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2012-02-09 - Council Agenda
Agenda Corcoran City Council February 09, 2012 - 7:00 PM 1. Call to Order 1 Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations 6. Planning Business 1 Landform -None 7. Engineering 1 Wenck -None 8. Public Hearing -None 9. Consent Agenda a. Draft Minutes of 01/26/12 Council Meeting* b. Resolution 2012 -06 Employee Insurance Benefits* c. Ordinance 269 Building Inspection* d. Sale of Public Works Truck to the City of St Michael* 10. Staff Reports 1 Memos /Commissions a. 2012 Performance Report* b. Fund Balance Report* c. Cash Flow Charts* 11. Unfinished Business -None a. Financial Guidelines* 12. New Business a. Approval of CDBG Grant Application b. Approval of CURA Grant Application* c. Fee Ordinance* 13. Claims as Presented * a. Escrow Claims (Fund #500) b. Building Inspections Claims c. All Other Claims As Presented 14. Unscheduled Items 15. Closed Meeting a. Consider purchase of Roehlke property for a Public Works Facility b. Performance review of individual subject to the authority of the council 16. Review of Upcoming Council Meeting Agenda 17. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. Agenda Memo - February 9, 2012 To: Mayor and City Council From: Dan Donahue, City Administrator Regarding: Administrator Notes to Council Meeting Agenda 4) Open Forum 5) Presentations -None 6) Planning 7) Engineering -None 8) Public Hearing -None 9) Consent Agenda a) Council Draft Minutes of January 26, 2012 Council Meeting b) Resolution on Hamilton Insurance Benefit. Resolution is in the packet. It guarantees that the retirement insurance benefit earned by Lt. Hamilton during his time in the police labor union and prior to his promotion in rank (and out of the police labor union) will be honored by future councils and administrators. c) Ordinance 269 on Electrical Inspections. The council already has passed a motion supporting the change but we did not have the document. This is the actual ordinance now before you. d) Authorization to sell surplus truck to St. Michael. See report. We would sell our trade in vehicle for a net of $2,000 over what we would have received in the trade in for the new truck. St Michael also bought our last dump truck trade in. 10) Staff Reports. Page 1 Agenda Memo - February s, 2012 a) Performance Report. The three reports project the financial status of the city at the end of 2011. The caveat is that there will most likely be adjustments to the 2011 revenues and expenses. Plus, these figures are "unaudited" meaning the auditors might make changes. As of this moment, our figures show a $59,000 + General Fund Surplus as of 12/31/11. b) Fund Balance Report c) Cash Flow Report 11) Unfinished Business a) Approval of Financial Guidelines. This was brought up at the last council meeting. I am recommending that this be passed prior to the auditor coming in next month. The council has reviewed this several time in the past two years. 12) New Business a) CDBG Grant -Maple Hills Project. The council will recall that last fall there was a presentation by the Maple Hills neighborhood on a proposal to develop a community center in the park. At that presentation, the council authorized the submission of a CURA Grant which would allow the surveying of residents in the park to obtain demographic information. This information was to be used to base support for a Community Development Block Grant (CDBG) application for the development of a community center in the park. The CDBG grant application date was moved up this year so I am asking the council to agree to Resolution 2012 -007 which authorizes the grant application. The basics of the grant are a request for $210,000 in CDBG Funding for the construction of a facility. The city must "own" the facility as a community center for 15 years. The Maple Hills Community along with the property owner will be responsible for maintenance and utilities of the facility during this period. Page 2 Agenda Memo - February s, 2012 After 15 years, I believe we could turn the facility over to the Maple Hills community. I don't have the grant document ready as of yet as the county staff will be assisting in the writing and editing of the grant document over the next two weeks. The neighborhood group will be at the council meeting for a short presentation of the project. b) CURA Grant. Staff is recommending that the council authorize a grant application which will start the GIS electronic mapping of the city's land uses and infrastructure. We are asking the University of Minnesota to make this a class project. After discussions with the U, they seem very interested. There are cities in the Twin City Metro that can offer such a clean slate from which to start such a project. The scope and tasks are out lined in my Report. c) Fee Ordinance. See the attached report. The fee schedule you pass then becomes Attachment A of the Fee ordinance. Not too many changes but staff is going to recommend minor increases to the building permits that are based on valuation. 13) Claims. 14) Unscheduled and Other Items 15) Closed Council Meeting. a) Consider possible Offer to Purchase Property at 23185 County Road 10 for PW Facility b) HR Report. 16) Upcoming Council Meetings Page 3 Agenda Memo - February s, 2012 Council Calendar Planning Parks & Trails 2/2/12 3/1/12 4/5/12 5/3/12 6/7/12 7/5/12 No Milbrandt Guenthner Cossette Gmach Asleson Mtng Asleson Milbrandt Guenthner Cossette Gmach 2/21/12 3/20/12 4/17/12 5/15/12 6/19/12 7/17/12 Asleson Milbrandt Guenthner Cossette Gmach Asleson Page 4 City of Corcoran City Council Meeting Minutes January 26, 2012 9a. The Corcoran City Council met on January 26, 2012, at City Hall in Corcoran, Minnesota. Present were, Mayor Guenthner, Councilor Asleson, Councilor Cossette, Councilor Gmach, and Councilor Milbrandt. Also present were City Administrator Donahue, City Attorney Carson, City Planner Lindahl, Public Works Superintendent Meister, Director of Public Safety Gormley and City Clerk Heinecke. Mayor Guenthner called the meeting to order at 7:00 pm. 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval MOTION: made by Gmach, seconded by Milbrandt to approve the agenda with the following additions: 10b. Liaison schedule 11ai. Pay Equity Voting Aye: Guenthner, Asleson, (Motion carried 5:0). 4. Open Forum 5. Presentations Cossette, Gmach, and Milbrandt. 6. Planning Business / Landform a. Extension of Site Plan Amendment and CUP Permit (City File 10 -0006) MOTION: made by Cossette, seconded by Asleson to approve Resolution 2012 -03 as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). b. Schmid Building Rights (City File 11 -015) MOTION: made by Gmach, seconded by Cossette to approve Resolution 2012 -04 as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). c. Planning & Construction Information on Signal at Co Rd 116 & Hackamore Administrator Donahue and Planner Lindahl updated council on placement of a temporary traffic signal at Co Rd 116 and Hackamore. Planner Lindahl addressed crosswalks at the location, suggesting the County install all four crosswalks at the intersection. 7. Engineering / Wenck a. Resolution Providing Notice of Quick Take Condemnation for Sewer and Water Project MOTION: made by Milbrandt, seconded by Asleson to approve Resolution 2012 -05 as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). 8. Public Hearing -None 9. Consent Agenda a. Draft Minutes of 1/12/12 Council Meeting MOTION: made by Gmach, seconded by Cossette to approve 01/12/12 Council Meeting Minutes as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. Motion carried 5:0). 10. Staff Reports/ Memos /Commissions a. Planning Update received by council — no action taken City of Corcoran City Council Meeting Minutes January 26, 2012 9a. b. Administrator Donahue to review liaison calendar and present to council at the next meeting. 11. Unfinished Business a. Council members received a Draft Employee Handbook for review and discussion at the next meeting. a -i MOTION: made by Cossette, seconded by Milbrandt to approve submission of the Pay Equity report to the State of Minnesota as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). b. Draft Cropland RFP received by the council. Staff directed MOTION: made by Cossette, seconded by Gmach to approve approved the Cropland RFP as presented with discussed language change and review of statute and final approval by City Attorney Carson. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). 12. New Business a. Attorney Carson advised council members of advantages of approving the 2012 Fee Schedule by ordinance. Administrator Donahue expects to have 2012 Fee Schedule and Ordinance ready for the 02/09/12 council meeting. 13. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Milbrandt, seconded by Asleson to approve escrow claims as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). b. Building Inspections Claim MOTION: made by Gmach, seconded by Asleson to approve building inspection claims as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). c. All Other Claims As Presented MOTION: made by Cossette, seconded by Asleson to approve Resolution 2012 -03 as presented. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). 14. Unscheduled Items a. Administrator Donahue communicated the need to consider upcoming bonding issues. Mayor Guenthner recessed the regular meeting at 7:48 to convene a closed meeting Mayor Guenthner reconvened the regular meeting at 8:35 to convene a closed meeting 15. Closed Meeting a. Council received verbal report to consider purchase of Roehlke property for a Public Works Facility - no action taken b. Council received Trusight Report on Human Resource Investigation — no action taken 16. Review of Upcoming Council Meeting Agenda 1. Commission Openings 2. Fee Schedule Ordinance City of Corcoran City Council Meeting Minutes January 26, 2012 9a. MOTION: made by Milbrandt, seconded by Asleson to adjourn. Voting Aye: Guenthner, Asleson, Cossette, Gmach, and Milbrandt. (Motion carried 5:0). Meeting adjourned at 8:32 pm Jeanie He 11ec e, Ciry 111 A, ik�i City of Corcoran February 9, 2012 County of Hennepin State of Minnesota RESOLUTION NO. 2012 -06 9b. Motion By: Seconded By: A RESOLUTION CONFIRMING RETIREMENT INSURANCE BENEFITS FOR CITY EMPLOYEE JOHN HAMILTON WHEREAS, John Hamilton has been employed by the City of C as a licensed Police Officer since 05/01/1989 ; and has continuously served the city a olice Officer since that date without interruption; WHEREAS, John Hamilton through December 31, 2011 was a member in good standing of Teamster Local 320, which is the labor union representative of the Corcoran Police Officers; WHEREAS, Teamster Local 320 brokered aAor agreement between the Cit Corcoran and the Corcoran Police Officers in effect as of December 31, 2011; , WHEREAS, John Hamilton remains a licensed police officer with the City of Corcoran as of this date, was promoted to the rank of Police Lieutenant on January 1, 2012; and is no longer represented by Teamster Local 320 and no longer hel`Lto the existing bor Agreement mentioned above; ` WHEREAS, Article XXVI of the labor agreement betwe*tcity and the police officers' union as of December 21, 2011 provides for Retirement Insurance and reads: The Employee who retires with a combination of years of service as a Minnesota P.O.S.T. Certified ce Officer and age totaling seventy -five (75), and having a minimum of (15) ye of servic a Corcoran Police Officer, shall be entitled to a fifty (50 %) Employer contribution for a bargaining unit employee's lowest cost single hospitalization and medical insurance premium until said employees reaches the age of si -five (65). This Employer c ribution will extend for a period often (10) years. WHEREAS, John Hamilton le serving as a police officer and held to the existing Labor Agreement between the City Corcoran and the Police Officer Union did meet all of the qualification provisions of Art cle XXVI of the labor agreement between the city and the police officer union as of December 31, 2011; NOW THEREFORE IrEIT RESOLVED that John Hamilton shall receive the Retirement Benefits from the City of Corcoran as specified in Article XXVI of the labor agreement between the city and the police officer union as of December 31, 2011 upon his retirement from the city from this date forward. Page 1 of 2 City of Corcoran County of Hennepin State of Minnesota VOTING AYE ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Gmach, George ❑ Milbrandt, Rosalyn RESOLUTION NO. 2012 -06 VOTING NAY ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Gmach, George ❑ Milbrandt, Rosalyn February 9, 2012 0 Whereupon, said Resolution is hereby declared adopted on this 9th day of February 2012. ATTEST: Jeanie Heinecke — City Clerk %,t 1� Kenneth Guenthner - Mayor 1P.A k 4 "I K Page 2 of 2 City Seal 9c. CITY OF CORCORAN ORDINANCE NO. 269 AN ORDINANCE AMENDING SECTION 40.02 OF CHAPTER 40 OF THE CORCORAN CITY CODE ENTITLED BUILDING CODE The City Council of the City of Corcoran, County of Hennepin, State of Minnesota does hereby ordain that the City Code be hereby amended as follows: 40.01 CODES ADOPTED BY REFERENCE. The Minnesota State Building Code, as adopted by the Commissioner of Labor and Industry pursuant to Minnesota Statutes chapter 326B.101 to 326B.194, including all of the amendments, rules and regulations established, adopted and published from time to time by the Minnesota Commissioner of Labor and Industry, through the Building Codes and Standards Unit is hereby adopted by reference with the exception of the optional chapters, unless specifically adopted in this ordinance. The Minnesota State Building Code is hereby incorporated in this ordinance as if fully set out herein. 40.02 APPLICATION, ADMINISTRATION AND ENFORCEMENT. The application, administration, and enforcement of the Code shall be in accordance with Minnesota State Building Code. The Code shall be enforced within the extraterritorial limits permitted by Minnesota Statutes, 326B.121, subdivision 1, when so established by this ordinance. The code enforcement agency of this municipality is called the building inspection department. This Code shall be enforced by the Minnesota Certified Building Official designated by this Municipality to administer the Code pursuant to Minnesota Statute 326B.133, Subdivision 1 and Subdivision 2, including plumbing plan review. Prior to installation of a system of plumbing other than for a single - family dwelling, with independent plumbing_service, complete plumbing plans and specifications, together with any additional information that the Building Official may require, shall be submitted in triplicate and approved by the Building Official. No construction shall proceed except in accordance with the approved plans. Any alteration of extension of any existing plumbing system shall be subject to these same requirements. This ordinance shall be in full force and effect from and after the date of is passage and publication according to law. Passed and adopted by the City Council of the City of Corcoran this 19ffi day of December 2011. Ken Guenthner, Mayor Attest: Jeanie Heinecke, City Clerk City seat STAFF REPORT / PUPLIC WORKS Agenda Item 9d. Council Meeting: Prepared By: February 9, 2012 Pat Meister Topic: Action Required: Sale of 2002 Sterling Truck Authorization Background- City of St Michael is interested in purchasing our 2002 Sterling dump truck, with approval of both Corcoran and St. Michael City Councils' Discussion - Corcoran will save $2,000 by selling this vehicle to St Michael vs trading it to the dealer. Financial Impact- Cost of new truck purchase is reduced by $2,000 Recommendation - Authorize sale to the City of St. Michael CITY OF CORCORAN 2011 PERFORMANCE REPORT - GENERAL FUND YEAR ENDED 12/31/11 UNAUDITED 10a. 1 of 7 Account Description 2010 Actual 2011 Budget 2011 Actual Amount Remaining % of Budget Comments Other General Government R 100 - 41900 -31020 Delinquent Property Taxes 76,177.71 25,000.00 35,099.22 - 10,099.22 - 40.40% R 100 - 41900 -31040 Fiscal Disparities 178,896.80 35,000.00 205,746.95 - 170,746.95 - 487.85% R 100 - 41900 -31100 General Property Taxes 2,092,928.56 2,411,777.00 2,106,584.53 305,192.47 12.65% R 100 - 41900 -31810 Cable Franchise Fee 34,674.40 30,000.00 0.00 30,000.00 100.00% R 100 - 41900 -32110 Liquor License Fee 18,260.00 18,500.00 18,260.00 240.00 1.30% R 100 - 41900 -33402 Homestead Credit 1,514.57 0.00 0.00 0.00 0.00% R 100 - 41900 -33420 Ag Preserve Credit 3,306.06 1,000.00 0.00 1,000.00 100.00% R 100 - 41900 -33421 PERA State Aid 1,845.00 1,845.00 1,845.00 0.00 0.00% R 100 - 41900 -33422 Other State Grants and Aids 28,630.11 8,000.00 7,369.89 630.11 7.88% R 100- 41900 -34000 Charges for Services 400.00 0.00 65.00 -65.00 0.00% R 100 - 41900 -34103 Zoning/Land Use Appl Fee 5,410.00 5,000.00 6,265.64 - 1,265.64 - 25.31% R 100 - 41900 -34105 Copies/Maps 302.55 100.00 162.40 -62.40 - 62.40% R 100 - 41900 -34107 Special Assessment Search 25.00 50.00 75.00 -25.00 - 50.00% R 100 - 41900 -34108 TIF Administration 22,000.00 8,000.00 0.00 8,000.00 100.00% R 100 - 41900 -34405 Clean Up Day Income 962.50 1,200.00 1,060.00 140.00 11.67% R 100 - 41900 -36200 Miscellaneous Revenues 5,381.00 1,000.00 6,540.00 - 5,540.00 - 554.00% R 100 - 41900 -36210 Interest Earnings 4,442.84 6,000.00 4,362.44 1,637.56 27.29% R 100 - 41900 -36217 Sale of Assets 0.00 0.00 0.00 0.00 0.00% R 100 - 41900 -36220 Other Rents and Royalties 7,812.00 7,812.00 7,812.00 0.00 0.00% R 100 - 41900 -36230 Donations 1,975.00 0.00 1,175.00 - 1,175.00 0.00% $ 2,484,944.10 $ 2,560,284.00 $ 2,402,423.07 $ 157,860.93 6.17% City Hall Operations R 100 - 41941 -34101 Facility Rental 3,165.00 4,719.00 4,442.50 276.50 5.86% R 100 - 41941 -36200 Miscellaneous Revenues 1,455.92 0.00 2,829.48 - 2,829.48 0.00% $ 4,620.92 $ 4,719.00 $ 7,271.98 $ 2,552.98 - 54.10% Police R 100 - 42100 -32240 Animal Licenses 7.50 0.00 0.00 0.00 0.00% R 100 - 42100 -33423 Police Aid 46,328.00 47,000.00 46,565.00 435.00 0.93% R 100 - 42100 -33424 Police POST Board Train Reimb 3,584.95 4,000.00 3,787.26 212.74 5.32% R 100 - 42100 -33620 Other County Grants /Aid 10,321.02 13,000.00 11,247.68 1,752.32 13.48% R 100 - 42100 -34200 Police Permits 1,685.00 1,500.00 1,755.00 - 255.00 - 17.00% R 100 - 42100 -34201 Police Serviced Charges 8,400.00 7,000.00 5,847.50 1,152.50 16.46% R 100 - 42100 -34202 Police Reports /Fees 1,699.17 1,500.00 1,086.00 414.00 27.60% R 100 - 42100 -34204 Training 474.16 0.00 0.00 0.00 0.00% R 100 - 42100 -35101 Fines 110,388.36 70,000.00 106,500.41 - 36,500.41 - 52.14% $ 182,888.16 $ 144,000.00 $ 176,788.85 $ 32,788.85 - 22.77% Building Inspection R 100 - 42400 -32210 Bldg/Plan Review Fees $ 77,358.20 $ 37,000.00 $ 83,590.10 $ 46,590.10 - 125.92% 1 of 7 CITY OF CORCORAN 2011 PERFORMANCE REPORT - GENERAL FUND YEAR ENDED 12/31/11 UNAUDITED 10a. Account Description 2010 Actual 2011 Budget 2011 Actual Amount Remaining % of Budget Comments Public Works R 100 - 43100 -33418 Muni State Aid St Maintenance 84,890.84 110,000.00 129,363.90 - 19,363.90 - 17.60% R 100 - 43100 -34300 Public Works Permits /Fees 1,535.00 3,000.00 3,845.00 - 845.00 - 28.17% R 100 - 43100 -34301 Dust Control 77,854.30 72,530.00 78,667.48 - 6,137.48 -8.46% R 100 - 43100 -36100 Special Assessments 274.52 0.00 0.00 0.00 0.00% R 100 - 43100 -36200 Miscellaneous Revenues 70,271.94 0.00 72,520.75 - 72,520.75 0.00% Insurance revenue /expense 43100 -220 $ 234,826.60 $ 185,530.00 $ 284,397.13 $ 98,867.13 - 53.29% Ice & Snow Removal R 100 - 43125 -36200 Miscellaneous Revenues 0.00 0.00 8,010.00 - 8,010.00 0.00% Salt sale $ - $ - $ 8,010.00 $ 8,010.00 0.00% Recycling R 100 - 43232 -33610 County Recycling Grant 16,474.00 16,400.00 14,551.00 1,849.00 11.27% R 100 - 43232 -34400 Recycling 66,952.02 62,000.00 70,771.86 - 8,771.86 - 14.15% $ 83,426.02 $ 78,400.00 $ 85,322.86 $ 6,922.86 -8.83% Parks R 100 - 45200 -33422 Other State Grants and Aids 35,822.80 35,823.00 35,822.80 -0.20 0.00% R 100 - 45200 -34101 Facility Rental 1,165.35 2,500.00 1,339.50 - 1,160.50 0.00% R 100 - 45200 -36200 Miscellaneous Revenues 104.64 0.00 44.99 44.99 0.00% R 100 - 45200 -36230 Donations 3,895.00 0.00 1,320.00 1,320.00 0.00% $ 40,987.79 $ 38,323.00 $ 38,527.29 $ 204.29 0.00% Transfers to /from Other Funds R 100 - 49360 -39200 Transfer from Other Fund 16,426.06 Total Revenue $ 3,125,477.85 $ 3,048,256.00 $ 3,086,331.28 $ (38,075.28) -1.25% 2 of 7 CITY OF CORCORAN 2011 PERFORMANCE REPORT - GENERAL FUND YEAR ENDED 12/31/11 UNAUDITED 10a. Account Description 2010 Actual 2011 Budget 2011 Actual Amount Remaining % of Budget Comments EXPENSE City Charter E 100 - 41000 -210 Operating Supplies GENERAL 8.50 0.00 235.07 - 235.07 0.00% E 100 - 41000 -300 Professional Srvs GENERAL 1,049.16 0.00 0.00 0.00 0.00% $ 1,057.66 $ - $ 235.07 $ 235.07 0.00% City Council E 100 - 41100 -100 Wages and Salaries GENERAL 6,600.00 6,600.00 6,600.00 0.00 0.00% E 100 - 41100 -122 FICA 409.20 409.00 409.20 -0.20 0.00% E 100 - 41100 -126 Medicare 95.70 96.00 95.70 0.30 0.00% E 100 - 41100 -210 Operating Supplies GENERAL 0.00 100.00 285.00 - 185.00 - 185.00% E 100 - 41100 -364 Worker's Comp Insurance 52.30 55.00 0.00 55.00 100.00% $ 7,157.20 $ 7,260.00 $ 7,389.90 $ 129.90 -1.79% Newspaper /Newsletter /W ebsite E 100 - 41130 -351 Newsletter Expenses 4,066.50 4,000.00 3,714.49 285.51 7.14% E 100 - 41130 -354 Web Site 636.00 700.00 700.00 0.00 0.00% $ 4,702.50 $ 4,700.00 $ 4,414.49 $ 285.51 6.07% City Administrator E 100 - 41300 -100 Wages and Salaries GENERAL 87,960.13 87,623.00 85,938.06 1,684.94 1.92% E 100 - 41300 -121 PERA 6,161.47 6,353.00 6,230.41 122.59 1.93% E 100 - 41300 -122 FICA 4,889.80 5,433.00 4,757.74 675.26 12.43% E 100- 41300 -126 Medicare 1,150.81 1,271.00 1,105.60 165.40 13.01% E 100 - 41300 -130 Employer Paid FSA 350.00 350.00 0.00 350.00 100.00% E 100 - 41300 -131 Employer Paid Health 11,566.20 8,921.00 9,123.32 - 202.32 -2.27% E 100 - 41300 -133 Employer Paid H S A 0.00 3,750.00 4,099.98 - 349.98 -9.33% E 100 - 41300 -140 Unemployment Comp GENERAL 2,513.53 0.00 0.00 0.00 0.00% E 100 - 41300 -208 Training and Instruction 1,566.67 3,000.00 2,668.47 331.53 11.05% E 100 - 41300 -210 Operating Supplies GENERAL 0.00 500.00 836.94 - 336.94 - 67.39% E 100 - 41300 -364 Worker's Comp Insurance 903.00 996.00 709.00 287.00 28.82% E 100 - 41300 -433 Dues and Memberships 833.63 900.00 871.16 28.84 3.20% $ 117,895.24 $ 119,097.00 $ 116,340.68 $ 2,756.32 2.31% Clerk /Admin E 100 - 41400 -100 Wages and Salaries GENERAL 115,842.23 122,543.00 120,687.83 1,855.17 1.51% E 100 - 41400 -110 Overtime 959.57 2,000.00 193.65 1,806.35 90.32% E 100 - 41400 -121 PERA 8,577.85 9,174.00 8,717.80 456.20 4.97% E 100 - 41400 -122 FICA 7,592.81 7,843.00 8,149.49 - 306.49 -3.91% E 100 - 41400 -126 Medicare 1,786.71 1,835.00 1,894.87 -59.87 -3.26% E 100 - 41400 -130 Employer Paid FSA 850.00 850.00 700.00 150.00 17.65% E 100 - 41400 -131 Employer Paid Health 6,085.66 13,350.00 6,753.91 6,596.09 49.41% E 100 - 41400 -132 Medical Cafeteria Plan 8,026.34 10,117.00 14,630.26 - 4,513.26 - 44.61% E 100 - 41400 -133 Employer Paid H S A 1,875.12 1,875.00 2,225.12 - 350.12 - 18.67% E 100 - 41400 -140 Unemployment Comp GENERAL 3,822.00 0.00 0.00 0.00 0.00% E 100 - 41400 -208 Training and Instruction 725.00 1,000.00 1,044.00 -44.00 -4.40% 3 of 7 CITY OF CORCORAN 2011 PERFORMANCE REPORT - GENERAL FUND YEAR ENDED 12/31/11 UNAUDITED 10a. Account Description 2010 Actual 2011 Budget 2011 Actual Amount Remaining % of Budget Comments E 100 - 41400 -210 Operating Supplies GENERAL 0.00 0.00 395.92 - 395.92 0.00% E 100 - 41400 -364 Worker's Comp Insurance 1,336.90 1,352.00 1,292.77 59.23 4.38% E 100 - 41400 -433 Dues and Memberships 160.00 150.00 60.00 90.00 60.00% $ 157,640.19 $ 172,089.00 $ 166,745.62 $ 5,343.38 3.11% Elections E 100 - 41410 -210 Operating Supplies GENERAL $ 6,506.92 $ 1,000.00 $ 1,121.55 $ 121.55 - 12.16% Auditor /Treasurer E 100 - 41540 -300 Professional Srvs GENERAL $ 29,043.50 $ 19,500.00 $ 22,570.00 $ 3,070.00 - 15.74% Assessor E 100 - 41550 -210 Operating Supplies GENERAL 1,331.28 500.00 760.08 - 260.08 - 52.02% E 100 - 41550 -300 Professional Srvs GENERAL 49,284.00 49,284.00 49,284.00 0.00 0.00% $ 50,615.28 $ 49,784.00 $ 50,044.08 $ 260.08 -0.52% Attorney E 100 - 41600 -300 Professional Srvs GENERAL 41,606.01 35,000.00 32,971.67 2,028.33 5.80% E 100- 41600 -304 Legal Fees 28,147.35 0.00 0.00 0.00 0.00% $ 69,753.36 $ 35,000.00 $ 32,971.67 $ 2,028.33 5.80% Other General Government E 100 - 41900 -360 Insurance GENERAL 40,640.00 45,000.00 42,717.00 2,283.00 5.07% E 100 - 41900 -433 Dues and Memberships 23,273.86 23,411.00 22,206.95 1,204.05 5.14% $ 63,913.86 $ 68,411.00 $ 64,923.95 $ 3,487.05 5.10% Planning & Zoning E 100 - 41910 -300 Professional Srvs GENERAL 72,550.63 32,000.00 60,590.13 - 28,590.13 - 89.34% $ 72,550.63 $ 32,000.00 $ 60,590.13 $ 28,590.13 - 89.34% Code Enforcement E 100 - 41920 -100 Wages and Salaries GENERAL 0.00 13,863.00 5,386.08 8,476.92 61.15% E 100 - 41920 -121 PERA 0.00 977.00 390.44 586.56 60.04% E 100 - 41920 -122 FICA 0.00 836.00 333.44 502.56 60.11% E 100 - 41920 -126 Medicare 0.00 195.00 77.96 117.04 60.02% E 100 - 41920 -130 Employer Paid FSA 0.00 150.00 0.00 150.00 100.00% E 100 - 41920 -210 Operating Supplies GENERAL 0.00 1,500.00 594.64 905.36 60.36% $ - $ 17,521.00 $ 6,782.56 $ 10,738.44 61.29% City Hall Operations E 100 - 41941 -200 Office Supplies GENERAL 2,111.11 3,000.00 2,562.89 437.11 14.57% E 100 - 41941 -201 Postage/Shipping 2,550.86 4,100.00 2,024.99 2,075.01 50.61% E 100 - 41941 -207 Computer Supplies 2,266.32 3,000.00 5,072.96 - 2,072.96 - 69.10% E 100 - 41941 -210 Operating Supplies GENERAL 15,159.85 9,500.00 14,209.07 - 4,709.07 - 49.57% E 100 - 41941 -300 Professional Srvs GENERAL 7,249.53 7,000.00 10,754.55 - 3,754.55 - 53.64% E 100 - 41941 -321 Telephone 3,084.87 3,000.00 3,064.88 -64.88 -2.16% E 100 - 41941 -352 General Notices and Pub Info 3,651.47 2,000.00 1,632.31 367.69 18.38% E 100 - 41941 -364 Worker's Comp Insurance 0.00 565.00 0.83 564.17 99.85% E 100 - 41941 -380 Utilit & Services GENERAL 17,848.35 13,500.00 14,903.84 - 1,403.84 - 10.40% 4 of 7 CITY OF CORCORAN 2011 PERFORMANCE REPORT - GENERAL FUND YEAR ENDED 12/31/11 UNAUDITED 10a. Account Description 2010 Actual 2011 Budget 2011 Actual Amount Remaining % of Budget Comments E 100 - 41941 -400 Repairs & Maint Cont GENERAL 2,884.11 4,000.00 7,059.71 - 3,059.71 - 76.49% $ 56,806.47 $ 49,665.00 $ 61,286.03 $ 11,621.03 - 23.40% IT Info Technology) E 100 - 41951 -207 Computer Supplies 5,285.34 7,385.00 6,295.34 1,089.66 14.76% $ 5,285.34 $ 7,385.00 $ 6,295.34 $ 1,089.66 14.76% Police E 100 - 42100 -100 Wages and Salaries GENERAL 492,602.03 481,465.00 468,921.65 12,543.35 2.61% E 100 - 42100 -110 Overtime 8,870.04 13,000.00 10,688.69 2,311.31 17.78% E 100 - 42100 -111 Overtime Events /Grants 12,284.81 20,000.00 13,761.70 6,238.30 31.19% E 100-42100-121 PERA 75,120.19 73,626.00 71,132.11 2,493.89 3.39% E 100 - 42100 -126 Medicare 7,442.70 8,651.00 7,355.48 1,295.52 14.98% E 100 - 42100 -130 Employer Paid FSA 2,450.00 2,800.00 414.00 2,386.00 85.21% E 100 - 42100 -131 Employer Paid Health 34,166.83 41,741.00 36,189.10 5,551.90 13.30% E 100 - 42100 -132 Medical Cafeteria Plan 25,863.30 33,222.00 35,026.54 - 1,804.54 -5.43% E 100 - 42100 -133 Employer Paid H S A 9,375.60 10,222.00 11,125.60 - 903.60 -8.84% E 100 - 42100 -200 Office Supplies GENERAL 4,670.06 4,000.00 4,299.97 - 299.97 -7.50% E 100 - 42100 -201 Postage/Shipping 465.39 500.00 647.45 - 147.45 - 29.49% E 100 - 42100 -208 Training and Instruction 9,705.92 11,600.00 12,125.45 - 525.45 -4.53% E 100 - 42100 -209 Police Reserves 2,806.44 3,500.00 3,706.56 - 206.56 -5.90% E 100 - 42100 -210 Operating Supplies GENERAL 3,434.20 3,500.00 2,949.75 550.25 15.72% E 100 - 42100 -212 Motor Fuels 30,804.66 30,000.00 40,336.26 - 10,336.26 - 34.45% E 100 - 42100 -220 Re air /Maint Supply GENERAL 9,065.66 8,000.00 9,961.58 - 1,961.58 - 24.52% $1,000 squad repair deductible to be recovered by insurance E 100 - 42100 -223 Building Repair Supplies 3,268.49 3,000.00 2,404.76 595.24 19.84% E 100 - 42100 -300 Professional Srvs GENERAL 0.00 500.00 586.25 -86.25 - 17.25% E 100 - 42100 -301 Prisoner 3,064.71 10,000.00 4,965.84 5,034.16 50.34% E 100 - 42100 -304 Legal Fees 28,757.49 35,000.00 34,238.36 761.64 2.18% E 100 - 42100 -321 Telephone 4,938.81 7,200.00 5,917.07 1,282.93 17.82% E 100 - 42100 -323 Radio Units 12,543.14 17,300.00 12,160.98 5,139.02 29.71% E 100 - 42100 -364 Worker's Comp Insurance 26,979.00 26,564.00 25,287.19 1,276.81 4.81% E 100 - 42100 -380 Utility & Services GENERAL 3,074.46 4,000.00 2,810.30 1,189.70 29.74% E 100 - 42100 -417 Uniforms 6,908.71 7,310.00 6,708.76 601.24 8.22% E 100 - 42100 -433 Dues and Memberships 1,065.00 1,000.00 790.00 210.00 21.00% $ 819,727.64 $ 857,701.00 $ 824,511.40 $ 33,189.60 3.87% Part Time Officers E 100 - 42101 -100 Wages and Salaries GENERAL 64,661.25 57,225.00 63,482.37 - 6,257.37 - 10.93% E 100 - 42101 -111 Overtime Events /Grants 2,162.00 0.00 3,548.00 - 3,548.00 0.00% E 100 - 42101 -121 PERA 4,290.23 1,250.00 1,891.00 - 641.00 - 51.28% E 100 - 42101 -122 FICA 3,886.97 2,866.00 1,888.50 977.50 34.11% E 100 - 42101 -126 Medicare 968.93 670.00 958.82 - 288.82 - 43.11% E 100 - 42101 -140 Unemployment Comp GENERAL 0.00 0.00 5,141.46 - 5,141.46 0.00% $ 75,969.38 $ 62,011.00 $ 76,910.15 $ 14,899.15 - 24.03% 5 of 7 CITY OF CORCORAN 2011 PERFORMANCE REPORT - GENERAL FUND YEAR ENDED 12/31/11 UNAUDITED 10a. Account Description 2010 Actual 2011 Budget 2011 Actual Amount Remaining % of Budget Comments Police Admin E 100 - 42102 -100 Wages and Salaries GENERAL 36,549.34 38,230.00 36,903.63 1,326.37 3.47% E 100 - 42102 -110 Overtime 0.00 500.00 0.00 500.00 100.00% E 100 - 42102 -121 PERA 2,796.42 2,808.00 2,685.14 122.86 4.38% E 100 - 42102 -122 FICA 2,499.13 2,401.00 2,572.27 - 171.27 -7.13% E 100 - 42102 -126 Medicare 588.23 562.00 597.83 -35.83 -6.38% E 100 - 42102 -130 Employer Paid FSA 350.00 350.00 350.00 0.00 0.00% E 100 - 42102 -131 Employer Paid Health 163.80 295.00 1,323.58 - 1,028.58 - 348.67% E 100 - 42102 -132 Medical Cafeteria Plan 4,615.78 8,376.00 5,125.12 3,250.88 38.81% $ 47,562.70 $ 53,522.00 $ 49,557.57 $ 3,964.43 7.41% Fire E 100 - 42200 -300 Professional Srvs GENERAL 248,613.41 243,857.00 247,089.56 - 3,232.56 -1.33% E 100 - 42200 -550 Motor Vehicles 18,946.10 17,000.00 11,257.57 5,742.43 33.78% E 100 - 42200 -580 Other Equipment 0.00 1,000.00 0.00 1,000.00 100.00% $ 267,559.51 $ 261,857.00 $ 258,347.13 $ 3,509.87 1.34% Building Inspection E 100 - 42400 -300 Professional Srvs GENERAL 45,885.23 25,000.00 48,461.47 - 23,461.47 - 93.85% E 100 - 42400 -437 Surcharges 2,968.88 2,300.00 2,995.40 - 695.40 - 30.23% $ 48,854.11 $ 27,300.00 $ 51,456.87 $ 24,156.87 - 88.49% Public Works E 100 - 43100 -100 Wages and Salaries GENERAL 276,056.94 274,872.00 280,579.01 - 5,707.01 -2.08% E 100 - 43100 -110 Overtime 24,076.86 19,000.00 19,345.16 - 345.16 -1.82% E 100 - 43100 -121 PERA 22,800.62 21,233.00 20,600.49 632.51 2.98% E 100 - 43100 -122 FICA 16,965.27 18,158.00 15,972.08 2,185.92 12.04% E 100 - 43100 -126 Medicare 4,462.02 4,247.00 3,709.67 537.33 12.65% E 100 - 43100 -130 Employer Paid FSA 1,750.00 1,750.00 984.00 766.00 43.77% E 100 - 43100 -131 Employer Paid Health 35,885.46 45,696.00 38,729.45 6,966.55 15.25% E 100 - 43100 -132 Medical Cafeteria Plan 4,759.21 6,408.00 6,407.96 0.04 0.00% E 100- 43100 -133 Employer Paid H S A 11,044.04 11,251.00 11,723.76 - 472.76 -4.20% E 100 - 43100 -140 Unemployment Comp GENERAL 589.25 0.00 0.00 0.00 0.00% E 100 - 43100 -208 Training and Instruction 1,786.45 2,500.00 1,862.85 637.15 25.49% E 100 - 43100 -210 Operating Supplies GENERAL 20,026.02 18,000.00 15,583.09 2,416.91 13.43% E 100 - 43100 -212 Motor Fuels 30,382.25 30,000.00 39,943.23 - 9,943.23 - 33.14% E 100 - 43100 -220 Re air /Maint Supply GENERAL 19,065.25 18,000.00 86,483.36 - 68,483.36 - 380.46% $67,374 insurance settlement 43100 -36200 E 100 - 43100 -222 Seal Coating 52,440.00 50,000.00 50,087.50 -87.50 -0.18% E 100 - 43100 -223 Building Repair Supplies 50,711.42 6,500.00 7,751.79 - 1,251.79 - 19.26% E 100 - 43100 -225 Landscape/Ditch Materials 8,305.45 10,000.00 11,922.98 - 1,922.98 - 19.23% E 100 - 43100 -226 Sign Repair Materials 3,414.97 6,000.00 5,502.06 497.94 8.30% Bulk order will be placed before year end E 100 - 43100 -227 Crack Filling 10,667.12 15,000.00 15,337.65 - 337.65 -2.25% E 100 - 43100 -228 Dust Control 75,338.30 90,000.00 98,033.30 - 8,033.30 -8.93% E 100 - 43100 -229 Culverts 6,241.57 6,500.00 10,081.41 - 3,581.41 - 55.10% E 100 - 43100 -232 Gravel 103,078.42 128,000.00 95,049.10 32,950.90 25.74% E 100 - 43100 -233 Asphalt Maint/Patching 143,687.29 100,000.00 123,718.78 - 23,718.78 - 23.72% 6 of 7 CITY OF CORCORAN 2011 PERFORMANCE REPORT - GENERAL FUND YEAR ENDED 12/31/11 UNAUDITED 10a. Account Description 2010 Actual 2011 Budget 2011 Actual Amount Remaining % of Budget Comments E 100 - 43100 -300 Professional Srvs GENERAL 2,100.00 32,100.00 2,100.00 30,000.00 93.46% PW Facility cost recorded in gen en E 100 - 43100 -321 Telephone 3,940.58 3,600.00 4,386.46 - 786.46 - 21.85% E 100 - 43100 -360 Insurance GENERAL 3,645.00 0.00 0.00 0.00 0.00% E 100 - 43100 -364 Worker's Comp Insurance 17,974.08 16,512.00 13,419.49 3,092.51 18.73% E 100 - 43100 -380 Utility & Services GENERAL 7,142.14 10,000.00 8,884.06 1,115.94 11.16% E 100 - 43100 -381 Street/Signal Lights 2,412.41 4,000.00 2,624.34 1,375.66 34.39% E 100 - 43100 -417 Uniforms 4,949.73 7,000.00 6,920.17 79.83 1.14% $ 965,698.12 $ 956,327.00 $ 997,743.20 $ 41,416.20 -4.33% Ice & Snow Removal E 100 - 43125 -210 Operating Supplies GENERAL 32,703.48 20,000.00 21,411.77 - 1,411.77 -7.06% En ineeerin E 100 - 43170 -300 Professional Srvs GENERAL 41,276.66 36,000.00 68,387.87 - 32,387.87 - 89.97% $ 41,276.66 $ 36,000.00 $ 68,387.87 $ 32,387.87 - 89.97% Recycling E 100 - 43232 -210 Operating Supplies GENERAL 201.78 1,075.00 1,839.40 - 764.40 - 71.11% E 100 - 43232 -300 Professional Srvs GENERAL 66,339.49 63,345.00 71,176.18 - 7,831.18 - 12.36% $ 66,541.27 $ 64,420.00 $ 73,015.58 $ 8,595.58 - 13.34% Parks E 100 - 45200 -100 Wages and Salaries GENERAL 15,498.10 16,700.00 14,480.39 2,219.61 13.29% E 100 - 45200 -110 Overtime 1,083.00 0.00 0.00 0.00 0.00% E 100 - 45200 -122 FICA 982.56 1,022.00 843.12 178.88 17.50% E 100 - 45200 -126 Medicare 230.77 239.00 196.65 42.35 17.72% E 100 - 45200 -210 Operating Supplies GENERAL 8,086.84 7,100.00 6,473.95 626.05 8.82% E 100 - 45200 -220 Re air /Maint Supply GENERAL 255.30 1,100.00 329.73 770.27 70.02% E 100 - 45200 -221 Maintenance Projects 9,457.26 10,000.00 10,351.90 - 351.90 -3.52% E 100 - 45200 -300 Professional Srvs GENERAL 0.00 600.00 0.00 600.00 100.00% E 100 - 45200 -321 Telephone 720.53 700.00 749.79 -49.79 -7.11% E 100 - 45200 -364 Worker's Comp Insurance 2,599.91 2,805.00 3,798.84 - 993.84 - 35.43% E 100 - 45200 -380 Utility & Services GENERAL 5,768.71 7,100.00 4,436.87 2,663.13 37.51% E 100 - 45200 -530 Improvements Other Than Bld s 35,902.80 35,823.00 35,822.80 0.20 0.00% $ 80,585.78 $ 83,189.00 $ 77,484.04 $ 5,704.96 6.86% Transfers to /from Other Funds E 100 - 49360 -720 Operating Transfers 4,841.83 0.00 0.00 0.00 0.00% $ 4,841.83 $ - $ - $ - 0.00% Total Revenue $ 3,125,477.85 $ 3,048,256.00 $ 3,086,331.28 $ (38,075.28) -1.25% Total Expense $ 3,094,248.63 $ 3,005,739.00 $ 3,100,536.65 $ (94,797.65) -3.15% "enue - Total Expense $ 31,229.22 $ 42,517.00 $ (14,205.37) $ 56,722.37 31.40% 7 of 7 FUND Descr CITY OF CORCORAN Cash Balances Current Period: December 2011 Account MTD MTD Debit Credit 02/02/12 10:38 AM Page 1 Current Balance Cash GENERAL FUND G 100 - 10100 $1,162,339.83 $285,372.83 $472,811.05 RESERVES DONATION FUND G 201 -10100 $200.00 $505.00 $25,362.46 POLICE DONATION FUND G 202 -10100 $0.00 $0.00 $1,864.04 FIREARMS SAFETY G 204 -10100 $0.00 $0.00 $2,301.24 DWI FORFEITURE FUND G 205 -10100 $327.00 $23.75 $11,853.92 DRUG FORFEITURE FUND G 206 -10100 $0.00 $0.00 $1,165.34 TRUCK SAFETY G 207 -10100 $0.00 $0.00 $1,996.72 ASPHALT MAINTENANCE G 305 -10100 $0.00 $0.00 $71,253.40 POLICE CAPITAL FUND G 308 -10100 $0.00 $0.00 $62,817.39 D /S- EQUIPMENT CERTS G 309 -10100 $138,850.50 $0.00 $35,492.88 CO. RD. 19 IMPROVEMENT G 310 -10100 $0.00 $0.00 $233,818.82 TAX INCREMENT FINANCING G 401 -10100 $146,659.20 $28,785.01 $3,055,304.72 INFRASTRUCTURE PLANNING G 402 -10100 $0.00 $0.00 - $1,460.19 FACILITY EXPANSION D/S G 407 -10100 $21,488.50 $0.00 $4,021.00 PW CAPITAL FUND G 410 -10100 $0.00 $0.00 $1,308.11 PARK CAPITAL FUND G 415 -10100 $121.63 $407.97 $335,810.66 CAPITAL - EQUIPMENT CERTS G 416 -10100 $0.00 $19,751.80 $62,633.10 SHANNON LANE G 417 -10100 $2,297.69 $0.00 $7,524.01 ESCROW HOLDING FUND G 500 -10100 $345.66 $12,473.38 $46,819.13 CIVIC ORGANIZATIONS G 501 -10100 $0.00 $0.00 $6,000.09 SAFE & SOBER G 502 -10100 $0.00 $0.00 $0.39 INVESTMENT CONTROL G 999 -10100 $3,623.57 $0.00 $3,804.73 Total Cash $1,476,253.58 $347,319.74 $4,442,503.01 Farmers Savings Acct PARK CAPITAL FUND G 415 -10102 $14.42 $7.21 $11,707.88 Total Farmers Savings Acct $14.42 $7.21 $11,707.88 Change in Market Value GENERAL FUND G 100 -10105 $0.00 $0.00 $14,484.75 Total Change in Market Value $0.00 $0.00 $14,484.75 Grand Total 0,476,268.00 $347,326.95 $4,468,695.64 5,000,000 4,500,000 4,000,000 3,500,000 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 0 CITY OF CORCORAN Available Funds Year Ended 12/31/11 UNAUDITED Beginning Jan -11 Feb -11 Mar -11 Apr -11 May -11 Jun -11 Jul -11 Aug -11 Sep -11 Oct -11 Nov -11 Dec -11 10c. Total Cash and Investments Total Cash/ Investments (minus) TIF and Park Fund Expenses 5,000,000 4,000,000 3,000,000 9iI�I 1 I 1,000,000 0 - 1,000,000 CITY OF CORCORAN General Fund Balance Year Ended 12/31/11 UNAUDITED Beginning Jan -11 Feb -11 Mar -11 Apr -11 May -11 Jun -11 Jul -11 Aug -11 Sep -11 Oct -11 Nov -11 Dec -11 General Fund Balance Expenses Total Cash and Investments Total Cash/ Investments (minus) TIF and Park Fund 10c. 700,000 500,000 300,000 100,000 (100, 000) (300,000) (500,000) CITY OF CORCORAN UNASSIGNED GENERAL FUND BALANCE 2009 - 2011 10c. CITY OF CORCORAN Available Funds Year Ended 12/31/11 UNAUDITED 1,800,000 1,600,000 Jul -11 Aug -11 Sep -11 Oct -11 Nov -11 Dec -11 ■ Total Cash /Investments (minus) TIF ■ Total Cash/ Inv Expenses 10c. 11a. 22 CITY OF CORW, C �ZAN FINANCIAL GUIDELINES ADOPTED DATE 8200 COUNTY ROAD 116, CORCORAN MN 55340 763.420.2288 — OFFICE 763.420.6056 — FAX E -mail — general @ci.corcoran.mn.us / Web Site — www.ci.corcoran.mn.us FINANCIAL GUIDELINES TABLE OF CONTENTS UNRESERVED FUND BALANCE ........................................ ............................... 3 BUDGET........................................................................ ............................... 7 CAPITALIZATION ............................................................. ............................... 9 INVESTMENT................................................................ ............................... 13 RECONCILIATION OF BANK/INVESTMENT ACCOUNTS ..... ............................... 21 RECEIPT AND DEPOSIT OF FUNDS ................................ ............................... 23 PAYROLL..................................................................... ............................... 29 PURCHASE OF GOODS AND SERVICES .......................... ............................... 31 DISBURSEMENT AND PAYMENT OF CLAIMS ................... ............................... 37 2 FUND BALANCE GUIDELINE L PURPOSE The purpose of this policy is to establish specific guidelines the City of Corcoran will use to maintain an adequate level of fund balance to provide for cash flow requirements and contingency needs because major revenues, including property taxes and other government aids are received in the second half of the City's fiscal year. The purpose of this policy is to also establish specific guidelines the City will use to classify fund balances into a categories based primarily on the extent to which the City is bound to honor constraints on the specific purposes for hich amounts in these funds can be spent. II. CLASSIFICATION OF FUND BALANCE /PROCEDURES 1. Nonspendable - 4 • This category includes fund balance nnot e spent because it is either (i) not in spendable form or (ii) is legall ontractually required to be maintained intact. Examples include inven and prepaid amounts. 2. Restricted • Fund balance should be reporte as rest when constraints placed on those resources are either (i) externally i posed by creditors, grantors, con 4ributors, or laws or regulations of other governments or (ii) imposed by law through constitutional provisions or enabling legislation. 3. Committed • Fund balance that c ly be used for specific purposes pursuant to constraints impose formal action of the government's highest level of decision - making au hority. The committed amounts cannot be used for any er purpose unless the government removes or changes the specified use by takin the same type of action it employed to commit those amounts. • The s highest level of decision making authority (City Council) will annu ly or as deemed necessary commit specific revenue sources for specified purposes by resolution. This formal action must occur prior to the end of the reporting period, however, the amount to be subject to the constraint, may be determined in the subsequent period. • To remove the constraint on specified use of committed resources the City Council shall pass a resolution 4. Assigned • Amounts that are constrained by the government's intent to use for specified purposes, but are neither restricted nor committed. Assigned fund balance in the General fund includes amounts that are intended to be used for specific purposes. • The City Council has delegated the authority to assign and remove assignments of fund balance amounts for specified purposes to the City Administrator. 5. Unassigned Unassigned fund balance represents the residual clasAiication for the General fund. Includes amounts that have not been assigned to other funds and that have not been restricted, committed, or assigned to specific purposes within the General fund. The General fund should be the only fund that reports a positive unassigned fund balance amount. i. The City will strive to maintain an u stricted fund ce in the General fund of an amount not les a 0 of t next year's budgeted expenditures of the al fund. (Note: The desired level of unrestricted fund balance can be ssed either as a minimum amount or as a range between a mim a d maximum amount). This will assist in maintaining an adeq level of fund balance to provide for cash flow requirements and contingency needs because major revenues, including property taxes and other government aids are received in the second half ofOftie City's fiscal year. -ii. Unrestricted fund balance can be "spent down" if there is an anticipated budget shortfall in excess of $10,000. iii. If spending unrestricTed fund balance in designated circumstances has reduced unrestricted fund balance to a point below the minimum targeted lev '61, as noted above, the replenishment will be funded by property taAevy within one year. II. STABILIZ!8 ON ARRANGEMENTS Stabilization arrangements are defined as formally setting aside amounts for use in emergency situations or when revenue shortages or budgetary imbalances arise. The City will set aside amounts by resolution as deemed necessary that can only be expended when certain specific circumstances exist. The resolution will identify and describe the specific circumstances under which a need for stabilization arises. The need for stabilization will only be utilized for situations that are not expected to occur routinely. III. MONITORING AND REPORTING The City Administrator shall periodically or at least annually prepare the status of fund balances in relation to this guideline and present to the City Council in conjunction with the development of the annual budget. When both restricted and unrestricted resources are available for use, it is the City's policy to first use restricted resources, and then use unrestricted resources as they are needed. When committed, assigned or unassigned resources are available for use, it is the City's policy to use resources in the following order; 1.) committed 2.) assigned and 3.) unassigned. A negative residual amount may not be reporte siiicted, committed, or assigned fund balances in the General fund. 5 0:2 OM BUDGET GUIDELINE Budget: A budget is a comprehensive financial plan for a specific period of time. It outlines city activities and service levels, and contains estimates of probable costs and available sources during the coming year. The city's budget serves three essential purposes: • To set public policy • To act as a legislative control on taxing and spendin the Council • To serve as a financial planning tool The city's operating budget will be legally adopted (appropriated) on an ands consistent with generally accepted accounting principles. All annual app riations will e at each fiscal year end. The appropriated budget will be prepared by fund, function, artment, and object (revenue or expenditure) code. The legal level of budgetary control, or t st level at which the city may not exceed appropriations, is the department level. Budget Process: k Before preparing the annual budget, the city will vi gw potential revenue sources. A review of p p g g Y / p available intergovernmental grants and aids, special assessments, licenses and permits, charges for services, fines and forfeits, and other sources of city revenue will be completed. After estimating all other revenues, the city willl eetermine the amount necessary to be collected from property t s, within any mandated property tax levy limits. This includes a determination of whether/t 's property tax capacity rate is adequate to meet the revenue needs of the city. In July of each each department head of the city will submit subsequent year requests for budget appropriate s to the City Administrator. Budget appropriations will include personnel services, supplies, and other services and charges. Capital outlay requests will be obtained from the most current year of the five -year Capital Improvement Plan and will be incorporated into the current year operating Adget. Debt service (principal, interest, and fiscal charges) budgets will be in compliance with individual debt covenants. The City Council may hold budget meetings or workshops at which the City Administrator and Department heads will present the proposed overall budget for the City Council's review. The City Council will approve a preliminary budget and property tax levy by September 15 of each year. The preliminary property tax levy will be certified by September 15 of each year to Hennepin County. 7 Additional budget meetings or workshops may be held, prior to a truth in taxation public hearing generally conducted in early December. After the truth in taxation public hearing has been held, the City Council will approve a final budget and property tax levy by December of each year. The final property tax levy will be certified each December to Hennepin County for collection in the following year. The county is responsible for collecting and remitting all property taxes for the city. Budget Monitoring: After the close of each month's accounting, the City Clerk/TreAer will prepare monthly revenue and expenditure budget reports, including current year bu gd' et, current year actual, and current year variance. Additional information may be included, as requested by the City Council. Monthly budget reports will be reviewed by the City Administrator and Department heads and distributed to the City Council. Department heads will be held responsible for individual department budgets and actual results, under the supervision of the City Administrator and/or City Council. CAPITALIZATION GUIDELINE Capital Assets: Capital assets are major assets that benefit more than a single fiscal period. Typical examples are land, improvements to land, easements, buildings, building improvements, vehicles, machinery, equipment, works of art and historical treasures, infrastructure, and various intangible assets. Capital assets are reported in the applicable governmental or business -type activities columns in the city's government -wide financial statements. Infrastructure assets are long -lived capital assets that r normally can be preserved for a significantly greater nun Examples of infrastructure assets include roads, bridges, sewer systems, dams, and lighting systems. Capital assets for the city will be defined as assets years and an initial, individual cost of the followo • Land and Improvements • Buildings and Improvements • Other Improvements and Infrastruc • Machinery, Equipment, and Vehicle th an e imated $ 15, r more $ 15900 ore $100,000 0 �00 or e ,Ationary in nature and than most capital assets. gage systems, water and of two Capital assets will be reported at their historical cost.'In the absence of historical cost information, the asset's estimated historical cost may be used. Assets donated by parties outside the city will be reported at their fair value on the date the donation is made. The historical cost of a capital asset will includQthe folly: • Ancilkcharges neces o place tie asset in its intended location (such as freight charges) • Ancill charges necessary to ce the asset in its intended condition for use (such as instal and site preparatio charges) • Capitali terest The historical cost o a 0 ital asset will include the cost of any subsequent additions or improvements but exclude the cost of repairs. An addition or improvement, unlike a repair, either enhances a capital asset's functionality (effectiveness or efficiency), or it extends a capital asset's expected useful life. For example, periodically resurfacing a road would be treated as a repair (the cost would not be capitalized), while adding a new lane constitutes an addition (a cost that would be capitalized). Any capital asset currently recorded that does not meet the capitalization threshold guidelines of this policy will be exempted from the requirements of this policy. 0 Depreciation Depreciation is the portion of the cost of a capital asset charged as an expense during a particular period. In accounting for depreciation, the cost of a capital asset, less any salvage value, is prorated over the estimated useful life of such an asset, and each period is charged with a portion of such cost. Through this process, the entire cost of the asset is ultimately charged off as an expense. The city's capital assets will be depreciated using the straight line method over the following estimated useful lives: • Land and Improvements Not Depreciated • Buildings and Improvements 10 to 50 years • Other Improvements and Infrastructure 20 to 50 years • Machinery, Equipment, and Vehicles 5 to 20 years • Construction in Progress Not Depreciated Accounting for Capital Assets: All capital asset records will be maintained for inte control 4ltnd audit p oses. The City Clerk/Treasurer will maintain a listing of all capital asset , inc uding acquisitions and disposals of capital assets, depreciation expense, a cumulated de ation. Department heads will immediately notify the City Clerk/Treasur f all capital asse itions or disposals. Upon notification of the acquisition or disposal capital assets and/o eview of the city's financial transactions, the City Clerk/Treasurer will up ate the capital asse listing. Each department head will complete a physical inve of their respective department's capital assets by December 31 of each year. The City Cler will reconcile the physical inventory to the listing of capital assets. Capital Improvement Plan: A Capital Improv' ement Plan (CIP) 1 be developed for a period of five years. To be considered in the CIP, a capital asset or project m1Wt the useful life and capitalization amount thresholds as described abo Certain assets not me g those thresholds may be included for informational and planning pure t the City Council's discretion. The city will maintain its physical assets in a manner adequate otect the city's capital investment and to minimize future maintenance and replacement costs. ity will provide for maintenance and replacement from current revenues where possible. Department heads will identify the needs, estimated costs, and potential funding sources for each capital asset or project for potential inclusion in the CIP. The City Administrator will be responsible for preparing and presenting the five year CIP annually to the City Council for approval. As resources are available, the most current year of the CIP will be incorporated into the current year operating budget as the capital improvement budget. The CIP will be reviewed and updated annually. Years two through five will be for planning purposes only. Any substantive change to the CIP after approval must be approved by the City Council. Sale of City -Owned Assets: 10 Per Minnesota Statute § 15.054, officers and employees of the city are generally prohibited from selling city -owned assets to another officer or employee of the city. This prohibition does not apply to the sale of items acquired or produced for sale to the general public in the ordinary course of business. In addition, city employees and officers are allowed to sell city assets if the sale is in the normal course of their duties. Assets no longer needed for public purposes can be sold to a city employee (but not to an officer) under the following conditions: • There has been reasonable public notice and the sealed bid. • The employee is the highest responsible bidder. • The employee who buys the property must not b� or sealed bid process. There is no exception that allows the sale of ci 11 by public auction or y involved in the public auction es e to a city officer or employee. V 12 0:2 OM INVESTMENT GUIDELINE I. Governing Authority: Legality The investment program shall be operated in conformance with federal, state, and other legal requirements, including Minnesota Statute § 118A. The city may make electronic fund transfers for investments upon compliance with Minnesota Statute § 471.381. II. Scope: el�' This guideline applies to the investment of all surplus funds of the city. Pooling of Funds rN 4 Except for cash in certain restricted and spe ' funds, the city will consolidate cash and reserve balances from all funds to maximiz ent e�inings and to increase efficiencies with regard to investment pricing, safekeeping, and administration. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting i les. III. General Obiectives: The primary objectives, in priority order, of inveftrnent a sties shall be safety, liquidity, and yield: 1. a. Safety pe Safety of principal is the foremost objective of the investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the ov portfolio. The obje will be to mitigate credit risk and interest rate risk. Cre 'sk risk, which is the risk of loss due to the failure of the types of securities listed in Section VII of this Investment Pre - qualifying the financial institutions, broker /dealers, intermediaries, and advisers with which the city will do business in accordance with Section V. Diversifying the investment portfolio so that the impact of potential losses from any one type of security or from any one individual issuer will be minimized. b. Interest Rate Risk The city will minimize interest rate risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by: 13 • Structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities on the open market prior to maturity. • Investing operating funds primarily in shorter -term securities, money market mutual funds, or similar investment pools and limiting the average maturity of the portfolio in accordance with this guideline. (see section VIII). 2. Liquidity The investment portfolio shall remain sufficiently li to meet all operating requirements that may be reasonably anticipated. This is accomp shed by structuring the portfolio so that securities mature concurrent with cash needs to meet anticipated demands (static liquidity). Furthermore, since all possiblk cash demands cannot be anticipated, the portfolio should consist largely .4of securities with active secondary or resale markets (dynamic liquidity). Alternatively, a portion of the portfolio may be placed in money market mutual funds or local government investment pool* which offer same -day liquidity for short-term funds. The funds shall be invested to assure that funds are available to meet immediate payment requirement, including *payroll, accounts payable, and debt service. 3. Yield The investment portfolio shall be de igned with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to the safety and liquidity objectives descibed above. The core of investments is limited to relatively low risk securities i anticipation of earning a fair return relative to the risk being as umed. Securities shal nerally be held until maturity with the following exceptions • security with declinig credit may be sold early to minimize loss of principal. • A security swap would improve the quality, yield, or target duration in the portfolio. • Liquidity needs of the portfolio require that the security be sold. IV. Standards of Care: 1. Prudence The standard of prudence to be used by investment officials shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. Investment officers acting in accordance with written procedures and this investment guideline and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and the liquidity and the sale of securities are carried out in accordance with the terms of this guideline. 14 V. The "prudent person" standard states that, "Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived." 2. Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial /investment positions that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking personal investment transactions with the same individual with w1y1n business is conducted on behalf of the city. 3. Delegation of Authority Authority to manage the investment program is granted to the City Administrator, hereinafter referred to as investment officer. Resjj&Ltbility for the operation of the investment program is hereby delegated to the my nt officer, who shall act in accordance with established written procedures and inte ontrols for the operation of the investment program consistent with this investmen guideline. Procedures should include references to: safekeeping, delivery vs. payment, investment accounting, repurchase agreements, wire transfer agreements, Ad collateral /depository agreements. No person may ngage in an investment transaction except as provided under the terms of this guideline an e procedures established by the investment officer. The investment officer shall be respo Bible for all transactions undertaken and shall establish a system of controls to regulate the 'activities of subordinate officials. 1. A uthoPIRLd Financial Institutions, Depositories, and Broker /Dealers A list wi aintain of financial institutions and depositories authorized to provide investment ces. n addition, a list will be maintained of approved security broker /dealers selected by creditworthiness (e.g., a minimum capital requirement of $10,000,000 ancoKt least five years of operation). These may include "primary" dealers or regional dealers that qualify under Securities and Exchange Commission (SEC) Rule 150-1 (uniform net capital rule). All financial institutions and broker /dealers who desire to become qualified for investment transactions must supply the following as appropriate: • Audited financial statements demonstrating compliance with state and federal capital adequacy guidelines. • Proof of National Association of Securities Dealers (NASD) certification (not 15 VI. applicable to Certificate of Deposit counterparties). • Proof of state registration. • Completed broker /dealer questionnaire (not applicable to Certificate of Deposit counterparties). • Certification of having read and understood and agreeing to comply with the city's investment policy. • Per Minnesota Statute § 118A.04, prior to completing an initial transaction with a broker, a city shall provide annually to the broker a written statement of investment restrictions which shall include a provision that all future investments are to be made in accordance with Minnesota Statute, erning the investment of public funds. A broker must acknowledge annually receipt of the statement of investment restrictions in writing and agree handle the government city's account in accordance with these restrictio A city may not enter into a transaction with a broker until the broker lifts provided this written agreement to the government entity. • Evidence of adequate insurance covera An annual review of the financial condition and registration of all ualified financial institutions and broker /dealers will be conducted by th investment officer. Safekeeping and Custody: Nt I. Delivery vs. Payment All trades of marketable securities will xe ensure that securities are deposited in an eligible funds. delivery vs. payment (DVP) to institution prior to the release of 2. Safekeeping Securities will be held b indepen t third -party custodian selected by the entity as evidenced by safekeeping is 'n the city's name. The safekeeping institution shall An all provide a copy of t ost recent report on internal controls (Statement of Audit' tandards No. 70, or AS 70). r 3. Internal ntrols The investment officer shall establish a system of internal controls, which shall be documented in writing. The internal controls shall be reviewed by the City Council and with the indepeneent auditor. The controls shall be designed to prevent the loss of public funds arising from fraud, employee error, and misrepresentation by third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the city. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the benefits likely to be derived and (2) the valuation of costs and benefits requires estimates and judgments by management. 16 Accordingly, the investment officer shall establish a process for an annual independent review by an external auditor to assure compliance with policies and procedures or alternatively, compliance should be assured through the city's annual independent audit. VII. Suitable and Authorized Investments: 1. Investment Types Consistent with the GFOA Policy Statement on State and Local Laws Concerning Investment Practices, the following investments will be permitted by this policy and are those defined by state and local law where applicable: • U.S. Treasury obligations which carry the full faith and credit guarantee of the United States government and are considered to be the most secure instruments available; • U.S. government agency and instrumentalit obligations that have a liquid market with a readily determinable market value; • Certificates of deposit and other eviden of dep it at financial in' ns, • Bankers' acceptances; • Commercial paper, rated in the highest tier , P -1, F -1, or higher) by a nationally recognized rating a ency; • Investment -grade obligations ate, provincia local governments and public authorities; • Repurchase agreements whose un urcha securities consist of the aforementioned instruments; • Money market mutual funds regulated by the urities and Exchange Commission and whose portfolios consist only of dollar - denominated securities; and • Local government investment pools either state - administered or developed through joint powers statutes and of intergov mental agreement legislation. Inve§&ment in derivatives e above instruments shall require authorization by the City C cil. IL 2. Collat ation Minnesota s s req e all City deposits be protected by insurance, surety bond or collateral. The alue of collateral pledged must equal 110 percent of deposits not covered by insura or bonds. VIII. Investment Parameters: 1. Diversification It is the policy of the city to diversify its investment portfolios. To eliminate risk of loss resulting from the over - concentration of assets in a specific maturity, issuer, or class of securities, all cash and cash equivalent assets in all city funds shall be diversified by maturity, issuer, and class of security. Diversification strategies shall be determined and revised periodically by the City Council /investment officer for all funds. 17 In establishing specific diversification strategies, the following general policies and constraints shall apply: Portfolio maturities shall be staggered to avoid undue concentration of assets in a specific maturity sector. Maturities selected shall provide for stability of income and reasonable liquidity. For cash management funds: • Liquidity shall be assured through practices ensuring that the next disbursement date and payroll date are covered through maturing investments or marketable U.S. Treasury bills. • Positions in securities having potential default risk , co mercial paper) shall be limited in size so that in case of default, the po annual investment income will exceed a loss on a single issuer's securities. • Risks of market price volatility shall be controlled throu maturity diversification. • The City Council /investment officer shall establish strategies and guidelines for the percentage of the total portfolio that may b invested in securities other than repurchase agreements, Treasury bills, or ollate zed certificates of deposit. The City Council shall conduct a periodic r th e guidelinef and evaluate the probability of market and default risk in s investment sectors as part of its considerations. 2. Maximum Maturities To the extent possible, the city shall attempt to matci s investments with anticipated cash flow requirements. Unless matched to a specific Cash flow, the city will not directly invest in securities maturing more than five (5) y1rs from the date of purchase or in accordance with state and local statutes and ordinances. The city shall adopt maturity limitations, consistent with the investment objectives. Reserve funds and other funds with er -term investment horizons may be invested in securities exceeding five ears if the maturities of such investments are made to coincide as nearly as practica ith the expected use of funds. The intent to invest in securities with longer maturiti shall be disclosed to the legislative body. Because o Brentficulties in accurately forecasting cash flow requirements, a portion of the ortfolio should be continuously invested in readily available funds such as local government investment pools, money market funds, or overnight repurchase agreements to erAre that appropriate liquidity is maintained to meet ongoing obligations. 3. Competitive Bids The investment officer shall obtain competitive bids from at least two brokers or financial institutions on all purchases of investment instruments purchased on the secondary market. IX. Reporting: 1. Methods W. K4 The investment officer shall prepare an investment report at least quarterly, including a management summary that provides an analysis of the status of the current investment portfolio and the individual transactions executed over the last quarter. This management summary will be prepared in a manner which will allow the city to ascertain whether investment activities during the reporting period have conformed to the investment policy. The report should be provided to the City Council. The report will include the following: • Listing of individual securities, including description, date of purchase, date of maturity, purchase price, interest rate, current market value, and change in market value. • Summary of transactions for the reporting period, including interest earnings, realized and unrealized gains or losses resulting from appreciation or depreciation in the value of investments, deposits and withdrawals, and investments purchased and sold. • Each quarterly report shall indicate any eas of policy concern and suggested or planned revision of investment strategi Pe 2. Performance Standards *01 The investment portfolio will be managed in Naaverage with the parameters specified within this policy. The portfolio uld obta rate of return during a market /economic environment o i OoA series of appropriate benchmarks shall be established ag T st which portfolio performance shall be compared on a regular basis. The benchmarks shall be reflective of the actual securities being purchased and risks �e�taken and th� benchmarks shall have a similar maturity as the portfolio. 3. Marking to Mar et The market value of1he portfolio shall be calculated at least quarterly and a statement of the market value of the portfolio shall be issued at least quarterly. This will ensure that review of the investment portfolio, in terms of value and price volatility, has been ibrformed consistent with the 60A Recommended Practice on "Mark -to- Market PractiqiLflor State and Local Qovernment Investment Portfolios and Investment Pools." In deft market value, considerations should be given to the GASB Statement 31 1. Exemption Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. 2. Amendments 19 This policy shall be reviewed on an annual basis. Any changes must be approved by the investment officer and the City Council, as well as the individuals charged with maintaining internal controls. 20 RECONCILIATION OF BANK AND INVESTMENT ACCOUNTS GUIDELINE Monthly Reconciliation: The city will establish procedures calling for monthly reconciliations between bank accounts and the general ledger. The reconciliations will also include the city's outstanding investments. All reconciliations will be reviewed and approved by the City Administrator. Significant variances will be investigated immediately, with any needed adjustments to the general ledger approved by the City Administrator. 1. Reconciliation of Bank Accounts: Reconciliation of Bank Accounts Guidelines: The following steps will be taken on a monthly ba ' o nsure complete and accurate reconciliation between bank accounts and the gener edge .The City City Clerk/Treasurer will be responsible for monthly bank reconciliatio 1. Monthly bank statements will be reconciled t eral er and account for all: a. Receipts #01 b. Disbursements, accounting for both cancelled utstanding checks c. Payroll disbursed via electronic draw on account d. Transfers between bank/investment accounts e. Wire transfers f. Electronic receipt and payment o nd g. Bank charges and earned interest 2. Subsidiary ledgers will be used t a. Track daily bank account activity. 01* b. Reconcile general ledger cash balances to bank balances on a monthly basis. 3. 4. 5. be completed upon receipt of the bank statements. will frand date each monthly reconciliation when it has The City Cleleies a er will track all adjusting journal entries necessary to correct any variances ined through the reconciliation process. a. All journ will be approved by the City Administrator. b. The City Administrator will initial and date all journal entry adjustment forms. 6. All monthly bank account reconciliations will be reviewed, approved, initialed, and dated by the City Administrator upon completion by the City Clerk/Treasurer. 21 2. Reconciliation of Investment Accounts: Reconciliation of Investment Accounts Guidelines: The following steps will be taken on a monthly basis to ensure complete and accurate reconciliation of the city's outstanding investments: The City Clerk/Treasurer will be responsible for monthly investment reconciliations. 1. Monthly investment account statements will be reconciled to the general ledger and used to account for: a. Interest earnings b. Change in fair market value c. Deposits and withdrawals d. Investments purchased and sold e. Investment balances 2. The City Clerk/Treasurer will reconcile all invest4l ccounts utilizing a subsidiary ledger or spreadsheet. 3. The ON Clerk/Treasurer will maintain a record of all investments. The record of investments will be utilized to: a. Maintain control over investments. b. Ensure that the city receives the correct interest payments as they b ome due. The record of investments will include: a. Date each investment was purchased b. Description of each investment c. Date of maturity d. Purchase price e. Interest rate f. Interest earnings g. Interest receivable h. Date sold i. Proceeds when sold j. Current market value k. 'range in fair market value M 22 1 of investments will be reviewed, ator upon completion by the City RECEIPT AND DEPOSIT OF FUNDS GUIDELINE Depositories: A city that receives and disburses funds may deposit the funds only in financial institutions designated by its governing body. The city may deposit funds in amounts that are federally insured or if it deposits more than this amount, it must either have the depository furnish a bond or assign collateral to protect the excess deposit. 1. Designating a Depository Pursuant to Minnesota Statutes § 118A, all city councils must designate one or more financial institutions as a depository of city funds. A city may designate one or more of the following financial institutions as a depository: • Savings associations • Commercial banks • Trust companies • Credit unions • Industrial loan and thrift companie Depository Guidelines: • Annual designation of the City of Corcoran depositories will be made by the City Council during the first council meeting of the New Year. • Designation of depositories 11 be made by a City Council resolution and the resolution will state the tAms and conditions of the deposit and be filed with the City Clerk/Treas er. NW • City of Corcoran depositories w 1 be one or more of the above mentioned financAofPstitlic ' utions. k 2. Collateralization Deposits The safety of public funds should be the foremost objective in public funds management. Collateralization of public deposits through the pledging of appropriate securities or surety bonds by depositories is an important safegu rd or such deposits. State programs pertaining to the collateralizatiW of public deposits ha generally proven to be beneficial for both the public sector and itssitories. Historically, the in um eant of FDIC Coverage has been $100,000 per depositor, not per separate account (th eposit insurance limit has been increased to $250,000 per depositor in 2008, and bject to further change). Pursuant to Minnesota Statue § 118A.03 (2007), deposited amounts in excess of the federal deposit insurance limits must be protected by collateral security or a corporate surety bond executed by a company authorized to do business in the state which, when computed at its market value, shall be at least ten percent more that the amount of the excess deposit at the close of the banking day. Likewise, if a deposit is made in a nonmember bank (not covered by FDIC insurance), a city will need to obtain collateral or a corporate surety bond even if the deposit is less than the federal deposit insurance limit. The financial institution may furnish both a surety bond and collateral aggregating the required amount. State and local government depositors should take all possible actions to comply with federal requirements in order to ensure that their security interests in collateral pledged to secure 23 deposits are enforceable against the receiver of a failed financial institution. The city must ensure that the following criteria must be met in order to perfect a security interest in pledged collateral under federal law: • The assignment must be in writing; • The assignment must have been approved by the depository's board of directors or loan committee, and the approval must be reflected in the minutes of the board or committee; • The assignment must have been continuously, from the time of its execution, an official record of the depository. Collateralization of Public Deposits Guidelines: • The City Administrator will ensure that a collateraliz&iOkpiedge is received from each city depository followi he first depository board meeting of each year. • The City Administrator will ensure that each collateralization pledge: • Must be accompanied by a wr assignment to the city from the financial institution. • Assignment must state that, upon default, the financial institution must release to the city on demand, fr e of e ange or any other charges, the pledged collateral. IF • The City Administrator will ensure that assignment was approved by the depository's board of directories�d that the approval is reflected in the minutes of the board and that a copy of the depository board of director's minutes be kept on file with the City Clerk/Treasurer. • The City Administrator will verify th he assignment has been continuously, from the time of its execution, an official record of the depository. • The Ci$y Administrator will verify that the collateral is one of the following as per The Statute § 118A.03, subd. 2: 00* United States government treasury bills, notes, or bonds; ssues of a United States government agency or instruments that are quoted by a recognized industry quotation service available to the government entity; o A general obligation of a state or local government, with taxing powers, rated "A" or better; revenue obligation of a state or local government, with taxing powers, ted "AA" or better; • General obligation securities of a local government with taxing powers pledged as collateral against funds deposited by that same local government entity; • An irrevocable standby letter of credit issued by a Federal Home Loan Bank accompanied by written evidence that the Federal Home Loan Bank's public debt is rated "AA" or better by Moody's or Standard and Poor's. • Time deposits that are fully insured by any federal agency. • The City Administrator will ensure that the depository pledged collateral when computed at its market value, is at least ten percent more than the amount of the excess deposit at the close of the banking day which by definition incorporates a financial institution's cutoff hour. 24 Billing: The City Administrator will be responsible for implementing and providing internal control for all billing. The city periodically will bill for services, including annual recycling, annual dust control, and other (escrows, police, parks, miscellaneous): • The Administrative Assistant or Office Assistant will send out annual bills for recycling and dust control, while other bills are prepared and sent by the City Clerk/Treasurer. • The Office Assistant will record payments and prepare deposits slips for recycling and dust control receipts. • The Office Assistant will maintain a database of indirecycling and dust control accounts receivable. • Late fees and interest penalties on delinquent bills may be assessed by the City Council. Receipts The City Administrator will be responsible r emen and provi it internal control for all receipts. Pursuant to Minnesota Statute § 412.141, all city revenues, including receipts from city utilities, must go to the City Treasurer *deposit. The City Treasurer should make certain that deposits are never in excess of the FDIC guarantee, unless tbKcity is in receipt of the depository's collateral pledge. Receipting Process Guidelines: 1. Receipt Forms • Receipt f s will be pre -numbe • The o ' eceipt will be given t :he erson making the payment. A copy of receipt will be main within the City Clerk/Treasurer's records. 2. Receipt Distribution • Issuing the receipt will be completed immediately upon receiving the ayment. • separate receipt will issued for all money received, including nts received by mail. • Th inal receipt will be attached to any detailed accompanying remitt ar kept on file with the City Clerk/Treasurer. 3. Cash Receipts JJF • Cash received in person (generally by the Administrative Assistant or the Police Clerk) will be kept in a cash box which will be locked in a secure place in the office during and at the close of the business day. • Cash received by the city will be accompanied by a copy of the receipt issued. Each individual receipt will include the date, amount, remitter, appropriate accounting code, description of the receipt, and initials of the city staff receiving the payment. • All cash receipts will be deposited at least weekly by the City Clerk/Treasurer or other employee. 4. Check Receipts • Includes checks received via the mail, electronically, and that are collected 25 in person (generally by the Administrative Assistant or the Police Clerk). • Checks received by the city will be kept in a cash box which will be locked in a secure place in the office during and at the close of the business day. • Checks received by the City will be accompanied by copies of the receipts issued. Each individual receipt will include the date, amount, remitter, appropriate accounting code, description of the receipt, and the initials of the city staff receiving the payment. • All checks receipts will be deposited at least weekly by the Clerk/other employee. 5. Electronic Receipts Electronic receipts or wire transfers generally include: • Investment dollars received • Property tax settlements • Grants • Draws against project funds • Court fines The City Administrator will be responsible r lemen and provi internal control for all electronic or wire transfer receipts. • The City Administrator will document the process and anticipate the funds to be wired to the designated depository on a particular date and time. • The City Administrator will obtain notification from tlp depository that the wire transfer has been received. bb., • The depository will deliver a wire transfer receipt to the City Administratgwho in turn provides that information to the City Clerk/'Weasurer. • For all electronic receipts, a copy of any electronic receipt notification will be received or printed by the City Clerk/Treasurer who will prepare any appropriate general ledger transactions, including receipts and adjusting journal entries. qWM 6. Acctntin for Receipts All receipts uding cash, checks lectronic receipts, and wire transfers will be accounted in th eral ledger in the following manner: • Al and check receipts will be entered into the general ledger in the form receipt batch by the City Clerk/Treasurer. All electronic receipts and wire transfers will be entered into the general ledger in the form of a separate receipt batch or adjusting journal entry per occurrence. • Each individual receipt will include the date, amount, remitter, appropriate accounting code, description of the receipt, and initials of the city staff receiving the payment. • The receipt batch total will be reconciled and agreed to the total of all cash, check, or electronic receipts to be deposited. • A receipt batch report will be prepared and printed by the City Clerk/Treasurer and provided to the City Administrator. • The City Administrator will review the receipt batch report, and approve by initialing and dating the report. The signed and approved receipt batch report will be kept on file with the City Clerk/Treasurer. • All cash and check receipts will be deposited at least weekly. 26 All deposits will be made by the City Clerk/Treasurer or other employee. A bank receipt will be attached to a copy of the deposit slip by the City Clerk/Treasurer, who will compare for accuracy. 27 n THIS PAGE INTENTIONALLY LEFT BLANK - IIV PAYROLL GUIDELINE Paying City Employees: Pursuant to Minnesota Statute § 412.271, subd. 2, when city employees are paid on an hourly or daily basis the city must keep a payroll. The payroll must indicate each employee's name and the number of hours or days the employee has worked. A timekeeper, supervisor, officer, or employee having knowledge of how much an employee has worked must sign a declaration stating that the hours and days indicated on the payroll are accurate to the best of his or her knowledge. The employee being paid must also sign a declaration stating that he or she has done the work for which payment is received. Payroll Reporting Guidelines: The City Administrator will be responsible for implementi and providing internal control for all payroll accounting. 1. Time Sheet Records • City Staff Positions All city staff members will keep track of their time b` recording h worked on a time sheet which will be signed by each employee a the appropri department head or City Administrator prior to the pa date. In the case of the City Administrator and Director of ub 'c Safety, ti e off sheets will be filled out for time used and s bmitted to the assigned responsible party to be kept on file. • Elected Officials All elected officials will be paid a pa time salary twice a ar (June and December). The City Administrator 1 be responsible for authorizing the elected officials' pa 2. Payroll Reporting: • Pay Period City staff will be p every two weeks. There are twenty six pay periods in the year. The pay period will begin on Saturday and end on Friday. • Payroll Calculation On the Monday morning folio in the end of a two week payroll period, the assigned respon ible person will colic e sheets for the prior two week pay period for all city staff bNtrainformation rr nd perform th following: • Ee sheet information onto a combined prepared spreadsheet, verify totals an to the payroll provider through an online site. Payroll must be d by Wednesday noon of the payroll week for payroll checks to be received at city hall by Friday. If an emergency situation should arise that the assigned responsible person is not able to process payroll, a generic spreadsheet found in the PR Allocations file can be filled in with the pertinent information. This can be emailed or faxed to the payroll provider for data input and records retrieval. • The payroll service will produce the payroll reports and prepare the payroll checks, which will be delivered to the city hall no later than Thursday of the payroll week. • Upon receipt of the payroll reports, the assigned responsible person will review for accuracy. The payroll reports will be provided to the City Administrator who will also review for propriety and accuracy. Payroll reports will then be: • Signed by the City Administrator approving payment for all city staff • Returned to the assigned responsible person for data retention 29 • Payroll Check Distribution: Payroll checks will be distributed to all city staff members on the Friday following the last day of the pay period. Direct deposits, payroll taxes, and payroll service fees will be handled electronically by the payroll service through the city's depository. • Payroll Records and Reporting: The assigned responsible party will file the approved payroll reports with time sheets and leave requests. Payroll authorization changes will be filed in human resources files. For each payroll, the assigned responsible person will file Deferred Comp, MSRS, HSA, and PERA or any other reports online, while the payroll service will handle federal and state payroll tax returns. Quarterly and year -end reporting, inclu^jfederal forms 941, W2, and W3, will be handled by the city's payroll service. Theassighed responsible person will record the payroll information onto the Payroll Allocation worksheet and submit it to the assigned responsible person to enter into the accounting koftware. (This process should be done by Thursday of payroll processing week). The assigned responsible person will notify the City Administrator the process has been completed and have monies transferred to the City's checking account b fore 3:00 pm on Thursday. (This avoids overdrafts since 100% of the staff�has direct de t and online banking is used for benefit disbursements) � 14 3. Leave Time Reporting: The assigned responsible person will track information penmg to human resources including personnel information, salary history, hours worked, annual and compensatory leave balances, and benefits. The assi ed responsible person will enter the information into payroll from the time sheets, incl g regular and overtime hours worked, leave used, holiday pay, and compensatory ti used or earned. Regular leave reports will be generated and compared to the payroll rep s as an added internal control measure. The City Administrator will be s onsible t onitor overtime and annual leave and compensatory time balances. 4. Tin a ' e utilized by all city staff members when • The sta tuber mu ote if the time off requested is compensatory time or annual leave. • The specific n e requested must be noted on the form. • The request for ti e off form will be presented to the department head or City Administrator for a signature authorizing the time off. • All requests for time off forms will be included with the payroll time sheets for that particular payroll period. 30 PURCHASE OF GOODS AND SERVICES GUIDELINE 1. Purchasing: In the City of Corcoran, department heads have the responsibility to make all purchases while taking advantage of savings through bulk purchasing, systematic procedures, and effective expenditure controls. 2. Standards and Specifications: For all purchases, the city will have standards of quality. The standards will be brief, clear descriptions of the minimum requirements for purchases. The srds must be broad enough to include all competitive supplies and equipment. A. The department requiring the item will develop the specifications that will be used to make the purchase. Standard specifications are available for many items. B. Standard specifications will meet the needs of all departme is when an item is used by two or more departments. 3. Making Purchases: Regular Purchasing Guidelines: All normal purchasing will adhere to the following pro s: The department head needing the item will: • Include a description of the product, quantity, and applicable specifications. • The department head will determine vWjjLthe budget s authorized the purchase and if sufficient funds are available. • The department head will cancel the requisition the budget does not allow the purchase or if funds are not available. (Note: The City Council may modify the city's budget tom funds available, but may not increase the total amount that has been levied). • The departure head will request purchase order number from the City Clerk/Treasurer for product purchased ver $1,000.00. • If it is an approved budgeted item, the department head may then proceed to acquire e requested item. e city is required to obtain bids for the proposed purchase, the requisition will be r d to the City Counc*for further action (see competitive bidding requirements). • Afte city has received the item and tested its compliance with the specifications, the cit process and pay the associated invoice according to the approval and payment o ills policy (see inspection and testing). Emergency Purchasin? In emergency situations, the Mayor and City Council may authorize expenditures which may be necessary to maintain the operational status of the city. Such expenditures will require approval at the next regular City Council meeting. • Before deciding that an emergency exists, the Mayor and City Council will consult with the city attorney. • An emergency must be declared by the Mayor. • An emergency must be confirmed by the City Council. • An emergency must be real and unexpected. • An emergency cannot be declared so the City Council can dispense with regular bidding requirements. 31 4. Inspection and testing: Inspection and Testing Guidelines: The following steps will be taken before the City pays for purchased items: • The department head or designated employee receiving the item will determine whether it conforms to the city's specifications for that item. • The department head or designated employee will check packing slips or bills of lading for accuracy and that all items were received by the city. • The department head will retain the packing slip or bill of lading to attach to the corresponding invoice. 5. Competitive Bidding: Competitive Bidding Guidelines: Pursuant to Minnesota Statute § 471.345, the following types of contracts must be competitively bid if they are expected to exceed $100,000: • Contracts for the sale or purchase of supplies, mate ' , or e uipment or the rental thereof. • Contracts for the construction, alteration, re or maintenance of real or personal property. 'A' K For contracts that are expected to exceed $25,000 but not to exceed $100,000, the city can: • Choose the competitive- bidding process, or • Make the contract by direct negotiation process: • Two or more quotations must be obtained if posh. • The city must keep all quotations on file for at least one year. For contracts that are expected to be $25,000 or less, the city has the 6- cretion to: • Make the contract by obtaining quotations: • Two or more quotations must lie obtained if possible. • The city must keep all quotations on file for at least one year. • Buy the item the open market. Pursuant to Minnesota St tute § 471.35, a city that calls for bids for purchase of supplies or equipment that are competitive in nature cannot prepare specifications to exclude all but one type of supply or equipment. free and full competition. ve a prospective bidder an unfair advantage. sufficiently definite and precise to afford a basis for Reverse Auction and rwonic Sale: Cities also have authoritoffor the following procedures related to purchases and sales: • Reverse Auction Purchases — Minnesota Statute § 471.345, subd. 16 A city may contract to purchase supplies, materials and equipment (but not services), using an electronic purchasing process in which vendors compete to provide the supplies, materials, or equipment at the lowest price in an open and interactive environment. • Electronic Sales— Minnesota Statute § 471.345, subd. 17 A city may contract to sell supplies, materials, and equipment which is surplus, obsolete, or used, using an electronic selling process in which purchasers compete to purchase the supplies, materials, or equipment at the highest purchase price in an open and interactive environment. 32 Best Value Procurement: Also, in 2007, the Minnesota Legislature authorized cities and other government entities to use a "best value" procurement process for "construction, building alteration, improvement or repair and maintenance contracts." For cities, best value procurement became available on July 1, 2007. Best value procurement is a process based on competitive proposals (as an alternative to bids) that awards the contract to "the vendor or contractor offering the best value, taking into account the specifications of the request for proposals, the price and performance criteria as set forth in Minnesota Statute § 16C.02, subd. 4a and described in the solicitation document." The price and performance criteria mentioned in the previous paragraph may include, but are not limited to: (1) the quality of the vendor's or contractor's performance on previous projects; (2) the timeliness of the vendor's or contractor's performance on pr projects; (3) the level of customer satisfaction with the vendor's o ontra tor's performance on previous projects; (4) the vendor's or contractor's record of performing previ pro on budget and ability to minimize cost overruns; (5) the vendor's or contractor's ability to minimize c e o ers; (6) the vendor's or contractor's ability to prepare a opriate groject plans; (7) the vendor's or contractor's technical capacit' s, (8) the individual qualifications of the contractor's key perso e ; r (9) the vendor's or contractor's ability to assess and minimize risks. "Performance on previous projects" does not include the exerc sertion of a person's legal rights. The solicitation document must state the relative weig f price and other selection criteria. The award must be made to the vendor or contractor offering the best value applying the weighted selection criteria. If an interview of the vendor's or contractor's personnel is one of the selection criteria, the relative weight of the interview must be stated in the solicitation document and applied accordin ;ly. Personnel administering best value procurement procedures must be trained in REP process for best value contracting for construction projects. Cooperative Purchasing: A city ma ntract for the purchase of su lies, materials, or equipment without regard to the compet' *Zing requirements of tXoperative ction if the purchase is through a national municipal association' chasing alliance or created by a joint powers agreement that purchases item more than one source on the basis of competitive bids or competitive quotations. Ir 6. Advertisement for Bids: Pursuant to Minnesota Statute § 412.311, a city must publish all requests for competitive bids in the city's official newspaper at least ten days before the last day for submission of bids. As an alternative to publishing the notice in a newspaper, a city may put them on its website or in a recognized industry trade journal if certain steps (described below) are followed. 1. If a city designates an alternative method to newspaper notice: i. The city must continue to publish solicitations and requests in the newspaper for six months in addition to the alternative method. ii. The publication in the newspaper must indicate where to find the designated alternative method. iii. Alternative methods of publication must be in substantially the same format and for the same time period as is required for newspaper publication. 2. If, in the normal course of its business, a qualified newspaper maintains a web site, then 33 as a condition of accepting and publishing public notices, the newspaper must agree to post all the notices on its web site during the notice's full publication period. Pursuant to Minnesota Statute § 429.041, subd.l, there are specific requirements for advertising for competitive bids when dealing with local improvement projects. If the estimated cost of a local improvement project financed by special assessments exceeds $100,000, the publication: 1. Must appear in the city's official newspaper and at least once in a trade paper (such as the Construction Bulletin) not later than three weeks before the last date of submission for bids. 2. Must contain a statement of when the bids will be opened, which cannot be less than three weeks after its first publication. 3. The published notice must contain the following informatil^ a. Description of the project or purchase. b. Availability of specifications in the office of the city clerk. c. Last day for submission of bids and the place where they are d e. d. Time and place for opening bids. _ e. Statement reserving the right of the city to reject all bids. 7. Opening and Tabulation of Bids: Pursuant to Minnesota Statute § 429.041, subd.1, the city clerk �hould keep 1 bids sealed until after the last date for their submission. The city may specify in the public notice that two or more designated officers of the*ty will open bids publicly and tabulate them in advance of the meeting when they will be considered by the City Co*Wil. Opening and Tabulation of Bids Guidelines; The following steps will be taken when opening and tabula competitive bids: 1. All competitive b'ds will remain sealed until the not ced bid opening. 2. All competitiAids will be opened by the City Administrator or City Clerk/Treasurer and one other city staff member or professional staff member. 3. All bids will be tabulated to inclu4di&pame of the bidder and the amount of the bid. 4. After opening all bids, the City'AWm5inistrator, City Clerk/Treasurer, or professional staff member such as the City Engineer will perform an investi ation of all bids for compliance with the specifications, their reaso eness, and the responsibility of the bidders. 5. All bid ived through competitive bidding must conform to the bid specifications. 6. An award contract by the City Council may be invalid if the selected bid varies materially fr e ecifications which may give a bidder a substantial advantage or benefit that othe ders do not have. 8. Disposition of Bids: Pursuant to Minnesota Statute § 429.041, subd. 2., the City Council may either accept one of the bids or reject all bids. Disposition of Bids Guidelines: 1. All competitive bids will be presented to the City Council once they have been opened, tabulated, and investigated. a. The City Council may either accept one of the bids or reject all bids. b. If the City Council rejects all bids, the City Council may either: 2. Issue a call for new bids. 3. Decide to undertake the project using day labor if it is a public project. a. If the City Council awards a contract, it must go to the lowest responsible 34 bidder. 4. The bidder who submits the lowest bid in dollars is not necessarily the lowest responsible bidder and the City Council has the discretion in choosing among bidders. If the lowest bidder is not awarded the contract, reasonable and appropriate reasons must be documented in the city's official minutes. 5. The responsibility of bidders includes the following: a. Financial responsibility b. Integrity c. Skill d. The likelihood of performing faithful and satisfactory work 9. Prompt Payment to Subcontractors City contracts that involve a prime contractor must require the pri e contractor to pay subcontractors within ten days of the prime contractor's receipt of ayment from the city for undisputed services provided by the subcontractor. The contra must require the prime contractor to pay interest of 1.5 percent per month or any part of a month to the subcontractor on any undisputed amount not paid on time. 10. Performance and Payment Bonds For some contracts, cities must require contractors to ide pe ormance b d and a payment bond. This requirement applies to contracts over $75,0 0 for the performance of public work. The required performance bond bene*the city by ensuring that the work is completed according to the terms of the contract, while the required payment lzpnd benefits subcontractors and people who provide labor and materials, by seeing that their claims for labor and materials are paid. 11. Withholding Certif�tes Before a city makes the'linal payment to a contractor under a contract requiring the employment of employees for wages, it must make sure the contractor and any subcontractors have complied with withholding tax laws. ContractorsA@&subcontractors show compliance by submitting a withholding affidavit to the Minnesota Depa ent of Revenue. This can be done electronically or by mailing a completed Form IC 134, "Withholding Affidavit for Contractors." If a contractor or subcAtractor has withheld taxes as required, the Department of Revenue will return an electronic coiiation or sign and relirn the Form IC 134, certifying compliance. 35 36 DISBURSEMENT AND PAYMENT OF CLAIMS GUIDELINE Expenditures: In order for an expenditure of public funds to be lawful, it should meet both of the following standards: Public purpose: There must be a public purpose for the expenditure. The Minnesota Supreme Court has generally concluded that "public purpose" means an activity that meets all of the following standards: • The activity will benefit the community as a body. • The activity is directly related to functions of government. • The activity does not have as its primary objective the benefit of a private interest. The Minnesota Supreme Court has also held that the general objective public purpose is to promote the following for all of a city's residents: • Public health • Safety • General welfare • Security • Prosperity • Contentment Authority: RV There must be specific or implied authority for the expenditure in statute or in the city's charter. Specific authority is usually fairly clear. 0(h contrast, whether authority is implied by a particular statute or charter provision is subject to interpretation. The city should consult with its city attorney as to whether authority for a specific expenditure is implied. Pa me laims: Pursuant to ota Statute § 412.271, subd.l, no disbursement of city funds shall be made except by an ord wn by the mayor and clerk upon the treasurer. Except when issued for the payment of judgme salaries and wages previously fixed by the City Council or by statute, principal and interest on obligations, rent and other fixed charges, the exact amount of which has been previously determined by contract authorized by the City Council, no order shall be issued until the claim to which it relates has been audited and allowed by the City Council. Prompt Payment of Claims: Minnesota Statute § 471.425 requires that cities pay each vendor obligation according to the terms of the contract or, if no contract terms apply, within the standard payment period unless the city in good faith disputes the obligation. The following requirements must be met: • For cities who have regularly scheduled council meetings at least once a month, the standard payment period is defined as within 35 days of the date of receipt. 37 • A city shall calculate and pay interest to a vendor if the city has not paid the obligation according to the terms of the contract or, if no contract terms apply, within the standard payment period. • The rate of interest calculated and paid by the city on the outstanding balance of the obligation not paid according to the terms of the contract or during the standard payment period shall be 1.5 percent per month or part of a month. • No interest penalties may accrue against a purchaser who delays payment of a vendor obligation due to a good faith dispute with the vendor regarding the fitness of the product or service, contract compliance, or any defect, error or omission related thereto. If such delay undertaken by the city is not in good faith, the vendor may recover costs and attorney's fees. • The minimum monthly interest penalty payment that a 11 calculate and pay a vendor for the unpaid balance for any one overdue bi f $100 or more is $10. For unpaid balances of less than $100, the city shall c nd pay the actual interest penalty due the vendor. Immediate Payment of Claims: Pursuant to Minnesota Statute § 412.271, subd. 4ien payment of a claim based on contract cannot be deferred until the next City Council meeting without 0A to the city through forfeiture of discount privileges or otherwise, itrmay be made i Nime if the itemized claim is endorsed for payment by at least a majority of all the mee City Council. The claim shall be acted upon formally at the next City Council meet manner as if it had not been paid, and the earlier payment shall not affect tkLe city or any taxpayer to challenge the validity of the claim. A Cash Disbursement G The City Administrator all disbursements for Ximp fenmenting and providing internal control for 1. Gen IoDebt uidelines: • eral disbursements w e approved in advance by the City Council. The xceptions may be ade upon approval of the City Administrator: 'ce payments, including principal, interest, and fiscal agent fees yroll elated liability payments • InvestmenTpurchases • Sales tax and fuel tax payments • Postage replenishment • Contract or other payments that have specific City Council pre- approved payment instructions • Payments in which a substantial discount can be realized by timely payment • Payments where a substantial late charge would be incurred if timely payment was not made • All general disbursements, other than from payroll, petty cash, or made electronically, will be made by pre- numbered checks. • In accordance with Minnesota Statutes § 471.38 and § 471.391, checks by which claims are paid may have printed on their reverse side, above the space for endorsement thereof, the following statement: "The undersigned payee, in endorsing this check declares that the same is received in payment of a just and correct claim against the city, and that no 38 part of it has heretofore been paid." When endorsed by the payee named in the check, such statement shall operate and shall be deemed sufficient as the required declaration of the claim. • Under no circumstances will blank checks be signed in advance. • Paying off of vendor statements (rather than invoices) will be prohibited. • Payment voucher forms will be utilized for all general disbursements. • Unpaid invoices will be maintained in a file by the City Clerk/Treasurer. 2. General Disbursement Process: • All invoices received by the city will be generally opened by the assigned responsible person who will distribute to the appropriate department heads • The department heads will: • Verify that the goods and /or services were received • Verify that the amount of the invoice is correct • Attach packing slips or bills of lading • Complete and attach a payment voucher fo 1 ing: • Vendor name and address • Invoice number • Account coding • Description of invoice • Amounts ` • Department head initials tdTdicate payment a oval • Present the payment voucher forms and attached in s to the assigned responsible person. • The assigned responsible person processes all au payments by: • Completing payment voucher form's on in ices as authorized by the City Administrator k ► • Verifying that all amounts due and account codes are accurate • Reviewing application of sales ax on each invoice for propriety • Entering all invoices into the appropriate payment batch in the general ledger • Printing checks and check registers • Preparing claims listing reports,►to include segregations for accounts payable, payroll, or other (checks and electronic disbursements) • Copy' any specific invoices for the City Council's review • The City inistrator will review the claims listing report for City Council approval by: • Reviewi e accounts payable report, payment voucher forms, invoices, and other pertinent b ckup documentation for accuracy • Providing a copy of the claims listing report to the City Council for approval during the regularly scheduled City Council meetings • Providing explanation to the City Council for all disbursements within the accounts payable report • Checks will be signed and mailed on the day following City Council approval of the claims listing and accounts payable reports: o Two authorized signers (Mayor, one other City Council member, City Administrator, City Clerk/Treasurer) will sign all approved checks, while verifying that all checks are accurate by comparing the check and amount to the approved claims listing. Source documents will be made available at signers' request. After authorized signatures are obtained, the assigned responsible person will mail the approved disbursements: 39 • check including stub will be mailed to the vendor • check stub will be attached to the payment voucher and invoice, which will then be filed 3. Electronic Disbursement Process: Electronic or wire transfers will generally be for: • Debt service payments, including principal, interest, and fiscal agent fees • Payroll and related liability payments • Investment purchases • Sales tax and fuel tax payments The City Administrator will be responsible for implementing and provi�ing internal control for all electronic or wire transfer disbursements. • The City Administrator will document the process and antici to the funds to be wired to the designated depository on a particular date and tirAe. • The City Administrator will obtain notification tli� depose that the wire transfer has been made. • The depository will deliver a wire trans f eipt to e City Administrator who in turn provides that information to the City Cler Tre • The City Clerk/Treasurer will prepare any app riate general ledger transactions, including payments and adjustin urnal entries. • The City Clerk/Treasurer will inc ectronic or ansfers on each claims listing report. 4. Credit Cards: In accordance with Minnesota Statute § 471.38% the City Council may authorize the use of a credit card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. If a city officer or employee makes o irects a purchase by credit card that is not approved by the City Council, the officer or em oyee is personally liable for the amount of the purchase. A purchase by credit card must otherwise comply with all statutes, rules, or city policy applicabjp to city purchases. • 5. Petty Cash /I rest Funds: e Pursuant to Minnesota Statute 412.271, subd. 5, the City Council may establish one or more imprest funds for the payment in cash of any proper claim against the city which it is impractical to pay in any other manner, except that no claim for salary or personal expenses of an officer or employee shall be paid from such funds. The City Council shall appoint a custodian of each such fund who shall be responsible for its safekeeping and disbursement according to law. Money for the operation of such fund shall be secured by a transfer from the general fund. A claim itemizing all the various demands for which disbursements have been made from the fund shall be presented to the City Council at the next City Council meeting after the disbursements have been made. The City Council shall act upon it as in the case of other claims and an order shall be issued to the custodian for the amount allowed. The custodian shall use the proceeds of the order to replenish the fund; and if the council fails to approve the claim in full for any sufficient reason, the custodian shall be personally responsible for the difference. M The City's petty cash fund is available to make small purchases or reimbursements in cash, for items such as stamps, office supplies, parking, etc. • The petty cash fund will not exceed $100. • Petty cash will be kept in a cash box which will be locked in a secure place in the office during and at the close of the business day. • The City Clerk/Treasurer will be the custodian of the petty cash fund. • Withdrawals from the petty cash fund will be made only by completing a petty cash voucher. Supporting documentation will be attached to each voucher which will state the date, amount, purpose, account code, and initials of authorizing personnel. • No staff member will be allowed to cash personal checks i the petty cash fund or to borrow from the petty cash fund. X • The City Clerk/Treasurer will be responsible for reconciling the petty cash fund on a monthly basis. Reimbursements to the petty cash fund will go through the general disbursement process, and will be payable to " Pett Cash ". 41 J ADMINISTRATOR'S REPORT Agenda Item No. 12b. Council Meeting: Prepared By: February 9, 2012 Dan Donahue, Administrator Topic: Action Required: CURA Grant application Authorization to submit grant application Policy: Prepare for the future land uses and infrastructure development of the city Budget Impact: None. Grant covers all expenses. City provides some office Summary: CURA Application sent January 31, 2012 for Grant Task 1- Update Development Rights Map. 1. Review any development rights appeals since last map update and note changes on map. a. Find and correct errors. b. Meet with City Council to gather information from him about where he believes that there are errors. 2. Review any filed plats or subdivisions and note changes on the map. The development rights map should only reflect changes to development rights after the subdivision is recorded, not when it is approved by the City. 3. Review previous versions of Development Rights map to ensure that all properties (including those in the MUSA) accurately reflect this information. 4. Ideally, the candidate should be able to update the existing development rights map in GIS. We have the existing map in ARCGIS. a. The map should be updated with the most current plat data from Hennepin County. b. The map should be updated to reflect the current changes to development rights as determined in steps 1 -3. 5. Coordinate with City Planner on all updates. Task 2 — Develop Master City Planning Base Map 1. Create a master GIS file with layers for all critical planning map layers, which include the following maps, most of which exist in separate GIS files: a. 2030 Comprehensive Plan maps, including, but not limited to: i. Sanitary Sewer Staging Map ii. Future Land Use Map iii. Parks and Trails Plan iv. School districts v. Water Resources vi. Natural Resources Inventory vii. 2030 Roadway Functional classification Administrator's Report— February 9, 2012 Council Meeting Page 2 b. Zoning Map c. Develop a GIS data base of current land in Agriculture Preserve (use base data from Comprehensive Plan Existing Land Use Map and recent agriculture preserve actions) d. Development Rights Map e. Park /Trail Easements f. Other maps as may be identified The City of Corcoran is one of the last cities in urban Hennepin County to utilize GIS mapping of it infrastructure. In fact, Corcoran has no public utilities other than a road system. As we are commensing to implement our first sewer and water infrastructure this year, there is a critical need to update the information management of our resources to electronic formats. We need to develop a base GIS file which will serve as the backbone of all future data collection as development proceeds into the future. Students have an opportunity to work on creating base data that will be used by the City on daily basis. This is an opportunity to create the framework for the City of Corcoran upon which future GIS projects can be based. These maps are used to help guide the City Council in their decision - making process. The importance of accurate meaningful data that can be updated as development occurs in an important step for effective city planning. Students will have the opportunity to take base data and create new layers that can be later used by the City for land use analysis. STAFF REPORT Document No. Council Meeting: February 8, 2012 Prepared By: Dan Donahue Jill Smith -Arens Topic: Action Required: Fee Schedule Adopt Proposed Fee Schedule 2012 Summary: Attached is the Fee Schedule recommended for adoption in 2012. Staff is recommending a minor change to the fee schedule for building permits that are based on valuation. At the last council meeting, this topic was brought up. Staff recommendation is based on a survey of neighboring cities and their charges. We also talked to our Building Official Kohnen about the proposed changes. The council has the option of keeping what we have in place (which has not changed since before the year 2000). Included in the packet is the current 1999 schedule and the proposed schedule. Changes Listed are the changes that have been made from the previous year. -- ADMINISTRATIVE 1. Added Thumb drive to Records and Services CD -R 2. Removed charges for recycling bins as they will now be supplied directly to the resident from Randy's Sanitation -- COMMUNITY 1. Civic Center Police Security increased fee from $60.00 to $65.00 a. Reserve Officer increased fee from $15.00 to $20.00 b. Added Police Officer holiday rate $85.00 -- LICENSE & MISC PERMITS 1. Added to Burn Permits 120 day permit $50.00 - -SIGN PERMITS 1. Changed fees per City Planners recommendations based off experience -- POLICE DEPARTMENT 1. Carried over Event Security Rates from Community fees 2. Added Range Usage $50.00 3. Added Audio / Video on USB Thumb Drive $33.00 4. Increased Impound Lot Fee from $33.00 to $75.00 Staff Report — Page 2 -- PUBLIC WORKS No changes were made -- PLANNING DEVELOPMENT 1. Changed Certificate of Compliance Escrow from $500.00 to $300.00 based off experience 2. Added Park Dedication Fees 3. Added language - Meetings wl City Planner or City Engineer on projects not yet submitted to City - First 30 minutes no cost. Additional time requires an escrow to be determined by the City Administrator with a minimum of $500.00 -- BUILDING PERMIT FEES Currently the City has been using the fee schedule set by the State of MN in 1999 for valuation fees. Permits for over the counter such as re -roof, re -side, mechanical were changed last year to be comparable to the surrounding cities. After researching the States website they have increased their fees considerably. Overall the States fees appear to be higher than our proposed fees. Contacting other surrounding cities building departments I have found they are also increasing their fees, falling in- between the 1999 and the current MN State Fee Schedule, to cover their administrative and inspector's costs for building permits. Some cities have added an extra surcharge fee to help pay for the costs of their software used to issue building permits. In 2011 the City issued 272 building permits. Increasing the City's building permit fees a minimal amount will assist in covering the costs of our IT and new permit software, and cover the City's administrative overhead expenses for the building permits, IE: supplies, copies, and staff I labor. BUILDING CODE FEE SCHEDULE TOTAL VALUATION FEES CORCORAN Effective October 10, 2007 $1.00 to $500.00 $501.00 to $2,000.00 $2,001.00 to $25,000.00 $25,001.00 to $50,000.00 $50,001.00 to $100,000.00 $100,001.00 to $500,000.00 $500,001.00 to $1,000,000.00 $1,000,001.00 and up $35.00 $35.00 for the first $500.00 plus $3.05 for each additional $100.00 or fraction thereof, to and including $2,000.00. $80.75 for the first $2,000.00 plus $14.00 for each additional $1,000.00 or fraction thereof, to and including $25,000.00. $402.75 for the first $25,000.00 plus $10.10 for each additional $1,000.00 or fraction thereof, to and including $50,000.00 $655.25 for the first $50,000.00 plus $7.00 for each additional $1,000.00 or fraction thereof, to and including $100,000.00 $1005.25 for the first $100000.00 plus $5.60 for each additional $+,000.00-or-fraction thereof, to and including $500,000.00 $3,245.25 for the first $500,000.00 plus $4.75 for each additional $1,000.00 or fraction thereof, to and including $1,000,000.00 $5,620.25 for the first $1,000,000.00 plus $3.65 for each additional $1,000.00 or fraction thereof OTHER INSPECTIONS AND FEES 1. Inspections outside of normal business hours; minimum two hour charge ......... .........................$90.00 per hr 2. Reinspection Fee ..................................................... ............................... $ ........ ............................... 45.00 each 3. Inspections for which no fee is specifically indicated .......... ............................... .........................$60.00 per hr 4. Site Inspection Fee, required on all new construction .... Residential = $45.00 ea. / Commercial = $80.00 ea. 5. Additional plan review required by changes, additions, or revisions to approved plans Minimum one half hour charge ..................... ............................... .........................$60.00 per hr 6. For miscellaneous and special service, as per contract ........................... $60.00 per hr ....... ............................... 7. Pre -Move Inspection .............................................................. ............................... ........................$150.00 each 8. Moved -In Structure (not including foundation, interior remodel, -etc) ............:. .$250.00 each ........................... 9. Commercial Plumbing Plan Review ........................... ............................See Plumbing Application 1O.Electrical Inspections ............. ............................... ............................See Electrical Application Building Permit Fee: Schedule is 100% of the above fee schedule, plus a State Surcharge as follows: $1,000,000 or less = .0005 x the valuation (minimum of 50¢) $1,000,001 to $2,000,000 = $500.00 + .0004 x (Value - $1,000,000) Greater than $2,000,001 see State Table. Plan Check Fee: Is 65% of the Permit Fee for Residential and Commercial Projects SEC Fee: .0005 x permit valuation for all Building Permits except Re -Roof, Re -side, Re- Window, Decks & Interior Remodels Minunum $150.00 New Home or Commercial Construction, Minimum $50.00 on any other non - exempt Construction Plumbing Permit Fees: (See Below for Commercial Fees) • $4.00 per fixture with minimum of $45.00 plus 50¢ Surcharge • Plumbing Change outs: Water heaters or water softeners, $15.00 each plus 50¢ Surcharge Heating, Air Conditioning, & Gas Piping Permit Fees: (See Below for Commercial Fees) • New Home Construction Only; furnace and A/C are considered one unit • $38.00 For EACH Heating or Air Conditioning unit, including Air Exchange units, In -Floor heat systems, gas. logs /fireplaces, factory wood burning and factory fireplaces plus 50¢ Surcharge • $10.00 per gas fitting or connection, with a $20.00 minimum (on gas fitting) plus 50¢ Surcharge • If permit issued for gas line /gas piping only, then mininrurn fee is $38.00 plus 50¢ Surcharge • Masonry Fireplaces require a regular building permit; need to submit plans & fee is based on valuation Electrical Permits: • See attached Electrical Permit . Residential General Fees: Re -Roof: $39.50 plus 50¢ Surcharge Re -Side: $39.50 plus 50¢ Surcharge Re- Window: $39.50 plus 50¢ Surcharge if replaced with same size Any size change requires a regular building permit. Fence: $39.00 plus 50¢ Surcharge, any fence over 6' needs a permit and fee based on valuation Shed: Any shed over 120 square ft. requires a regular building permit Demo: Permit Fees are based on valuation and requires a regular building permit Mobile Horne Installation: $250.00 plus 50¢ Surcharge and requires a regular building permit If also doing basement, foundation, garage or entryway, fees are based on sq. ft. State Table Commercial Project Fees: • Building Permit Fees are based on Valuation, including Re -Roof and Re -Side Projects • Plumbing & Mechanical Permit Fees = 1 -1/4% of the Contract Price Plumbing Minimum $45.00 plus 50¢ Surcharge Mechanical Minimum $38.00 plus 50¢ Surcharge • Commercial Plumbing Plan Review (SEE ATTACHED: PLUMBING PLAN REVIEW FEE SCHEDULE) • Electrical (SEE ATTACHED: ELECTRICAL FEE SCHEDULE • Fie Sprinkler Systems are based on valuation and require a regular building permit, no Surcharge • Demo Fees are based on Valuation and require a regular building permit Permit Issuance Notes: Bag Required Permit Valuation is based on construction valve or Minnesota State Valuation, which ever is higher. Last Date Printed: October 16, 2007 � i City of Corcoran County of Hennepin State of Minnesota ORDINANCE NO. 2012 -270 Motion By: Seconded By: AN ORDINANCE ADOPTING 2012 FEE SCHEDULE The Corcoran City Council ordains as follows: Section 1. Purpose. February 9, 2012 The Corcoran City Council has determined that the fees to be charged by the City for development, inspections, and other related services shall be adopted by ordinance. Section 2. Adoption of 2012 Fee Schedule. The fees to be charged by the City of Corcoran for 2012 are listed on the attached Exhibit A, which is incorporated herein; that said fee schedule is hereby adopted. Section 3. Continuation /Amendment. Any amendment to the fee schedule shall be made annually, or more often if necessary, by ordinance; if there are no amendments to the fee schedule, the most recently adopted fee schedule ordinance shall remain in force and effect until amended. Effective Date. This Ordinance shall be in full force and effect upon its publication and passage. ADOPTED by the City Council on 9th day of February, 2012. VOTING AYE ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Gmach, George ❑ Milbrandt, Rosalyn ATTEST: Jeanie Heinecke, City Clerk VOTING NAY ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Gmach, George ❑ Milbrandt, Rosalyn Ken Guenther, Mayor CITY OF CORCORAN FEE SCHEDULE - 2012 ADMINISTRATIVE 2012 Records & Service for City Document (includes Tax) Address List $30.00 Resident Address List Labels $60.00 Assessment Search from County $25.00 CD -R/ Thumb Drive (Any documents to be downloaded) $30.00 Fax $0.50 Interest charge on past due Escrows if not paid with 30 days of bill 10% DRAFT 12.c Notary Fee - per document $1.00 CODES (Books) 1.5% / mo Code Book (Codes /Zoning /Subd) Binder $65.00 Comprehensive Plan $65.00 Municipal Code Only $35.00 Subdivision Code Only $35.00 Zoning Code Only $35.00 COPIES $15.00 Copies BW up to 8 1/2x14 pp $0.30 Copies oversize per page $0.55 Copies Color up to 8 1/2x14 pp $1.00 Copies Color oversize $1.30 Surveys $3.25 Surveys Requested by property owner $1.00 Labor /Staff Research $16.00 Normal Business Hrs (1 hr min.) per hour $65.00 After Hours (1 hr minimum) per hour $100.00 Consultant Services - Hourly rate per contract (Escrow may be required per hourly rates) Late Fees / Penalties Returned Check Fee * $38.00 Late Fee Charge -Over 30 days 1.5% / mo "Plus any additional fees charged by the bank Maps 8 1/2 "x11" (Color) $3.00 8 1 /2 "x11 " (Color Laminated) $5.00 11 "x17" (Color) $5.50 11 "x17" (Color Laminated) $15.00 22 "x34" (Blueline) $6.50 22 "x34" (Blueline Laminated) $23.00 22 "x34" (Color) $11.00 22 "x34" (Color Laminated) $40.00 36 "x42" (Color) $23.00 36 "x42" (Color Laminated) $60.00 Topos - Per Acre $16.00 Topos - Per Sheet $5,150.00 Topos - Non -Legal Copy - Reproduction Cost 'Laminated Maps must be special ordered Newsletter Advertising lincl. print & mailing to 1900 Residents (color) Advert. Newsletter Full page $400.00 Advert. Newsletter 1/2 page $250.00 Advert. Newsletter 1/4 page or Business card size $75.00 Insert flyer for mailing supplied by customer $200.00 Recycling Fee - Per Waste Management Contract Recycling Fee (Annual) $33.00 Delinquent Charge $10.00 Newly Constructed Homes are Pro -Rated CITY OF CORCORAN COMMUNITY FEE SHEDULE - 2012 2012 PE * *Corcoran Public Service Groups N/C ** Include - Corcoran" Jaycees, Lions, Pioneer Society, Seniors, Athletic Assoc. NW Trails Sun. - Thur. no kitchen $100.00 Sun. - Thur. with kitchen $125.00 Fri - no kitchen $150.00 Fri - with Kitchen $275.00 Sat. - no kitchen $300.00 Sat. - with kitchen $350.00 Corcoran residents receive a 10% discount. Fee includes required sales tax Observed Holiday w/ or w/o kitchen - NO DISCOUNT APPLIES $150.00 • Police Security serving alcohol per hr no discount applies) $65.00 • Reserve Officer Event Security (per hr no discount applies) $20.00 Police Officer Holiday rate $85.00 *Must contact Police for details and contract General Public Non - Profit Groups Receive a 15% discount on the above fees Non- profits incl. Churches, Henn.County Fair, Youth, Educational Seminars /Summer Camp Groups, fit Groups - Per Day If Contract 6 + time yr. no kitchen $50.00 If Contract 6 + time yr. with kitchen $80.00 Damage Deposit *All Rentals including N/C must have deposit If Renting Civic Center Facility ENGRAVED MEMORIAL BRICKS - (Plus Tax) 4x8 -3 lines /15 Characters 12x12 - 9 lines or text 24 characters per line Engraved Stone 3 lines of text 15 characters per line 48" Maintenance Free Bench Concrete Bench - 22 Characters Granite Bench Price varies with bench Product and prices subject to change with vendors Mon - Sun Stage Setup AV Equipment Rental - Per Item AV Damage Deposit (projector DVD Player) Rental Fee Damage Deposit Corcoran residents receive a 10% discount. Fee includes required sales tax Soccer /Football /Baseball - per field (6 hour usage) Lights (Available on Lions only) - Additional per game * *Group 1 - No Usage Fees Apply $350.00 FREE $50.00 $100.00 $150.00 $516.00 $225.00 $50.00 $65.00 $75.00 $250.00 $75.00 Per Parks and Trails / Council Agreement $100.00 $25.00 $25.00 (Fields Snyder, Meister, Lions) Men's /Women's Ball Leagues - Fees are handled by NW Area JC's they will reimburse back the city. CITY OF CORCORAN LICENSE & MISC. PERMITS FEE SCHEDULE 2012 Business 2012 LIQUOR / TOBACCO Temporary 3.2 Malt Liquor Lic. $150.00 Temporary Permit - Per Daily Event $10.00 Temporary Permit - Annual Max. $100.00 Beer 3.2 Malt Liquor Lic. $75.00 On Sale $100.00 Off Sale $15.00 Investigation (New /Transfer Lic.) $100,00 Intoxicating Liquor License $50.00 On Sale $4,000.00 Off Sale* $150.00 Sunday Sale* $200.00 Investigation Fee (New /Transfer Lic.) $300.00 2:00 AM Extension $100.00 *Fee Limited By State Law Fireworks Permit Per Event $25.00 Tobacco Permit Permit $150.00 Other Animal License - Hobby Kennel - Annual Fee $75.00 Commercial Kennel - See Home Occupation Burn Perm Valid for 10 Days $10.00 Valid for 120 days $50.00 When 3" Snow On Ground N/C *Burning Not Allowed in Commercial Area Driveway Per Permit Fee $100.00 Does not include culvert ion Permit ** Under 300 Cubic Yards $35.00 Over 300 Cubic Yards - residential $300.00 Per acre security fee $250.00 *One Acre Minimum (No security fee for under 300 Cubic Yads required) * *In the event that there are critical conditions or concerns with the area to be graded or reclaimed, the City Engineer or other designated City Staff shall determined an amount to be secured to assure the completion of the project. In the event that there are unique circumstances to the site additional fees may be imposed to cover additional staff time necessary to process the permit. Overweight Vehicle Permit Commercial Tow Truck $750.00 Daily Permit $100.00 Seasonal - Emergency (Septic Liquid Propane & Simular) $250.00 Seasonal - Home Delivery $250.00 Seasonal - Non Emergency $500.00 Agriculture ( 9Ton only) N/C *All Charges are Per Truck - Permits are Restricted Sign Permits No Planning Comm Review - Temp $95.00 No Planning Comm Review - Perm $150.00 Planning Commission Review (Admin /Escrow) 150.00/500.00 Signs Wetland Buffer Sign $20.00 * Requests for information are to be made in writing Utility Permits IE:Comcast, Qwest, Embarq $75.00 CITY OF CORCORAN 2012 POLICE DEPARTMENT FEE SCHEDULE 2012 Police Reports Police Reports - Base Charge $7.00 Police Reports - Surcharge (Per Page) $0.25 Audio / Video on CD $25.00 Audio / Video on USB Thumbdrive $33.00 Resident - Child N/C Non - Resident - Child $10.00 Resident - Adult N/C Non - Resident - Adult $15.00 Additional Cards - Resident N/C Additional Cards - Non Res. $5.00 Amber Sticks *Fee Set By State / — Restricted 2 -3 In any 12 -month period ( Each) $75'5.00 4 -+ In any 12 -month period (Each) $150.00 1 -3 In any 12 -month period N/C 4 -6 In any 12 -month period $100.00 Guns (High Powered Discharge Rifle) Shooting - Resident $15.00 Shooting - Non -Res. ** $20.00 artment Lot quirm Storage Fee Weekly $75.00 Animal Impound 1 st Offense $50.00 2nd Offense $150.00 No Kennel License $50.00 Event Security Rates - Officer - per hour $65.00 Officer - per hour Holiday Rate $80.00 Reserve Officer - per hour $20.00 *Fee Set By State / — Restricted Range contract used by law enforcement agencies/ per day $50.00 CITY OF CORCORAN PUBLIC WORKS FEE SCHEDULE 2012 2012 Equipment Usage Per Hour (5 day work week per 40 Hour) Tractor /Backhoe $50.00 Dump Truck Front End Wheel Loader $33.50 Road Grader $78.75 Skid Loader $37.50 Wood Chipper $31.25 Per Hour $60.00 -Jkoperty Cleanup Mowing lacre & under $250.00 Additional per hr. over 1 acre $75.00 Tree and weed removal invoice + $75.00 Admin. costs Rubbish removal by PW per hour $75.00 plus admin fees of $75.00. Storm Water Basin Connection Cost Swing Away Mail Box Arms (Box not inc t Post only $65.00 Post and Installation $150.00 Street Department Fees Street Sign Install Labor (Per hour) $75.00 Dust Control Assessment) Based on bid Dust Control (Voluntary) 300' min. Based on bid Culvert priced per foot ( +5% admin handling) Based on bid City of Corcoran - 2012 8200 Co. Rd. 116 - Corcoran, MN 55340 • Phone 763 - 420 -2288 Fax 763 - 420 -6056 PLANNING DEVELOPMENT & ZONING FEE SCHEDULE Land Use Permit /Application Type Non - Refundable Application Fee Escrow Agriculture Preserve Application Placement Fee limited by state $50.00 $0.00 Removal $50.00 $0.00 Administrative Permit $80.00 $600.00 Building Right Appeal $180.00 $500.00 Certificate of Compliance $80.00 $300.00 Comprehensive Plan Amendment $1,000.00 $2,200.00 Conditional Use Permit (CUP) $550.00 $2,000.00 Environmental Review $500.00 $5,000.00 Electronic File Waiver $180.00 $500.00 Interim Use Permit $500.00 $2,000.00 Final Plat - Base Fee Regular / OSP $575.00 $5,000.00 Final Plat - Per Lot Regular /OSP $50.00 N/C Lot Split - Base Charge $450.00 $2,000.00 Lot Split - Per Lot $50.00 N/C Park Dedication Fees (Subdivision Ordinance) See Section 955 N/A Maximum Fee per residential unit in the MUSA $4,000.00 Maximum Fee per residential unit outside the MUSA $3,000.00 Preliminary Plat - Base Regular - OSP $600.00 $5,000.00 Preliminary Plat - Per Lot Regular / OSP $50.00 N/C PUD - Preliminary Development Plan $575.00 $5,000.00 PUD - Final Development Plan $500.00 $5,000.00 PUD - Sketch Plat /Plan Review $450.00 $2,000.00 Rezoning $575.00 $2,000.00 Sketch Plat /Plan Review - Regular / OSP $450.00 $1,750.00 Site Plan $425.00 $1,500.00 Topography Exemption $180.00 $500.00 Vacation $350.00 $1,000.00 Variance $550.00 $2,000.00 Zoning /Subdivision Code Amendment $700.00 $2,000.00 Meetings w/ City Planner or City Engineer on projects not yet submitted to City - First 30 minutes no cost. Additional time requires an escrow to be determined by the City Administrator with a minimum of $500.00 [ 1 ] The application fee includes administrative costs which are necessary to process the application, including but not limited to the preparation of the legal notice, publication of legal notice, postage, coordination and copying of agenda material and other items relative to the specific application. Payment of all application fees will be required whether the application is granted or denier. [2] The escrow fee will include all charges for staff time by the Planning Consultant, City Engineer, City Attorney and /or other consultant as needed to process the application. Payment of all fees charged against escrow account will be required whether the application is granted or denier. REV 02 -01 -2012 2012 City of Corcoran Building Permit Fees All fees are to be paid at time of permit issuance. Total Valuations FEES $1.00 to $500.00 $40.00 $501.00 to $2,000.00 $40.00 for the first $500.00 plus $2.25 for each additional $100.00 or fraction thereof, to and including $2,000.00. $2,001.00 to $25,000.00 $80.75 for the first $2,000.00 plus $14.75 each additional $1,000.00 or fraction thereof, to and including $25,000.00. $25,001.00 to $50,000.00 $413.00 for the first $25,000.00 plus $10.75 for each additional $1,000.00 or fraction thereof, to and including $50,000.00. $50,001.00 to $100,000.00 $681.75 for the first $50,000.00 plus $7.50 for each additional $1,000.00 or fraction thereof, to and including $100,000.00. $100,001.00 to $500,000.00 $1056.75 for the first $100,000.00 plus $6.00 for each additional $1,000.00 or fraction thereof, to and including $500,000.00. $500,001.00 to $1,000,000.00 $3456.75 for the first $500,000.00 plus $5.00 for each additional $1,000.00 or fraction thereof, to and including $1,000,000.00. $1,000,001.00 and up $5946.75 for the first $1,000,000.00 plus $4.00 for each additional $1,000.00 or fraction thereof. Building Permit Fee: Schedule is 100% of the above adopted fee schedule. Plus State surcharge and applicable reviews listed below. Plan Review — This amount is 65% of the Building Permit Fee: Multiply .65 x the Building Permit Fee w the amount listed above. State Surcharge — This amount is based on the table below. For valuation use the fees listed above. BUILDING VALUATION SURCHARGE FEE One Million or less .0005 x valuation with a minimum of $5.00 $1,000,001 to $2,000,000 $500 + .004 x (Value - $1,000,000) $2,000.001 to $3,000,000 $900 + .003 x (Value - $2,000,000) $3,000,001 to $4,000,000 $1200 +.002 x (Value - $3,000,000) $4,000,001 to $5,000,000 $1400 +.001 x (Value - $4,000,000) Greater than $5,000,000 $1500 +.00005 x (Value - $5,000,000) SEC Fee: .005 x permit valuation for all Building Permits except Re -Roof, Re -side, Re- Window, Decks & Interior Remodels. A minimum $150.00 New Home or Commercial Construction, Minimum on any other non - exempt construction. Zoning and Set Back Review: $25.00 for permits requiring review, $75.00 for New Construction plus any costs for City Planner to review. Over the Counter Permits Re -Roof, Re -side and Windows $90.00 each plus State Surcharge Fee ($5.00) General Plumbing (Residential) $50.00 plus additional $5.00 per fixture plus State Surcharge Fee ($5.00) Water Heaters / Water Softeners — change out only Water Heater $20 per unit + State Surcharge Fee ($5.00) Mechanical (Residential) Gas Fire Place The following qualify as a "unit" Demo Mobile Home Installation Other Inspections and Fees Water Softener $15.00 per unit + State Surcharge Fee ($5.00) $75.00 per unit plus State Surcharge ($5.00) (Includes Furnace, AC or running gas line) $100.00 plus Surcharge Fee ($5.00) Additional $10.00 gas fitting /connection fee for each unit over 2 units Furnace, AC, Air Exchange, In -floor heat, gas fireplace, Geothermal Systems, Ground System Heat Pump, and Garage Heater Residential $150.00 / Commercial $250.00 plus state surcharge fee ($5.00) $250.00 plus state surcharge fee ($5.00) State surcharge fee subject to change per state 1. Inspection outside normal business hours; minimum two hour charge $90.00 per hr 2. Re- inspection Fee $45.00 per hr 3. Inspections for which no fee is specifically indicated $60.00 per hr 4. Site Inspection Fee, required on all new construction — RESIDENTIAL = $45.00 ea / COMMERCIAL = $80.00 ea 5. Additional plan review required by changes, additions, or revisions to approved plans (min. %2 hour charge) $60.00 per hr 6. For miscellaneous and special services as per contract $60.00 per hr 7. Pre -Move inspection $150.00 ea 8. Moved —In structure (not including foundation, interior remodel, etc.) $250.00 ea 9. Commercial Plumbing plan review 10. Electrical Inspections Certificate of Survey See general plumbing Per State Inspector City Ordinance Title IV: 40 -2 Certificate of Survey requirement. A certificate of survey shall be required with all building permit applications for new construction and building permits that enlarge or alter the footprint of an existing structure. Application for exemption (Building permits only) — If the proposed structure meets all of the required setbacks from the property line, flood plain, wetlands and easements by 2 times. Penalty Any person or entity that fails to obtain a permit under City Ordinance Title IV: 40 -40.04 prior to performing work shall pay a penalty of two times the original permit fee and shall be required to pay all costs associated with enforcement, including reasonable attorney's fees. CLAIMS LISTING CHECK RANGE 19382-19413 Agenda Item: Agenda Item: Agenda Item: Date 1/20/12 1/23/12 1/23/12 1/19/12 1/26/12 1/26/12 1/26/12 1/26/12 1/30/12 1/30/12 1/30/12 1130/12 Total Agenda Item 13 a -c. Council Meeting Date: 2/912012 Prepared By: jheinecke 13a. FUND #500 Escrow Claims Paid to Amount Project name NONE Total _ Total Funds #500 (See attached Check Detail Register) 13b. Building Inspection Claims Paid To Amount NONE Total Building Inspections Claims = $ _ (See attached Check Detail Register) 13c. All Other Claims 32,770.08 (See attached Check Detail Register) Total of Auto Deductions 45,091.81 TOTAL EXPENDITURES FOR APPROVAL Auto Deductions / Electronic Fund Transfer/ Other Disbursements Paid to Amount PERA PR01 7,476.58 Citi Street - 457 Deffered Comp 2,922.00 Citi Street - Health Care Savings 1,462.67 US Bank - H S A 4,872.08 Net Pay PR02 28,358.48 Payroll Taxes 10,315.53 Paychex Fee 231.73 PERA 7,917.99 Citi Street - 457 Deffered Comp 2,992.00 Citi Street - Health Care Savings 1,553.41 US Bank - H S A 1,372.08 Postal ia-Postage 350,00 45,091.81 $ 77,861.89 H:1City Hall InformationlClTY GOVERNMENT1Council, Commissions & CommitteeslCouncil InformationlCouncil Claims12012 Claims CITY OF CORCORAN 02/01/12 3:42 PM Page 1 *Check Detail Register© January 2012 Check Amt Invoice Comment 10100 Farmers State Bank Paid Chk# 079382 E 100 - 41540 -300 Professional Srvs (GENERAL) $3,100.00 287614 2011 AUDIT PROGRESS BILL Total ABDO, EICK & MEYERS, LLP $3,100,00 Paid CTk# 019383 2%9%2012ASSURANT E 100 -42100 -131 Employer Paid Health $151.89 020112 Insurance Premium E 100-41300-131 Employer Paid Health $27.75 020112 Insurance Premium E 100 -41400 -131 Employer Paid Health $42.48 020112 Insurance Premium E 100 -42102 -131 Employer Paid Health $12.11 020112 Insurance Premium E 100- 43100 -131 Employer Paid Health _ $70.81 020112 Insurance Premium Total ASSURANT EMPLOYEE BENEFITS $305.04 $40.25 470769517 Paid Chk# 019384 2/9/2012 BANYON DATA SYSTEMS Uniforms $80.17 470769518 E 100 - 41941 -300 Professional Srvs (GENERAL) $780.60 147434 Software Support Fees Total BANYON DATA SYSTEMS $780.60 Paid Chk# 019385 2/9/2012 C L E 100 -41941 -400 Repairs & Maint Cont (GENERAL $665.14 58392 AIR FILTERS E100-45200-220 Repair /Maint Supply (GENERAL) $58.38 58392 AIR FILTERS Total C L BENSEN SO INC $723.52 E 100 - 43125 -210 Operating Supplies (GENERAL) $2,006.33 29003651.69 ROAD DEICER E 100 -43125 -210 Operating Supplies (GENERAL) $1,853.70 2900368613 ROAD DEICER E 100 - 43125 -210 Operating Supplies (GENERAL) $1,050.35 2900374628 ROAD DEICER Total CARGILL INC $4,910.38 Paid Chk# 013389��2 /912Ut2»"wCINTAS - »470 E 100 -42100 -223 Building Repair Supplies $29.05 E 100- 41941 -210 Operating Supplies (GENERAL) $58.99 132877 PRINTER CARTRIDGE Operating Supplies (GENERAL) Total CARTRIDGE WORLD $58,99 City Hall Scraper Mat E 100 -43100 -210 Operating Supplies (GENERAL) E100-41951-207 Computer Supplies $221.12 D738807 PRINTER E 416 - 41951 -207 Computer Supplies $614.00 D999256 ADOBE ACROBAT UPGRADE 470766194 Total CDW GOVERNMENT $835.12 Paid Chk# 013389��2 /912Ut2»"wCINTAS - »470 E 100 -42100 -223 Building Repair Supplies $29.05 470766191 FLOOR MATS E 100 -41941 -210 Operating Supplies (GENERAL) $40.25 470766192 City Hall Scraper Mat E 100 -43100 -210 Operating Supplies (GENERAL) $32.62 470766193 PW Towels E 100- 43100 -417 Uniforms $94.60 470766194 PW Uniforms E 100 -42100 -223 Building Repair Supplies $29.05 470769516 FLOOR MATS E 100 - 41941 -210 Operating Supplies (GENERAL) $40.25 470769517 City Hall Scraper Mat E 100 -43100 -417 Uniforms $80.17 470769518 PW Uniforms Total CINTAS - 470 $345.99 CITY OF CORCORAN 02/01/12 3:42 PM Page 2 *Check Detail Register@ January 2012 Check Amt Invoice Comment E 100-43100-321 Telephone $118.07 20881396 LAND LINE E 100-42100-321 Telephone $118.07 20881396 LAND LINE E 100-41941-321 Telephone $118.08 20881396 LAND LINE Total COMCAST- 902943336 $354.22 Na C h-61-rf —179/20116-5 PLAY SALES CONI P-A-N-Y E 100-41941-400 Repairs & Maint Cont (GENERAL $52.37 83777 US FLAG E 100-45200-210 Operating Supplies (GENERAL) $154.97 83777 US FLAG Total DISPLAY SALES COMPANY $207.34 "Fa—iddh- E 100-41910-300 Professional Srvs (GENERAL) $25.00 2012-2 labels 12-002 Total HENNEPIN CO TREASURER $25.00 'raid MWd—ME E 100-41900-433 Dues and Memberships $508.00 2012 2012 CONTRIBUTION Total HOME FREE $508.00 Paid Chk# 019394 2%9%2012" , FfC-j3,kf-(5A"C-0MP'ANY — E 100-42100-417 Uniforms $108.00 30821 OFFICER SHOULDER PATCH E 100-42100-209 Police Reserves $67.70 30821 SHOULDER PATCH Total ITL PATCH COMPANY $175.70 Paid Chk# 019395 2/9/2012 LAKES GAS COMPANY E 100-43100-380 Utility & Services (GENERAL) $1,608.41 244369 PROPANE E 100-43100-380 Utility & Services (GENERAL) $785.70 244370 PROPANE Total LAKES GAS COMPANY $2,394.11 Paid Chk# 019396 --H19TZC1 r'--Xk6-E—QUI P-ME-NT-- G 100-20200 Accounts Payable $233.81 202155 SUPPLIES G 100-20200 Accounts Payable $187.03 38642 RENTAL G 100-20200 Accounts Payable $5144 38660 RENTAL G 100-20200 Accounts Payable ($21.38) 38662 RENTAL Total LANO, EQUIPMENT $452.90 "iya —iddrkirlf I E 100-42100-208 Training and Instruction $680.00 156472 LIVIC PATROL SUBSCRIPTION Total LEAGUE OF MINNESOTA CITIES $680.00 E 100A2100-208 Training and Instruction $2,200.00 6520 LE POLICY MANUAL ON LINE DEVELOPMENT ANNUAL SUBSCRIPTION Total LEXIPOL LLC $2,200.00 Paid Chk# 019399 12 '-djj'f-k6V6 -L1 f k - ------ E 100-41300-208 Training and Instruction $20.00 871 Administrator Dues rotal METROPOLITAN AREA MGRS, ASSOC $20.00 CITY OF CORCORAN 02/01112 3:42 PM Page 3 *Check Detail Register@ January 2012 Check Amt Invoice Comment E 10042100-200 Office Supplies (GENERAL) $61..99 PERMITS FIREARMS PERMITS Total MN CHIEFS OF POLICE ASSOC $61.99 'P-aiT-C7k;F 0-1 E 100-42100-433 Dues and Memberships $30.00 2012 STEELM 2012 DUES Total PLEAA $3000 E 100-41941-380 Utility & Services (GENERAL) $181.82 011.912 CITY HALL REFUSE E 100-43232-300 Professional Srvs (GENERAL) $5,312.95 011912 JAN 2012 E 100-43100-380 Utility & Services (GENERAL) $136.06 11013-01 GARBAGE SERVICE Total RANDY'S SANITATION $5,630.83 Paid "dh-G-0 fr4d'f -FI61-20'f --U ONEY, P.A. G 100-20200 Accounts Payable $54.00 49250 DEC 2011 Total RATWIK, ROSZAK & MALONEY, P.A. $54.00 Paid C-h'k-# 0194044 �� 2%9/2012 ROLF ERICKSON E 100-41550-300 Professional Srvs (GENERAL) $4,107.00 013112 MONTHLY ASSESSING FEE EIOO-41550-210 Operating Supplies (GENERAL) $59.49 013112 FORMS AND SUPPLIES Total ROLF ERICKSON ENTERPRISES INC $4,166.49 -Oi7ld-CR - —SPRINT E 100-41300-210 Operating Supplies (GENERAL) E100-41920-210 Operating Supplies (GENERAL) E 100A3100-321 Telephone E 100-42100-321 Telephone Total SPRINT -Paid CWIFRR-06-2/0/2-012 —S-PRINT $17.58 391283315122 CELL SERVICE $30.88 391283315122 CELL SERVICE $613.78 391283315122 CELL SERVICE/SUPPLIES $815.00 391283315122 CELL SERVICE/SUPPLIES $1,477.24 EIOO-41920-210 Operating Supplies (GENERAL) ($13.36) 193109814050 CELL SERVICE E 100-42100-323 Radio Units $156.00 193109814050 AIR CARDS MDC/RADIO UNITS Total SPRINT $142.64 "Vard-ZRU-MR—Of --Mr2df E415-41900-530 Improvements Other Than Bldgs $67.00 1817 MEMORIAL BRICK Total STONE &STEEL $67-0-0 — TWi,�—CQ-0946-8-7 E 100-42100-209 Police Reserves $59.99 1898692 RESERVE UNIFORM E100-42100-210 Operating Supplies (GENERAL) $344-43 1901715 PRACTICE AMMO Total STREICHER'S POLICE EQUIPMENT -$404.42 Paid 'dh-r#'U-164-09 - —2/9/2012 G 100-20200 Accounts Payable $204.98 9C03438 SUPPLIES Total TITAN MACHINERY $204.98 a 2/9/2012 TAL PRINTING SE RVICES E 100-42100-200 Office Supplies (GENERAL) $616.83 8581 SUPPLIES CITY OF CORCORAN 02/01/12 3:42 PM Page 4 *Check Detail Register@ January 2012 Fund Summary 10100 Farmers State Bank 100 GENERAL FUND $32,089,08 415 PARK CAPITAL FUND $67.00 416 CAPITAL-EQUIPMENT CERTS $614.00 $32,770.08 Check Amt Invoice Comment Total TOTAL PRINTING SERVICES $616.83 'Paid —U-4 G 100-20200 Accounts Payable $35.75 7376030 HAS MAINTENANCE FEE Total US BANK $35.75 E 100-42100-321 Telephone $56.46 2686428021 CELL SERVICE Total VERIZON WIRELESS $56.46 G 100-20200 Accounts Payable $597.43 465152 SQUAD FUEL G 100-20200 Accounts Payable $1,147.11 465153 DIESEL FUEL Total YOCUM OIL COMPANY INC $1,744 .54 10100 Farmers State Bank $32,770.08 Fund Summary 10100 Farmers State Bank 100 GENERAL FUND $32,089,08 415 PARK CAPITAL FUND $67.00 416 CAPITAL-EQUIPMENT CERTS $614.00 $32,770.08 City of Corcoran Consultant Summary 2/9/2012 Name Invoice Date Check # Amount Due Abdo, Eick & Meyers LLP 12/31/11 19382 3,100.00 Ratwik, Roszak & Malone 12/31/11 19403 54.00 Rolf Erickson Enterprises Inc 01/31/12 19404 4,166.49 Tofial 7,320.49 HACity Hall Information\CITY GOVERNMENT1Council, Commissions & Committees\Council Information\Council Claims12012 Claims CITY OF CORCORAN 8200 CTY RD 116 CORCORAN, MN 55340 Invoke No. 287614 Date 0111312012 Client No. 41390 SERVICES RELATED TO CERTIFIED AUDIT IN ACCORDANCE WITH GENERALLY ACCEPTED AUDITING STANDARDS THROUGH 01/13/2012 PROGRESS BILL Please provide the following information to pay by credit card. ABDO, EICK & MEYERS, LLP Please remit payments to: P.O. Box 3166 Mankato, MN 56002 -3166 Billing Questions: 952.715.3030 507.625.2727 EXT 3030 Questions @aemcpas.com $ 3,100.00 Payment Amount: $ I would like a receipt sent to me: Yes No Card Member Signature: Card Number: Date: Exp Date: (A FINANCE CHARGE computed at 12% ANNUAL PERCENTAGE RATE will be added to any balance remaining 30 days after receipt of invoice) 41390 Card Code: Ratwik, Roszak & Maloney, P.A. 300 U.S. Trust Building 730 Second Avenue S_ Minneapolis, MN 55402 Tel - (612) 339 -0060 Federal Tax ID# - 41- 1605983 City of Corcoran Mr, Dan Donahue 8200 County Rd 116 Corcoran, MN 55340 -2113 Statement as of: December 31, 2011 Statement Number; 49250 Fax - (612) 339 -0038 January 1, 2012 4016 -0001: Miscellaneous Professional Services Hours 12/29/2011 MAS Review two e -mails and attached documents from Jill Smith - Arens; 0.40 Telephone conference with Jill Smith -Arens regarding response to alleged court order. Sub -total Fees: 54.00 Rate Summary Margaret A. Skelton 0.40 hours at $ 135.00/ hr. Total Hours: 0.40 Sales Tax: 0.00 Total Services and Disbursements: 54.00 Previous Balance Due: OAO Total Now Due: 54.00 I declare under the penalties of law that this account, claim or demand is true and correct and that no part thereof has been paid. RA- [K, ROSZAK & MALONEY, P.A. By I 4counts Manager ,I/- /fq�� STATEMENT 31- Jan -12 ROLF ERICKSON ENTERPRISES, INC. SOUTWEST ASSESSING P O BOX 47841 PLYMOUTH, MN 55447 CITY OF CORCORAN 8200 Co. Rd. 116 CORCORAN, MN 55340 JANUARY 2012 ASSESSING FEE COUNTY DATA FEE SALES BOOKS FOR BOARD OF REVIEW $4,107.00 $16.39 $43.10 TOTAL $4,166.49 Memorandum To: City Council From: Dan Donahue Date: 2/3/2012 Re: Council Agenda for February 9, 2012, Additional Material I am sending additional material for the City Council Agenda for February 9, 2012 1. Council had asked that information on the Commissions and appointments to all of the boards and committees be presented. I am adding this to the agenda as Item 11 b. for discussion. Agenda item 12a. CDBG Application. I have received the draft of the actual CDBG Grant application which I wanted to include but did not receive in time. This draft was put together by the Maple Hills Neighborhood Committee along with Kim Roberts who has been volunteering her time for the project. The document is still a draft and will be submitted on February 23r6. 1 need to meet with the CDBG staff to review before the actual submission. The financial information will probably change as the amount of the grant request is still not settled. The county may ask us to amend. I have also included the Resolution (2012 -007) that is required when the grant application is submitted. I will have a final grant request by the time of the council meeting. 3. I have included my comments in the confidential report authored by Trusight which will be part of the Closed Meeting. Please note my memo on recommendations in the document. 4. Employee Handbook. This was supposed to be back on the agenda at this meeting but I thought it best to put on another meeting. Council member Gmach has taken the lead in re- editing the manual but he is probably involved in other pressing matters. 5. On Agenda Item 10a. Performance Report, we are including additional clarifying information as a result of questions posed by a council member. Agenda Corcoran City Council February 09, 2012 - 7:00 PM 1. Call to Order/ Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations 6. Planning Business / Landform -None 7. Engineering 1 Wenck -None 8. Public Hearing -None 9. Consent Agenda a. Draft Minutes of 01/26/12 Council Meeting* b. Resolution 2012 -06 Employee Insurance Benefits* c. Ordinance 269 Building Inspection* d. Sale of Public Works Truck to the City of St Michael* 10. Staff Reports/ Memos /Commissions a. 2012 Performance Report* b. Fund Balance Report* c. Cash Flow Charts* 11. Unfinished Business -None a. Financial Guidelines* b. Commission and Organization Appointments 12. New Business a. Approval of CDBG Grant Application b. Approval of CURA Grant Application* c. Fee Ordinance* 13. Claims as Presented * a. Escrow Claims (Fund #500) b. Building Inspections Claims c. All Other Claims As Presented 14. Unscheduled Items 15. Closed Meeting a. Consider purchase of Roehlke property for a Public Works Facility b. Performance review of individual subject to the authority of the council 16. Review of Upcoming Council Meeting Agenda 17. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. STAFF REPORT/ FINANCE Agenda Item 10a. (add) Council Meeting: Prepared By: February 9, 2012 Jeanie Heinecke Topic: Action Required: 2011 Year End Financial Performance Information Background - Additional 2011 revenue and expenses. Revenue: TOTAL 25, 715.51 Discussion -The Performance Report in the previously delivered Agenda Packet reported a negative year -end balance in the 2011 Actual column of $14,205.37 at 12/31/2011. Considering the above reported revenue and expenses, there is now a projected 2011 year -end positive balance of $40,579.36 in the general fund. Financial Impact -These are all UNAUDITED numbers with the final year- end surplus subject to change. LMCIT DEDUCTIBLE 100.42100.220 RECOVERY 1,000.00 HENNEPIN COUNTY EMPG GRANT 100.42100.36230 1,345.00 MET COUNCIL 2030 PLAN GRANT 100.41900.33422 10,000.00 CITY OF HANOVER ROAD SALT 100.43125.210 1,492.04 COMCAST FRANCHISE FEE 100.41900.31810 37,252.86 HENNEPIN COUNTY PROPERTY TAX 100.xxxxx.xxxxx 29,410.34 TOTAL 80,500.24 Expenses: Description PAYROLL 25,450.11 DEC FUEL TAX 57.40 2011 SALES /USE TAX 208.00 TOTAL 25, 715.51 Discussion -The Performance Report in the previously delivered Agenda Packet reported a negative year -end balance in the 2011 Actual column of $14,205.37 at 12/31/2011. Considering the above reported revenue and expenses, there is now a projected 2011 year -end positive balance of $40,579.36 in the general fund. Financial Impact -These are all UNAUDITED numbers with the final year- end surplus subject to change. ADMINISTRATOR'S REPORT Agenda Item No. 11b. Council Meeting: Prepared By: February 9, 2012 Dan Donahue, Administrator Topic: Action Required: Commission Appointments and other Update organization appointments Robert Laddusaw Policy: Would consider Alternate appoint but is not seeking re- appointment Citizens will be an integral part of the city's governance process Budget Impact: Has applied for re- appointment None Pat Hank The council asked that I update them on the status of the cities commissions and other governmental bodies of which the city is a member and city appointments are requested. Notice has been posted on seeking applicants. Article will be in Newsletter going out in March. Have received only two applications to date: Cindy Patnode for Elm Creek Commissioner and Darrell Krueger for the Planning Commission. Org or Commission Appointees Date Appt Expiring Action Needed Planning Commission Robert Laddusaw 12/2011 Would consider Alternate appoint but is not seeking re- appointment Darrell Krueger 12/2011 Has applied for re- appointment Pat Hank 12/2012 Dean Jacobs 12/2012 Nell Kadlec 12/2013 Rickey Ravnholdt 12/2013 Loren Kohnen 12/2011 Alternate 1 yr. Has resigned Meredith Wu 12/2011 Alternate 1 yr May be interested in regular appoint P & T Commission Trish Krueger 12/2013 Robert Vassallo 12/2011 Val Nybo 12/2011 Administrator's Report— February 9, 2012 Council Meeting Page 2 Chad Robran 12/2012 Kevin Dale 12/2012 Tom Anderson 12/2012 Rachael Tessmer 12/2011 Joan Parks 12/2011 Charter Commission George Gmach Chair 06/2012 Ending second consecutive term, cannot consider re- appointment Ken Guenthner 06/2012 Ending second consecutive term. Cannot consider re- appointment Tom Cossette 07/2014 Brian Lother 07/2014 John Hausladen 07/2014 Dorthy Theis 06/2012 Must write directly to Chief Judge asking for re- appointment Ken Kluck 07/2014 Jim Tilbury 06/2012 Must write directly to chief judge asking for re- appointment Elm Creek Ken Kluck Has resigning as of 2/3/2012 Tom Cossette No End Appointed to the Technical Advisory Committee No one ap ointed Alternate Commissioner Northwest Hennepin Human Service Council Dan Donahue Appointed by Council Joint Fire Committee Committee to start soon on Hamel Fire merger with Loretto Fire. Council needs to consider appt. Metro Cities Council approved membership in 2012 Budget. Any council members interested in participating? Other City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2012 -07 Motion By: Seconded By: 0% s A RESOLUTION APPROVING PROPOSED APPLICATION FOR 2012 URBAN HENNEPIN COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM FUNDS AND AUTHORIZING EXECUTION OF SUBRECIPIENT AGREEMENT WITH URBAN HENNEPIN COUNTY AND ANY THIRD PARTY AGREEMENTS WHEREAS, the City Council of the City of Corcoran, Minnesota, through execution of a Joint Cooperation Agreement with Hennepin County, is cooperating in the Urban Hennepin County Community Development Block Grant Program; and WHEREAS, the City Council of the City of Corcoran, Minnesota has developed a proposal for the use of 2012 Urban Hennepin County Community Development Block Grant funds; BE IT RESOLVED, that the City Council of the City of Corcoran, Minnesota approves the following project(s) for funding from 2012 Urban Hennepin County Community Development Block Grant Program and authorizes submittal of the proposal to Urban Hennepin County /Consolidated Pool. Activity Construction Land donation Donated Labor Budget $210,000 $40,000 $46,500 BE I FURTHER RESOLVED, that the City Council herby authorizes and directs the Mayor and its City Administrator to execute the Subrecipient Agreement and any required Third Party Agreement on behalf of the City to implement the 2012 Community Development Block Grant Program. BE IT FURTHER RESOLVED, that should the final amount of FY2012 CDGB available to the city be different from the preliminary amount provided to the city, the City Council hereby authorizes the city manager /administrator to adjust project budget(s) to reflect an increase or decrease in funding. VOTING AYE ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Gmach, George Page 1 of 2 VOTING NAY ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Gmach, George Date City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2012 -07 ❑ Milbrandt, Rosalyn ❑ Milbrandt, Rosalyn Whereupon, said Resolution is hereby declared adopted on this XXth day of XXXX 2012. ATTEST: Jeanie Heinecke — City Clerk Kenneth Guenthner - Mayor Page 2 of 2 City Seal Date 1492 Cc- . Draft Draft Draft Draft 2012 HENNEPIN COUNTY CONSOLIDATED POOL APPLICATION FOR CDBG FUNDING The packet is being sent electronically via email to the CDBG Program representative in each city. No hardcopy will be sent unless requested. Applications and letters of support are due by 4:00 p.m. February 23, 2012. GENERAL INFORMATION City: Corcoran Other partners (if any): Where a third party organization will be involved in the implementation of the project, a letter of commitment (see attached) from that organization is also required by the application deadline. Project name: Maple Hill Estates Community Center Contact person: Dan Donahue Phone #: 763- 420 -2288 Ext. 7030 E -mail address: ddonahue @ci.corcoran.mn.us PROJECT DATA Project Description: Describe the project in as much detail as possible, including the local need(s) the project will address. The City of Corcoran is seeking to build a small community center ? ? ?? ftz adjacent to the Maple Hill Estates (MHE) mobile home community, to house and support the current programs available at MHE, provide a space for community and city meetings and trainings, provide a place for the youth of I\IHE to safely congregate, and to increase the social services available to I\IHE. 1\IHE consists of 184 households and over 550 individuals, which is approximately 10% of Corcoran's population. The community center would be used by predominately by NIHE community, but would also be made available to the general public. The project includes not only the construction of the community center, but also the programming of the center. Current services available at MHE includes Fair for All, a food shelf; youth mentoring program, tutoring through YWAI\I; ESL programs; homework help; and summer art projects for the youth. At the moment, a min - mobile unit provided by and paid for Barry Hay, the ? ? ? ?, called the Cube, is being utilized to house these activities, but already the demand is causing an overspill, forcing activities like the homework help program to expand into the laundry room. When surveyed by a Center for Urban and Regional affairs (CURA) grant researcher, 64 % of the respondents thought that the Cube was a good thing happening at 1\1HE. 82% of respondents answered that they would be willing to participate in improving I\IHE 85% of respondents answered that they would be involved in the following activities if provided through the community center: arts and crafts, a computer center, renting the space for events, a teen center, a food co -op, homework help and mentoring, job training and career help, community gatherings, ESL, and parenting classes. Staffing for the community center would be provided through the leadership team, already committed for the past 18 years, to working within the community, and would include the current programs in use, in addition to an expanded ESL class, a small computer center, and a game room for youth. Eight- percent of the 184 households are considered extremely low and very loin income, with an addition 18% considered low income. There are no public transportation options available to the community and the only activities are those provided through the leadership committee. A community center, would not only increase the sense of community, but would provide a space for the current programs, and an opportunity to expand into programs like career help and more ESL classes for the 33% of the population for whom English is not their primary language CDBG Funding Requested $200,000 Total project cost: $250,000 CDBG funding as a percent of total project cost: 80% Was this project funded in 2011? ❑Yes? In 2010? ❑Yes Project Location: Address 7800 Maple Hill Rd. CONSOLIDATED PLAN PRIORITIES Using the Priority Summary chart below, identify what priority(ies) the project will meet. Priorities Use "X" to indicate which priorities aDply Rental Housing Existing Housing (Rehabilitation) First Time Homeownership Homelessness Special Needs Housing Public Service x Neighborhood Revitalization x Transportation Services IMPLEMENTATION SCHEDULE Identify major project tasks to occur during /within the first 12 months of the 18 month expenditure period. Expenditure period begins July 1, 2012 and ends December 31, 2013.) Highest priority will be given to activities where a request for reimbursement and all necessary documentation can be submitted to Hennepin County by April 1, 2013. No application will receive full points unless it appears this deadline can be met. 2 Tasks Anticipated Completion Date Notification of grant approval Summer 2012 Design August 2012 Bid process August 2012 Contract finalization August 2012 Break ground /Excavation September 2012 Run utility lines September 2012 Pour foundation /flooring September 2012 Begin Framing September 2012 Complete exterior framing October 2012 Roofing October 2012 Windows and doors October 2012 Interior framing November 2012 Electrical November 2012 Plumbing November 2012 Sheetrock November 2012 Interior finishing December 2012 Painting December 2012 Flooring December 2012 Programming Finalized January 2013 Volunteer recruitment finalized February 2013 Staff Applications and hiring February 2013 Marketing of programs to community February 2013 Spring Opening! I March 2013 BUDGET Provide project "sources and uses" budgets (expand tables if needed). Funding Sources Amount CDBG $ 248,107.2 Prior Year CDBG Funding (for this project) $ Other Federal Funds (specify) $ Low Income Housing Tax Credits $ State (specify) $ Municipal $ 4,500 requested (wave permit fees ?) Metropolitan Council $ Private: Total $ 50,100 Land Owner Contributions breakdown Donating Land $ 40,000 Elec /Heat/Water $6,0 00 Cleaning supplies, Etc. $ 2,400 Garbage service Amount $ 1,200 4 Picnic Tables Construction Totals $ 500 Other: Total $ 102,990 $ 4,500.00 Wayzata Free Church $ 750.00 excavation Intern Stipend 1,920.00 backfill 4,550 Intern Housin footings and block $ 2,400 Intern Food F 20.000.00 2,400 Wayzata Free Church Donation 15, 000.00 Labor 1,000 Volunteer time from: Wayzata Free Church, Rockford Schools, Lord of Life Lutheran Church, YWAM of Minneapolis Cement Floor $ 12, 000.00 80 Volunteer Hours Per wk $ 7,200.00 $ 46,080 Construction and Labor Donations 20, 000.00 Ext Paining $ Rate adjustment donation - builder Electrical $ 12,560.00 Materials discount donation $ $ 2,000.00 Design Services discount donation 6,000.00 $ 1,000.00 Volunteers - Painting $ 15,000.00 Volunteers - Electrical $ 8,000.00 Labor reduction due to volunteers $ 8,000.00 Project Total $405,697.2 Funding Uses Amount Donated Land Construction Totals $ 241,429 permit fees $ 4,500.00 dum ster $ 750.00 excavation $ 1,920.00 backfill $ 960.00 footings and block $ 9,700.00 Materials, lumber and windows F 20.000.00 Trusses $ 15, 000.00 Labor $ 56, 500.00 Cement Floor $ 12, 000.00 Flooring $ 7,200.00 Painting $ 20, 000.00 Ext Paining $ 4,500. 00 Electrical $ 25, 000.00 Plumbing $ 8,500.00 Sewer/Water $ 6,000.00 Heating/Ventilating HeatinglVentilating $ 12, 000.00 Ceramic Floors $ 3,696.00 Drywall $ 11, 000.00 Insulation $ 3,575.00 Misc. $ 1,000.00 Roofing $ 5,390.00 Design Services S 2.000.00 Construction Mark Up Costs 46238.2 Utilities Elec /Heat/Water $ 6,000 Cleaning supplies, Etc. $ 2,400 Garbage service $ 1,200 4 Picnic Tables $ 500 Staff 1/2 F.T.E. Building Manager $ 12,500 Intern Stipend $ 4,550 Intern Housing $ 2,400 Intern Food $ 2,400 80 Volunteer Hours Per wk $ 46,080 Total After Donations and Discounts $ 248,107.2 Full Cost Total $ 405,697.2 APPLICANT CAPACITY Describe staff capacity and qualifications and describe previous experience relevant to this project. Will additional assistance need to be secured from other sources? Describe the financial capacity to implement the proposed activity. The City of Corcoran, in conjunction with the Maple Hill Estates Leadership Committee, has spearheaded the Maple Hill Estates Community Center project. The leadership committee is made up of individuals from the community, Rockford School District (Independent School District 883), Wayzata Evangelical Free Church (NV'EFC), and the Lord of Life Lutheran Church. The staffing for the programs is already provided through the leadership committee, lA VAM, Kinship, and volunteers from the school district. Barry Hay has committed to donating the land for the project and paying the utilities bill. Volunteers from the community and the organizations already involved in the community, such as the Hammer's of Hope program through XX''FC have committed the time and labor for the post - foundation and framing needs of the actual building. PROJECT BENEFIT Describe anticipated results /accomplishments the project will have. You must include a numerical goal, e.g., number of households or housing units. Identify /describe the particular low /moderate- income population expected to benefit from this project, e.g., seniors, one - parent households, disabled persons. Describe the highest priority ( "critical ") needs facing this population. Document and quantify where possible. When sun-eyed in the fall of 2011, 138 of the 184 households responded to the survey (a 76% response rate). 55% of the respondents fell under the extremely low income category, 25 0,o under very low income, and 18% under low income. With this results 80% of the population is considered very log ; - to extremely low income and 98% is consider at a minimum low income (See Table 1). The community center should benefit all 184 household unites through providing a range of activities from programs for youth, to adult learning classes, to a small computer center. Only 66% of the respondents have internet access at home Table 1: Income Relative to Household Size Household Income Range 2011 Family Size Extremely Low Income Very Low Income Low Income Moderate - High Income 1 20 below $17,650 6 $17,650 - $29,400 8 $29,400 - $45,100 1 over $45,100 2 19 below $20,200 6 $20,200 - $33,600 9 $33,600 - $51,550 1 over $51,550 3 7 below $22,700 6 $20,700 - $3,800 2 $3,800 - $58,000 over $58,000 4 10 below $25,200 6 $25,200 - $42,000 2 $42,000 - $64,400 over $64,400 5 5 below $27,250 4 $27,250 - $45,400 1 $45,400 - $69,600 over $69,600 6 7 below $29,250 4 $29,250 - $48,750 1 $48,750 - $74,750 over $74,750 7 1 below $31,250 $31,250 - $52,100 $52,100 - $79,900 over $79,900 8 2 below $33,300 1 $33,300 - $55,450 $55,450 - $85,050 1 over $85,050 Total 71 33 23 3 % Total 550. o 25 °'o 181, 20.o PUBLIC SUPPORT AND CONSISTENCY WITH PLANS Letters of support or other demonstrations of community and /or constituent support are encouraged. Describe how the project is consistent with the city's comprehensive and land use plans and, if appropriate, how the project addresses the city's Livable Communities Act goals. Describe how the project meets a locally identified, high priority ( "critical ") housing and community development needs. RECAPTURED FUNDS In the past, CDBG funds have periodically been returned to the Consolidated Pool. Describe how your project might use "recaptured" funds, e.g., $25,000, $50,000 or more. The Consolidated Pool Advisory Committee will make recommendations for the allocation of these recaptured funds. SUBMITTAL Applications, city council resolutions, letters of support and third party commitment letters (if appropriate) are due by 4:00 p.m. February 23, 2012 and must be submitted as a Microsoft Word e-mail attachment. Melanie Stratmoen Melanie .stratmoen @co.hennepin.mn.us Hennepin County Housing, Community Works and Transit 701 Fourth Avenue South, Suite 400 Minneapolis, Minnesota 55415 -1843 If you have questions or need other assistance, please contact: Mark .hendrickson @co.hennepin.mn.us Tel: 612/348 -2199 Fax: 612/348 -2920 TD D /TTY: 612/596 -6985