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2024-09-26 City Council Agenda Packet Part 2
Corcoran City Council Agenda September 26, 2024, 7:00 pm a. NAL 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Presentations a. Mark Reinking – 5 years (Public Works) b. Joe Zerwas – 20 years (Public Safety) c. Northland – Long-term Financial Plan 5. Open Forum – Public Comment Opportunity 6. Consent Agenda a. Financial Claims September 26, 2024 b. 2023-05-11 DRAFT Council Minutes c. 2023-08 -24 DRAFT Council Work Session Minutes d. 2023-08-24 DRAFT Council Minutes e. 2023-09-14 DRAFT Council Work Session Minutes f. 2023-09-28 DRAFT Council Minutes g. 2023-10-12 DRAFT Council Minutes h. 2023-10-12 DRAFT Council Work Session Minutes i. 2023-10-26 DRAFT Council Minutes j. 2023-10-26 DRAFT Council Work Session Minutes k. 2023-11-06 DRAFT Special Council Meeting Minutes l. 2023-11-09 DRAFT Council Minutes m. 2023-11-20 DRAFT Council Minutes n. 2023-12-18 DRAFT Council Minutes o. REMOVED 2024-07-25 DRAFT Council Minutes p. 2024-08-08 DRAFT Council Minutes q. 2024-08-08 DRAFT Council Work Session Minutes r. 2024-09-12 DRAFT Council Minutes s. Heather Meadows Final Plat t. Heather Meadows Early Grading u. Upward Acres Final Plat v. Upward Acres Early Grading w. Slabaugh Preliminary Plat, Final Plat, and Variance x. Tavera 7 FP/FPUD y. Long-Term Financial Management Plan z. Finance Director Services Contract aa. IT Manager Job Description and Hiring bb. Communications Specialist Job Description and Hiring cc. Hennepin County Youth Sport Grant - Equipment dd. Water Tower – Pay Request 14 ee. Water Tower – Pay Request 17 ff. Trail Haven Bridge Replacement – Pay Request 3 & FINAL gg. NE Trunk Infrastructure improvements – Pay Request 1 hh. Water Treatment Plant – Pay Request 16 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: 821 6350 4979 Video Link and Instructions: https://us02web.zoom.us/j/84587541654 visit http://www.zoom.us and enter Meeting ID: 845 8754 1654 *Please note in-person comments will be taken at the scheduled meeting where noted. Comments received via email to City Administrator Tobin at jtobin@corcoranmn.gov or via public comment cards will also be accepted. All email and public comment cards must be received by the Wednesday prior to scheduled Council meeting. For more information on options to provide public comment visit: www.corcoranmn.gov Corcoran City Council Agenda September 26, 2024, 7:00 pm ii. Stieg Road Improvements – Pay Request 1 jj. Toward Zero Deaths Grant kk. ADDED Police Resignation and Hiring Process Authorization 7. Planning a. Public Hearing. Slabaugh Easement Vacation b. Public Hearing. Heather Meadows 2nd Easement Vacation c. Public Hearing. Hope Meadows ROW d. Domino’s e. Schutte/Streeter Rezoning Concept f. M&J Wine Tasting Room Concept Plan 8. Unfinished Business -- Public Comment Opportunity 9. New Business – Public Comment Opportunity a. North Hennepin Pioneer Society Request for Funds in 2025 10. Council Reports a. Planning Project Update 11. 2024 City Council Schedule 12. Closed Session a. City Center - Easement 13. Adjournment STAFF REPORT Agenda Item: 6z. Council Meeting September 26, 2024 Prepared By Jay Tobin Topic Finance Director Services Contract - Abdo Action Required Decision Summary On December 18, 2023, the City Council accepted Maggie Ung’s resignation as Finance Manager (effective December 29, 2023) and authorized staff to begin the hiring process at the appropriate time. At that time, the city’s 2022 audit was still in process with Abdo and staff had to begin preparation for the 2023 audit and start the 2025 budget process. Recognizing that recruiting and on-boarding a new Finance Manager would delay progress and resolution on those significant tasks and increases risk with decreased managerial oversight of day- to-day financial operations, City Council approved an agreement with Abdo for Financial Services Support on December 19, 2023, to ensure predictability and reliability in city financial operations. Finance Manager recruitment efforts garnered three applicants in March, with a Finance Manager hired in April, who resigned from the city within a day of starting her position on order to accept a position with another agency for higher pay. The city Accountant was appointed as Interim Finance Manager on May 21 and then appointed as permanent Finance Manager on July 6 only to have her resign for higher pay with a private agency on August 8, 2024. Another recruitment effort in August garnered 2 unqualified applicants. Because financial operations are central to conducting city business, the city needs reliable and predictable finance capabilities that the current labor market has proven unable to support. Consequently, to meet that requirement, staff proposes a contract with Abdo to provide Finance Director Services for a period of three years. The contract expense of $130,000 for 2025 is significantly less than the $138,225.14 budgeted for Finance Manager salary and benefits in 2025 and results in additional savings of the $1,500 for recruitment and retention, along with MNGFOA and GFOA dues and savings of conferences and training costs totaling approximately $2,000. Staff recommend approval of the Abdo contract to begin October 1, 2024. Financial/Budget Results in savings of more than $10,000 along with critical impact on reliability and predictability in city financial operations. Recommendation Staff recommend approval of the Abdo three-year contract. Council Action 1. Approve the Abdo contract. 2. Decline the Abdo contract. 3. Direct staff to start Finance Manager recruitment over again. Attachments 1. Abdo proposal for Finance Director Services. Proposed by Victoria Holthaus, CPA, MPA Partner |Abdo victoria.holthaus@abdofs.com P 952-715-3069 September 10, 2024 SERVICE PROPOSAL FOR City of Corcoran 8200 County Road 116,Corcoran, Minnesota 55340 abdosolutions.com |Mankato, MN -Edina, MN -Scottsdale, AZ Jay Tobin,City Administrator City of Corcoran 8200 County Road 116 Corcoran, Minnesota 55340 September 10, 2024 Dear Jay, Thank you for the opportunity to submit this proposal to the City of Corcoran, Minnesota (the City), for accounting services. Based on our past experience with cities of comparable size and complexity, we believe our structured contract with defined outcomes offered through Abdo Financial Solutions, LLC (Abdo FS), will provide the City with excellent financial services. We believe our solution will result in the City receiving high-level information, continual improvement of processes, and allow the City to keep overall costs stable. Our proposal is based on the needs of the City as determined in working together for the past eight months, along with the experiences we have had working with other cities. This proposal outlines the scope of services we believe will address the needs of the City. The following are a few ways in which our Financial Solutions professionals can suppor t the City: •Your finance manager resigned in August. The City has experienced challenges recruiting a candidate with the experience to meet the City's growing financial and strategic need. •You indicated that timely and accurate financial reporting are a high priority for management and Council; within our first ninety days of service, our team will work to establish month and quar ter-end procedures, and provide the City Council with a quarterly financial report including dashboards of key financial success metrics, along with a report on the City's investment positions and liquidity. •We recognize the City's annual budget reflects the priorities and strategic objectives of the City Council. As such, the annual budget process will be a key objective for our work. We will provide a comprehensive budget process that includes input from key stakeholders on your management team and staff, as guided by the City Council. •You expressed the impor tance of partnering with an advisor that will provide timely advice regarding compliance with state and federal laws, regulations, and reporting. Our team has established industry best standards for monthly monitoring of compliance tasks, and we continually work to stay ahead of industry trends that will affect our local government clients. We will bring these insights directly to the City of Spicer. •The City hired an Accounting in August. Continued coaching and development of your staff remains a high priority, especially as the City continues to grow and face ever changing complexity. Our team will commit to mentoring your staff and expanding their skillset and knowledge throughout our engagement. 1 The term of this contract shall be from October 1, 2024 through December 31, 2027. We will provide the majority of our services remotely; however, an Abdo FS representative may visit City offices as needed, and this may include participation at City Council meetings. The investment required for our services is indicated on the value page, and this quote remains valid for thirty (30) days. Please note that Abdo FS is independent of the City as defined by auditing standards generally accepted in the United States of America. Abdo FS acknowledges the City has retained an independent registered municipal advisor (IRMA) to assist and advise the City in evaluating information relating to the issuance of municipal securities and/or municipal financial products. Abdo FS acknowledges the City will rely on advice from their IRMA.Abdo FS will have no recourse against the City or its IRMA, regarding action or inaction relating to evaluating, commenting on, or responding to financial projects or information received under this Agreement. Abdo FS acknowledges it is not the registered independent municipal advisor retained by the Municipal Entity Client. Abdo FS would like to thank the City for the opportunity to propose on these services. We look forward to exceeding your expectations and continuing our long-term, mutually beneficial relationship. Sincerely, Abdo Financial Solutions Victoria Holthaus, CPA, MPA Partner |Abdo 2 Cover Letter Continued The Abdo Difference At Abdo, we believe in the importance of relationships. This core value is the foundation of our approach to delivering the best experience and outcomes for our clients. It’s inherent in our people and the way we work. We know that for our clients to be successful, it takes more than having experience and credentials – we take the time to listen to their unique motivations, goals, and challenges. We truly care about their journey and where their path leads. Our process is built around a deep commitment to every client: We light the path forward so you can proceed with confidence. We're the par tner you can trust to help you along the way. We're the catalyst who empowers you to reach your goals. 33 LIGHTING THE PATH FORWARD Based on our ability to provide the requested services, our shared core values, and an understanding of your unique needs, we have the resources, knowledge, people and services to light the path forward for your city. We have assembled a team with relevant experience who are committed to working with you to ensure success. Each team member is briefly profiled below, and full biographies can be found in Appendix C. Your Team Manager kasha.gansky@abdofs.com P 952.377.8025 KASHA GANSKY, CPA 44 Partner victoria.holthaus@abdofs.com P 952.715.3069 VICTORIA HOLTHAUS, CPA Senior Associate amanda.watson@abdofs.com P 952.395.9332 AMANDA WATSON OUR QUALIFICATIONS •GFOA and MnGFOA Association members •Government operations training •MSRB Municipal Advisor Qualified Representatives (Series 50 and Series 54) •Consulting services for over 100 cities •We’ve assisted many municipalities in preparing for the GFOA’s Certificate of Achievement for Excellence awards in financial reporting You can have confidence in our years of experience performing consulting services, the quality of the accounting services we offer and our understanding of the unique challenges our clients face in the government space. Since 1963, we’ve served cities just like yours. With an unwavering commitment to streamlining processes, training staff, and finding technology-based solutions, we proudly offer excellence in city consulting and auditing. Out of our 180-strong, talented staff, over 40 team members are 100% focused on government clients, which include over 100 cities and other governmental entities. By serving cities across Minnesota, we have become exper ts in the nuances of how to best support your city. Our exper tise affords you a consulting experience that is painless. We do this by communicating up front, coming fully prepared, and being available throughout the year to support you. PROCESS Our methods are centered around incorporating technology to deliver unparalleled solutions for government organizations. In addition to our consulting experience, our firm exper tly performs outsourcing for governments giving us a wealth of experience in a consulting role. We don’t believe in a one-size-fits-all mentality. So together, we’ll focus on the needs that are relevant to your city and provide the right services to meet them with a customized methodology based on your needs. We’re focused on developing creative, customized solutions to help your city mitigate costs and boost efficiency. FOCUS Through continuous training and growth oppor tunities, we’ve established an environment with a focus on serving government entities. We spend more than 100 hours training and onboarding to ensure success for our clients. We truly hope that you partner with us to light the path forward for your organization. Government Experience 5 Government Experience Continued OUR FINANCIAL MANAGEMENT AND CONSULTING SERVICES INCLUDE: •Budget process development •Capital improvement planning •Cash flow analysis •Cost containment processes •Debt management plans •ERP system consulting •Federal and State relations/grant consulting •Finance Director services •Financial management plans •Financial reporting and analysis •Fleet: Operations and replacement rate analysis •Interim accounting and financial services •Internal control evaluation •Long-term strategic planning •Payroll processing •Policy development •Process flows and efficiencies •Project management •Quarterly and monthly reporting to management •Reconciliations •Software implementation •Utility/fee analysis •Year-end audit preparation and financial statement preparation 6 Outsourced Finance Director Building relationships to become a valuable extension of your city is what our Financial Solutions team will be ardently focused on when we work with you. When you employ our team, you gain a fresh perspective on a broad range of topics — you’ll have one point of contact but a whole team of people bringing you value.With that said, we’ve had the oppor tunity to partner with over 100 clients in the Midwest. Among the support we provide, Outsourced Manager of Finance services are a primary focus of our team. We offer this service for a broad range of cities with populations ranging from 800 —25,000 in size. Acting as outsourced finance managers and controllers requires a broad ranges of skills and experience. We bring a unique set of skills and experience as former government auditors, finance directors and controllers. Through this lens, we implement processes and procedures to improve your city's daily operations. Our experience translates to insights that streamline the audit and budget process and internal controls, consequently reducing audit findings and improving efficiencies. Ultimately, this will save your city time and money. PROCESS When you select our team, our process is made simple — for you and for your employees. First, we meet with your city administration to understand the challenges you face. We then analyze your financial statements, review budgets, and connect with your auditors to understand your financial position from their perspective. This gives us a holistic view to formulate a plan and propose how we can best support you. Once our proposal is accepted, we’ll work with key stakeholders to understand cash flow, investments, and begin fulfilling proposal initiatives. Together, we’ll identify priorities and begin implementation. QUALIFICATIONS Our people make the difference – we have three members on our team who have passed the Series 50 exam. These registered municipal advisors will manage your bonds, investments, and strategic planning initiatives. Out of 25 members in our Financial Solutions group, 60% of their work is focused on outsourced Finance Director services. The majority of our team members have worked in government organizations and public accounting, bringing you a fresh perspective backed by relevant experience. We’re confident that Abdo FS has the right exper tise, team suppor t, and recommendations to help your city grow. We look forward to supporting you and your team 77 SEE A SAMPLE REPORT See a sample of our quarterly financial reports. 8 Scope of Financial Services rvices ABDO FS CONTRACT TASK CLIENT RESPONSIBILITY FREQUENCY Cash and Investment Monitoring Reconcile cash and investments Provide read only access to financial institutions Monthly Verify bank has proper amount of collateral pledged to City's account Request monthly collateral statement from the bank Monthly Adjust investment to market value and allocate interest to funds Review and provide input Quarterly Quarterly Reporting Complete quarterly dashboard of key indicators Quarterly Provide narrative to quarterly financial report Review and provide input Quarterly Review quarterly budget to actual reports for coding errors Review and provide input Quarterly Annual Reporting Complete Financial Reporting Form for the Office of the State Auditor June 30 Audit submitted to the Office of the State Auditor June 30 Complete the financial statement publication for the newspaper June 30 Property Tax Levy Report to the Minnesota Department of Revenue December 31 TNT-20XX Form to the Minnesota Department of Revenue December 31 Outstanding indebtedness report to the County January 31 Preparation of budget publication January 31 Lobbying expense form January 31 Complete Summary Budget Form to the Office of the State Auditor January 31 Audit Preparation Prepare workpapers and gather support for the annual audit of the financial statements Annual 9 ABDO FS CONTRACT TASK CLIENT RESPONSIBILITY FREQUENCY Annual Budget Preparation Preliminary meeting with City management to review high level assumptions to be utilized in the upcoming budget cycle Review and provide input June 30 Prepare a City management's recommended property tax levy along with a general outline of the City budgeted fund including any potential budget funding gaps. This will include the all funds summary and preparation of all budget documents. Review and provide input July - August Distribute budget workpapers to department heads June 30 Assist with the certification of the final of the tax levy to the County December 31 Coordinate collection of workpapers and summarize needs July Coordinate certification of preliminary levy to County Review and provide input September 30 Prepare budget revisions, if needed Review and provide input September - October Present preliminary budget Review and provide input September Attend Public Input Meeting on proposed budget and levy Review and provide input December Sales Tax Calculate and file with the MN department of Revenue Quarterly Scope of Financial Services Continued Value - Financial Services We at Abdo FS help cities achieve their financial goals. Our fees range from $180 - $480 per hour based upon the experience and level of the individuals to be assigned to perform your work. Fees are also based on the assumption and limitations outlined in the Scope of Services. Below are the fees for our services. FINANCE DIRECTOR SERVICE ANNUAL FEE *October 1, 2024 - December 31, 2024 **See below January 1, 2025 - December 31, 2025 $ 130,000 January 1, 2026 - December 31, 2026 $ 143,000 January 1, 2027 - December 31, 2027 $ 157,000 *The City has requested on-site and virtual presence during the month of August and September 2024 to provide transition suppor t to the new Accountant. Travel time and expense associated with training for the new Accountant will be invoiced at actual cost. *The City has requested continued assistance in reconciling escrow accounts. Escrow reconciliation will be considered in the scope of our services beginning June 30, 2025. Services performed related to escrow reconciliation prior to June 30, 2025 will be invoiced at hourly rates. **Services for October 1, 2024 - December 31, 2024 will be invoiced at a rate of $10,833 per month. Services will be invoiced at a rate of one-twelfth of our annual fee monthly, beginning in September of 2024. Travel time will be invoiced at one-half our hourly bill rates and mileage at IRS standard rates. This quote is valid for thir ty days. 1010 We believe technology should enhance our service offerings, making our work less intrusive, our time with you more productive and everyone’s data more secure. The use of technology in our financial accounting and consulting services enables us to streamline our processes and helps to automate cer tain functions of our work so we are able to spend more time analyzing our results and working directly with you. Through the outbreak of COVID-19, our team has been able to seamlessly move to a completely remote work environment with no loss of productivity, cooperation, or communication. Since March 17, 2020, our staff has been successfully conducting remote financial accounting and consulting services using the latest video conferencing and secure file sharing technology. Through Zoom, Microsoft Teams, or whatever technology your city may use, our team will continue to work through normal procedures, including regular meetings with you during the engagement to ensure effective collaboration with your team. We take the security of our client's data - and our own - very seriously. A number of systems are in place to ensure the safety of your city’s data. We operate on a remote distributed infrastructure leveraging Microsoft’s Cloud Platform Azure. This not only allows our staff to securely work from any computer, anywhere, any time, but also provides large- scale, cutting-edge technology and security for your data. Your data is housed in secure data centers that reside exclusively in the U.S. and not on laptops or local servers which could be stolen or misplaced. We continually provide security awareness training to our staff members to ensure they are good digital stewards of your data. In addition to this, we also consult bi annually with 3rd party security exper ts to conduct risk assessments and conduct annual penetration tests. IT ALSO MEANS: All firm staff use dual authentication to ensure that every login to our remote environment is secure and authorized. 11 Technology All data is saved on redundant servers and data centers so if one server fails, another immediately takes over with no data lost. All data is backed up continually which means we always have an extra copy for safe-keeping. All incoming emails, attachments, and embedded links are scanned for viruses prior to landing in our inbox, which allows us to operate with more protection from phishing emails, malware attacks, and other digital threats. Our cloud platform, Azure, is globally trusted by companies and governments and has numerous security compliance standard they adhere to. Reports of these can be provided as requested. CLIENT REFERENCES One of the things we enjoy most about our work is developing long-term relationships with our clients and watching their city thrive as we help them to evolve and grow. Our clients listed below serve as a sample of references of those we partner with for their accounting services. Additional references are available upon request. What Our Clients Say CITY OF DUNDAS Jenelle Teppen City Administrator P 507.645.2852 SERVICES PROVIDED Long-term Plan Outsourced Finance Director Budgeting CITY OF OAK GROVE Loren Wickham City Administrator P 763.404.7075 SERVICES PROVIDED Outsourced Finance Director Budgeting Audit Preparation HR Consulting CITY OF WYOMING Robb Linwood City Administrator P 651.462.0575 SERVICES PROVIDED Outsourced Finance Director Budgeting Audit Preparation Long-term Plan 12 Value-Added Services When you partner with Abdo, you get access to our entire catalog of services. Below is a selection of the additional solutions that we believe could be of great value to your city. If you have need of these services, please reach out to us so we can help! Our additional service offerings can be found at www.abdosolutions.com. ENTERPRISE RESOURCE PLANNING (ERP) ANALYSIS & IMPLEMENTATION When choosing an ERP system, the options are seemingly endless. How do you know which ERP system is best for your city? Abdo Financial Solutions can help.We can partner with you to design and implement an ERP system that fits your needs by: •Assisting with the RFP Process - We’ll define the technical specifications to include in your RFP and provide suppor t through the ERP vendor selection process. •Facilitating a Seamless Implementation - If needed, we can manage the organization-wide implementation of your ERP system in accordance with your budget and schedule. •Communicating Change - We’ll communicate with staff members to explain the “why” behind ERP and demonstrate how it will make their lives easier. To help staff members navigate new processes, we’ll provide training as needed. LONG TERM PLANNING How will you fund your city’s Capital Improvement Plan?Part of establishing a capital improvement program is determining how to pay for it. Will you issue debt? Raise property taxes? Reorganize your capital budget? A long-term plan can help you answer these questions and more. Depending on your needs, our approach to long term planning may include: •Preparing projections to gauge future revenue streams •Conducting a debt management study •Reviewing reserve and fund balance policies •Implementing plans to achieve pay-as-you-go financing •Software Implementation 1313 14 15 Why Partner with Abdo “Listening to our clients’ needs, understanding their challenges, and adjusting how we work together is key to our partnership with the people we serve.” --Steve McDonald, CPA |Managing Partner LIGHTING THE PATH FORWARD In a world of ever-changing complexity, people need caring, empathetic and highly skilled professionals they can depend on to provide the right advice and solutions for them. Our clients seek growth and success, but also want security and confidence. For nearly 60 years, Abdo has provided insights for our clients to help them achieve their goals. That same innovative spirit is also what has earned us the title of being one of the top accounting firms in the Midwest. Abdo is a better firm today because of the efforts we made to support a culture driven by our core values of growth, relationships, and teamwork. With this foundation in place, we have successfully helped our clients identify and break through their own growth barriers. Every challenge they face is an opportunity for us to listen, understand and empower them with solutions and a plan to achieve their goals. It’s fulfilling to serve as the catalyst that helps them overcome obstacles that block their progress. When it comes to our working relationships, we are partners. We’re confidants. We’re the catalyst that sparks true business growth, providing guidance through every challenge and opportunity along the way. ABOUT ABDO Abdo is a full-service accounting and consulting firm that delivers customized strategies and innovative solutions to help businesses, governments and nonprofits succeed. With more than 180 professionals and nearly six decades of experience, Abdo is ranked as one of the top accounting firms in the Midwest. It is a licensed CPA firm with offices located in Minneapolis and Mankato, Minnesota, and Scottsdale, AZ. Abdo’s commitment to its clients is to gain in- depth knowledge of their unique challenges, opportunities, and needs. Through this consultative approach, Abdo partners with organization leaders to light the path forward to confidently reach their goals. 16 Appendix A AGREEMENT FOR FINANCIAL SERVICES 17 Agreement for Financial Services THIS AGREEMENT, is made and entered into on September 10, 2024 by and between the City of Corcoran, Minnesota (hereinafter referred to as the “Client”), and Abdo Financial Solutions (hereinafter referred to as the “Contractor”). Articles of Agreement & Recitals WHEREAS, the Client is authorized and empowered to secure from time to time certain professional services through contracts with qualified consultants; and WHEREAS, the Contractor understands and agrees that: 1.The Contractor will act as an Independent Contractor in the performance of all duties under this Agreement. Accordingly, the Contractor shall be responsible for payment of all taxes, including federal, state and local taxes and professional/business license fees arising out of the Contractor’s activities; 2.The Contractor shall have no authority to bind the Client for the performance of any services or to obligate the Client. The Contractor is not an agent, servant, or employee of the Client and shall not make any such representations or hold himself/herself out as such; 3.The Contractor shall be the exclusive outsourced accounting service provider for the Client during the term of this Agreement; 4.The Contractor shall perform all professional services in a competent and professional manner, acting in the best interests of the Client at all times. 5.The Contractor shall not accrue any continuing contract rights for the services performed under this Agreement. NOW THEREFORE, in consideration of the mutual covenants and promises contained herein, it is agreed as follows: ARTICLE I INCORPORATION OF RECITALS The recitals and agreement set forth above are hereby incorporated into this Agreement. ARTICLE II LIABILITY INSURANCE Section 1 Liability Insurance:The Contractor shall obtain professional liability insurance, at their expense with liability insurance coverage minimums in the amount of $2,000,000, which Contractor must secure and maintain during the term of this Agreement. Contractor will provide Client with proof of liability insurance coverage under this Agreement in writing upon request by the Client. 18 ARTICLE III DURATION OF THE AGREEMENT Section 1 Duration:This Agreement shall commence upon date of execution by all parties and will remain in effect until December 31, 2027 unless earlier terminated as provided in Sections 2 and 3. Section 2 Client's Termination Rights:The Client may terminate this Agreement upon sixty (60) days written notice in the event the Client determines in its sole discretion that it is not in the Client's best interest to continue using Contractor’s services. The Client may terminate on ten (10) days written notice if the Contractor fails to perform its obligations under this Agreement. Section 3 Contractor’s Termination Rights:Contractor may terminate this Agreement upon thir ty (30) days written notice to Client in the event Client does not pay Contractor compensation as required under Article 5, Section 9 within fifteen (15) days after invoice is received by Client. In the event of non-payment within thirty (30) days, Contractor shall give the Client an oppor tunity to cure the default by giving a notice of such non-payment and an additional five (5) days after the Client's receipt of the notice to remit such payment, prior to giving a notice of termination. Contractor can also terminate the Agreement with one-hundred and twenty (120) days written notice if the Contractor believes it is in its best interests to terminate the Agreement. ARTICLE IV GENERAL Section 1 Authorized Client Agent:The Client's authorized agent for the purpose of administration of this Agreement is the City Administrator. Said agent shall have final authority for approval and acceptance of the Contractor’s services performed under this Agreement and shall further have responsibility for administration of the terms and conditions of this Agreement. All notices under this Agreement shall be sent to the person and address indicated below on the signature lines. Section 2 Amendments: No amendments or variations of the terms and conditions of this Agreement shall be valid unless in writing and signed by the parties. Section 3 Assignability: The Contractor’s rights and obligations under this Agreement are not assignable or transferable. Section 4 Data:Any data or materials, including, but not limited to, reports, studies, photographs, negatives, or any and all other documents prepared by the Contractor or its outside consultants in the performance of the Contractor's obligations under this Agreement shall be the exclusive property of the Client, and any such data and materials shall be remitted to the Client by the Contractor upon completion, expiration, or termination of this Agreement. Further, any such data and materials shall be treated and maintained by the Contractor and its outside consultants in accordance with applicable federal, state and local laws. Further, Contractor will have access to data collected or maintained by the Client to the extent necessary to perform Contractor's obligations under this Agreement. Contractor agrees to maintain all data obtained from the Client in the same manner as the Client is required under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 or other applicable law (hereinafter referred to as the "Act"). Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the Client. Upon receipt of a request to obtain and/or review data as defined in the Act, Contractor will immediately notify the Client. The Client shall provide written direction to Contractor regarding the request within a reasonable time, not to exceed fifteen (15) days. The Client agrees to indemnify, hold harmless and defend Contractor for any liability, expense, cost, damages, claim, and action, including attorneys' fees, arising out of or related to Contractor's complying with the Client's direction. Subject to the aforementioned, Contractor agrees to defend and indemnify the Client from any claim, liability, damage or loss asserted against the Client as a result of Contractor's failure to comply with the requirements of the Act. Upon termination and/or completion of this Agreement, Contractor agrees to return all data to the Client, as requested by the Client. 19 Agreement for Financial Services Continued 20 ARTICLE IV - CONTINUED GENERAL (CONTINUED) Section 5 Entire Agreement:This Agreement is the entire agreement between the Client and the Contractor, and it supersedes all prior written or oral agreements. There are no other covenants, promises, under takings, or understandings outside of this Agreement other than those specifically set forth. Any term, condition, prior course of dealing, course of performance, usage of trade, understanding, or agreement purpor ting to modify, vary, supplement, or explain any provision of this Agreement is null and void and of no effect unless in writing and signed by representatives of both par ties authorized to amend this Agreement. Section 6 Severability:All terms and covenants contained in this Agreement are severable. In the event any provision of this Agreement shall be held invalid by any court of competent jurisdiction, this Agreement shall be interpreted as if such invalid terms or covenants were not contained herein, and such holding shall not invalidate or render unenforceable any other provision hereof. Section 7 Contractor Fiscal Decision Waiver: Contractor is responsible for providing the Client with timely and accurate financial recommendations and information that allows the Council the ability to make final financial decisions. Contractor will provide final financial recommendations but is not responsible for the final decisions made regarding financial matters. Section 8 Compensation:The parties agree that the Contractor shall be paid compensation for the services provided hereunder, payable for work performed in accordance with this Agreement, based on the fees indicated on the Value page of this proposal. Additional fees will not be incurred without prior approval of the Client. Initial invoice for anticipated first month fees will be sent within 10 days of the execution of this agreement. Monthly installment fees will be invoiced throughout the remainder of this Agreement. If the Agreement is for an hourly fee basis, invoices will be sent monthly. Section 9 Additional Services:Should the Client request additional services in addition to the Contracted Services, the Contractor will provide the Client with proposed fees for the services to be provided. The Client shall provide a written or electronic confirmation prior to the proposed services implementation. Section 10 Outside Contractors:It shall be the responsibility of Contractor to compensate any other outside consultants retained or hired by Contractor to fulfill their obligations under this Agreement and shall be responsible for their work and Contractor, by using outside contractors, shall not be relieved of its obligations under this Agreement. Section 11 Municipal Advisor:Abdo FS acknowledges the Client has retained an independent registered municipal advisor (IRMA) to assist and advise the Client in evaluating information relating to the issuance of municipal securities and/or municipal financial products. Abdo FS acknowledges the Client will rely on advice from their IRMA.Abdo FS will have no recourse against the Client or its IRMA, regarding action or inaction relating to evaluating, commenting on, or responding to financial projects or information received under this Agreement. Abdo FS acknowledges it is not the registered independent municipal advisor retained by the Municipal Entity Client. Agreement for Financial Services Continued Appendix B AGREEMENT FOR THE PROVISION OF PROFESSIONAL SERVICES 21 Agreement for the Provision of Professional Services WHEREFORE, this Agreement was entered into on the date set forth below and the undersigned, by execution hereof, represent that they are authorized to enter into this Agreement on behalf of the respective parties and state that this Agreement has been read by them and that the undersigned understand and fully agree to each, all and every provision hereof, and hereby, acknowledge receipt of a copy hereof. City of Corcoran 8200 County Road 116 Corcoran, Minnesota 55340 SIGNATURE Jay Tobin Abdo Financial Solutions, LLC 5201 Eden Avenue, Suite 250 Edina, Minnesota 55436 Victoria Holthaus, CPA, MPA Partner |Abdo September 10, 2024 22 Appendix C TEAM BIOS 23 Victoria Holthaus CPA Partner |Abdo Financial Solutions Municipal Advisor Representative (Series 50) Municipal Advisor Principal (Series 54) victoria.holthaus@abdofs.com P 952.715.3069 Vicki aims to simplify the complex for her clients. Her goal is to give them a solid understanding of their finances, so they can confidently plan ahead. She specializes in working with local governments and nonprofit agencies to strategize capital improvements, develop long-range financial plans, and troubleshoot accounting and financial challenges. She also provides process evaluation and process improvement services for nonprofit and private sector clients. Over the past several years, Vicki has helped many organizations with strategic upgrades to technology and software as they navigate new ways of interacting with constituents and customers. Along with the ability to creatively explain technical terms, Vicki has firsthand knowledge of the issues local governments often face. Prior to joining the firm, she served Minnesota municipalities and joint ventures in various finance and administrative roles. EDUCATION •Bachelor of Science in Accounting, National American University •Master of Ar ts in Public Administration, Hamline University •Minnesota Cer tified Municipal Clerk •Continuing professional education PROFESSIONAL MEMBERSHIPS •Minnesota and Arizona Society of Cer tified Public Accountants •American Institute of Certified Public Accountants •Minnesota Clerks and Finance Officers Association •Government Finance Officers Association of the United States and Canada •Minnesota and Arizona Government Finance Officers Association AFFILIATIONS •Hamline School of Business, Accounting Board Member •Arizona Women Leading Government Member QUALIFICATIONS •17 years of experience working with local governments and nonprofits in finance and administration •Experience with budgeting, capital planning, debt management, as well as being the process evaluation and improvement engagement lead •Previous speaker at MCFOA Municipal Clerks and Finance Officers Association, League of Minnesota Cities and has developed newsletter content on automation, long-term planning and process improvements TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 24 Kasha Gansky CPA Manager |Abdo Financial Solutions kasha.gansky@abdofs.com P 952.377.8025 Kasha joined the Abdo Financial Solutions group in 2023. Kasha has 10 years of experience working in local government in Arkansas, as well as 4 years of experience in the nonprofit sector. She is proficient in Tyler technologies New World Systems, as well as other accounting and reporting software. She has experience in budgeting, cash management, accounts receivable, accounts payable, sales and use tax, grant reporting and internal auditing. EDUCATION •Bachelor of Business Administration in Accounting, Henderson State University •Master of Business Administration, Henderson State University •Continuing professional education PROFESSIONAL MEMBERSHIPS •American Institute of Cer tified Public Accountants •Government Finance Officers Association •Arkansas Government Finance 'Officers Association ◦Past Board Member (2019-2023) •Arkansas Society of Certified Public Accountants QUALIFICATIONS •10 years of experience working in Arkansas municipalities and 4 years of experience in the nonprofit sector •Proficient in Tyler Technologies New World Systems (Financial Management, Human Resources Management, Utility Management, Community Development, and eSuite Self-Service) •Experience in Infor Lawson systems, Microsoft Office Suite and The Reporting Solution ACFR preparation software •Project management experience in leading an ERP software implementation •Experience in budgeting, cash management, accounts receivable, accounts payable, sales and use tax, 1099 reporting, internal audit, fixed assets, grant reporting, and policy and procedure development TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 25 Amanda Watson Senior Associate |Abdo Financial Solutions amanda.watson@abdofs.com P 952.395.9332 Amanda joined the Firm in 2024 as a member of the Financial Solutions team.Prior to joining Abdo FS, she spent eight years working in local governmental accounting. She currently works with clients in a variety of financial roles such as budgeting, accounts payable, bank reconciliations, and grants. EDUCATION •Bachelor of Business Administration in Accounting, University of Arkansas at Little Rock •Continuing professional education PROFESSIONAL MEMBERSHIPS •Arkansas Government Finance Officers Association •Government Finance Officers Association QUALIFICATIONS •8 years of experience working in local governmental accounting •Experience in accounts payable, bank reconciliations, grants, fixed assets, budgeting, and lease accounting •Experience in various ERP systems including AS400, Tyler New World, and Lawson TEAM MEMBER BIO abdosolutions.com |Edina, MN -Mankato, MN -Scottsdale, AZ 26 STAFF REPORT Agenda Item: 6aa. Council Meeting: September 26, 2024 Prepared By: Nalisha Williams Topic: Information Technology (IT) Manager Job Description and Hiring Action Required: Acceptance, Approval, and Authorization Summary: The City Council has included in the 2024 budget the addition of an Information Technology (IT) Manager position as part of the organizational restructure that was discussed and approved in April 2024. The attached job description has been created as part of the ongoing compensation and classification study. This position has been scored and graded with the existing compensation scale. Financial/Budget: The position is included in the 2024 operating budget. Council Action: Approve the new job description and authorize staff to begin the hiring process for an IT Manager position. Attachments: 1. Job Description – IT Manager 2. Resolution 2024-47 Memorializing Approved City of Cocoran Organizational Restructure and Impact 3. Organization Chart by Grade and Pay City of Corcoran | IT Manager | 1 ©2024 IT Manager Department Administration Reports To Assistant City Administrator Supervises None FLSA Status Exempt, Full Time Grade 12 Union Status Non-Union Position Details The IT Manager is responsible for managing and supporting the City's network infrastructure and operational technology, which covers servers, storage, business applications, cloud services, and electronic communications. This position also leads IT and organizational projects, and manages the provision, implementation, operation, monitoring, and maintenance of system hardware, software, and related infrastructure. Participates with senior management and leadership of departments on multi-year planning for technology solutions. Professional/Technical Duties and Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed, with or without reasonable accommodation. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. • Implement, monitor, and maintain a comprehensive IT environment in response to City organizational needs that ensure the high availability of system resources. • Provide ongoing documentation of all network hardware/software installations relevant to the operation of the network. • Solve technical problems staff are experiencing with network infrastructure, servers, applications, computers, and mobile data computers/devices. • Evaluate emerging technologies and recommend suitability of new solutions for use by the City to help provide improved and efficient services. • Assist with development and justification of annual Technology budget. • Assist with the creation, modification, and enforcing of IT policies and procedures to ensure effective/efficient use and security of all systems. • Provides leadership and direction for technology planning and implementation in the City. Coordinates with other departments, users, and third-party vendors to determine city technology requirements, managing contracts and licensing requirements. Considers multi-year strategy for compatibility and scalability of investments. • Perform other job-related duties as assigned. City of Corcoran | IT Manager | 2 ©2024 Position Requirements Knowledge, Skills, and Abilities • Excellent communication skills, with the ability to communicate effectively both orally and in writing. • Ability to work independently and in a team, prioritize, and make decisions. • Ability to analyze and resolve problems. • Extensive knowledge of the principles and practices in computer hardware and software, network configuration and software, digital storage, system security, and mobile technologies. • Ability to formulate, initiate, and administer policies and procedures. • Ability to understand and communicate technical documents, manuals, information, and directives. • Ability to anticipate problems and develop solutions. • Working experience managing VMWare Server Virtualization and Windows Server 2019/2022 environments • Working experience managing Office 365 stack including Exchange, Teams, SharePoint, and Teams VOIP • Windows 10/11, Apple iOS and Android device management using Microsoft Intune Endpoint Manager • Experience with HPE Aruba network switching and FortiGate firewalls or similar vendors. • Experience with Line of Business (LOB) city management applications and related SQL databases • Working experience with Audio-Video Conferencing equipment. • Working experience with bodycam and squad camera equipment and software. • Experience with Zero Trust, MFA technologies, and VDI. Minimum Education and Experience • College/Associates Degree. • At least 4 years of experience with Microsoft 365 technologies. • At least 4 years of project implementation experience. Desired Education and Experience • Bachelor’s Degree is preferred. Physical Demands and Work Environment The physical demands described are representative of those that must be met by an employee to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in a normal office environment with frequent interactions with coworkers and the public. Limited lifting of 25lbs or less is required. Activities that occur constantly (5–8 hours/shift): repetitive motions, eye/hand/foot coordination, sitting Activities that occur frequently (2–5 hours/shift): standing, feeling, walking, talking, hearing Activities that occur occasionally (up to 2 hours/shift): reaching, grasping, pushing, pulling, carrying, handling, lifting Activities that occur rarely (do not exist as regular part of job): climbing, balancing, stooping, kneeling, crawling, crouching City of Corcoran is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, reasonable accommodations are offered to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with the employer. City of Corcoran | IT Manager | 3 ©2024 Core Values • Honesty, Ethics, Integrity • Community Pride and Partnership • Efficient and Effective Service Delivery • Community Safety • Fiscal Responsibility • Transparency • Responsible Decision Making Employee signature below constitutes employee’s understanding of the requirements, essential functions, and duties of the position. Employee Name Employee Signature Date EEO Policy: The City of Corcoran is committed to providing equal employment opportunities to all employees and applicants for employment without regard to any legally-recognized basis “protected class” including but not limited to: veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, sexual orientation or marital preference, genetic information or any other protected class under federal, state, or local law. STAFF REPORT Agenda Item: 7g. Council Meeting May 21, 2024 Prepared By Jay Tobin Topic Resolution 2024-47 Memorializing Approved City of Corcoran Organizational Restructure and Impact Action Required Approval Summary At the April 25, 2024, Council meeting, Corcoran City Council discussed and approved an organizational restructuring of Corcoran City Staff strategically, operationally, and tactically impacting departments and individuals. The transformation is intended to be nested in the various steps of the city’s approved and ongoing compensation and classification study. In an effort to transparently and proactively communicate these organizational restructuring details and impacts, staff has memorialized these changes in a resolution. Since the April 25, 2024, Council meeting, the recent hired Finance Manager quickly resigned and accepted a position with another agency leaving the city without a Finance Manager at a time when finance operations are intense with audit and budget development so now is not a good window to recruit Finance Managers. We also recognize that our city Accountant has been critical in collaborating with Abdo in ensuring success of both daily finance operations and in accomplishing key objectives with 2022 audit, correcting 2022 audit material findings, and 2023 audit prep. Appointing Jodie Peterson, city Accountant, as Interim Finance Manager for approximately 6 months helps best bridge the transition, provides excellent opportunities for professional development, and allows the city to continue to collaboration with Abdo’s expertise until the Finance Services Division can be fully staffed. It is recommended that Ms. Peterson continue to be paid at her existing step and grade with an 8% increase on that base pay for the duration of her time filling the significant accretion of duties. Staff request council approve the resolution as written. Financial/Budget Organizational changes are planned to have a net zero budgetary impact, recognizing that any residual will be mitigated and managed through hiring timing and/or long-term planning funds. Options NA Recommendation Approve Resolution 2024-47 Memorializing Approved City of Corcoran Organizational Restructure and Impact Page 2 Council Action Approve Resolution 2024-47 Memorializing Approved City of Corcoran Organizational Restructure and Impact Attachments 1. Resolution 2024-47 Amending the Organizational Structure of the City of Corcoran 2. Approved City Organization Chart Changes – By Department 3. Approved Engineering Development Job Description 4. Approved Assistant City Administrator Job Description 5. Approved Human Resources Generalist Job Description Administrative Assistant Finance Manager (2Q 2024) Recreation Supervisor Administration Public Works Public Safety City of Corcoran Current Organization Chart (as of 2.21.2024) Accounting Clerk Public Works Director Election Judges Accountant Administrative Services Director City Clerk Information Technology (Contract) Rink Attendants Summer Seasonal Planner Operations Superintendent Planning/Code Enforcement (Contract) Planning Technician Operations Manager Crew Leader Maintenance Worker Maintenance Worker Maintenance Worker Maintenance Worker (1Q 2024) Summer Maintenance (0.5 FTE) Snowplow Operator (0.2 FTE) Engineering Development Superintendent (2Q 2024) Engineering Services (Contract) Construction Services Supervisor Utility Superintendent (2Q 2024) Utility Maintenance Worker (3Q 2024) Building Inspections (Contract) Permit Technician Public Safety Director Public Safety Administrative Manager Administrative Assistant Police Officer Police Officer Sergeant Sergeant Police Officer Police Officer Police Officer Police Officer Police Officer (1Q 2024) Police Officer (1Q 2024) Reserve Officer (Volunteer) Public Safety Deputy Director Detective Community Service Officer (Gone 3Q 2024) Police Officer (Part-time) Solid: Full-time Dark with Dots: NOT FILLED Solid with Dots: Part-time Solid with Lines: Contract Solid with Stripes: Reserves Information Technology Manager (3Q 2024) Maintenance Worker (1Q 2024) Transition: Retirement or PT to FT Chart Key Fire & Emergency Medical Services (Contracts) Finance Manager: (Contract)Emergency Management Services (Interagency)Administrative Assistant Assessments: (Contract) Community Service Officer (FT – 3Q 2024) Park Planning (Contract) Communications Assistant (FT - 4Q 2024) Reserve Officer (Volunteer) Reserve Officer (Volunteer) Reserve Officer (Volunteer) Reserve Officer (Volunteer) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) City Council City Administrator Commissions (Charter, Planning Parks & Trails,) City Attorney (Contract) Corcoran Citizens City of Corcoran Population as of 2024: 8,640 (per https://worldpopulationreview.com/us-cities/corcoran-mn-population) Imbedded Social Worker (Contract) Addaddea Agenda Attachment Item: 7g2. Public Works Director/Engineer Operations Superintendent Operations Manager Crew Leader Maintenance Worker Maintenance Worker Maintenance Worker Summer Maintenance (0.5 FTE) Snowplow Operator (0.2 FTE) Engineering Development Superintendent (2Q 2024) Engineering Services (Contract) Utility Superintendent (2Q 2024) Utility Maintenance Worker (3Q 2024) Maintenance Worker (3Q 2024) Administrative Assistant (Utility Billing) -PW Director Job Description adds “Engineer” to reflect reality -Utility Billing moves from Accounting Clerk to PW Admin -Hire Engineering Development Supe 2Q (using recruiter) -Hire Utility Supe 2Q (using recruiter) -Hire Utility Maintenance Worker 3Q -Hire Maintenance Worker 3Q City of Corcoran COAs: Departmental Changes (as of 4.23.24) Maintenance Worker Solid: Full-time Dark with Dots: Need to Hire Stripes: Part-time Solid with Lines: Contract RED OUTLINE *NEW* Need to Hire Transition: PT to FT Chart Key RED LETTERS/ BLACK OUTLINE Position Change DIAGONAL Eliminated Community Engagement (Recreation Supervisor) Rink Attendants (part-time) Summer Seasonal (Part-time) Planner Code Enforcement (Contract) Planning Technician Construction Services Supervisor Building Inspections (Contract) Permit Technician Park Planning (Contract) Community Development Director (2Q 2024) -Create Community Development Department -Add and Hire Community Development Director position in Q2 (*appoint Planner to position in Interim*: has been operating as Sr Planner+) -Construction Services moves from PW to Comm Develop -Recreation Supervisor renamed “Community Engagement Supervisor” -Community Engagement moves to Community Development Dept -Park Planning Contract moves to Community Engagement City of Corcoran COAs: Departmental Changes (as of 4.23.24) Planning (Contract) Solid: Full-time Dark with Dots: Need to Hire Stripes: Part-time Solid with Lines: Contract RED OUTLINE *NEW* Need to Hire Transition: PT to FT Chart Key RED LETTERS/ BLACK OUTLINE Position Change DIAGONAL Eliminated City Administrator-Admin Serv Dir eliminated to create and Hire Assistant City Admin in Q2 -Hire Finance Manager in Q2 move from Admin Serv Dir to City Administrator -Accounting Clerk eliminated to create and Hire HR Generalist in Q2 -Payroll functions move from Accounting Clerk to Accountant -Utility billing functions move from Accounting Clerk to PW Admin -Add Auditor Contract (for tracking) to Finance -Add Assessment Contract (for tracking) to Finance -Communication Assistant moves from Clerk to Assistant City Admin -Administrative Assistant changes to Deputy Clerk -Hire Communication Assistant FT in Q4 -Hire IT Manager in Q3 Administrative Assistant (Deputy Clerk) Finance Manager (2Q 2024) Accounting Clerk Election Judges Accountant Assistant City Administrator (2Q 2024) City ClerkHuman Resources Generalist (2Q 2024) Auditors: (Contract) Assessments: (Contract) Communications Assistant (FT - 4Q 2024) City of Corcoran COAs: Departmental Changes (as of 4.23.24) Information Technology Manager (3Q 2024) Information Technology (Contract) Solid: Full-time Dark with Dots: Need to Hire Stripes: Part-time Solid with Lines: Contract RED OUTLINE *NEW* Need to Hire Transition: PT to FT Chart Key RED LETTERS/ BLACK OUTLINE Position Change DIAGONAL Eliminated Admin Serv Director ENGINEERING/DEVELOPMENT SUPERINTENDENT ©City of Corcoran 2023 1 Description The Development Superintendent coordinates various aspects of project development and construction activities for the city to include public improvement projects, private development review, permits, utilities, and right-of-way management. Ensures conformance with city specifications, ordinances, and applicable state and federal laws. Collaborates with other city departments, outside agencies, developers, consultants, contractors, and community members in the implementation of city projects. Location Varies between office and field setting. Essential Duties and Responsibilities Department Public Works Reports To Public Works Director Points 467 Grade 16 FLSA Exempt Classification Full-time, benefit earning position Bargaining Unit NA Date April 2023 City of Corcoran Agenda Attachment Item: 7g3. •Direct preparation of the preliminary and final design for infrastructure projects, including the construction and/or rehabilitation of sanitary sewers, water main, storm sewer, street and all related facilities or structures. Oversee the preparation of feasibility reports, plans, specifications, advertisements for bids, contracts, acquisition of deeds and easements, assessments, and detailed contract administration. •Assists with overseeing contract construction activities, surveying/staking and field inspection of designated public improvement projects. This activity may include, but is not limited to, project inspection, scheduling and coordinating the activities of contractors, consulting engineers and all other government agencies implementing those projects. •Assist in negotiating, managing, and preparing compensation for contractors engaged in City contracts. •Responsible for providing timely reports on all ongoing construction activities to the Public Works Director, the City Administrator, the City Council, and the public. •Assists in the preparing, developing, and updating of capital improvement programs for sanitary sewers, water, storm drainage, street system, parks, trails and other public improvement projects. •Responsible for the review of development proposals, proposed subdivisions, proposed lot divisions, combinations, easement vacations, proposed plats and proposed special land uses. •Represents the City at preconstruction, construction progress, neighborhood meetings, and the Elm Creek Watershed Management Commission. •Develop, coordinate, and administer the city's annual maintenance projects including but not limited to mill/overlays, pavement seal coating, striping and sidewalk and trail repairs. •Responsible for field inspection and verification of compliance with construction documents for all active construction and reconstruction projects, grading permits, particularly upon release of a project's financial security. o Provide direction to the field inspection staff on investigating field construction problems and corrective actions; resolves conflicts between contractors and field staff. ENGINEERING/DEVELOPMENT SUPERINTENDENT ©City of Corcoran 2023 2 Minimum Qualifications •Bachelor’s degree in civil engineering, construction management, or construction science or related field with three years of experience or; •Associate degree in construction management or related field with eight or more years of experience. •One year of supervisory experience. •Valid Minnesota Driver’s License. Desired Qualifications •Additional years of municipal civil engineering, construction management, or related experience. •Possess Erosion Control Designer certification. •Experience with the operations of a Public Works Department and/or City government. Knowledge, Skills, and Abilities Required for Successful Job Performance •Responsible for collecting record plan information from completed infrastructure projects including GIS, As-Built drawing records etc. •Updating City Detail Plates and Specifications annually. •Administers the Municipal State Aid Program, including all necessary reporting and record keeping and the submittal and processing of funds. •Administers the City’s MS4 Permit, including all necessary ordinance amendments, reporting and record keeping. •Collaborate with the planning and public works department to assist in the review of subdivision plats and other proposed developments. •Coordinate and collaborate on projects with other City departments, public and private utility owners, and state and federal regulatory agencies keeping parties informed and developing solutions to issues that arise. •Provide assistance with financial responsibilities. o Administer adopted budget consistent with City policies and procedures. o Escrow management. o Fee Schedule Amendments •Prepares and writes memos for Council action, ensuring appropriate supporting material and documentation. •Attends meetings and makes presentations as necessary. •Serve as the City HOA Coordinator •Manage City process and the consultants administering the Local Government Unit/Wetland Conservation Act. •Thorough knowledge of engineering and survey practices; maps and records; equipment and techniques of drafting. •Ability to work with mathematical concepts, making calculations rapidly and accurately. •Ability to communicate ideas and explanations clearly both orally and in writing. •Ability to write routine reports and correspondence, that conform to prescribed style and format. •Ability to comprehend and communicate policies, practices, and services of the Engineering Division to co-workers and members of the public. •Ability to define problems, collect data, establish facts, and draw valid conclusions. •Ability to use computer programs including common Microsoft Office programs, such as Word, Excel, and PowerPoint, as well as web-based email and timesheet software. ENGINEERING/DEVELOPMENT SUPERINTENDENT ©City of Corcoran 2023 3 Physical and Mental Requirements The Development Superintendent is responsible for diverse matters, many of which have deadlines and require significant attention to detail. Approximately 50% of the time, work is performed at the highest level of detail and pressure of deadlines. While performing the duties of this job, the employee is regularly required to use hands to handle or feel objects, use tools or controls, talk and hear. The employee moves about regularly from office to field. The employee is occasionally required to stand, walk, reach with hands and arms; and stoop, kneel, crouch, crawl, climb, or twist. The employee must occasionally lift and/or move over 60 pounds. Working Conditions Work is distributed between an office and field setting. Attendance at evening meetings may be required. Work may involve dealing with and calming individuals who are emotionally charged over an issue. Hours and schedule are determined by the Public Works Director. There is exposure to weather conditions and dirt, grease, noise, biting insects and unpleasant odors. Some work requires wearing safety apparel. There is exposure to traffic, slippery footing and working close to moving equipment. Work may include extended or irregular hours. 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 City Administrator and Public Works Director retains the discretion to add duties or change the duties of this position at any time. •Knowledge of erosion control and conservation management practices. •Knowledge of the location of City streets and easements. •Ability to effectively work with and provide direction to consultants, developers, and contractors. •Ability to complete plan reviews and write reports that are complete, accurate, and timely. •Ability to analyze and resolve problems. •Knowledge of civil engineering principles and road construction procedures. •Ability to read engineering drawings and use specialized equipment to read elevations and locate boundaries and rights-of-way. •Knowledge of the functions and responsibilities of City Departments, staff, and key community members. •Ability to perform in a professional and courteous manner to requests from other staff members. •Ability to maintain a positive attitude toward work, the public, and coworkers, ability to be public service oriented with tactful and effective conflict resolution skills. •The ability to work independently and to prioritize work requests. •Problem-solving skills to gather relevant information to solve practical problems and address citizen inquiries and concerns. •Ability to follow and give oral and written instructions. •Ability to maintain a high degree of integrity and a high sense of personal and professional ethics. •Promote and adhere to the City of Corcoran workplace values of accountability, teamwork, and commitment to the City’s goals and measures. ASSISTANT CITY ADMINISTRATOR ©City of Corcoran 2024 1 Description The Assistant City Administrator guides day-to-day decision-making processes and provides strategic direction to HR, IT, Operations and City Clerk Operations. This position also provides direction for collaborative service delivery to residents, stakeholders, and policy makers. The Assistant City Administrator has primary responsibilities related to internal customer service to staff, elected officials, commissioners, contractors and vendors. Location and Hours This position will perform work at City Hall, 8200 County Rd 116, Corcoran, MN 55340 in an office environment. Work hours are Monday through Friday, 40 hours per week. Essential Duties and Responsibilities 1.General Administration: a.Serves as the Acting City Administrator in the absence of the City Administrator. b.Assists the City Administrator and the management team in identification, prioritization and accomplishment of strategic planning goals. c.Attend and participate in City Council, Subcommittee, Advisory Commission, and other meetings as directed by the City Administrator. d.Assist the City Administrator in preparation and review of agendas and supporting packet materials for City Council meetings. e.Establish and maintain effective relationships with other organizations, associations, businesses and departments. f.Assist the City Administrator in contract management for City projects, contracted services, law enforcement, fire protection, tower leases, etc. 2.Project Management a.Assist in the definition of project scope and objectives, involving all relevant stakeholders. b.Manage changes to the project scope, project schedule and project costs using appropriate verification techniques. c.Provide general oversight to ensure timely and satisfactory project completion. d.Establish and maintain relationships with third parties/vendors. e.Create and maintain comprehensive project documentation. 3.Supervision: a.Complete performance evaluations and recommend wage adjustments according to the city’s personnel policy. b.Administer employee discipline according to the city’s personnel policy. c.Ensure staff is adequately trained and department is cross‐trained. Assign work and Department Administration Reports To City Administrator Points 423 Grade 15 FLSA Exempt Bargaining Unit NA Revision Date April 2024 City of Corcoran Agenda Attachment Item: 7g4. ASSISTANT CITY ADMINISTRATOR ©City of Corcoran 2024 2 ensure that it is done professionally, efficiently, accurately and timely. d.Provide oversight of the Data Practices Act. e.Responsible for supervising the communications division and ensure appropriate monitoring content, writing, editing, and approving information to be included on the city website and to manage website maintenance agreements and to recommend enhancements. f.Assist all departments in public involvement and education by identifying target areas and means of communication. g.Supervise IT Manager or Contractor. h.Serve as primary point of contact with the city for IT issues i.Supervises HR Generalist and ensures compliance with all regulatory requirements. 4.Other Duties a.Assist with all aspects of facilitation of all special, primary and general elections. b.Provides confidential administrative support for the City Council and City Administrator. 5.General a.Treat fellow employees with respect and integrity. b.Promote a positive and motivating environment. c.Provide exceptional customer service. d.Confer with supervisor, peers, and employees to discuss and resolve issues. e.Make decisions that are always in the best interest of the city. f.Perform other duties and projects as assigned. g.Follow all safety policies and procedures. h.Follow all city policies and procedures. Minimum Qualifications 1.A valid driver’s license. 2.A bachelor’s degree in public administration, business administration, a closely related field, or equivalent experience. 3.Three years of relevant municipal or government experience. 4.Two years of relevant supervisory experience. Desired Qualifications 1.Master’s degree in public administration or closely related field. 2.Previous experience working for a municipal or county government. 3.SPHR or SHRM Certification 4.Experience supervising HR Functions Knowledge, Skills and Abilities Required for Successful Job Performance •Thorough knowledge in the areas of public sector administration, principles, practices and techniques including legal requirements. •Ability to perform and direct general administrative work. •Ability to communicate clearly, professionally, effectively, and precisely using tact and diplomacy both verbally and in writing. ASSISTANT CITY ADMINISTRATOR ©City of Corcoran 2024 3 •Ability to maintain confidential or proprietary information. •Ability to resolve conflicts and negotiate solutions. •Ability to understand, manage, and communicate complex ideas, projects, and situations. •Ability to work independently, determine priorities, manage projects and make appropriate decisions. •Experience in development and implementation of policies and procedures. •Ability to stay current on issues that are within the realm of this position’s responsibilities. •Knowledge of computer software and ability to operate office equipment. •Ability to maintain effective working relationships with co‐workers, supervisors, the City Council and members of the public. •Ability to develop, implement, and administer goals, objectives and procedures for providing effective and efficient services for the City. •Experience in public speaking and making presentations. •Considerable ability to lead and supervise staff, delegate work, and prioritize, organize, plan, and direct operations. •Considerable ability to prioritize City needs, to coordinate departmental operations and services, contracted services and to allocate resources effectively. •Ability to work independently and as part of a team; to coordinate work with other departments; and to lead multi‐departmental or multi‐jurisdictional projects. •Strong sense of honesty, integrity, and credibility. 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. The Assistant City Administrator must be able to use judgment to respond to situations occurring during the absence of the City Administrator. Working Conditions: Work is performed in a normal office environment. Work may involve dealing with and calming individuals who are emotionally charged over an issue. 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 City Administrator retains the discretion to add duties or change the duties of this position at any time. Employee Signature and Date: ______________________________________________________________________________________________ Supervisor and / or Department Head Signature and Date: ______________________________________________________________________________________________ HUMAN RESOURCE GENERALIST ©City of Corcoran 2024 1 Description Responsible for performing a wide variety of administrative, technical and professional work in directing the Human Resource functions. Serves as the primary point of contact for all staff related to pay, benefits, employment and overall HR needs. This position serves as a partner to the Department Heads in meeting the operational needs. Location and Hours This position will perform work at City Hall, 8200 County Rd 116, Corcoran, MN 55340 in an office environment. Work hours are Monday through Friday, 40 hours per week. Essential Duties and Responsibilities Department Administration Reports To Assistant City Administrator Points 315 Grade 11 FLSA Exempt Bargaining Unit NA Revision Date April 2024 City of Corcoran Agenda Attachment Item: 7g5. 1.Human Resources: a.Develop, research, recommend and implement policies related to Human Resources. b.Management of the job evaluation system, maintenance of job descriptions, maintenance of the pay plan, and compliance with pay equity requirements. c.Recommend the development, implementation and administration of employee benefit programs and recommend benefit plan changes. d.Maintain insurance program offerings including health, dental, disability, life, and workers compensation. e.Manage and ensure the city’s handbook for compliance. f.Ensure compliance with state and federal regulatory requirements. g.Plan and execute the employee recruitment, selection and orientation processes. h.Support hiring managers as they interview and recommend staff. i.Coordination of background, drug and medical testing. j.Maintenance of confidential employee personnel and medical records. Maintenance of the employee files within the payroll service provider online portal including, but not limited to, wage rates, compensatory and paid‐time‐off balances, payroll deductions and confidential personnel information. k.Support finance in performing payroll processing for city staff and maintain payroll policies. Act as back‐up for payroll processing. l.Responsible for the development, implementation and administration of the performance review program. m.Assist and resolve human resources matters. n.Analyzes, plans and directs the development, implementation and administration of HUMAN RESOURCE GENERALIST ©City of Corcoran 2024 2 Minimum Qualifications Bachelor’s degree in human resources or equivalent combination of experience and training. Desired Qualifications 1.Previous experience working for a municipal or county government. 2.Experience working with ADP. Knowledge, Skills and Abilities Required for Successful Job Performance programs that support employee growth and development, and stimulate individual and organizational wellness. 2.Employee Training and Safety: a.Researches, plans and assists with the development, implementation and administration of training programs for city employees. b.Responsible for serving on the Safety Committee and as the primary liaison for the safety program provider, coordination of contracts, scheduling of training events, documentation and all records retention of the city’s safety management program. 3.Performance Management a.Ensure completed performance evaluations and recommend wage adjustments according to the city’s personnel policy. b.Administer employee discipline according to the city’s personnel policy. c.Ensure staff is adequately trained and department is cross‐trained. 4.Other duties as assigned. 5.General a.Treat fellow employees with respect and integrity. b.Promote a positive and motivating environment. c.Provide exceptional customer service. d.Confer with supervisor, peers, and employees to discuss and resolve issues. e.Make decisions that are always in the best interest of the City of Corcoran. f.Perform other duties and projects as assigned. g.Follow all safety policies and procedures. •Thorough knowledge in the areas of public sector personnel, human resources administration, principles, practices and techniques including legal requirements. •Ability to perform and direct general administrative work. •Ability to communicate clearly, professionally, effectively, and precisely using tact and diplomacy both verbally and in writing. •Ability to maintain confidential or proprietary information. •Ability to resolve conflicts and negotiate solutions. HUMAN RESOURCE GENERALIST ©City of Corcoran 2024 3 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. Work may involve dealing with and calming individuals who are emotionally charged over an issue. 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 City Administrator retains the discretion to add duties or change the duties of this position at any time. Employee Signature and Date: ______________________________________________________________________________________________ ______________________________________________________________________________________________ •Ability to understand, manage, and communicate complex ideas, projects, and situations. •Ability to work independently, determine priorities, manage projects and make appropriate decisions. •Experience in development and implementation of policies and procedures. •Ability to stay current on issues that are within the realm of this position’s responsibilities. •Knowledge of computer software and ability to operate office equipment. •Ability to maintain effective working relationships with co‐workers, supervisors, the City Council and members of the public. •Ability to develop, implement, and administer goals, objectives and procedures for providing effective and efficient services for the city. •Experience in public speaking and making presentations. •Considerable ability to lead and supervise staff, delegate work, and prioritize, organize, plan, and direct operations. •Considerable ability to prioritize city needs, to coordinate departmental operations and services, contracted services and to allocate resources effectively. •Ability to work independently and as part of a team; to coordinate work with other departments; and to lead multi‐departmental or multi‐jurisdictional projects. •Strong sense of honesty, integrity, and credibility. Supervisor and / or Department Head Signature and Date: Deputy Clerk (Grade 8: 1 FTE) Finance Manager (Grade 13: 1 FTE) Abdo Finance Services (Contract) Election Judges (.2 FTE) Accountant (Grade 8: 1 FTE) Assistant City Administrator (Grade 15: 1 FTE) City Clerk (Grade 11: 1 FTE) Human Resources Generalist (Grade 11: 1 FTE) Auditors: (Contract) Assessments: (Contract) Communications Assistant (Grade 10: 1 FTE) Information Technology Manager (Grade 12: 1 FTE) City Council City Administrator (Grade 20: 1 FTE) Commissions (Charter, Planning Parks & Trails,) City Attorney (Contract) Corcoran Citizens Information Technology (Contract) City of Corcoran Administration Department (2024/2025: 9.2 FTE) END 2024 = END 2025 STAFF REPORT Agenda Item: 6bb. Council Meeting: September 26, 2024 Prepared By: Nalisha Williams Topic: Communications Specialist Job Description and Hiring Action Required: Direction Summary: The Communications Specialist position is currently an existing part-time position. The City Council has included in the 2024 budget the transition of this position from part-time to full-time as part of the organizational restructure that was discussed and approved in April 2024. The attached job description has been created as part of the ongoing compensation and classification study. This position has been scored and graded with the existing compensation scale. Pending approval of the job description, staff proposes to make the position available exclusively to internal applicants from September 27th until October 4th, with internal interviews occurring the week of October 7th. If an internal candidate is not selected, staff will begin external recruitment the week of October 14th. Staff requests approval of the job description and authorization from the Council to begin the hiring process and fill the vacancy. Financial/Budget: The position is included in the 2024 operating budget. Council Action: Approve the new job description and authorize staff to begin the hiring process to fill the vacancy. Attachments: 1. Job Description – Communications Specialist 2. Resolution 2024-47 Memorializing Approved City of Cocoran Organizational Restructure and Impact 3. Organization Chart by Grade and Pay City of Corcoran | Communications Assistant | 1 ©2024 Communications Specialist Department Administration Reports To Assistant City Administrator Supervises None FLSA Status Non-exempt Full-Time Grade 10 Union Status Non-Union Position Details The Communications Specialist supports citywide communication and branding strategies, delivering public relations services to internal and external audiences through diverse mediums, including news and media, video, graphic design, photography, event coordination, digital media, and plain language initiatives. Professional/Technical Duties and Responsibilities The duties listed below are intended only as illustrations of the various types of work that may be performed, with or without reasonable accommodation. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. • Manages the City’s website under the direction of the Assistant City Administrator -Creates content: text, graphics and video. -Makes content interactive and easy to navigate. -Monitors and updates site information. -Utilizes content management software to organize and structure sections of the website. -Implements website accessibility guidelines. • Drafts marketing materials including post cards, trifolds, flyers, brochures, posters, letterhead, forms, and reports. • Acts as City photographer/videographer and drone pilot. • Implement City communications strategies. • Implement City branding strategies. • Coordinate and produce City print communication materials. • Maintain the City’s outdoor electronic billboard sign. • Provide support to the Administration Department. • Manage staff intranet system. • Perform other job-related duties as assigned. City of Corcoran | Communications Assistant | 2 ©2024 Position Requirements Knowledge, Skills, and Abilities • Ability to perform general administrative work. • Excellent communication skills, with the ability to communicate effectively both orally and in writing. • Ability to work independently and in a team, prioritize, and make decisions. • Ability to develop and administer goals/objectives for providing effective and efficient services for the City. • Ability to execute essential communication and branding strategies. • Ability to analyze and resolve problems. • Ability to perform effectively under tight deadlines. • Strong attention to detail. • Knowledge of computer software and ability to operate office equipment. Minimum Education and Experience • Bachelor’s degree in communications or related field, or a two-year degree combined with two years of experience in communications. • Experience with Microsoft Office, website maintenance, design software, and the management of social media accounts. • Certified drone operator (or able to be certified within six months of hiring). Desired Education and Experience • Experience creating graphics using software such as Canva/InDesign Physical Demands and Work Environment The physical demands described are representative of those that must be met by an employee to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in a normal office environment with frequent interruptions. Limited lifting of 25lbs or less is required. Intermittent local travel to photograph community events or community features. Activities that occur constantly (5–8 hours/shift): sitting, repetitive motions, eye/hand/foot coordination Activities that occur frequently (2–5 hours/shift): NA Activities that occur occasionally (up to 2 hours/shift): walking, lifting, carrying, crouching, handling, talking, hearing Activities that occur rarely (do not exist as regular part of job): standing, pushing, pulling, climbing, balancing, stooping, kneeling, crawling, reaching, grasping, feeling City of Corcoran is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, reasonable accommodations are offered to qualified individuals with disabilities. Prospective and current employees are encouraged to discuss potential accommodations with the employer. City of Corcoran | Communications Assistant | 3 ©2024 Core Values • Honesty, Ethics, Integrity • Community Pride and Partnership • Efficient and Effective Service Delivery • Community Safety • Fiscal Responsibility • Transparency • Responsible Decision Making Employee signature below constitutes employee’s understanding of the requirements, essential functions, and duties of the position. Employee Name Employee Signature Date EEO Policy: The City of Corcoran is committed to providing equal employment opportunities to all employees and applicants for employment without regard to any legally-recognized basis “protected class” including but not limited to: veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, sexual orientation or marital preference, genetic information or any other protected class under federal, state, or local law. STAFF REPORT Agenda Item: 7g. Council Meeting May 21, 2024 Prepared By Jay Tobin Topic Resolution 2024-47 Memorializing Approved City of Corcoran Organizational Restructure and Impact Action Required Approval Summary At the April 25, 2024, Council meeting, Corcoran City Council discussed and approved an organizational restructuring of Corcoran City Staff strategically, operationally, and tactically impacting departments and individuals. The transformation is intended to be nested in the various steps of the city’s approved and ongoing compensation and classification study. In an effort to transparently and proactively communicate these organizational restructuring details and impacts, staff has memorialized these changes in a resolution. Since the April 25, 2024, Council meeting, the recent hired Finance Manager quickly resigned and accepted a position with another agency leaving the city without a Finance Manager at a time when finance operations are intense with audit and budget development so now is not a good window to recruit Finance Managers. We also recognize that our city Accountant has been critical in collaborating with Abdo in ensuring success of both daily finance operations and in accomplishing key objectives with 2022 audit, correcting 2022 audit material findings, and 2023 audit prep. Appointing Jodie Peterson, city Accountant, as Interim Finance Manager for approximately 6 months helps best bridge the transition, provides excellent opportunities for professional development, and allows the city to continue to collaboration with Abdo’s expertise until the Finance Services Division can be fully staffed. It is recommended that Ms. Peterson continue to be paid at her existing step and grade with an 8% increase on that base pay for the duration of her time filling the significant accretion of duties. Staff request council approve the resolution as written. Financial/Budget Organizational changes are planned to have a net zero budgetary impact, recognizing that any residual will be mitigated and managed through hiring timing and/or long-term planning funds. Options NA Recommendation Approve Resolution 2024-47 Memorializing Approved City of Corcoran Organizational Restructure and Impact Page 2 Council Action Approve Resolution 2024-47 Memorializing Approved City of Corcoran Organizational Restructure and Impact Attachments 1. Resolution 2024-47 Amending the Organizational Structure of the City of Corcoran 2. Approved City Organization Chart Changes – By Department 3. Approved Engineering Development Job Description 4. Approved Assistant City Administrator Job Description 5. Approved Human Resources Generalist Job Description Administrative Assistant Finance Manager (2Q 2024) Recreation Supervisor Administration Public Works Public Safety City of Corcoran Current Organization Chart (as of 2.21.2024) Accounting Clerk Public Works Director Election Judges Accountant Administrative Services Director City Clerk Information Technology (Contract) Rink Attendants Summer Seasonal Planner Operations Superintendent Planning/Code Enforcement (Contract) Planning Technician Operations Manager Crew Leader Maintenance Worker Maintenance Worker Maintenance Worker Maintenance Worker (1Q 2024) Summer Maintenance (0.5 FTE) Snowplow Operator (0.2 FTE) Engineering Development Superintendent (2Q 2024) Engineering Services (Contract) Construction Services Supervisor Utility Superintendent (2Q 2024) Utility Maintenance Worker (3Q 2024) Building Inspections (Contract) Permit Technician Public Safety Director Public Safety Administrative Manager Administrative Assistant Police Officer Police Officer Sergeant Sergeant Police Officer Police Officer Police Officer Police Officer Police Officer (1Q 2024) Police Officer (1Q 2024) Reserve Officer (Volunteer) Public Safety Deputy Director Detective Community Service Officer (Gone 3Q 2024) Police Officer (Part-time) Solid: Full-time Dark with Dots: NOT FILLED Solid with Dots: Part-time Solid with Lines: Contract Solid with Stripes: Reserves Information Technology Manager (3Q 2024) Maintenance Worker (1Q 2024) Transition: Retirement or PT to FT Chart Key Fire & Emergency Medical Services (Contracts) Finance Manager: (Contract)Emergency Management Services (Interagency)Administrative Assistant Assessments: (Contract) Community Service Officer (FT – 3Q 2024) Park Planning (Contract) Communications Assistant (FT - 4Q 2024) Reserve Officer (Volunteer) Reserve Officer (Volunteer) Reserve Officer (Volunteer) Reserve Officer (Volunteer) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) Police Officer (Part-time) City Council City Administrator Commissions (Charter, Planning Parks & Trails,) City Attorney (Contract) Corcoran Citizens City of Corcoran Population as of 2024: 8,640 (per https://worldpopulationreview.com/us-cities/corcoran-mn-population) Imbedded Social Worker (Contract) Addaddea Agenda Attachment Item: 7g2. Public Works Director/Engineer Operations Superintendent Operations Manager Crew Leader Maintenance Worker Maintenance Worker Maintenance Worker Summer Maintenance (0.5 FTE) Snowplow Operator (0.2 FTE) Engineering Development Superintendent (2Q 2024) Engineering Services (Contract) Utility Superintendent (2Q 2024) Utility Maintenance Worker (3Q 2024) Maintenance Worker (3Q 2024) Administrative Assistant (Utility Billing) -PW Director Job Description adds “Engineer” to reflect reality -Utility Billing moves from Accounting Clerk to PW Admin -Hire Engineering Development Supe 2Q (using recruiter) -Hire Utility Supe 2Q (using recruiter) -Hire Utility Maintenance Worker 3Q -Hire Maintenance Worker 3Q City of Corcoran COAs: Departmental Changes (as of 4.23.24) Maintenance Worker Solid: Full-time Dark with Dots: Need to Hire Stripes: Part-time Solid with Lines: Contract RED OUTLINE *NEW* Need to Hire Transition: PT to FT Chart Key RED LETTERS/ BLACK OUTLINE Position Change DIAGONAL Eliminated Community Engagement (Recreation Supervisor) Rink Attendants (part-time) Summer Seasonal (Part-time) Planner Code Enforcement (Contract) Planning Technician Construction Services Supervisor Building Inspections (Contract) Permit Technician Park Planning (Contract) Community Development Director (2Q 2024) -Create Community Development Department -Add and Hire Community Development Director position in Q2 (*appoint Planner to position in Interim*: has been operating as Sr Planner+) -Construction Services moves from PW to Comm Develop -Recreation Supervisor renamed “Community Engagement Supervisor” -Community Engagement moves to Community Development Dept -Park Planning Contract moves to Community Engagement City of Corcoran COAs: Departmental Changes (as of 4.23.24) Planning (Contract) Solid: Full-time Dark with Dots: Need to Hire Stripes: Part-time Solid with Lines: Contract RED OUTLINE *NEW* Need to Hire Transition: PT to FT Chart Key RED LETTERS/ BLACK OUTLINE Position Change DIAGONAL Eliminated City Administrator-Admin Serv Dir eliminated to create and Hire Assistant City Admin in Q2 -Hire Finance Manager in Q2 move from Admin Serv Dir to City Administrator -Accounting Clerk eliminated to create and Hire HR Generalist in Q2 -Payroll functions move from Accounting Clerk to Accountant -Utility billing functions move from Accounting Clerk to PW Admin -Add Auditor Contract (for tracking) to Finance -Add Assessment Contract (for tracking) to Finance -Communication Assistant moves from Clerk to Assistant City Admin -Administrative Assistant changes to Deputy Clerk -Hire Communication Assistant FT in Q4 -Hire IT Manager in Q3 Administrative Assistant (Deputy Clerk) Finance Manager (2Q 2024) Accounting Clerk Election Judges Accountant Assistant City Administrator (2Q 2024) City ClerkHuman Resources Generalist (2Q 2024) Auditors: (Contract) Assessments: (Contract) Communications Assistant (FT - 4Q 2024) City of Corcoran COAs: Departmental Changes (as of 4.23.24) Information Technology Manager (3Q 2024) Information Technology (Contract) Solid: Full-time Dark with Dots: Need to Hire Stripes: Part-time Solid with Lines: Contract RED OUTLINE *NEW* Need to Hire Transition: PT to FT Chart Key RED LETTERS/ BLACK OUTLINE Position Change DIAGONAL Eliminated Admin Serv Director ENGINEERING/DEVELOPMENT SUPERINTENDENT ©City of Corcoran 2023 1 Description The Development Superintendent coordinates various aspects of project development and construction activities for the city to include public improvement projects, private development review, permits, utilities, and right-of-way management. Ensures conformance with city specifications, ordinances, and applicable state and federal laws. Collaborates with other city departments, outside agencies, developers, consultants, contractors, and community members in the implementation of city projects. Location Varies between office and field setting. Essential Duties and Responsibilities Department Public Works Reports To Public Works Director Points 467 Grade 16 FLSA Exempt Classification Full-time, benefit earning position Bargaining Unit NA Date April 2023 City of Corcoran Agenda Attachment Item: 7g3. •Direct preparation of the preliminary and final design for infrastructure projects, including the construction and/or rehabilitation of sanitary sewers, water main, storm sewer, street and all related facilities or structures. Oversee the preparation of feasibility reports, plans, specifications, advertisements for bids, contracts, acquisition of deeds and easements, assessments, and detailed contract administration. •Assists with overseeing contract construction activities, surveying/staking and field inspection of designated public improvement projects. This activity may include, but is not limited to, project inspection, scheduling and coordinating the activities of contractors, consulting engineers and all other government agencies implementing those projects. •Assist in negotiating, managing, and preparing compensation for contractors engaged in City contracts. •Responsible for providing timely reports on all ongoing construction activities to the Public Works Director, the City Administrator, the City Council, and the public. •Assists in the preparing, developing, and updating of capital improvement programs for sanitary sewers, water, storm drainage, street system, parks, trails and other public improvement projects. •Responsible for the review of development proposals, proposed subdivisions, proposed lot divisions, combinations, easement vacations, proposed plats and proposed special land uses. •Represents the City at preconstruction, construction progress, neighborhood meetings, and the Elm Creek Watershed Management Commission. •Develop, coordinate, and administer the city's annual maintenance projects including but not limited to mill/overlays, pavement seal coating, striping and sidewalk and trail repairs. •Responsible for field inspection and verification of compliance with construction documents for all active construction and reconstruction projects, grading permits, particularly upon release of a project's financial security. o Provide direction to the field inspection staff on investigating field construction problems and corrective actions; resolves conflicts between contractors and field staff. ENGINEERING/DEVELOPMENT SUPERINTENDENT ©City of Corcoran 2023 2 Minimum Qualifications •Bachelor’s degree in civil engineering, construction management, or construction science or related field with three years of experience or; •Associate degree in construction management or related field with eight or more years of experience. •One year of supervisory experience. •Valid Minnesota Driver’s License. Desired Qualifications •Additional years of municipal civil engineering, construction management, or related experience. •Possess Erosion Control Designer certification. •Experience with the operations of a Public Works Department and/or City government. Knowledge, Skills, and Abilities Required for Successful Job Performance •Responsible for collecting record plan information from completed infrastructure projects including GIS, As-Built drawing records etc. •Updating City Detail Plates and Specifications annually. •Administers the Municipal State Aid Program, including all necessary reporting and record keeping and the submittal and processing of funds. •Administers the City’s MS4 Permit, including all necessary ordinance amendments, reporting and record keeping. •Collaborate with the planning and public works department to assist in the review of subdivision plats and other proposed developments. •Coordinate and collaborate on projects with other City departments, public and private utility owners, and state and federal regulatory agencies keeping parties informed and developing solutions to issues that arise. •Provide assistance with financial responsibilities. o Administer adopted budget consistent with City policies and procedures. o Escrow management. o Fee Schedule Amendments •Prepares and writes memos for Council action, ensuring appropriate supporting material and documentation. •Attends meetings and makes presentations as necessary. •Serve as the City HOA Coordinator •Manage City process and the consultants administering the Local Government Unit/Wetland Conservation Act. •Thorough knowledge of engineering and survey practices; maps and records; equipment and techniques of drafting. •Ability to work with mathematical concepts, making calculations rapidly and accurately. •Ability to communicate ideas and explanations clearly both orally and in writing. •Ability to write routine reports and correspondence, that conform to prescribed style and format. •Ability to comprehend and communicate policies, practices, and services of the Engineering Division to co-workers and members of the public. •Ability to define problems, collect data, establish facts, and draw valid conclusions. •Ability to use computer programs including common Microsoft Office programs, such as Word, Excel, and PowerPoint, as well as web-based email and timesheet software. ENGINEERING/DEVELOPMENT SUPERINTENDENT ©City of Corcoran 2023 3 Physical and Mental Requirements The Development Superintendent is responsible for diverse matters, many of which have deadlines and require significant attention to detail. Approximately 50% of the time, work is performed at the highest level of detail and pressure of deadlines. While performing the duties of this job, the employee is regularly required to use hands to handle or feel objects, use tools or controls, talk and hear. The employee moves about regularly from office to field. The employee is occasionally required to stand, walk, reach with hands and arms; and stoop, kneel, crouch, crawl, climb, or twist. The employee must occasionally lift and/or move over 60 pounds. Working Conditions Work is distributed between an office and field setting. Attendance at evening meetings may be required. Work may involve dealing with and calming individuals who are emotionally charged over an issue. Hours and schedule are determined by the Public Works Director. There is exposure to weather conditions and dirt, grease, noise, biting insects and unpleasant odors. Some work requires wearing safety apparel. There is exposure to traffic, slippery footing and working close to moving equipment. Work may include extended or irregular hours. 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 City Administrator and Public Works Director retains the discretion to add duties or change the duties of this position at any time. •Knowledge of erosion control and conservation management practices. •Knowledge of the location of City streets and easements. •Ability to effectively work with and provide direction to consultants, developers, and contractors. •Ability to complete plan reviews and write reports that are complete, accurate, and timely. •Ability to analyze and resolve problems. •Knowledge of civil engineering principles and road construction procedures. •Ability to read engineering drawings and use specialized equipment to read elevations and locate boundaries and rights-of-way. •Knowledge of the functions and responsibilities of City Departments, staff, and key community members. •Ability to perform in a professional and courteous manner to requests from other staff members. •Ability to maintain a positive attitude toward work, the public, and coworkers, ability to be public service oriented with tactful and effective conflict resolution skills. •The ability to work independently and to prioritize work requests. •Problem-solving skills to gather relevant information to solve practical problems and address citizen inquiries and concerns. •Ability to follow and give oral and written instructions. •Ability to maintain a high degree of integrity and a high sense of personal and professional ethics. •Promote and adhere to the City of Corcoran workplace values of accountability, teamwork, and commitment to the City’s goals and measures. ASSISTANT CITY ADMINISTRATOR ©City of Corcoran 2024 1 Description The Assistant City Administrator guides day-to-day decision-making processes and provides strategic direction to HR, IT, Operations and City Clerk Operations. This position also provides direction for collaborative service delivery to residents, stakeholders, and policy makers. The Assistant City Administrator has primary responsibilities related to internal customer service to staff, elected officials, commissioners, contractors and vendors. Location and Hours This position will perform work at City Hall, 8200 County Rd 116, Corcoran, MN 55340 in an office environment. Work hours are Monday through Friday, 40 hours per week. Essential Duties and Responsibilities 1.General Administration: a.Serves as the Acting City Administrator in the absence of the City Administrator. b.Assists the City Administrator and the management team in identification, prioritization and accomplishment of strategic planning goals. c.Attend and participate in City Council, Subcommittee, Advisory Commission, and other meetings as directed by the City Administrator. d.Assist the City Administrator in preparation and review of agendas and supporting packet materials for City Council meetings. e.Establish and maintain effective relationships with other organizations, associations, businesses and departments. f.Assist the City Administrator in contract management for City projects, contracted services, law enforcement, fire protection, tower leases, etc. 2.Project Management a.Assist in the definition of project scope and objectives, involving all relevant stakeholders. b.Manage changes to the project scope, project schedule and project costs using appropriate verification techniques. c.Provide general oversight to ensure timely and satisfactory project completion. d.Establish and maintain relationships with third parties/vendors. e.Create and maintain comprehensive project documentation. 3.Supervision: a.Complete performance evaluations and recommend wage adjustments according to the city’s personnel policy. b.Administer employee discipline according to the city’s personnel policy. c.Ensure staff is adequately trained and department is cross‐trained. Assign work and Department Administration Reports To City Administrator Points 423 Grade 15 FLSA Exempt Bargaining Unit NA Revision Date April 2024 City of Corcoran Agenda Attachment Item: 7g4. ASSISTANT CITY ADMINISTRATOR ©City of Corcoran 2024 2 ensure that it is done professionally, efficiently, accurately and timely. d.Provide oversight of the Data Practices Act. e.Responsible for supervising the communications division and ensure appropriate monitoring content, writing, editing, and approving information to be included on the city website and to manage website maintenance agreements and to recommend enhancements. f.Assist all departments in public involvement and education by identifying target areas and means of communication. g.Supervise IT Manager or Contractor. h.Serve as primary point of contact with the city for IT issues i.Supervises HR Generalist and ensures compliance with all regulatory requirements. 4.Other Duties a.Assist with all aspects of facilitation of all special, primary and general elections. b.Provides confidential administrative support for the City Council and City Administrator. 5.General a.Treat fellow employees with respect and integrity. b.Promote a positive and motivating environment. c.Provide exceptional customer service. d.Confer with supervisor, peers, and employees to discuss and resolve issues. e.Make decisions that are always in the best interest of the city. f.Perform other duties and projects as assigned. g.Follow all safety policies and procedures. h.Follow all city policies and procedures. Minimum Qualifications 1.A valid driver’s license. 2.A bachelor’s degree in public administration, business administration, a closely related field, or equivalent experience. 3.Three years of relevant municipal or government experience. 4.Two years of relevant supervisory experience. Desired Qualifications 1.Master’s degree in public administration or closely related field. 2.Previous experience working for a municipal or county government. 3.SPHR or SHRM Certification 4.Experience supervising HR Functions Knowledge, Skills and Abilities Required for Successful Job Performance •Thorough knowledge in the areas of public sector administration, principles, practices and techniques including legal requirements. •Ability to perform and direct general administrative work. •Ability to communicate clearly, professionally, effectively, and precisely using tact and diplomacy both verbally and in writing. ASSISTANT CITY ADMINISTRATOR ©City of Corcoran 2024 3 •Ability to maintain confidential or proprietary information. •Ability to resolve conflicts and negotiate solutions. •Ability to understand, manage, and communicate complex ideas, projects, and situations. •Ability to work independently, determine priorities, manage projects and make appropriate decisions. •Experience in development and implementation of policies and procedures. •Ability to stay current on issues that are within the realm of this position’s responsibilities. •Knowledge of computer software and ability to operate office equipment. •Ability to maintain effective working relationships with co‐workers, supervisors, the City Council and members of the public. •Ability to develop, implement, and administer goals, objectives and procedures for providing effective and efficient services for the City. •Experience in public speaking and making presentations. •Considerable ability to lead and supervise staff, delegate work, and prioritize, organize, plan, and direct operations. •Considerable ability to prioritize City needs, to coordinate departmental operations and services, contracted services and to allocate resources effectively. •Ability to work independently and as part of a team; to coordinate work with other departments; and to lead multi‐departmental or multi‐jurisdictional projects. •Strong sense of honesty, integrity, and credibility. 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. The Assistant City Administrator must be able to use judgment to respond to situations occurring during the absence of the City Administrator. Working Conditions: Work is performed in a normal office environment. Work may involve dealing with and calming individuals who are emotionally charged over an issue. 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 City Administrator retains the discretion to add duties or change the duties of this position at any time. Employee Signature and Date: ______________________________________________________________________________________________ Supervisor and / or Department Head Signature and Date: ______________________________________________________________________________________________ HUMAN RESOURCE GENERALIST ©City of Corcoran 2024 1 Description Responsible for performing a wide variety of administrative, technical and professional work in directing the Human Resource functions. Serves as the primary point of contact for all staff related to pay, benefits, employment and overall HR needs. This position serves as a partner to the Department Heads in meeting the operational needs. Location and Hours This position will perform work at City Hall, 8200 County Rd 116, Corcoran, MN 55340 in an office environment. Work hours are Monday through Friday, 40 hours per week. Essential Duties and Responsibilities Department Administration Reports To Assistant City Administrator Points 315 Grade 11 FLSA Exempt Bargaining Unit NA Revision Date April 2024 City of Corcoran Agenda Attachment Item: 7g5. 1.Human Resources: a.Develop, research, recommend and implement policies related to Human Resources. b.Management of the job evaluation system, maintenance of job descriptions, maintenance of the pay plan, and compliance with pay equity requirements. c.Recommend the development, implementation and administration of employee benefit programs and recommend benefit plan changes. d.Maintain insurance program offerings including health, dental, disability, life, and workers compensation. e.Manage and ensure the city’s handbook for compliance. f.Ensure compliance with state and federal regulatory requirements. g.Plan and execute the employee recruitment, selection and orientation processes. h.Support hiring managers as they interview and recommend staff. i.Coordination of background, drug and medical testing. j.Maintenance of confidential employee personnel and medical records. Maintenance of the employee files within the payroll service provider online portal including, but not limited to, wage rates, compensatory and paid‐time‐off balances, payroll deductions and confidential personnel information. k.Support finance in performing payroll processing for city staff and maintain payroll policies. Act as back‐up for payroll processing. l.Responsible for the development, implementation and administration of the performance review program. m.Assist and resolve human resources matters. n.Analyzes, plans and directs the development, implementation and administration of HUMAN RESOURCE GENERALIST ©City of Corcoran 2024 2 Minimum Qualifications Bachelor’s degree in human resources or equivalent combination of experience and training. Desired Qualifications 1.Previous experience working for a municipal or county government. 2.Experience working with ADP. Knowledge, Skills and Abilities Required for Successful Job Performance programs that support employee growth and development, and stimulate individual and organizational wellness. 2.Employee Training and Safety: a.Researches, plans and assists with the development, implementation and administration of training programs for city employees. b.Responsible for serving on the Safety Committee and as the primary liaison for the safety program provider, coordination of contracts, scheduling of training events, documentation and all records retention of the city’s safety management program. 3.Performance Management a.Ensure completed performance evaluations and recommend wage adjustments according to the city’s personnel policy. b.Administer employee discipline according to the city’s personnel policy. c.Ensure staff is adequately trained and department is cross‐trained. 4.Other duties as assigned. 5.General a.Treat fellow employees with respect and integrity. b.Promote a positive and motivating environment. c.Provide exceptional customer service. d.Confer with supervisor, peers, and employees to discuss and resolve issues. e.Make decisions that are always in the best interest of the City of Corcoran. f.Perform other duties and projects as assigned. g.Follow all safety policies and procedures. •Thorough knowledge in the areas of public sector personnel, human resources administration, principles, practices and techniques including legal requirements. •Ability to perform and direct general administrative work. •Ability to communicate clearly, professionally, effectively, and precisely using tact and diplomacy both verbally and in writing. •Ability to maintain confidential or proprietary information. •Ability to resolve conflicts and negotiate solutions. HUMAN RESOURCE GENERALIST ©City of Corcoran 2024 3 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. Work may involve dealing with and calming individuals who are emotionally charged over an issue. 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 City Administrator retains the discretion to add duties or change the duties of this position at any time. Employee Signature and Date: ______________________________________________________________________________________________ ______________________________________________________________________________________________ •Ability to understand, manage, and communicate complex ideas, projects, and situations. •Ability to work independently, determine priorities, manage projects and make appropriate decisions. •Experience in development and implementation of policies and procedures. •Ability to stay current on issues that are within the realm of this position’s responsibilities. •Knowledge of computer software and ability to operate office equipment. •Ability to maintain effective working relationships with co‐workers, supervisors, the City Council and members of the public. •Ability to develop, implement, and administer goals, objectives and procedures for providing effective and efficient services for the city. •Experience in public speaking and making presentations. •Considerable ability to lead and supervise staff, delegate work, and prioritize, organize, plan, and direct operations. •Considerable ability to prioritize city needs, to coordinate departmental operations and services, contracted services and to allocate resources effectively. •Ability to work independently and as part of a team; to coordinate work with other departments; and to lead multi‐departmental or multi‐jurisdictional projects. •Strong sense of honesty, integrity, and credibility. Supervisor and / or Department Head Signature and Date: Deputy Clerk (Grade 8: 1 FTE) Finance Manager (Grade 13: 1 FTE) Abdo Finance Services (Contract) Election Judges (.2 FTE) Accountant (Grade 8: 1 FTE) Assistant City Administrator (Grade 15: 1 FTE) City Clerk (Grade 11: 1 FTE) Human Resources Generalist (Grade 11: 1 FTE) Auditors: (Contract) Assessments: (Contract) Communications Assistant (Grade 10: 1 FTE) Information Technology Manager (Grade 12: 1 FTE) City Council City Administrator (Grade 20: 1 FTE) Commissions (Charter, Planning Parks & Trails,) City Attorney (Contract) Corcoran Citizens Information Technology (Contract) City of Corcoran Administration Department (2024/2025: 9.2 FTE) END 2024 = END 2025 STAFF REPORT Agenda Item 6cc. Council Meeting: September 26, 2024 Prepared By: Kevin Mattson Topic: Hennepin County Youth Activities Grant Application - Equipment Action Required: Decision Summary: Twice a year, the Hennepin County Youth Sports Commission accepts grant applications for equipment. Staff is requesting approval to submit a grant application for $10,000 towards a Toro ZMaster 72144 mower to be used for parks maintenance. Financial/Budget: This piece of equipment is included in future capital improvement plans for 2025. Council Action: Authorize staff to submit the grant application for $10,000 for a Toro ZMaster 72144 mower. Attachments: 1. Toro ZMaster 72144 Quote 2. Resolution 2024-98 Supporting Grant Application CITY OF CORCORAN 8200 CTY RD 116 CORCORAN, MN 55340 Bill To: CITY OF CORCORAN Ship To: QUOTE - DO NOT PAY Cust Email: Phone: Salesperson: User: finance@ci.corcoran.mn.us (763) 420-2288 Dave.U Dave.U PO: CustId: CITYCORC Quote: 03-179685 Date: 9/13/2024 Item Type Description Qty Tax Price Discount Net Price 231095 / NEW UN Toro 72144 Yr: 2024 1.0000 $67,321.00 $67,321.00 S/N: 415233998 TOR - TORO Z MASTER 7500 SER,44HP YANMAR,144" DECK Meter: 1.00 Hours Remark RE QUOTE INCLUDES 2 SETS OF BLADES, FIRST SERVICE Remark RE ALSO COMES WITH 142-2744 BAFFLE KIT Total:$67,321.00 Totals Sub Total:$67,321.00 Total Tax:$0.00 Invoice Total:$67,321.00 MN STATE CONTRACT # 243333 CONTRACT RELEASE # T-775(5) Signature:______________________________________ Quote is Valid for 30 days, programs and discounts subject to change without notice Attachment Item 6cc1 City of Corcoran September 26, 2024 County of Hennepin State of Minnesota RESOLUTION NO. 2024-98 Page 1 of 1 Motion By: Seconded By: SUPPORTING GRANT APPLICATION – HENNEPIN COUNTY YOUTH SPORTS EQUIPMENT GRANT WHEREAS, the City of Corcoran supports the grant application made to the Hennepin County Youth Activities Program. The application is to assist with the purchasing of a Toro ZMaster 72144 to be used for parks maintenance; and WHEREAS, the City of Corcoran recognizes that it must provide the remaining funds required to purchase the Toro ZMaster 72144 following any grant money received from the Hennepin County Youth Sports Program; and WHEREAS, benefits of the Toro ZMaster 72144 to the City of Corcoran include maintained parks and groomed sports fields; to support the increase in maintained public spaces; and NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF CORCORAN, MINNESOTA, if the City of Corcoran is awarded a grant by the Hennepin County Youth Sports Program , the City of Corcoran agrees to accept the grant award and may enter into an agreement with Hennepin County Youth Sports Program. The City of Corcoran will comply with all applicable laws and regulations as stated in the grant agreement. VOTING AYE VOTING NAY McKee, Tom McKee, Tom Bottema, Jon Bottema, Jon Lanterman, Mark Lanterman, Mark Nichols, Jeremy Nichols, Jeremy Vehrenkamp, Dean Vehrenkamp, Dean Whereupon, said Resolution is hereby declared adopted on this 26th day of September 2024. ________________________________ Tom McKee – Mayor ATTEST: __________________________________________ City Seal Jay Tobin – City Administrator Memo To: Kevin Mattson, PE, PW Director From: Daryl Kirschenman, PE Steve Hegland, PE Project/File: 227705274 Date: September 11, 2024 Subject: Pay Application #14 to Phoenix Fabricators and Erectors Council Action Requested We recommend the City Council review and Approve Pay Application #14 for the Corcoran Water Tower Project to Phoenix Fabricators and Erectors in the amount of $206,662.03. This pay request covers work complete from May 16, 2024 through June 15, 2024. Summary Phoenix fabricators has completed the tower steel fabrication in their shop. Progress confirmed with KLM Engineering who have completed shop inspections of the fabrication and shop priming progress. This pay request includes additional fabrication costs and some electrical site work inside the tower foundation. The signed payment request form and pay application is attached for review. Total Contract Value to Date $4,703,386.00 Work Completed to Date $2,897,173.76 5% Retainage $144,858.69 Amount Paid to Date $2,545,653.04 Total Pay App #14 $206,662.03 Engineer’s Recommendation We recommend approving Pay Application #14 to Phoenix Fabricators and Erector’s in the amount of $206,682.03. Agenda Item 6dd. 227705274 3927 FOURTEEN From 05/16/24 To 06/15/24 06/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) 1 1 LS 185,000.00 185,000.00 0.06 11,100.00 11,100.00 6% 173,900.00 2 1 LS 4,000.00 4,000.00 - - 0% 4,000.00 3 1 LS 6,500.00 6,500.00 0.62 4,000.00 4,000.00 62% 2,500.00 4 1 LS 4,000.00 4,000.00 0.75 3,000.00 3,000.00 75% 1,000.00 5 50 CY 40.00 2,000.00 - - 0% 2,000.00 6 1 EA 5,700.00 5,700.00 - - 0% 5,700.00 7 355 LF 265.00 94,075.00 355.00 94,075.00 94,075.00 100% - 8 1 EA 31,000.00 31,000.00 1.00 31,000.00 31,000.00 100% - 9 18 LF 397.00 7,146.00 - - 0% 7,146.00 10 55 LF 117.00 6,435.00 55.00 6,435.00 6,435.00 100% - 11 2 EA 4,000.00 8,000.00 2.00 8,000.00 8,000.00 100% - 12 2 EA 8,512.00 17,024.00 2.00 17,024.00 17,024.00 100% - 13 4,000 LB 15.00 60,000.00 4,000.00 60,000.00 60,000.00 100% - 14 1 EA 1,800.00 1,800.00 1.00 1,800.00 1,800.00 100% - 15 20 SY 75.00 1,500.00 - - 0% 1,500.00 16 2 EA 1,000.00 2,000.00 - - 0% 2,000.00 17 1 LS 8,000.00 8,000.00 - - 0% 8,000.00 18 1,750 SY 2.60 4,550.00 - - 0% 4,550.00 19 1,625 TN 49.00 79,625.00 472.00 23,128.00 23,128.00 29% 56,497.00 20 175 TN 190.00 33,250.00 - - 0% 33,250.00 21 225 TN 195.00 43,875.00 - - 0% 43,875.00 22 510 LF 31.00 15,810.00 - - 0% 15,810.00 23 410 LF 47.00 19,270.00 - - 0% 19,270.00 24 1,250 LF 4.50 5,625.00 1,000.00 4,500.00 4,500.00 80% 1,125.00 25 1 LS 8,500.00 8,500.00 - - 0% 8,500.00 26 1.4 AC 8,220.00 11,508.00 - - 0% 11,508.00 27 11 EA 820.00 9,020.00 - - 0% 9,020.00 28 10 EA 670.00 6,700.00 - - 0% 6,700.00 29 56 EA 100.00 5,600.00 - - 0% 5,600.00 30 118 EA 28.00 3,304.00 - - 0% 3,304.00 1 1 LS 115,000.00 115,000.00 1.00 115,000.00 115,000.00 100% - 1.10 1 LS 153,000.00 153,000.00 0.50 76,500.00 76,500.00 50% 76,500.00 1.11 1 LS 172,000.00 172,000.00 1.00 172,000.00 172,000.00 100% - 1.12 1 LS 194,000.00 194,000.00 1.00 194,000.00 194,000.00 100% - 1.13 1 LS 886,000.00 886,000.00 1.00 886,000.00 886,000.00 100% - 1.14 1 LS 1,216,994.00 1,216,994.00 0.35 425,947.90 659,088.86 1,085,036.76 89% 131,957.24 1.15 1 LS 70,000.00 70,000.00 - - 0% 70,000.00 MNDOT SEED MIXTURE 25-131 SHRUB 5 GAL. CONTAINER PERENNIAL 1 GAL. CONTAINER 2.5" B&B DECIDUOUS TREE 6' HT CONIFEROUS TREE BONDS / INSURANCE MOBILIZATION TANK DELIVERY ENGINEERING ALTERNATE A - 1,000,000 GALLON COMPOSITE TANK 20" GATE VALVE PART 1 SITE WORK MOBILIZATION TRAFFIC CONTROL SALVAGE, STOCKPILE & RESPREAD TOPSOIL 20" DIP WATERMAIN, CL 52, INCLUDE POLY WRAP B618 CURB SILT FENCE, MS INFILTRATION BASIN, FILTER FABRIC, 6' DRAIN TILE & 6' FLARED END B BITUMINOUS RIBBON CURB Original Contract % of Value of Item (J / F) (%) Balance to Finish (F - J) ($) BITUMINOUS WEAR SPWEA340B BITUMINOUS BASE SPNWB330B Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. TEMPORARY ROCK CONSTRUCTION ENTRANCE PLACEMENT & COMMON TOPSOIL BORROW (LV) CONNECT TO EXISTING WATERMAIN 20" PVC WATER MAIN 20" PVC WATERMAIN, C900 Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: 6" DIP WATERMAIN, CL 52, INCLUDE POLY WRAP 6" GATE VALVE & BOX 6" HYDRANT DUCTILE IRON FITTINGS FOUNDATION TANK SHAFT TANK MATERIAL / SHOP FABRICATION AGGREGATE BASE 4' X 6' OVERFLOW SPLASHPAD CONCRETE SIDEWALK 8" BOLLARD CONCRETE DRIVEWAY APRON GEOTEXTILE FABRIC TYPE V NON WEAR Application Date: Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.1 of 3 227705274 3927 FOURTEEN From 05/16/24 To 06/15/24 06/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) B % of Value of Item (J / F) (%) Balance to Finish (F - J) ($)Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: Application Date: 1.16 1 LS 380,000.00 380,000.00 - - 0% 380,000.00 1.17 1 LS 450,000.00 450,000.00 - - 0% 450,000.00 1.18 1 LS 20,000.00 20,000.00 - - 0% 20,000.00 1.19 1 LS 8,500.00 8,500.00 1.00 8,500.00 8,500.00 100% - 1.20 1 LS 160,000.00 160,000.00 0.15 24,000.00 24,000.00 15% 136,000.00 2 1 LS 25,000.00 25,000.00 - - 0% 25,000.00 3 825 CY 51.00 42,075.00 825.00 42,075.00 42,075.00 100% - 4 1 LS 120,000.00 120,000.00 0.25 30,000.00 30,000.00 25% 90,000.00 4,703,386.00$ 2,238,084.90$ 659,088.86$ 2,897,173.76$ 62%1,806,212.24$ Original Contract Totals COMMON EXCAVATION & SITE GRADING ELECTRICAL / CONTROLS LOGO ALLOWANCE STRUCTURAL FILL BELOW FOUNDATION TANK ERECTION TANK PAINTING TANK MIXING SYSTEM EROSION CONTROL Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.2 of 3 227705274 3927 FOURTEEN From 05/16/24 To 06/15/24 06/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) B % of Value of Item (J / F) (%) Balance to Finish (F - J) ($)Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: Application Date: CO1 1.00 LS (19,576.92) (19,576.92) - - 0% (19,576.92) CO1 1.00 LS 860.00 860.00 - - 0% 860.00 - - - - (18,716.92)$ -$ -$ -$ 0%(18,716.92)$ 4,684,669.08$ 2,238,084.90$ 659,088.86$ 2,897,173.76$ 62%1,787,495.32$ Project Totals Change Order Totals Original Contract and Change Orders Change Orders DEDUCT CITY SUPPLIED 20" BV VALVE ON RISER INCREASE LOGO ALLOWANCE Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.3 of 3 Memo To: Kevin Mattson, PE, PW Director From: Daryl Kirschenman, PE Steve Hegland, PE Project/File: 227705274 Date: September 11, 2024 Subject: Pay Application #14 to Phoenix Fabricators and Erectors Council Action Requested We recommend the City Council review and Approve Pay Application #14 for the Corcoran Water Tower Project to Phoenix Fabricators and Erectors in the amount of $206,662.03. This pay request covers work complete from May 16, 2024 through June 15, 2024. Summary Phoenix fabricators has completed the tower steel fabrication in their shop. Progress confirmed with KLM Engineering who have completed shop inspections of the fabrication and shop priming progress. This pay request includes additional fabrication costs and some electrical site work inside the tower foundation. The signed payment request form and pay application is attached for review. Total Contract Value to Date $4,703,386.00 Work Completed to Date $2,897,173.76 5% Retainage $144,858.69 Amount Paid to Date $2,545,653.04 Total Pay App #14 $206,662.03 Engineer’s Recommendation We recommend approving Pay Application #14 to Phoenix Fabricators and Erector’s in the amount of $206,682.03. Agenda Item 6dd. 227705274 3927 FOURTEEN From 05/16/24 To 06/15/24 06/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) 1 1 LS 185,000.00 185,000.00 0.06 11,100.00 11,100.00 6% 173,900.00 2 1 LS 4,000.00 4,000.00 - - 0% 4,000.00 3 1 LS 6,500.00 6,500.00 0.62 4,000.00 4,000.00 62% 2,500.00 4 1 LS 4,000.00 4,000.00 0.75 3,000.00 3,000.00 75% 1,000.00 5 50 CY 40.00 2,000.00 - - 0% 2,000.00 6 1 EA 5,700.00 5,700.00 - - 0% 5,700.00 7 355 LF 265.00 94,075.00 355.00 94,075.00 94,075.00 100% - 8 1 EA 31,000.00 31,000.00 1.00 31,000.00 31,000.00 100% - 9 18 LF 397.00 7,146.00 - - 0% 7,146.00 10 55 LF 117.00 6,435.00 55.00 6,435.00 6,435.00 100% - 11 2 EA 4,000.00 8,000.00 2.00 8,000.00 8,000.00 100% - 12 2 EA 8,512.00 17,024.00 2.00 17,024.00 17,024.00 100% - 13 4,000 LB 15.00 60,000.00 4,000.00 60,000.00 60,000.00 100% - 14 1 EA 1,800.00 1,800.00 1.00 1,800.00 1,800.00 100% - 15 20 SY 75.00 1,500.00 - - 0% 1,500.00 16 2 EA 1,000.00 2,000.00 - - 0% 2,000.00 17 1 LS 8,000.00 8,000.00 - - 0% 8,000.00 18 1,750 SY 2.60 4,550.00 - - 0% 4,550.00 19 1,625 TN 49.00 79,625.00 472.00 23,128.00 23,128.00 29% 56,497.00 20 175 TN 190.00 33,250.00 - - 0% 33,250.00 21 225 TN 195.00 43,875.00 - - 0% 43,875.00 22 510 LF 31.00 15,810.00 - - 0% 15,810.00 23 410 LF 47.00 19,270.00 - - 0% 19,270.00 24 1,250 LF 4.50 5,625.00 1,000.00 4,500.00 4,500.00 80% 1,125.00 25 1 LS 8,500.00 8,500.00 - - 0% 8,500.00 26 1.4 AC 8,220.00 11,508.00 - - 0% 11,508.00 27 11 EA 820.00 9,020.00 - - 0% 9,020.00 28 10 EA 670.00 6,700.00 - - 0% 6,700.00 29 56 EA 100.00 5,600.00 - - 0% 5,600.00 30 118 EA 28.00 3,304.00 - - 0% 3,304.00 1 1 LS 115,000.00 115,000.00 1.00 115,000.00 115,000.00 100% - 1.10 1 LS 153,000.00 153,000.00 0.50 76,500.00 76,500.00 50% 76,500.00 1.11 1 LS 172,000.00 172,000.00 1.00 172,000.00 172,000.00 100% - 1.12 1 LS 194,000.00 194,000.00 1.00 194,000.00 194,000.00 100% - 1.13 1 LS 886,000.00 886,000.00 1.00 886,000.00 886,000.00 100% - 1.14 1 LS 1,216,994.00 1,216,994.00 0.35 425,947.90 659,088.86 1,085,036.76 89% 131,957.24 1.15 1 LS 70,000.00 70,000.00 - - 0% 70,000.00 MNDOT SEED MIXTURE 25-131 SHRUB 5 GAL. CONTAINER PERENNIAL 1 GAL. CONTAINER 2.5" B&B DECIDUOUS TREE 6' HT CONIFEROUS TREE BONDS / INSURANCE MOBILIZATION TANK DELIVERY ENGINEERING ALTERNATE A - 1,000,000 GALLON COMPOSITE TANK 20" GATE VALVE PART 1 SITE WORK MOBILIZATION TRAFFIC CONTROL SALVAGE, STOCKPILE & RESPREAD TOPSOIL 20" DIP WATERMAIN, CL 52, INCLUDE POLY WRAP B618 CURB SILT FENCE, MS INFILTRATION BASIN, FILTER FABRIC, 6' DRAIN TILE & 6' FLARED END B BITUMINOUS RIBBON CURB Original Contract % of Value of Item (J / F) (%) Balance to Finish (F - J) ($) BITUMINOUS WEAR SPWEA340B BITUMINOUS BASE SPNWB330B Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. TEMPORARY ROCK CONSTRUCTION ENTRANCE PLACEMENT & COMMON TOPSOIL BORROW (LV) CONNECT TO EXISTING WATERMAIN 20" PVC WATER MAIN 20" PVC WATERMAIN, C900 Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: 6" DIP WATERMAIN, CL 52, INCLUDE POLY WRAP 6" GATE VALVE & BOX 6" HYDRANT DUCTILE IRON FITTINGS FOUNDATION TANK SHAFT TANK MATERIAL / SHOP FABRICATION AGGREGATE BASE 4' X 6' OVERFLOW SPLASHPAD CONCRETE SIDEWALK 8" BOLLARD CONCRETE DRIVEWAY APRON GEOTEXTILE FABRIC TYPE V NON WEAR Application Date: Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.1 of 3 227705274 3927 FOURTEEN From 05/16/24 To 06/15/24 06/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) B % of Value of Item (J / F) (%) Balance to Finish (F - J) ($)Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: Application Date: 1.16 1 LS 380,000.00 380,000.00 - - 0% 380,000.00 1.17 1 LS 450,000.00 450,000.00 - - 0% 450,000.00 1.18 1 LS 20,000.00 20,000.00 - - 0% 20,000.00 1.19 1 LS 8,500.00 8,500.00 1.00 8,500.00 8,500.00 100% - 1.20 1 LS 160,000.00 160,000.00 0.15 24,000.00 24,000.00 15% 136,000.00 2 1 LS 25,000.00 25,000.00 - - 0% 25,000.00 3 825 CY 51.00 42,075.00 825.00 42,075.00 42,075.00 100% - 4 1 LS 120,000.00 120,000.00 0.25 30,000.00 30,000.00 25% 90,000.00 4,703,386.00$ 2,238,084.90$ 659,088.86$ 2,897,173.76$ 62%1,806,212.24$ Original Contract Totals COMMON EXCAVATION & SITE GRADING ELECTRICAL / CONTROLS LOGO ALLOWANCE STRUCTURAL FILL BELOW FOUNDATION TANK ERECTION TANK PAINTING TANK MIXING SYSTEM EROSION CONTROL Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.2 of 3 227705274 3927 FOURTEEN From 05/16/24 To 06/15/24 06/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) B % of Value of Item (J / F) (%) Balance to Finish (F - J) ($)Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: Application Date: CO1 1.00 LS (19,576.92) (19,576.92) - - 0% (19,576.92) CO1 1.00 LS 860.00 860.00 - - 0% 860.00 - - - - (18,716.92)$ -$ -$ -$ 0%(18,716.92)$ 4,684,669.08$ 2,238,084.90$ 659,088.86$ 2,897,173.76$ 62%1,787,495.32$ Project Totals Change Order Totals Original Contract and Change Orders Change Orders DEDUCT CITY SUPPLIED 20" BV VALVE ON RISER INCREASE LOGO ALLOWANCE Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.3 of 3 Memo To: Kevin Mattson, PE, PW Director From: Daryl Kirschenman, PE Steve Hegland, PE Project/File: 227705274 Date: September 9, 2024 Subject: Pay Application #17 to Phoenix Fabricators and Erectors Council Action Requested We recommend the City Council review and Approve Pay Application #17 for the Corcoran Water Tower Project to Phoenix Fabricators and Erectors in the amount of $109,630.00. This pay request covers work complete from August 16, 2024 through September 15, 2024. Summary Phoenix fabricators has completed the tower steel fabrication in their shop. Steel has been delivered to the site and the crew has begun on site work. The final watermain installation has been completed and the base course has been installed for the street extension and driveway. The signed payment request form and pay application is attached for review. Total Contract Value to Date $4,703,386.00 Work Completed to Date $3,572,103.00 5% Retainage $178,605.15 Amount Paid to Date $3,393,497.86 Total Pay App #17 $109,630.00 Engineer’s Recommendation We recommend approving Pay Application #17 to Phoenix Fabricators and Erector’s in the amount of $109,630.00. Agenda Item 6ee. 227705274 3927 SEVENTEEN From 08/16/24 To 09/15/24 09/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) 1 1 LS 185,000.00 185,000.00 0.50 92,500.00 92,500.00 50% 92,500.00 2 1 LS 4,000.00 4,000.00 - - 0% 4,000.00 3 1 LS 6,500.00 6,500.00 0.62 4,000.00 4,000.00 62% 2,500.00 4 1 LS 4,000.00 4,000.00 0.75 3,000.00 3,000.00 75% 1,000.00 5 50 CY 40.00 2,000.00 - - 0% 2,000.00 6 1 EA 5,700.00 5,700.00 - - 0% 5,700.00 7 355 LF 265.00 94,075.00 355.00 94,075.00 94,075.00 100% - 8 1 EA 31,000.00 31,000.00 1.00 31,000.00 31,000.00 100% - 9 18 LF 397.00 7,146.00 - - 0% 7,146.00 10 55 LF 117.00 6,435.00 55.00 6,435.00 6,435.00 100% - 11 2 EA 4,000.00 8,000.00 2.00 8,000.00 8,000.00 100% - 12 2 EA 8,512.00 17,024.00 2.00 17,024.00 17,024.00 100% - 13 4,000 LB 15.00 60,000.00 4,000.00 60,000.00 60,000.00 100% - 14 1 EA 1,800.00 1,800.00 1.00 1,800.00 1,800.00 100% - 15 20 SY 75.00 1,500.00 - - 0% 1,500.00 16 2 EA 1,000.00 2,000.00 - - 0% 2,000.00 17 1 LS 8,000.00 8,000.00 - - 0% 8,000.00 18 1,750 SY 2.60 4,550.00 1,750.00 4,550.00 4,550.00 100% - 19 1,625 TN 49.00 79,625.00 1,625.00 79,625.00 79,625.00 100% - 20 175 TN 190.00 33,250.00 - - 0% 33,250.00 21 225 TN 195.00 43,875.00 - - 0% 43,875.00 22 510 LF 31.00 15,810.00 - - 0% 15,810.00 23 410 LF 47.00 19,270.00 - - 0% 19,270.00 24 1,250 LF 4.50 5,625.00 1,250.00 5,625.00 5,625.00 100% - 25 1 LS 8,500.00 8,500.00 - - 0% 8,500.00 26 1.4 AC 8,220.00 11,508.00 - - 0% 11,508.00 27 11 EA 820.00 9,020.00 - - 0% 9,020.00 28 10 EA 670.00 6,700.00 - - 0% 6,700.00 29 56 EA 100.00 5,600.00 - - 0% 5,600.00 30 118 EA 28.00 3,304.00 - - 0% 3,304.00 1 1 LS 115,000.00 115,000.00 1.00 115,000.00 115,000.00 100% - 1.10 1 LS 153,000.00 153,000.00 0.50 76,500.00 76,500.00 50% 76,500.00 1.11 1 LS 172,000.00 172,000.00 1.00 172,000.00 172,000.00 100% - 1.12 1 LS 194,000.00 194,000.00 1.00 194,000.00 194,000.00 100% - 1.13 1 LS 886,000.00 886,000.00 1.00 886,000.00 886,000.00 100% - 1.14 1 LS 1,216,994.00 1,216,994.00 1.00 1,216,994.00 1,216,994.00 100% - 1.15 1 LS 70,000.00 70,000.00 1.00 70,000.00 70,000.00 100% - MNDOT SEED MIXTURE 25-131 SHRUB 5 GAL. CONTAINER PERENNIAL 1 GAL. CONTAINER 2.5" B&B DECIDUOUS TREE 6' HT CONIFEROUS TREE BONDS / INSURANCE MOBILIZATION TANK DELIVERY ENGINEERING ALTERNATE A - 1,000,000 GALLON COMPOSITE TANK 20" GATE VALVE PART 1 SITE WORK MOBILIZATION TRAFFIC CONTROL SALVAGE, STOCKPILE & RESPREAD TOPSOIL 20" DIP WATERMAIN, CL 52, INCLUDE POLY WRAP B618 CURB SILT FENCE, MS INFILTRATION BASIN, FILTER FABRIC, 6' DRAIN TILE & 6' FLARED END B BITUMINOUS RIBBON CURB Original Contract % of Value of Item (J / F) (%) Balance to Finish (F - J) ($) BITUMINOUS WEAR SPWEA340B BITUMINOUS BASE SPNWB330B Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. TEMPORARY ROCK CONSTRUCTION ENTRANCE PLACEMENT & COMMON TOPSOIL BORROW (LV) CONNECT TO EXISTING WATERMAIN 20" PVC WATER MAIN 20" PVC WATERMAIN, C900 Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: 6" DIP WATERMAIN, CL 52, INCLUDE POLY WRAP 6" GATE VALVE & BOX 6" HYDRANT DUCTILE IRON FITTINGS FOUNDATION TANK SHAFT TANK MATERIAL / SHOP FABRICATION AGGREGATE BASE 4' X 6' OVERFLOW SPLASHPAD CONCRETE SIDEWALK 8" BOLLARD CONCRETE DRIVEWAY APRON GEOTEXTILE FABRIC TYPE V NON WEAR Application Date: Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.1 of 3 227705274 3927 SEVENTEEN From 08/16/24 To 09/15/24 09/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) B % of Value of Item (J / F) (%) Balance to Finish (F - J) ($)Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: Application Date: 1.16 1 LS 380,000.00 380,000.00 0.55 209,000.00 209,000.00 55% 171,000.00 1.17 1 LS 450,000.00 450,000.00 - - 0% 450,000.00 1.18 1 LS 20,000.00 20,000.00 - - 0% 20,000.00 1.19 1 LS 8,500.00 8,500.00 1.00 8,500.00 8,500.00 100% - 1.20 1 LS 160,000.00 160,000.00 0.34 54,400.00 54,400.00 34% 105,600.00 2 1 LS 25,000.00 25,000.00 - - 0% 25,000.00 3 825 CY 51.00 42,075.00 825.00 42,075.00 42,075.00 100% - 4 1 LS 120,000.00 120,000.00 1.00 120,000.00 120,000.00 100% - 4,703,386.00$ 3,572,103.00$ -$ 3,572,103.00$ 76%1,131,283.00$ Original Contract Totals COMMON EXCAVATION & SITE GRADING ELECTRICAL / CONTROLS LOGO ALLOWANCE STRUCTURAL FILL BELOW FOUNDATION TANK ERECTION TANK PAINTING TANK MIXING SYSTEM EROSION CONTROL Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.2 of 3 227705274 3927 SEVENTEEN From 08/16/24 To 09/15/24 09/15/24 A C D E F G H I J K L Item Quantity Units Unit Price ($) Value of Bid Item (C X E) ($) Estimated Quantity Incorporated in the Work Value of Work Completed to Date (E X G) ($) B % of Value of Item (J / F) (%) Balance to Finish (F - J) ($)Description Work Completed Materials Currently Stored (not in G) ($) Work Completed and Materials Stored to Date (H + I) ($) Contract Information Bid Item No. Contractor's Application for PaymentProgress Estimate - Unit Price Work Owner's Project No.: Engineer's Project No.: Contractor's Project No.: City of Corcoran Stantec Consulting Services Phoenix Fabricators & Erectors, LLC 1.0 MG Elevated Water Storage Tank Corcoran Water Tower Owner: Application Period:Application No.: Engineer: Contractor: Project: Contract: Application Date: CO1 1.00 LS (19,576.92) (19,576.92) - - - 0% (19,576.92) CO1 1.00 LS 860.00 860.00 - - - 0% 860.00 - - - - (18,716.92)$ -$ -$ -$ 0%(18,716.92)$ 4,684,669.08$ 3,572,103.00$ -$ 3,572,103.00$ 76%1,112,566.08$ Project Totals Change Order Totals Original Contract and Change Orders Change Orders DEDUCT CITY SUPPLIED 20" BV VALVE ON RISER INCREASE LOGO ALLOWANCE Unit Price EJCDC C-620 Contractor's Application for Payment (c) 2018 National Society of Professional Engineers for EJCDC. All rights reserved.3 of 3 Memo To: Kevin Mattson, PE, PW Director From: Kent Torve, PE Steve Hegland, PE Project/File: 227704119 Date: September 17, 2024 Subject: Final Pay Application #3 to New Look Contracting - Bridge No. 27J78 Replacement on Trailhaven Road Council Action Requested Staff is recommending the City Council review and approve the Final Pay Application #3 in the amount of $9,927.65 for the Bridge No. 27J78 Replacement on Trailhaven Road to New Look Contracting. Financing This project is funded by State Aid, State Bridge Bonds, and local funds. Following this final pay application, the City will submit paperwork to State Aid for final reimbursements. Summary Pay Request #3 The contractor has finished the roadway improvements and restoration work and has completed punch list work on the project. They have submitted the necessary IC-134 and closeout paperwork to the City. Attached is a summary of the work completed to date. Total Contract Value to Date $194,601.00 Revised Contract Value $199,025.03 Work Completed to Date $198,902.58 0% Retainage $ -- Amount Paid to Date $188,625.33 Total Pay App #2 $10,277.25 Engineer’s Recommendation We recommend approving the Final Pay Application #3 to New Look Contracting in the amount of $10,277.25. Agenda Item 6ff. Project No. 227704119 Application for Payment Form 00 62 76-1 FINAL APPLICATION FOR PAYMENT FORM OWNER: City of Corcoran PROJECT: Bridge No. 27J78 Replacement on Trailhaven Road CONTRACTOR: New Look Contracting PAY ESTIMATE NO. 3 - FINAL Original Contract Amount $ ...... 194,601.00 Contract Changes approved to Date (Pending CO-1) $ .......... 4,424.03 Revised Contract Price $ ...... 199,025.03 Work Completed to Date (attached) $ ...... 198,902.58 Retainage to Date, 0% $ ..................... 0 Work Completed to Date Less Retainage to Date $ ...... 198,902.58 Total Amount Previously Certified $ ...... 188,625.33 Payment Request This Estimate $ ........ 10,277.25 I declare under penalty of perjury that this account, claim, or demand is just and correct and that no part of it has been paid. CONTRACTOR Project No. 227704119 Application for Payment Form 00 62 76-2 CERTIFICATE OF CONTRACTOR I hereby certify that the work and the materials supplied to date, as shown on the request for payment, represents the actual value of accomplishment under the terms of the contract dated 12/22/2022 between the City of Corcoran (OWNER) and New Look Contracting (CONTRACTOR) and all authorized changes thereto. By Title Approval: (CONTRACTOR) Date (ENGINEER) Date Kent Torve, P.E. END OF SECTION 9/17/2024 Director of Business Operations Eric Stratford 9/17/2024 TRAILHAVEN BRIDGE REPLACEMENT PROJECT FINAL PAYMENT REQUEST FORM CONTRACTOR: NEW LOOK CONTRACTING NO. ITEM DESCRIPTION UNIT QUANTITY UNIT PRICE TOTAL PRICE BASE BID SCHEDULE QTY PRICE QTY PRICE QTY PRICE BID SCHEDULE A 1 MOBILIZATION LUMP SUM 1 $15,000.00 $15,000.00 1.00 15,000.00$ 1 15,000.00$ 0 -$ 2 CLEARING EACH 3 $500.00 $1,500.00 3 1,500.00$ 3 1,500.00$ 0 -$ 3 GRUBBING EACH 3 $250.00 $750.00 3 750.00$ 3 750.00$ 0 -$ 4 SALVAGE SIGN TYPE C EACH 4 $55.00 $220.00 4 220.00$ 4 220.00$ 0 -$ 5 SALVAGE FENCE LIN FT 222 $5.50 $1,221.00 100 550.00$ 100 550.00$ 0 -$ 6 REMOVE SEWER PIPE (STORM)LIN FT 70 $125.00 $8,750.00 70 8,750.00$ 70 8,750.00$ 0 -$ 7 EXCAVATION - COMMON CU YD 1250 $5.50 $6,875.00 1250 6,875.00$ 1250 6,875.00$ 0 -$ 8 SELECT GRANULAR EMBANKMENT (CV)CU YD 900 $32.50 $29,250.00 913.5 29,688.75$ 913.5 29,688.75$ 0 -$ 9 COMMON EMBANKMENT (CV)CU YD 1100 $5.50 $6,050.00 1100 6,050.00$ 1100 6,050.00$ 0 -$ 10 AGGREGATE BASE CLASS 5 TON 1600 $19.50 $31,200.00 1600 31,200.00$ 1600 31,200.00$ 0 -$ 11 INSTALL 10X6 PRECAST CONCRETE BOX CULVERT END SECTION EACH 2 $4,750.00 $9,500.00 2 9,500.00$ 2 9,500.00$ 0 -$ 12 INSTALL 10X6 PRECAST CONCRETE BOX CULVERT LIN FT 100 $375.00 $37,500.00 100 37,500.00$ 100 37,500.00$ 0 -$ 13 COARSE FILTER AGGREGATE (CV)CU YD 270 $60.00 $16,200.00 335 20,100.00$ 335 20,100.00$ 0 -$ 14 6" PERF PVC PIPE DRAIN LIN FT 100 $25.00 $2,500.00 150 3,750.00$ 150 3,750.00$ 0 -$ 15 GEOTEXTILE FILTER TYPE 5 SQ YD 322 $4.00 $1,288.00 322 1,288.00$ 322 1,288.00$ 0 -$ 16 RANDOM RIPRAP CLASS III CU YD 50 $135.00 $6,750.00 44.32 5,983.20$ 44.32 5,983.20$ 0 -$ 17 INSTALL FENCE LIN FT 222 $20.00 $4,440.00 0 -$ 0 -$ 0 -$ 18 TRAFFIC CONTROL LUMP SUM 1 $5,400.00 $5,400.00 1 5,400.00$ 1 5,400.00$ 0 -$ 19 INSTALL SIGN EACH 4 $275.00 $1,100.00 4 1,100.00$ 4 1,100.00$ 0 -$ 20 STABILIZED CONSTRUCTION EXIT LUMP SUM 1 $1.00 $1.00 1 1.00$ 1 1.00$ 0 -$ 21 SILT FENCE; TYPE MS LIN FT 1360 $2.50 $3,400.00 550 1,375.00$ 550 1,375.00$ 0 -$ 22 FLOTATION SILT CURTAIN TYPE MOVING WATER LIN FT 16 $1.00 $16.00 0 -$ 0 -$ 0 -$ 23 EROSION CONTROL BLANKET CATEGORY 25 SQ YD 2720 $1.50 $4,080.00 3330 4,995.00$ 3330 4,995.00$ 0 -$ 24 SEEDING ACRE 0.6 $1,250.00 $750.00 1 1,250.00$ 1 1,250.00$ 0 -$ 25 COMMON TOPSOIL BORROW CU YD 400 $1.00 $400.00 1192.6 1,192.60$ 843 843.00$ 349.6 349.60$ 26 SEED MIXTURE 25-151 POUND 115 $4.00 $460.00 115 460.00$ 115 460.00$ 0 -$ CHANGE ORDER #1 CO-1.1 2" MINUS ROCK TON 49.95 $19.50 $974.03 49.95 974.03$ 49.95 974.03$ 0 -$ CO-1.2 MOBILIZATION FOR STABILIZATION ROCK LUMP SUM 1 $750.00 $750.00 1 750.00$ 1 750.00$ 0 -$ CO-1.3 RELOCATION OF EXISTING POWER LINE LUMP SUM 1 $2,700.00 $2,700.00 1 2,700.00$ 1 2,700.00$ 0 -$ New Look Contracting Subtotal: $ 198,902.58 Subtotal: $ 198,552.98 Subtotal: $ 349.60 0% Retainage: $ - 5% Retainage: $ 9,927.65 0% Retainage: $ - Total: $ 198,902.58 Total: $ 188,625.33 Total: $ 10,277.25 BASE PROJECT TOTAL $194,601.00 194,478.55$ 194,128.95$ TOTAL CONTRACT AMOUNT $199,025.03 $198,902.58 SUBTOTAL CHANGER ORDER 1 $4,424.03 4,424.03$ FINAL PAYMENT REQUEST FINAL PAY REQUEST #3 $198,552.98 349.60$ $349.60 -$ COMPLETED TO DATE LESS PREVIOUS PAYMENTS Rogers, MN 55374 LESS PREVIOUS PAYMENTSCOMPLETED TO DATE 14045 Northdale Blvd GENERAL CONTRACTOR 4,424.03$ Memo To: Kevin Mattson, PE, PW Director From: Steve Hegland, PE Nick Wyers, PE Project/File: 227705275 Date: September 17, 2024 Subject: Pay Request #1 to S.R. Weidema – NE Cororan Trunk Infrastructure Council Action Requested Staff is recommending the City Council Approve Pay Application #1 for the NE Corcoran Trunk Infrastructure project to S.R. Weidema in the amount of $471,210.83 Summary The contractor S.R. Weidema has begun installation of sanitary sewer and watermain utilities for the NE Corcoran Trunk Infrastructure project. A jacked casing has been installed County Road 116, and directionally drilled watermain pipes are in place. A temporary road has been constructed for access to the facilities and homes west of County Road 116 at Hunters Ridge. The signed payment request form and pay application is attached for review. Below is a summary of the work completed to date: Total Contract Value to Date $3,442,325.99 Work Completed to Date $496,011.40 5% Retainage $24,800.57 Amount Paid to Date $0.00 Total Pay App #1 $471,210.83 Engineer’s Recommendation We recommend approving Pay Request #1 to S.R. Weidema in the amount of $471,210.83. Agenda Item 6gg. SECTION 00 62 76 APPLICATION FOR PAYMENT FORM OWNER: PROJECT: CONTRACTOR: 1 Original Contract Amount: Contract Changes approved to Date (List Change Order Numbers): Revised Contract Price : Work Completed to Date (attached): Retainage to Date, 5%: Work Completed to Date Less Retainage to Date: Total Amount Previously Certified: Payment Request This Estimate: CONTRACTOR Application for Payment Form Project No. 227705275 00 62 76-1 City of Corcoran S.R. Weidema Inc. 24,800.57$ 471,210.83$ NE Corcoran Trunk Infrastructure PAY ESTIMATE NO. I declare under penalty of perjury that this account, claim, or demand is just and correct and that no part of it has been paid. 3,442,325.99$ N/A 3,442,325.99$ 496,011.40$ -$ 471,210.83$ SR Weidema, Inc and S.R. Weidema, Inc. (CONTRACTOR) and all authorized changes therto: By Title Approval: S.R. Weidema, Inc.Date Date Application for Payment Form Project No. 227705275 00 62 76-2 CERTIFICATE OF CONTRACTOR I hereby certify that the work and the materials supplied to date, as shown on the request for payment, represents the actual value of accomplishment under the terms of the contract dated 07/16/2024 between betweeen the City of Corcoran (OWNER) STANTEC CONSULTING SERVICES, INC. END OF SECTION SR Weidema, Inc Andy Burke Project Manager 9/16/2024 9/17/2024 LINE NO.ITEM UNIT QUANTITY UNIT PRICE TOTAL PRICE QUANTITY COST QUANTITY COST QUANTITY COST 1 MOBILIZATION & DEMOBILIZATION LUMP SUM 1 $170,000.00 170,000.00$ 0.5 85,000.00$ 0.0 -$ 0.50 85,000.00$ 2 TRAFFIC CONTROL LUMP SUM 1 $30,000.00 30,000.00$ 0.5 15,000.00$ 0.0 -$ 0.50 15,000.00$ 3 REMOVE CURB & GUTTER LIN FT 30 $8.00 240.00$ -$ 0.0 -$ 0.00 -$ 4 SAWING BITUMINOUS PAVEMENT (FULL DEPTH)LIN FT 250 $4.00 1,000.00$ -$ 0.0 -$ 0.00 -$ 5 REMOVE BITUMINOUS PAVEMENT SQ YD 1480 $6.50 9,620.00$ -$ 0.0 -$ 0.00 -$ 6 REMOVE STORM SEWER STRUCTURE EACH 4 $710.00 2,840.00$ -$ 0.0 -$ 0.00 -$ 7 REMOVE STORM SEWER FLARED END SECTION EACH 2 $402.00 804.00$ -$ 0.0 -$ 0.00 -$ 8 REMOVE STORM PIPE LIN FT 413 $17.00 7,021.00$ -$ 0.0 -$ 0.00 -$ 9 REMOVE FENCE LIN FT 67 $9.00 603.00$ -$ 0.0 -$ 0.00 -$ 10 SALVAGE & RESPREAD EXISTING TOPSPOL (MIN. 1FT) LUMP SUM 1 $6,000.00 6,000.00$ -$ 0.0 -$ 0.00 -$ 11 SALVAGE & RESPREAD EXISTING WETLAND SOILS (AS REQUIRED BY PERMIT) LUMP SUM 1 $20,000.00 20,000.00$ -$ 0.0 -$ 0.00 -$ 12 COMMON EXCAVATION - OFFSITE (EV) (P) CU YD 2370 $13.00 30,810.00$ -$ 0.0 -$ 0.00 -$ 13 STREET SWEEPER (WITH PICKUP BROOM)HR 35 $175.00 6,125.00$ -$ 0.0 -$ 0.00 -$ 14 WATER FOR DUST CONTROL MGAL 20 $100.00 2,000.00$ -$ 0.0 -$ 0.00 -$ 15 GEOTEXTILE FABRIC, TYPE 5 NON-WOVEN SQ YD 4290 $2.15 9,223.50$ 1302 2,799.30$ 0.0 -$ 1302.00 2,799.30$ 16 STABILIZING AGGREGATE, 3" MINUS TON 430 $36.30 15,609.00$ 52.5 1,905.75$ 0.0 -$ 52.50 1,905.75$ 17 AGGREGATE BASE, CLASS 5 100% CRUSHED TON 1670.00 $20.00 33,400.00$ 703 14,060.00$ 0.0 -$ 703.00 14,060.00$ 18 AGGREGATE SURFACING CLASS 2, 100% CRUSHED TON 200 $39.55 7,910.00$ -$ 0.0 -$ 0.00 -$ 19 BITUMINOUS MATERIAL FOR TACK COAT GAL 80 $5.35 428.00$ 5 26.75$ 0.0 -$ 5.00 26.75$ 20 TYPE SP 9.5 WEARING COURSE MIX (3,C)TON 140 $123.00 17,220.00$ -$ 0.0 -$ 0.00 -$ 21 TYPE SP 12.5 NON WEAR COURSE MIX (3,C)TON 180 $114.00 20,520.00$ 94 10,716.00$ 0.0 -$ 94.00 10,716.00$ 22 CONCRETE CURB AND GUTTER LIN FT 30 $150.00 4,500.00$ -$ 0.0 -$ 0.00 -$ 23 12" HDPE STORM SEWER- TEMPORARY LIN FT 228 $32.00 7,296.00$ 69 2,208.00$ 0.0 -$ 69.00 2,208.00$ 24 18" HDPE STORM SEWER LIN FT 169 $41.00 6,929.00$ -$ 0.0 -$ 0.00 -$ 25 18" METAL FLARED END SECTION EACH 1 $455.00 455.00$ -$ 0.0 -$ 0.00 -$ 26 12" RC PIPE STORM SEWER CLASS V LIN FT 71 $62.00 4,402.00$ -$ 0.0 -$ 0.00 -$ 27 18" RC PIPE STORM SEWER CLASS V LIN FT 43 $72.00 3,096.00$ -$ 0.0 -$ 0.00 -$ 28 18" RC FLARED END SECTION W/ TRASH GUARD EACH 1 $1,890.00 1,890.00$ -$ 0.0 -$ 0.00 -$ 29 CONSTRUCT 4' DIAMETER PRECAST STORM STRUCTURE EACH 2 $4,048.00 8,096.00$ -$ 0.0 -$ 0.00 -$ 30 CONSTRUCT 2' x 3' CATCH BASIN EACH 2 $2,729.00 5,458.00$ -$ 0.0 -$ 0.00 -$ 31 CONNECT TO EXISTING STORM SEWER PIPE EACH 1 $1,300.00 1,300.00$ -$ 0.0 -$ 0.00 -$ 32 CONNECT TO EXISTING STORM SEWER STRUCTURE EACH 2 $1,800.00 3,600.00$ -$ 0.0 -$ 0.00 -$ 33 CONNECT TO EXISTING SANITARY SEWER PIPE EACH 1 $3,700.00 3,700.00$ -$ 0.0 -$ 0.00 -$ 34 CONNECT TO EXISTING SANITARY SEWER STRUCTURE EACH 2 $5,500.00 11,000.00$ -$ 0.0 -$ 0.00 -$ 35 6' DIA SANITARY SEWER STRUCTURE EACH 6 $12,910.00 77,460.00$ -$ 0.0 -$ 0.00 -$ 36 6' DIA SANITARY SEWER MANHOLE - DROP STRUCTURE EACH 1 $57,177.00 57,177.00$ -$ 0.0 -$ 0.00 -$ 37 6' DIA SANITARY STRUCTURE OVERDEPTH (>12' DEPTH) LIN FT 131 $606.00 79,386.00$ -$ 0.0 -$ 0.00 -$ 38 PIPE JACKING 42" STEEL CASING LIN FT 115 $2,930.00 336,950.00$ 57.5 168,475.00$ 0.0 -$ 57.50 168,475.00$ 39 8" DIP SANITARY SEWER W/ LINER LIN FT 92 $208.00 19,136.00$ -$ 0.0 -$ 0.00 -$ 40 30" PVC PS-115 SANITARY SEWER PIPE LIN FT 1142 $325.00 371,150.00$ -$ 0.0 -$ 0.00 -$ 41 30" PVC C-900 DR-18 SANITARY SEWER PIPE (25'-30' DEPTH) LIN FT 151 $800.00 120,800.00$ -$ 0.0 -$ 0.00 -$ 42 30" PVC C-900 DR-18 SANITARY SEWER PIPE (30'-35' DEPTH) LIN FT 150 $800.00 120,000.00$ -$ 0.0 -$ 0.00 -$ 43 30" PVC C-900 DR-18 SANITARY SEWER PIPE (35'-40' DEPTH) LIN FT 130 $800.00 104,000.00$ -$ 0.0 -$ 0.00 -$ 44 30" PVC C-900 DR-18 SANITARY SEWER PIPE (40'-45' DEPTH) LIN FT 580 $800.00 464,000.00$ -$ 0.0 -$ 0.00 -$ 45 8" PVC PLUG EACH 2 $268.00 536.00$ -$ 0.0 -$ 0.00 -$ 46 30" PVC PLUG EACH 1 $3,290.00 3,290.00$ -$ 0.0 -$ 0.00 -$ 47 CONNECT TO EXISTING WATERMAIN EACH 7 $1,600.00 11,200.00$ -$ 0.0 -$ 0.00 -$ 48 16" BUTTERFLY VALVE AND BOX (OWNER SUPPLIED)EACH 5 $1,594.00 7,970.00$ -$ 0.0 -$ 0.00 -$ 49 20" BUTTERFLY VALVE AND BOX (OWNER SUPPLIED)EACH 4 $2,156.00 8,624.00$ -$ 0.0 -$ 0.00 -$ 50 INSTALL HYDRANT AND GATE VALVE EACH 4 $8,953.00 35,812.00$ -$ 0.0 -$ 0.00 -$ 51 6" DIP CL 52 WATERMAIN LIN FT 26 $62.00 1,612.00$ -$ 0.0 -$ 0.00 -$ 52 8" PVC C-900 DR-18 WATERMAIN OPEN CUT LIN FT 60 $62.00 3,720.00$ -$ 0.0 -$ 0.00 -$ 53 16" PVC C-900 DR-18 WATERMAIN OPEN CUT LIN FT 3050 $95.00 289,750.00$ -$ 0.0 -$ 0.00 -$ 54 20" PVC C-900 DR-18 WATERMAIN OPEN CUT LIN FT 1200 $155.00 186,000.00$ -$ 0.0 -$ 0.00 -$ 55 16" PVC C-900 DR-18 WATERMAIN TRENCHLESS INSTALLATION LIN FT 90 $385.00 34,650.00$ -$ 0.0 -$ 0.00 -$ 56 20" PVC C-900 DR-18 WATERMAIN TRENCHLESS INSTALLATION LIN FT 1150 $320.00 368,000.00$ 575 184,000.00$ 0.0 -$ 575.00 184,000.00$ 57 16" PLUG WITH BLOWOFF VALVE EACH 1 $3,122.00 3,122.00$ -$ 0.0 -$ 0.00 -$ 58 DUCTILE IRON FITTINGS POUND 20540 $7.85 161,239.00$ -$ 0.0 -$ 0.00 -$ 59 IMPROVED PIPE FOUNDATION - 24" THICK LIN FT 1389 $0.01 13.89$ -$ 0.0 -$ 0.00 -$ 60 INSTALL STRUCTURE SIGN POST AND MARKER EACH 12 $190.00 2,280.00$ -$ 0.0 -$ 0.00 -$ 61 ANTI-SEEPAGE COLLAR EACH 6 $2,000.00 12,000.00$ -$ 0.0 -$ 0.00 -$ 62 RANDOM RIPRAP CLASS III (GRANITE)TON 20 $105.00 2,100.00$ -$ 0.0 -$ 0.00 -$ 63 TEMPORARY CONSTRUCTION ENTRANCE - MAINTAINED LUMP SUM 1 $7,200.00 7,200.00$ 0.8 5,760.00$ 0.0 -$ 0.80 5,760.00$ 64 MNDOT SEED MIXTURE 25-151 & HYDRAULIC SOIL STABILIZER ACRE 0.2 $9,878.00 1,975.60$ -$ 0.0 -$ 0.00 -$ 65 MNDOT SEED MIXTURE - 25-131 & STRAW MULCH ACRE 4.7 $6,174.00 29,017.80$ -$ 0.0 -$ 0.00 -$ 66 MNDOT SEED MIXTURE - 35-621 & STRAW MULCH ACRE 1.8 $7,373.00 13,271.40$ -$ 0.0 -$ 0.00 -$ 67 MNDOT SEED MIXTURE - 34-271 & STRAW MULCH ACRE 1.4 $7,500.00 10,500.00$ -$ 0.0 -$ 0.00 -$ 68 BALE BARRIERS - MAINTAINED LIN FT 3302 $3.35 11,061.70$ -$ 0.0 -$ 0.00 -$ 69 SILT FENCE, TYPE MS - MAINTAINED LIN FT 3400 $2.20 7,480.00$ 1703 3,746.60$ 0.0 -$ 1703.00 3,746.60$ 70 SEDIMENT CONTROL LOG - MAINTAINED LIN FT 821 $2.90 2,380.90$ -$ 0.0 -$ 0.00 -$ 71 STORM DRAIN INLET PROTECTION - MAINTAINED EACH 9 $462.80 4,165.20$ 5 2,314.00$ 0.0 -$ 5.00 2,314.00$ 72 CULVERT PROTECTION - MAINTAINED EACH 3 $350.00 1,050.00$ -$ 0.0 -$ 0.00 -$ 73 ROLLED EROSION PREVENTION CATEGORY 25 SQ YD 500 $2.30 1,150.00$ -$ 0.0 -$ 0.00 -$ 74 REMOVE TEMPORARY ACCESS LUMP SUM 1 $18,000.00 18,000.00$ -$ 0.0 -$ 0.00 -$ TOTAL BASE BID: 3,442,325.99$ 496,011.40$ -$ 496,011.40$ TOTAL ORIGINAL CONTRACT: 3,442,325.99$ 496,011.40$ -$ 496,011.40$ ORIGINAL CONTRACT AWARD AMOUNT 3,442,325.99$ 496,011.40$ -$ 496,011.40$ 24,800.57$ -$ 24,800.57$ 471,210.83$ -$ 471,210.83$ Pay Request #1 NE Corcoran Trunk Infrastructure Project Number: 227705275 9/13/2024 City of Corcoran SUBTOTAL CURRENT RETAINAGE (5%) TOTAL CURRENT PAY REQUEST COMPLETED TO DATE COMPLETE TO DATE PAY REQUEST #1 September 2024 PAY REQUEST #1 BASE BID: CONTRACT SUMMARY Less Previous Payments LESS PREVIOUS PAYMENTS Memo To: Kevin Mattson, PE, PW Director From: Ash Hammerbeck, PE Steve Hegland, PE Project/File: 227704426 Date: September 18, 2024 Subject: Corcoran WTP - Pay Application #16 Council Action Requested Staff is recommending Council approve Pay Application #16 for the Corcoran Water Treatment Plant Project to Rice Lake Construction Group in the amount of $1,520,000.00 Summary Rice Lake continued work on the project including surveying, watertightness testing, miscellaneous walls, precast plank, concrete outfall structure, masonry, metals, hatches, wood trusses, rough and finish carpentry, TPO and metal roofing, FRP and steel doors and frames, painting, underground water main, filter equipment, blower, valve vault, process pipes, fittings, valves, and accessories, water and sanitary piping, sump pumps, sheet metal, rooftop units, interior fixtures and lamps, distribution equipment and obtaining the necessary utilities and materials. This pay request is for the work performed through 8/30/2024. The signed payment request form and pay application is attached for review. Total Contract Value to Date $ 16,814,738.63 Work Completed to Date $ 11,159,352.64 5% Retainage $ 557,967.63 Amount Paid to Date $ 9,081,385.01 Total Pay App #16 $1,520,000.00 Engineer’s Recommendation We have reviewed the request and recommend approving Pay Application #16 to Rice Lake Construction Group in the amount of $1,520,000.00 for the work completed and materials stored to date. Agenda Item 6hh. 9/18/2024 Memo To: Kevin Mattson, PE, PW Director From: Steve Hegland, PE Nick Wyers, PE Project/File: 227704864 Date: September 19, 2024 Subject: Pay Request #1 to Fehn Companies, Inc. – Stieg Road Improvements Council Action Requested Staff is recommending the City Council Approve Pay Application #1 for the Stieg Road Improvements project to Fehn Companies, Inc. in the amount of $21,038.98. Summary The contractor Fehn Companies, Inc. has completed preliminary work for the project including setting up traffic control and detour signage and has completed tree and brush clearing work. The signed payment request form and pay application is attached for review. Below is a summary of the work completed to date: Total Contract Value to Date $1,982,434.90 Work Completed to Date $0.00 5% Retainage $1,107.32 Amount Paid to Date $0.00 Total Pay App #1 $21,038.98 Engineer’s Recommendation We recommend approving Pay Request #1 to Fehn Companies, Inc. in the amount of $21,038.98. Agenda Item 6jj. 9/19/2024 STAFF REPORT Agenda Item: 6jj Council Meeting: September 26th, 2024 Prepared By: Sergeant Peter Ekenberg Topic: Toward Zero Death (TZD) Grant Action Required: Authorization Summary: Traffic safety and enforcement is a core function with the Corcoran Police Department and is an essential task in helping keep the community and those that travel in Corcoran safe. In achieving the goal of enhanced traffic enforcement and safety, the Corcoran Police Department have participated in the in the Toward Zero Deaths (TZD) Enforcement Program for over 11 years. TZD is a state program funded though grant money obtained by the MN Department of Public Safety. Participation in the program is expected to reduce the number of alcohol related accidents, decrease the number of speed related accidents, increase the use of seat belts, and decrease distracted driving. The Corcoran Police have been part of this program for over 10 years and have partnered with other departments. The Corcoran Police partner with Medina, Minnetrista, West Hennepin Department of Public Safety, Rogers, South Lake, Dayton, Deephaven, and Orono. The Corcoran Police will be the lead agency for the application and implementation of this grant and will be responsible for collection of invoices and distribution/ reimbursement of funds to the other departments involved with this grant Financial/Budget: The grant total is $181,200. This money will be shared between the agencies for enforcement and education. Options: 1. Consider a motion to approve the City of Corcoran’s participate in the TZD program, our partnership with neighboring agencies, and contract lead for the 2024-2025 fiscal period. 2. Provide staff with other direction. Recommendation: Consider a motion to approve City of Corcoran’s participation in the Toward Zero Death Program and approval of Resolution 2024-110 Council Action: 1. Consider a motion to authorize Attachments: 1. Resolution 2024-110 – Grant Contract Agreement 2. Grant Contract Agreement City of Corcoran September 26, 2024 County of Hennepin State of Minnesota RESOLUTION NO. 2024-110 Page 1 of 1 A RESOLUTION AUTHORIZING THE TOWARD ZERO DEATHS GRANT AGREEMENT WHEREAS, The City of Corcoran has been a participant in the Toward Zero Deaths program since 2003; WHEREAS, the City of Corcoran is part of a nine agency group with works together to manage the Toward Zero Death grant; WHEREAS, the City of Corcoran will be submitting a grant application on behalf of the nine-agency group to administer the grant for the period October 1, 2024 to September 30, 2025; NOW, THEREFORE, BE IT RESOLVED that the Corcoran Police Department enter into a grant agreement with the Minnesota Department of Public Safety, for traffic safety enforcement projects during the period from October 1, 2024 through September 30, 2025 BE IT FURTHER RESOLVED, Director Matt Gottschalk is hereby authorized to execute such agreements and amendments as are necessary to implement to the project on the behalf of the Corcoran Police Department and to ne the fiscal agent and administer the grant. VOTING AYE VOTING NAY McKee, Tom McKee, Tom Bottema, Jon Bottema, Jon Nichols, Jeremy Nichols, Jeremy Lanterman, Mark Lanterman, Mark Vehrenkamp, Dean Vehrenkamp, Dean Whereupon, said Resolution is hereby declared adopted on this 26th day of September 2024. ________________________________ Tom McKee - Mayor ATTEST: ____________________________________ City Seal Debra Johnson – City Clerk Attachment Item 6jj1. Grant Contract Agreement Page 1 of 2 DPS Grant Contract Agreement Non-State (rev. March 2024) Minnesota Department of Public Safety (“State”) Office of Traffic Safety 445 Minnesota Street, Suite 1620 Saint Paul, Minn., 55101 Grant Program: 2025 Enforcement Grant Contract Agreement No.: A-ENFRC25-2025-CORCORPD-065 Grantee: Corcoran Police Department 8200 County Road 116 Corcoran, Minn. 55340 Grant Contract Agreement Term: Effective Date: Oct. 1, 2024 Expiration Date: Sept. 30, 2025 Grantee’s Authorized Representative: Sgt. Peter Ekenberg Corcoran Police Department 8200 County Road 116 Corcoran, Minn. 55340 (612) 618-6076 pekenberg@corcoranmn.gov Grant Contract Agreement Amount: Original Agreement $ 181,200.00 Matching Requirement* See special conditions $0.00 State’s Authorized Representative: Shannon Grabow Office of Traffic Safety 445 Minnesota Street, Suite 1620 Saint Paul, Minn., 55101 (651)373-9671 shannon.grabow@state.mn.us Federal Funding: CFDA/ALN: 20.600, 20.608, 20.616 FAIN: 69A37523300004020MN0, 69A37523300001640MNA, 69A3752330000405HMN0 State Funding: N/A *Special Conditions: If equipment is purchased, a 50 percent match of the item is required. Refer to program manual. Under Minn. Stat. § 299A.01, Subd 2 (4) the State is empowered to enter into this grant contract agreement. Term: Per Minn. Stat.§16B.98, Subd. 5, the Grantee must not begin work until this grant contract agreement is fully executed and the State's Authorized Representative has notified the Grantee that work may commence. Per Minn.Stat.§16B.98 Subd. 7, no payments will be made to the Grantee until this grant contract agreement is fully executed. Once this grant contract agreement is fully executed, the Grantee may claim reimbursement for expenditures incurred pursuant to the Payment clause of this grant contract agreement. Reimbursements will only be made for those expenditures made according to the terms of this grant contract agreement. Expiration date is the date shown above or until all obligations have been satisfactorily fulfilled, whichever occurs first. The Grantee, who is not a state employee, will: Perform and accomplish such purposes and activities as specified herein and in the Grantee’s approved 2025 Enforcement Application [“Application”] which is incorporated by reference into this grant contract agreement and on file with the State at 445 Minnesota Street, Suite 1620, Saint Paul, Minnesota 55101. The Grantee shall also comply with all requirements referenced in the 2025 Enforcement Guidelines and Application which includes the Terms and Conditions and Grant Program Guidelines (https://app.dps.mn.gov/EGrants), which are incorporated by reference into this grant contract agreement. Budget Revisions: The breakdown of costs of the Grantee’s Budget is contained in Exhibit A, which is attached and incorporated into this grant contract agreement. As stated in the Grantee’s Application and Grant Program Guidelines, the Grantee will submit a written change request for any substitution of budget items or any deviation and in accordance with the Grant Program Guidelines. Requests must be approved prior to any expenditure by the Grantee. Attachment Item 6jj2. Grant Contract Agreement Page 2 of 2 DPS Grant Contract Agreement Non-State (rev. March 2024) Matching Requirements: (If applicable.) As stated in the Grantee’s Application, the Grantee certifies that the matching requirement will be met by the Grantee. Payment: As stated in the Grantee’s Application and Grant Program Guidance, the State will promptly pay the Grantee after the Grantee presents an invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services and in accordance with the Grant Program Guidelines. Payment will not be made if the Grantee has not satisfied reporting requirements. Certification Regarding Lobbying: (If applicable.) Grantees receiving federal funds over $100,000.00 must complete and return the Certification Regarding Lobbying form provided by the State to the Grantee. 1. ENCUMBRANCE VERIFICATION 3. STATE AGENCY Individual certifies that funds have been encumbered as required by Minn. Stat. § 16A.15. Signed: _____________________________________________ (with delegated authority) Signed: _____________________________________________ Title: ______________________________________________ Date: _______________________________________________ Date: ______________________________________________ Grant Contract Agreement No./ P.O. No. A-ENFRC25-2025-CORCORPD-065/3000098244 Project No. 25-04-01 2. GRANTEE The Grantee certifies that the appropriate person(s) have executed the grant contract agreement on behalf of the Grantee as required by applicable articles, bylaws, resolutions, or ordinances. Signed: ______________________________________________ Print Name: __________________________________________ Title: ________________________________________________ Date: ________________________________________________ Signed: ______________________________________________ Print Name: __________________________________________ Distribution: DPS/FAS Title: ________________________________________________ Grantee State’s Authorized Representative Date: ________________________________________________ 2025 Enforcement EXHIBIT A Organization: Corcoran Police Department A-ENFRC25-2025-CORCORPD-065 Budget Summary Budget Budget Category State Reimbursement Local Match Dispatch/Admin- Other Dispatch/Admin - Other $1,200.00 $0.00 Total $1,200.00 $0.00 Enforcement- Distract/Speed/MO/Belt Enfrc- Distract/Spd/MO/Belt $61,600.00 $0.00 Total $61,600.00 $0.00 Enforcement- Impaired Enforcement - DWI $99,500.00 $0.00 Total $99,500.00 $0.00 Enforcement- Pedestrian Enforcement - Pedestrian $2,000.00 $0.00 Total $2,000.00 $0.00 Match – Mileage Expenses Mileage Expenses $0.00 $0.00 Total $0.00 $0.00 Dispatch/Admin-Impaired Dispatch/Admin - Impaired $2,500.00 $0.00 Total $2,500.00 $0.00 Optional Activities- Impaired Optional Activities - DWI $7,200.00 $0.00 Total $7,200.00 $0.00 Optional Activities- Other Optional Activities - Other $7,200.00 $0.00 Total $7,200.00 $0.00 Total $181,200.00 $0.00 Page 1 of 109/19/2024 STAFF REPORT Agenda Item 6kk. Council Meeting: September 26, 2024 Prepared By: Director Matt Gottschalk Topic: Police Resignation and Hiring Process Authorization Action Required: Acceptance and Authorization Summary: On September 20, 2024, the City received a letter of resignation from Police Officer Jacob Andersen effective October 4, 2024. Staff is requesting authorization from Council to begin the hiring process to fill the vacancy left by Officer Andersen. The staff recommended candidate will be brought to council for approval. Financial/Budget: This is a budgeted position. The costs associated with the hiring processes will include staff time, background check, psychological examination, and physical examination. Council Action: Accept the resignation of Jacob Andersen and authorize staff to begin the Police Officer hiring process. Attachments: 1. Andersen Letter of Resignation. Agenda Item 6kk1