantec. 2.Request staff prepare Request for Proposals (RFP’s) to receive proposals from additional engineering firms. 3.Decline to take action. Rec o mm endat i on : Staff recommends approving the preliminary design of the NE Corcoran Water Supply project in the amount of $360,000 as outlined in the proposal from Wenck/Stantec. The familiarity of the City’s project and past experience with initial water supply planning is valuable in proceeding forward. Co u n c i l A c t i on : Consider a motion to approve the preliminary design of the NE Corcoran Water Supply project in the amount of $360,000 as outlined in the proposal from Wenck/Stantec. A t t ac h m ent s : 1. Proposal for Preliminary Design for the NE Corcoran Water Supply Project Stantec Consulting Services Inc. 733 Marquette Avenue Suite 1000, Minneapolis MN 55402-2309 September 2, 2021 File: 2277 Attention: Kevin Mattson 9100 County Road 19 Corcoran, MN 55340 Dear Kevin, Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal The City of Corcoran is proactively making plans to deliver on its commitment to provide safe, reliable drinking water to its growing population within northeast Corcoran. In doing so, the City is embarking on infrastructure projects that will enhance one of the fundamental elements of all prospering communities, water. The proposed projects will include a municipal well, expanded water transmission piping, a water treatment facility, water storage facilities, and other associated improvements. Altogether the projects are focused on establishing a supply of quality drinking water in the community. Our team has worked with City Staff to develop a feasibility study along with supplemental information requested by Council to establish alternatives and associated budget level costs. Our collective team from Stantec and the City Staff worked together to review various approaches for resolving the City’s infrastructure needs. Staff took tours of two nearby water treatment plants (WTP) to further identify features that are most important to City Staff. These efforts were all aimed at gathering and presenting the necessary information for City Leaders to make important decisions regarding the approach to infrastructure needs. This letter outlines the general approach to the overall project and defines a scope of services for the preliminary design phase for the various project components which is the first step to the project. We are prepared to guide you and your Staff on this journey towards quality water infrastructure. With your approval, together we will take the next steps towards implementation of the plan described in the feasibility study and herein. Background/Understanding Currently the City of Corcoran is supplying water to northeast Corcoran by purchasing water from the neighboring community of Maple Grove, however this is not considered to be a long-term solution as the availability of water within the current agreement is capped. The City of Corcoran is seeking to establish a reliable water supply initially by installing a new groundwater supply well, storage system, and extended distribution network. Unfortunately, based on preliminary groundwater testing performed with the feasibility study, it was found that the groundwater contains levels of iron and manganese that are likely to exceed the Secondary standards allowed by the Minnesota Department of Health (MDH). September 2, 2021 Kevin Mattson Page 2 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal The City is pursuing the design and construction of a new water treatment facility that will treat the existing groundwater wells by utilizing a process for iron and manganese removal identified as a gravity filtration system. The proposed facility includes several key process elements including a clearwell for holding treated water, a backwash tank for processing the water used to wash the filters, and several chemical feed systems designed to dose appropriate amounts of solutions throughout the treatment process. The overall treatment process will reduce iron and manganese while producing significantly less waste stream by recycling backwash water. The treatment facility is proposed to be located on the parcel recently purchased by the city along County Road 116 north of Hunters Ridge. Based on preliminary financial planning that has been performed by the City, it is believed that the project will be paid for by City bonding and no Federal or State funds will be tied to the program. Building a working relationship with City Staff is the best way to deliver a successful project that meets the needs of the community. The Stantec team will work closely with City Staff, which will be led by Kevin Mattson. Our design team will consist of multiple disciplines including Principal in Charge Kent Torve, Client Manager, Steve Hegland, Project Technical Leader Ryan Capelle, Project Manager Ash Hammerbeck, electrical designer Chuck Oehrlein, well designer Mark Janovec, structural engineer Brian Bellemare, mechanical designer Jeromy Reed, and architect Bruce Paulson. Many members of this team of experts have worked together for 20 plus years working together designing facilities that successfully deliver solutions. The City and Stantec staff will form the project team, working together from the preliminary study through start up and commissioning. As we initiate the work plan, we will encourage active staff participation by organizing regular progress meetings with the City. This format allows the entire team to be aware of design decisions and evaluations to be made. One of the initial steps in this process will involve organization of the various water infrastructure projects involved. During the preliminary design phase of the project, we anticipate two meetings will be held with MDH Staff, and bi-weekly meetings will be held with the City. The following sections describe in more detail the scope of services and tasks for the preliminary design phase of the project. WATER TREATMENT FACILITY– Scope of Services Task 1: Preliminary Design During this phase, Stantec will work closely with City staff to determine specific features of the water treatment facility design. We will promote participation from City stakeholders, equipment suppliers, and regulatory bodies up front when making important design decisions. This helps ensure project goals are kept in focus. We will incorporate facility versatility into the design to allow for capacity expansions or additional treatment processes that the EPA or MDH may mandate in the future. September 2, 2021 Kevin Mattson Page 3 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal We understand that while the water treatment facility design will prioritize achieving public health water quality standards, it is also important to develop a design that achieves community expectations for architecture and staff operations and maintenance needs. Our scope of services includes an interactive process of evaluating alternative building exteriors culminating with a workshop with City Staff and City Council to review potential design approaches and make the ultimate decision. The materials of construction will be determined with input from City Staff; however, we anticipate the evaluation will include building envelopes that utilize brick/block, precast concrete wall panels, or a combination of materials. The roof design choices will include variations of flat roof similar to Public Works building or a pitched roof depending on final input from Council. We are experienced in the requirements and implementation of this proposed treatment process and preliminary design will identify sizes, capacities, operational features, piping systems, and chemical feed systems based on Corcoran demands and expansions. Staff working group includes Planning, Administration, Public Works, Building Official and Fire Marshall. Key Preliminary Design Activities: Kickoff/Brainstorming Meeting: The meeting will confirm background data such as well characteristics, site constraints, existing utilities, review plant capacity, and staffing level. Any existing soil boring information will be reviewed, and a plan created for any new borings. The meeting will set the course for the remainder of the project. Review Filtration Processes: We will design plant capacities and discuss with equipment suppliers to verify that the size and capacity of their equipment meets the goals for finished water quality based on actual and projected raw water parameters. Once the equipment size and treatment capacity are determined, backwash water quantities are calculated, along with backwash tank sizing and design options. Each unit process has an individual hydraulic profile. Architectural Space Needs: This assessment addresses the following considerations: process and chemical spaces, storage spaces, occupational and educational spaces, public access/tour considerations, ADA issues, and building code parameters. Preliminary Design scope of services includes: a. Define major components of the project and their dependencies. b. Geotechnical Investigation (geotechnical invoices paid directly by city) c. Prepare a detailed master project schedule for design and construction, including specific project elements and phasing. d. Develop a detailed cost estimate for project feasibility based on proposed design and associated infrastructure improvements. e. Provide input in decision-making processes for Council relating to value and quality. f. Establish and periodically review regulatory requirements and constraints with regard to the project. September 2, 2021 Kevin Mattson Page 4 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal g. Prepare 30% drawings - All disciplines architectural, electrical, mechanical, civil, process, and structural. Following the Preliminary Design, the following phases would be completed given future authorization by the City Council to proceed with the project. The general scopes below are provided to give perspective on remaining scope of work and a future request for authorization will be made at that time. Task 2: Final Design (Future Scope Approval) Stantec will finalize the water treatment facility design and will complete the creation of the bid package for construction of the plant. We will also work with the City to apply for agency approvals during this task. Final Design scope of services includes: a. Develop final design documents for each major component of the project and submit for MDH review. b. Provide permitting applications for the project with responsible agencies. c. Provide services to the City that include the development of contract front-end documents, advertising of the request for bids. d. Review final construction documents with City Council and City Staff at 60%, 90% and Final completion. e. Submit contract documents to MDH for plan review. f. Assist the City in applying for permits, including MDH. g. Assist City in consultation with other government agencies Task 3: Bidding Services (Future Scope Approval) This phase brings the design documents to the public for bidding and will establish contract arrangements between the awarded contractor and the City. Stantec will assist the City in obtaining bids on the project. Bidding phase scope of services include: a. Coordinate Prebid meetings b. Issue addenda as necessary. c. Answer bidder questions. d. Attend bid opening, prepare bid tabulation. e. Evaluate bid results. Task 4: Construction Administration Services (Future Scope Approval) The Stantec team will provide comprehensive construction administration including project management, part-time construction observation, special inspections, review of shop drawings, preparation of change September 2, 2021 Kevin Mattson Page 5 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal orders, and contractor payment estimates. Stantec will coordinate with the City and awarded contractor to facilitate periodic progress meetings. As construction progresses, we like to have the plant operators make frequent tours of the facility to learn about how it is built and its operation “from the inside out.” Our staff will show plant operators aspects of the facility from the standpoint of design and construction. They will also set up additional tours of existing plants, so staff can talk to those operators and learn from their experiences and practices. We have used this technique on past projects and find the process to be very beneficial. Construction scope of services includes: a. Conduct pre-construction & progress meetings, record minutes. b. Establish reference point for construction staking. c. Construction staking for water treatment plant site. d. Perform shop drawing review. e. Provide construction observation/documentation/representation services. f. Provide Special Inspections. g. Issue contract document clarifications as required. h. Process contract change order requests. i. Review contractor progress schedules. j. Process contractor pay requests. k. Prepare punch list. l. Provide substantial completion punch list, issue certificate of substantial completion. m. Review final Contract Documents, releases, etc. n. Process final pay request/contract closeout. Task 5: Post Construction Services (Future Scope Approval) After the WTP is on-line and delivering water, Stantec will assist the City with operational issues and represent the City during the warranty period. Well and Trunk Infrastructure Systems - Scope of Services Task 1: Preliminary Design Municipal Well As part of the initial well investigation that was performed previously, the location (and design) of the first municipal well was substantially completed. Stantec along with City Staff were able to receive DNR approval for the Preliminary Well Construction Application as well as MDH review and approval of the plans and specifications for the well. However, during subsequent preliminary site planning as part of the land purchase, it was noted that the location of the well within the parcel may need to be modified to better accommodate future expansion of the water treatment facility. September 2, 2021 Kevin Mattson Page 6 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal During the preliminary design we will reengage with DNR and update the DNR approval for the Preliminary Well Construction and update any well plans required for those approvals. Trunk Infrastructure System To support the water treatment facility, several key trunk infrastructure systems will need to be extended from their current location. These would include the sanitary sewer system, raw water extensions, and trunk water system which are all available at the adjacent Bellwether development. As part of the adjacent Pulte Homes development, these trunk facilities will be extended to the development’s western plat boundary. Stantec will prepare preliminary utility plans related to the installation of the new trunk infrastructure. As this project would likely need to be completed across privately owned property, it is anticipated that easements and land rights will need to be obtained from multiple property owners. Stantec will assist will preparing all legal property documents, notices and figures and City Staff will negotiate and perform the land acquisition process. As the land acquisition process takes time, we would start with identifying those needs and beginning that process in the preliminary design phase. Task 2: Final Design (Future Scope Approval) Following preliminary design and during the land acquisition process, Stantec would assist in preparing the final design of the Well and Utility Improvements as individual projects. This would include all necessary plan production, project permitting and regulatory requirements for these projects. Task 3: Bidding Services (Future Scope Approval) This phase brings the design documents to the public for bidding and will establish contract arrangements between the awarded contractor and the City. Stantec will assist the City in obtaining bids on the project. Bidding phase scope of services include: a. Coordinate prebid meetings b. Issue addenda as necessary. c. Answer bidder questions. d. Attend bid opening, prepare bid tabulation. Task 4: Construction Administration Services (Future Scope Approval) The Stantec team will provide comprehensive construction administration services throughout the construction project including; a. Contract Administration September 2, 2021 Kevin Mattson Page 7 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal b. Project management c. Construction observation d. Construction Staking e. Review of shop drawings, preparation of change orders f. Contractor payment estimates g. Project acceptance assistance including final walkthrough and utility punch-listing Water Tower - Scope of Services Task 1: Preliminary Design In evaluating water storage options, it is anticipated that the City will pursue the design and construction of a 750,000 gallon elevated tank with some underground storage at the treatment facility. During the preliminary design phase of the project, various tank alternatives will be reviewed included welded steel and composite tanks. If City Staff decides to further pursue a surface storage tank, those alternatives will be discussed and reviewed at this phase. Additional scope would be necessary to fully develop ground storage preliminary design. Stantec will perform preliminary engineering services which will focus on data collection and the locations and arrangement of the site for the new elevated tank. This effort will focus on making the most efficient use of the space for both construction and future maintenance operations. During the site evaluation, if alternative site arrangements appear to be relatively similar, preliminary figures with options will be prepared. The Options will be presented to the City for a final site arrangement determination. Attendance of the bi-weekly team meetings and one city council meeting is included in this scope of work. Three soil borings will be taken under the selected site location to determine the minimum foundation design. We will coordinate and obtain quotes to perform soil borings and prepare a report. The geotechnical contracts will be directly with the City and the costs are not included in Stantec’s proposal. Task 2: Final Design (Future Scope Approval) Draft Plans and Specifications. Stantec will prepare draft plans and specifications at the 60% and 95% percent complete level for City review and comment. The project documents will be based on our design experience with all styles of elevated tanks. Our design effort will entail detailed discussions with City Staff regarding the full range of potential accessories and configurations associated with each style of elevated tank and the desired use of this tank for actions other than storing water. The draft plan set will include two alternative styles of elevated Final Plans and Specifications. Stantec will incorporate review comments from the two draft submittals into a revised final bidding set. The bidding documents will consist of a Project Manual that will include drawings, CSI format technical specifications, Special Provisions, bid form, agreement, standard general conditions, and information as required for public letting. A Final Engineers Opinion of Probable Cost will be provided with the bidding documents. September 2, 2021 Kevin Mattson Page 8 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal Task 3: Bidding Services (Future Scope Approval) This phase brings the design documents to the public for bidding and will establish contract arrangements between the awarded contractor and the City. Stantec will assist the City in obtaining bids on the project. Bidding phase scope of services include: a. Coordinate Prebid meetings b. Issue addenda as necessary. c. Answer bidder questions. d. Attend bid opening, prepare bid tabulation. e. Evaluate bid results. Task 4: Construction Administration Services (Future Scope Approval) a. Set up and conduct a preconstruction conference. b. Review Shop Drawings. c. Confer and act as the Utility’s representative in matters between the Contractor and the Utility. d. Inspect the tank foundations. e. Inspect Concrete shaft in the event that the CET style of tank is chosen. f. Coordinate inspection services with welding subcontractor thought the course of construction. g. Prepare Contractor’s Request for Payment forms. h. Prepare, review, and recommend action for proposed change orders. Review cost estimate for proposed change orders. i. Coordinate the Contractor’s tank disinfection and filling. j. Perform a final inspection of each demolished facility. Assumptions During the design development process several assumptions were made regarding the desired water treatment facility and various aspects of its procurement. The following are a few of these assumptions: · The water treatment facility will include limited storage of finished water to sufficiently have enough volume in storage to provide backwashing for the filtration system with a factor of safety. · A backwash tank will be provided to hold the volume of water produced by washing the filters. · The building materials will not be premium brick and block cavity wall construction. · Any easements required for the project will be obtained by the City. · Materials testing, soil borings, construction material testing and infiltration testing will be conducted by the Owner. September 2, 2021 Kevin Mattson Page 9 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal · Bidding advertisement costs will be paid by the Owner. · Our estimate for construction services is based upon industry standard Contractor and supplier performance. Schedule The schedule for the project may vary depending on the review periods with the City, regulatory reviews, and potential changes to the overall infrastructure strategy. We also understand that the project will require authorizations from City Council at key points during the project. We have attached a project flowchart which shows the anticipated project schedule. The proposed schedule provides our estimate of the timeline for how the project will unfold based on what we know today. With a goal of providing high quality water to northeast Corcoran within three years of authorizing the preliminary design, the schedule provided does show completion slightly ahead of goal. We will work with City Staff throughout the design process to identify critical path project items and ensure information and subsequent decisions are being made to keep the project on schedule. Compensation Stantec will complete this scope of work according to the letter of engagement and previous practices with the City of Corcoran. If through the scope of the project, the City and Stantec enter into a Professional Services Agreement, the conditions of that agreement will supersede. We propose that the engineering service phases for this project be provided on an hourly basis with an estimated budget. Any changes to the project scope or estimated hours to complete the work will be communicated to the City in a timely fashion. Stantec will not proceed with additional services or services outside of the scope of work contained in this letter without approval from the City. City of Corcoran has individual rates for key City support staff. The specialty services provided by Stantec by employees without previously defined rates will be provided in accordance with Stantec’s Standard Rate Table 0 which is discounted below our standard rates. Rates for hourly staff may be adjusted on a yearly basis in accordance with our yearly rate review. We have estimated the level of effort required to perform the scope of work described herein and have summarized them for you below: September 2, 2021 Kevin Mattson Page 10 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal Summary of Fee Task Water Treatment Plant Well and Trunk Infrastructure Water Tower Total 1 – Preliminary Design $290,000 $45,000 $25,000 $360,000 Closing We hope this letter defines the scope of work, the proposed schedule, and the estimated fee of services to your satisfaction. If you have any questions about the proposed scope, schedule or estimated fee we will be happy to review with you. Our team is prepared to move forward with assisting the City upon receiving your authorization. On behalf of our Stantec team, we thank you for this opportunity to be of service to your community. We have enjoyed working with you and your staff through the design development process and we look forward to partnering with the City of Corcoran on delivering safe, reliable, and compliant water to your community. Regards, Stantec Consulting Services Inc. Kent Torve PE (MN) Principal Phone: 612.209.7919 Kent.torve@stantec.com Jared Ward PE (MN) Principal Phone: 763.479.5126 Jared.Ward@stantec.com September 2, 2021 Kevin Mattson Page 11 of 11 Reference: Water Supply, Treatment, and Storage Preliminary Design Proposal By signing this proposal, City of Corcoran authorizes Stantec to proceed with the services herein described and the Client acknowledges that it has read and agrees to be bound by the attached Professional Services Terms and Conditions. This proposal is accepted and agreed on the ___________ day of _________,_________ . Per: Print Name & Title Signature Attachment: Attachment September October November December January February March April May June July August September October November December January February March April May June July August September October November December January February March April May June July August September October November DecemberTreatment Plant Preliminary DesignTreatment Plant Final Design/BiddingTreatment Plant ConstructionPost ConstructionWell/Trunk Utility PredesignWell/Trunk Utility DesignWell ConstructionUtility Infrastructure ConstructionLand AcquisitionWater Tower PredesignWater Tower DesignWater Tower Construction2021202220232024 Water Tower Predesign $25,000Preliminary Design $290,000Final Design $280,000Treatment Plant Construction $5,500,000Post Construction $30,000Well /UtilityPredesign $45,000Well construction$350,000Well/Utility Design$45,000Utility Construction $1,400,000Land Acquisition $unknownWater Tower Design $80,000Water Tower Construction $3,700,000Note:1. Costs shown are based on initial budget provided in the water treatment feasibility study and do not include contingency orinflation. it is anticipated pricing will fluctuate but is shown to illustrate magnitude of costs.2. Schedule is based on engineering with leadership input but may be extended based on timeline of decision makingprocesses including Architecture, SCADA and site layout. STAFF REPORT Agenda Item 10b. Council Meeting: September 9, 2021 Prepared By: Brad Martens Topic: Commissioner Appointment Process Action Required: Direction Summary: The City has a current vacancy on the Planning Commission due to the resignation of Dean Vehrenkamp who was appointed to the City Council. Staff has advertised the opening with applications due at 4:00 pm on Wednesday, October 20th. In advance of the City Council considering an appointment, staff is seeking direction on the preferred process for commission appointments which have varied in the past. The following are a few of the options for consideration: • Bring all applications to a regular Council meeting for consideration by the full City Council. • Establish a sub-committee of no more than two Councilmembers to interview and recommend applicants. • Hold a special public meeting in order to interview candidates. Council should provide staff with direction on the preferred process. Financial/Budget: Not applicable. Options: 1. Direct staff on the preferred process for considering commission appointments. Recommendation: Staff recommends either bringing all applicants to the City Council or establishing a sub- committee as it is difficult to find time for additional meetings in order to facilitate interviews by the entire Council. Council Action: 1. Direct staff on the preferred process for considering commission appointments. Attachments: None. STAFF REPORT Agenda Item 11a. Council Meeting: September 9, 2021 Prepared By: Brad Martens; Kevin Mattson Topic: Paving Petition – Park Trail Road Action Required: Direction Summary: The City has received a petition from residents living on Park Trail Road requesting the City initiate a project to pave Park Trail Road. The petition is signed by all seven of the occupied lots connected to Park Trail Road. An additional six buildable lots exist along this road that do not have homes and are not a part of the petition. If the City Council is supportive of initiating a project, the first step would be to complete a feasibility study. Staff would like direction on the potential of initiating the project. Financial/Budget: Kevin Mattson, Public Works Director completed a high-level cost estimate based upon two recent projects and estimates the project would cost $190,000. Assuming the same assessment as the Corcoran Trail project at $10,800 per property, the overall finance gap is estimated at $49,600. The 2022 asphalt budget could cover this amount. Since 6 of the lots are vacant, the Council may want to defer those assessments to the future which would require additional funds to carry for a period of time. The asphalt fund has approximately $120,000 funds that are not currently committed towards projects or covering while assessment revenue is received. Options: 1. Direct staff to initiate a feasibility study to pave Park Trail Road. 2. Direct staff to take no action at this time. Recommendation: Staff supports proceeding with a potential project. Council Action: 1. Consider a motion to direct staff to initiate a feasibility study to pave Park Trail Road. Attachments: 1. Petition for Paving Park Trail Road STAFF REPORT Agenda Item 11b . Counc il Meeting: September 9, 2021 Prepared By : Kevin Mattson Topic : Stormwater Area Charge Action Required: Approval Su mm ar y : The City of Corcoran presently funds all stormwater system expenses via the General Fund unlike the sewer and water infrastructure systems which are enterprise funds supported by the users (development). Revenues for stormwater management systems are commonly generated outside of the general tax levy in the form of area charges and/or utility fees. As the City’s stormwater management responsibilities and expectations increase, staff recommends evaluating a mechanism to implement stormwater area charges as property develops. Staff is requesting the Council review the attached proposal from Wenck/Stantec related to the study and recommendation of a future consideration of a stormwater area charge. Fi n anc i al/B udg et: The proposed work could be allocated to the 2021 General Budget Stormwater Line Item resulting in an approved budget overage. Staff anticipates the overall 2021 budget can support this expense. Ultimately, these costs could be recouped or transferred if a future stormwater fund was established. Op t i on s : 1.Approve the Stormwater Area Charge Study proposal as outlined from Wenck/Stantec in the amount of $14,200. 2.Decline. Rec o mm endat i on : Staff recommends approving the Stormwater Area Charge Study proposal as outlined from Wenck/Stantec in the amount of $14,200. Co u n c i l A c t i on : Consider a motion to approve the Stormwater Area Charge Study proposal as outlined from Wenck/Stantec in the amount of $14,200. A t t ac h m en t s : 1. Proposal for Stormwater Area Charge Study Stantec Consulting Services Inc. 2080 Wooddale Drive, Ste 100 Woodbury, MN 55125 Sept 3, 2021 Attention: Kevin Mattson Public Works Director City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Dear Mr. Mattson, Reference: Proposal – Stormwater Area Fee Assistance We appreciate the opportunity to present this proposal to the City of Corcoran. Our proposal includes a scope of work and budget to assist City Staff in developing a potential Stormwater Area Fee to be considered by the City. Background Other than funding through general taxes many communities generate additional funding for their stormwater management systems in two ways. Those two mechanisms are collecting funds through a Stormwater Area Fee and or a Stormwater utility Fee. Stormwater Area Fees are similar to the TLAC fees charged for the trunk sewer and water systems and are typically charged to parcels at the time they are developed as a one-time fee. A stormwater utility fee is a billed to the community on monthly or quarterly basis similar to a sewer or water utility bill. Corcoran currently funds all costs for their stormwater system through the general fund. City Staff have asked Stantec Consulting Services Inc, (Stantec) to help develop a Stormwater Area Fee for the City that can be presented to the City Council for their consideration. Costs for operation and maintain the stormwater infrastructure within the City of Corcoran will continue to increase. Scope of Work Task 1: Kickoff Meeting Stantec and staff will hold a Project Kickoff meeting in which the City Attorney, City Planner and City Staff will meet to begin discussions on the development of an area fee. The development of an area fee should be done so with careful consideration from the City Attorney. Stantec will prepare an agenda for the meeting and will follow up with the Kickoff team with meeting notes as well as to do’s form the meeting. This meeting will allow for Stantec, City Staff and the City Attorney to meet and discuss the alternatives which could be considered and in what parameters. September 3, 2021 Kevin Mattson, Public Works Director Page 2 of 4 Reference: Stormwater Area Fee Task 2: Stormwater Area Fee Development Stormwater area fees are a mechanism in which an proportional fee is developed and collected from parcels as a one-time fee which is charged at the time of development much in the same way TLAC fees are charged for the sanitary sewer and watermain system. This is done by many of the surrounding communities and is a way of collecting fees for the stormwater system from development. Stantec will work with City Staff to develop an Area Fee based on a identifying the projected stormwater costs the city would incur, likely over a 10-year period, and determining a proportional costs over the anticipated development area. In developing any fee there is a significant number of stormwater costs which could be incorporated into the development of the fee and could be financed through that fund. Some of these uses may be more fitting for one or the other utility fee outlined previously but all could be considered. Stantec will work with City Staff and the City Attorney to determine which of these costs could be included in a Stormwater Area Fee and then develop those forecasted costs. Below are some of the potential stormwater related costs that could be captured. · NPDES Compliance o Public education and outreach o Public involvement and participation o Illicit discharge detection and elimination o Construction site runoff control o Post-construction runoff control o Pollution prevention/good housekeeping · Capital Improvement Plan o Stormwater treatment for regional roadway and infrastructure projects o Regional and Subregional stormwater facilities · Erosion and sediment control o Street sweeping o Storm sewer pipe, catch basin, and pond inspection, maintenance, and improvements · Enhanced storm water conveyance o Rehabilitation and replacement o Facility improvements o Operation and maintenance · Flood control o Comprehensive storm water management plan o Storm sewer system improvements o FEMA mapping and activities · TMDL Implementation o Wetland enhancement for TMDL compliance o Water quality  Comprehensive water quality management plan  Monitoring  Wetland restoration  Water quality system improvements  Other projects addressing TMDL pollutant load allocations September 3, 2021 Kevin Mattson, Public Works Director Page 3 of 4 Reference: Stormwater Area Fee It is assumed that the Stormwater Area Fee will be developed for those parcels within the MUSA, however we will work with City Staff to identify how any potential Stormwater Area fee would be applied to rural Corcoran as well. We will then use GIS data to determine the estimated developable acreage based on the Comprehensive Plan as well as available public databases on wetlands and floodplains. Task 3: Technical Memo Stantec will prepare a technical memo identifying and categorizing stormwater costs and areas to be included in a potential Stormwater Area Fee. We will also research available information on the surrounding communities to understand how any proposed fee will be compared to those communities. Upon the completion of the scope of work, the memo and supporting information will be presented to the City Council. They will then be able to review and discuss the implementation of a stormwater area fee within the City Fee Schedule. Fee Estimate The fees for the scope of work described in this proposal are shown in Table 1. Table 1 – Fee Estimate Task Budget Task 1: Kickoff Meeting $1,200 Task 2: Stormwater Area Fee Development $8,500 Task 3: Technical Memo $4,500 Total $14,200 September 3, 2021 Kevin Mattson, Public Works Director Page 4 of 4 Reference: Stormwater Area Fee Project Team The following Stantec staff have been selected to execute the Scope of Work. · City Engineer Kent Torve · Project Manager · GIS Specialist Steve Hegland Jordan Schuck Please let me know if you need additional information about this proposal. We greatly appreciate assisting the City and strive to ensure exceptional outcomes for your projects. Regards, Stantec Consulting Services Inc. Kent Torve, PE City Engineer Phone: 763-479-4209 ktorve@wenck.com Proposal Terms & Acceptance · Stantec will complete this scope of work according to the letter of engagement and previous practices with the City of Corcoran. · Stantec will perform the scope of work on a time and materials basis and will not exceed the authorized budget without prior authorization. · To accept the proposal as stated above, please complete the following: City of Corcoran Type or Print Name Signature Title Date STAFF REPORT Agenda Item 11c. Council Meeting: September 9, 2021 Prepared By: Brad Martens, Matt Gottschalk Topic: Job Description Update – Public Safety Administrative Manager Action Required: Approval Summary: Over the last several years, the amount and complexity of administrative work for the police department has drastically increased. This is due to a significant amount of reporting requirements, data practices, new rules, growth of the department, increased technology management, and more. The job description however has not been updated since 2014. The position has changed significantly to the point in which a new title and job description are required. The recommended position is titled Public Safety Administrative Manager and the job description is attached to this report as well as a resolution establishing the position and appointing Paula Steelman to that position effective September 18, 2021. Financial/Budget: The position description includes a significantly higher level of duties than the Administrative Assistant position. The pay grade is at 10 as compared to the current grade of 6. While this increase was not budgeted for in 2021, staff recommends proceeding at this time. The anticipated budget impact is $2,000. Options: 1. Approve the resolution as drafted amending the structure of the City of Corcoran Police Department. 2. Send back to staff for further review. Recommendation: Approve the resolution as drafted amending the structure of the City of Corcoran Police Department. Council Action: 1. Consider a motion to approve Resolution 2021-100 Attachments: 1. Resolution 2021-100 2. Job Description – Public Safety Administrative Manager City of Corcoran September 9, 2020 County of Hennepin State of Minnesota RESOLUTION NO. 2021-100 Page 1 of 2 Motion By: Seconded By: A RESOLUTION AMENDING THE ORGANIZATIONAL STRUCTURE OF THE CITY OF CORCORAN POLICE DEPARTMENT WHEREAS, the City of Corcoran has an existing organizational structure which at time to time must be adjusted as the City grows to meet the needs of the community; and WHEREAS, the administrative duties of the Police Department have vastly increased over the last several years due to additional requirements, oversight, technology, and growth within the department; and WHEREAS, the City desires to enhance the existing position of Police Administrative Assistant to a new position of Public Safety Administrative Manager to accurately reflect the work being completed and required of the department; and WHEREAS, the City would like to memorialize this change by resolution. NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Corcoran: 1. The City establishes a new position titled Public Safety Administrative Manager, approves the job description, and appoints Paula Steelman to that position, effective September 18, 2021 at Grade 10 in the 1-Year Step; 2. For the purpose of benefit accruals, all existing years of service continue to this new position and there is no new probationary period for this position. VOTING AYE VOTING NAY McKee, Tom McKee, Tom Bottema, Jon Bottema, Jon Nichols, Jeremy Nichols, Jeremy Schultz, Alan Schultz, Alan Vehrenkamp, Dean Vehrenkamp, Dean Whereupon, said Resolution is hereby declared adopted on this 9th day of September 2021. City of Corcoran September 9, 2020 County of Hennepin State of Minnesota RESOLUTION NO. 2021-100 Page 2 of 2 ________________________________ Tom McKee – Mayor ATTEST: __________________________________________ City Seal Jessica Beise – Administrative Services Director PUBLIC SAFETY ADMINISTRATIVE MANAGER ©City of Corcoran 2021 1 Department: Public Safety Reports To: Director of Public Safety Points: 279 Grade: 10 FLSA: Non-Exempt Bargaining Unit: NA Revision Date: September, 2021 Job Summary: The Corcoran Public Safety Administrative Manager supervises and coordinates the work function of the administrative division and support functions of the public safety department, ensuring programs and services are being performed in a timely, efficient, and complete manner and in accordance with department policies and procedures. The position is responsible for the management, analysis, and dissemination of all data collected by the department in accordance with MN Data Practices. The Public Safety Administrative Manager will also provide administrative support for department staff and customer service for the public. Scope of Impact: The Public Safety Administrative Manager is responsible for overseeing the public facing customer service experience, records management, and the provision of clerical support to all department staff. The position leads, supervises, and develops administrative staff in a manner that inspires professionalism, strong communication, team building, and alignment with city and department values. Essential Duties and Responsibilities: • Leads, supervises, develops, and directs public safety administrative staff. o Fosters a respectful workplace culture. o Promotes collaboration at all levels and empowers staff to be innovative decision-makers. o Participates in professional organizations and implements best practices where appropriate. o Participates in training designed to strengthen interpersonal, communication, and leadership skills. o Develops procedures for processing and dissemination of information by administrative support staff. o Ensures that department policies and procedures and other applicable regulations are being followed by administrative support staff. o Balances workload distribution and internal and external customer service needs. o Provides feedback through formal and informal performance management and provides necessary feedback in a timely fashion. o Provides effective management by appropriate supervision, delegation, coaching, and training. o Makes staffing and training recommendations for the administration division. • Supervises, directs, and manages the records functions and software for the department. o Manages, implements, and enhances systems and audits for the collection, use, dissemination, retention, and disposal of data. City of Corcoran PUBLIC SAFETY ADMINISTRATIVE MANAGER ©City of Corcoran 2021 2 o Ensures that department policies and procedures comply with MN Data Practices and state and city retention schedules. o Ensures that department records and forms are updated as necessary to reflect changing needs and current legislation. o Maintains and oversees all public safety records management systems. o Troubleshoots technology issues and coordinates with IT staff as needed for additional assistance on all computer programs. o Serves as department administrator for various computer applications used by the department. o Evaluates and makes recommendations to the Director regarding software and hardware needs in the department. o Obtains and maintains certification in various records systems required by the Bureau of Criminal Apprehension (BCA). o Ensures compliance with all rules for the State MNJIS system and serves as Terminal Agency Coordinator (TAC). o Maintains a good working knowledge of the computerized record systems for the department and periodically evaluates and makes changes in procedures and policies. o Acts as an instructor in conducting computer training for department personnel as needed. o Works with external agencies as applicable to ensure city’s participation in various information-sharing projects and records management systems. o Manages all public safety permitting. • Provides office support for the department and its educational programs o Receives visitors, answers telephone calls, and appropriately refers inquiries to the proper staff. o Prepares correspondence, labels, reports, memos, and letters. o Maintains a supply of department forms and office materials. o Responds to data requests and other requests for information. o Maintains and updates multiple public safety social media platforms. o Maintains department rosters and the court calendar. o Prepares reports for submission to the county or city attorney for criminal complaint; monitors eCharging reports that are assigned to the department; notarizes complaints and submit to court for processing; reviews, add supplemental reports and submits DWI cases to the Hennepin County Attorney’s office and to MN DVS for processing. o Generates regular press releases. o Maintains the city-wide phone system. o Maintains Body Worn Camera (BWC), Squad Video, and Booking Room Video records; and, exports videos for case files, data retention, and discovery requests. o Provides support for the department’s educational programs including managing registration, attendance rosters, course materials, and certificates. • Performs other duties and activities as assigned. Minimum Qualifications: • Associates degree in public administration, criminal justice, social service, legal assistance, administrative assistance, office management, or a related field. PUBLIC SAFETY ADMINISTRATIVE MANAGER ©City of Corcoran 2021 3 • Five years of progressively responsible clerical experience with demonstrated ability to direct, supervise, coach and train others. • Possession of, or ability to obtain and maintain access to the Minnesota Bureau of Criminal Apprehension Terminal Access Certification within three months of employment. • Must successfully pass a background investigation. Desired Qualifications: • Demonstrated ability to direct, supervise, coach and train public safety administrative staff. • Additional training and knowledge of CJRS, NCIC, CJIS and other law enforcement related systems. • Possession of, or ability to obtain a certification from an accepted property and evidence management course within one year from date of hire. Knowledge, Skills and Abilities Required for Successful Job Performance: • Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information. • Knowledge of the functions and responsibilities of City Departments, staff, and key community members. • Knowledge of city computer systems, county programs, and the city financial processes. • Knowledge of and ability to operate standard office software sufficient to manipulate data, draft reports and maintain records. • Strong technology skills and computer experience; proficient in Microsoft Outlook, Microsoft office suite (Word, Excel) and computerized record systems. • Customer service skills including demonstrated ability to build positive relationships with employees and managers. • Ability to analyze and resolve problems. • Ability to maintain CJIS certification. • Ability to work independently and to prioritize work requests. • Ability to maintain private and confidential material, documents, and communications. • Ability to perform work requiring a high degree of concentration and judgment in interpreting practices and procedures to solve problems. • Verbal and high-level written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work-related materials. • Ability to work with neighboring public safety agencies and outside professional organizations to continue to learn and bring efficiencies within our organization. • Ability to work with initiative without direct supervision. Physical and Mental Requirements: Physical effort is light, with lifting or carrying up to 25 pounds intermittently. Report preparation and word processing will at times require extended use of a keyboard. Work interruptions are frequent. Working Conditions: Work is performed in a normal office environment. May be the first person to whom a complaint is delivered by a citizen and may involve calming individuals who are emotionally charged over an issue. PUBLIC SAFETY ADMINISTRATIVE MANAGER ©City of Corcoran 2021 4 Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The Director of Public Safety and City Administrator retain the discretion to add duties or change the duties of this position at any time. STAFF REPORT Agenda Item 11d. Council Meeting: September 9, 2021 Prepared By: Brad Martens Topic: Potential Town Hall Meeting Action Required: Direction Summary: The Mayor has requested an opportunity to discuss with the Council a potential town hall style event for the City. The idea would be to find a location in which residents could attend to learn about the priorities and actions of the City, as well as ask questions to elected officials. A virtual town hall would also be an option. If supported by the Council, potential dates and times should be discussed as well as what types of topics to cover. Financial/Budget: Financial impacts would depend on the type and intensity of an event. Options: 1. Direct staff to plan and schedule a town hall event (virtual or in-person). 2. Direct staff to take no action at this time. Recommendation: If supported, staff recommends a sub-committee of the City Council be established to help plan the event. Council Action: 1. Direct staff on action related to a potential town hall meeting. Attachments: None. City of Corcoran 2021 City Council Schedule Agenda Item 13. September 23, 2021 Work Session – 5:30 pm • Fire Service Work Plan September 23, 2021 • Active Corcoran Planning Applications • Tavera 2nd Addition Final Plat and Final PUD Plan • Garages Too Rezoning, Variance, Conditional Use Permit, Site Plan, Preliminary Plat • Public Hearing – Nuisance Code Amendments • Karinemi Sketch Plan • Preliminary Levy Approval • Insert for Mailings • Amended Agreement – 66th Avenue Properties • Sign Ordinance Update • Call Assessment Hearings – Corcoran Trail and Appaloosa Woods Improvement Projects (October 14th) • Advanced Bond Payment – 2012B • Draft Garbage Hauler License Requirements • Early Grading Agreement – Amberly/Bellwether • Early Grading Agreement – Cook Lake Highlands October 14, 2021 – Charter Commission meeting at 5:30 (tentative) • 2022 Capital Improvement Plan – Order Equipment • Firearm ordinance update (shooting range, etc.) • Construction Hours Update (definition?) • 2021 Action Steps Update • Assessment Hearings – Appaloosa Woods/Corcoran Trail East & West • Recycling Proposal Review • Phone System Proposal • Closed Session – Property Acquisition for 66th Avenue Improvements