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2013-03-14 -Council Agenda Packet
Agenda Corcoran City Council March 14, 2013 - 7:00 PM 1. Call to Order / Roll Call 2. Agenda Approval 3. Open Forum 4. Presentations -None 5. Consent Agenda a. Draft Minutes of 02/28/13 Council Meeting* 6. Claims as Presented * a. Escrow Claims (Fund #500) b. All Other Financial Claims 7. Staff Reports / Memos /Commissions -None 8. Planning Business -None 9. Unfinished Business a. City Administrator Search 1. Presentation by Richard Fursman 2. Donahue Draft Transition and Consulting Agreement b. TIF Projects Workshop 1. Identification of Potential TIF Projects (white board session) 2. Initial Consultation Outcomes 3. Discussion of Benchmarks and Timeline 4. Next Steps 10. Review of Upcoming Council Meeting Agenda 11. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. Administrator's City Council Meeting Agenda Memo March 14, 2013 1. Call to Order / Roll Call 2. Agenda Approval 3. Open Forum 4. Presentations 5. Consent Agenda a. Draft Minutes of 02.28.13 Council Meeting* 6. Claims as Presented * a. Escrow Claims (Fund #500) b. All Other Financial Claims c. Staff Reports / Memos /Commissions 7. Staff Reports /Memos 8. Planning Business 9. Unfinished Business a. City Administrator Search i. Presentation by Richard Fursman. Mr. Fursman will need about a half of an hour for a presentation on the search process. I have included in the packet the proposal that the council approved on February 28tH ii. Draft transition and consulting Agreement. The mayor and I have been working on this proposed Transition and Consulting Agreement. I am finding out from the State Pension staff that such an agreement is difficult to put together and they would like to review before any agreements are made. I will continue to work with the mayor and city attorney on the agreements. The mayor will speak to this agreement at the meeting. b. TIF Projects Workshop. Regarding the TIF discussion, Kristin Barsness, Economic Consultant, will be present and will help lead the discussion. Also present will be City Planner Lindahl and City Engineer VanderTop i. Ms. Barsness scope of work was to: 1. evaluate our current TIF plan 2. review the TIF proposals generated by your discussion to date 3. present preliminary thoughts on those two items 4. facilitate discussion and ideas on using the TIF surplus for other economic development opportunities 5. assist in developing next steps. ii. The agenda for the discussion is: 1. Identification of Potential TIF Projects (white board session) 2. Initial Consultation Outcomes 3. Discussion of Benchmarks and Timelines 4. Next Steps 10. Review of Upcoming Council Meeting Agenda 11. Adjournment Council Calendar Planning Commission Administrator's City Council Meeting Agenda Memo March 14, 2013 2/7/13 3/7/13 4/4/13 5/2/13 6/6/13 7/4/13 Asleson Lynch Cossette Thomas Guenthner Asleson Parks and Trails Commission 1/15/13 2/19/13 3/19/13 4/23/13 5/21/13 6/18/13 Asleson Lynch Cancelled Thomas Guenthner Asleson 2 i City of Corcoran City Council Meeting Minutes February 28, 2013 - 7:00 PM The Corcoran City Council met on February 28, 2013, at City Hall in Corcoran, Minnesota. Present were, Mayor Guenthner, Councilor Asleson, Councilor Cossette, Councilor Lynch, and Councilor Thomas. Also present were City Administrator Donahue, City Planner Lindahl, City Engineer VanderTop, Director of Public Safety Gormley, and City Clerk Heinecke. Mayor Guenthner called the regular meeting to order at 7:00 pm. 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval MOTION: made by Lynch, seconded by Asleson to approve the agenda as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) 4. Open Forum Dorothy Theis 9530 Cain Rd, A",,‘ 1. How will fire service be handled with the cancelling of the Hamel Fire Contract? Director of Public Safety Gormley will submit a Fire Planning Report for the 03/07/13 joint meeting. 2. Will there be a Spring Newsletter? Yes, the city is always looking for volunteers. 3. What is the Three Rivers Agreement? The city is still working on an agreement for a bathroom facility near the new Public Works facility. 5. Presentations Commissioner Jeff Johnson, Hennepin County 7th District commissioner introduced himself to the council and audience. Advised that Hennepin County has a new administrator, broke ground on a new 911 facility and commissioners are beginning the 2014 budget process. Councilor Cossette asked about the status of the Consolidate Watershed project - for now it is not going anywhere. Director of Public Safety Gormley thanked Commissioner Johnson for his assistance in installation of traffic lights at Co Rd 116 and Hackamore Rd. 6. Consent Agenda a. Draft Minutes of 2/14/13 Council Meeting MOTION: made by Cossette, seconded by Thomas to approve the Draft Minutes of the 2/14/13 Council Meeting as presented Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) b. Authorizing Asphalt Maintenance Bidding MOTION: made by Thomas, seconded by Cossette to Authorize Asphalt Maintenance Bidding. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Asleson, seconded by Cossette to approve escrow claims as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) b. Financial Claims MOTION: made by Thomas, seconded by Cossette to approve financial claims as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) City of Corcoran City Council Meeting Minutes February 28, 2013 - 7:00 PM 8. Staff Reports / Memos / Commissions a. Draft Planning Commission Minutes of 2/07/2013 received, no action required. b. Planning Project Update received, no action required. c. Code Enforcement Update received, no action required d. Financial Performance Report received, no action required e. Memo on Projects in the area received, no action required 9. Planning /Zoning a. City File 12 -017 Ordinance 2013 -275 Amend /Update Conditional Use Permit Amendment report presented by City Planner Lindahl. Council discussed. MOTION: made by Asleson, seconded by Thomas to approve Resolution 2013 -05 "Approving Findings of Fact for An Ordinance Amending the Text of Chapter 10 of the Corcoran City Code, Entitled Corcoran Zoning Ordinance" as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) MOTION: made by Cossette, seconded by Lynch to approve Ordinance 2013 -275 "An Ordinance Amending the Text of Chapter 10 of the Corcoran City Code, Entitled Corcoran Zoning Ordinance" as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) MOTION: made by Cossette, seconded by Thomas to approve Ordinance 2013 -276 "Summary of Ordinance 2013 -275" as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) 10. Unfinished Business a. Public Works Facility Project Update - CM Ebert reports all is progressing as expected. b. TIF Projects - City Engineer VanderTop presented a report related to TIF planning. Council discussed. Mayor Guenthner called for a Council Special TIF meeting on Thursday March 14, 2013 at 7:00 pm MOTION: made by Thomas, seconded by Cossette to approve retaining Kirstin Barsness as a TIF project advisor based on staff recommendation. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) c. March 7, 2013 Joint Meeting of council and city commissions will discuss the planning and development process, commission /council roles and responsibilities and 2013 priorities. d. Board of Review Training is scheduled for March 21, 2013 5:OOpm — 8:OOpm in Plymouth. e. Ryan Wetland Donation draft agreement was received, council discussed. Council directed staff to seek clarification on section 3.4 regarding warranty language. 11. New Business a. Gambling Ordinance related material received and council discussed. Staff to request gambling proceed reports from the 3 city establishments with gambling permits. b. Code Enforcement — 12 -021 20XXX Co Rd 10. Council heard from Scott Treptau regarding a zoning ordinance complaint. Council discussed and decided to allow Mr. Treptau 60 days to comply with the zoning ordinance 1060.010 and district regulation 1010.100 C1. Failure to comply may result in legal enforcement action. c. City Administrator Transition Planning was discussed by council. City of Corcoran City Council Meeting Minutes February 28, 2013 - 7:00 PM MOTION: made by Cossette, seconded by Thomas to authorize retaining Brimeyer Fursman to conduct the search for a city administrator. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) MOTION: made by Thomas, seconded by Asleson to adjourn. Voting Aye: Guenthner, Asleson, Cossette, Lynch, and Thomas. _ (Motion carried 5:0) Meeting adjourned at 9:44 pm Jeanie Heinecke City Clerk FINANCIAL CLAIMS CHECK RANGE 20562 • 20589 Agenda Item: Agenda Item: Agenda Item 7 a -b. Council Meeting Date: 3/14/2013 Prepared By: jheinecke 7a. FUND #500 Escrow Claims Paid to Amount Project name Tech Ung 1,297.25 12 -028 Refund Wenck Associates 12,519.40 12 -025 Lennar Total 13,816.65 Total Fund #500 $ 13,816.65 (See attached Check Detail Register) 7b. ALL OTHER FINANCIAL CLAIMS $ 50,663.50 (See attached Check Detail Register) TOTAL AUTO DEDUCTIONS $ 50,625.52 TOTAL EXPENDITURES FOR APPROVAL $ 115,105.67 Auto Deductions / Electronic Fund Transfer / Other Disbursements Date Paid to Amount 3/4/13 Paychex Fee 231.66 3/5/13 US Bank - H S A 1094.95 3/8/13 Net Payroll PR05 28,945.29 3/8/13 Payroll Taxes 10,742.53 3/8/13 Paychex Fee 276,24 3/12/13 PERA 7,764.46 3/12/13 Citi Street - 457 Deferred Comp 2,897.00 Total 50,625.52 Total amount not reflected in Cash Balances Report 850,625.52 H: \City Hall Information \CITY GOVERNMENT\Council, Commissions & Committees \Council Information \Council Claims \20/13 Claims CITY OF CORCORAN CASH BALANCE REPORT 3/12/2013 Cash GENERAL FUND G 100 -10100 RESERVES DONATION FUND G 201 -10100 POLICE DONATION FUND G 202 -10100 FIREARMS SAFETY G 204 -10100 DWI FORFEITURE FUND G 205 -10100 DRUG FORFEITURE FUND G 206 -10100 TRUCK SAFETY G 207 -10100 ASPHALT MAINTENANCE G 305 -10100 POLICE CAPITAL FUND G 308 -10100 D /S- EQUIPMENT CERTS G 309 -10100 CO. RD. 19 IMPROVEMENT G 310 -10100 TAX INCREMENT FINANCING G 401 - 10100 INFRASTRUCTURE G 402 -10100 FACILITY EXPANSION D/S G 407 - 10100 PW CAPITAL FUND G 410 -10100 PUBLIC WORKS FACILITY G 411 -10100 PARK CAPITAL FUND G 415 -10100 CAPITAL- EQUIPMENT CERTS G 416 - 10100 SHANNON LANE G 417- 10100 ESCROW HOLDING FUND G 500 - 10100 CIVIC ORGANIZATIONS G 501 - 10100 INVESTMENT CONTROL G 999 -10100 Total Cash d De. Account Current Balance, Last Yr YTD Bat 399,320.74 86,489 44 9,820.54 22,320.52 1,025.28 1,866.98 3,379.27 5,607.89 12,386.85 11,829.47 1,169.06 1,167.18 3,348.97 4,727.91 71,480.50 71,365.81 10,298.45 62,875.79 (8,273.42) (17,888.86)! (2,258.49) 133,980.19 1,440,200.59 2,965,579 87 (768 33) (486.00) (14,063.80) (16,900.87), 5.28 3.17 0.00 332,327.90 336,290.17 64,185.75 3,451.24 6,196.75 6,000.09 8,442.01 5,909,115.51 (103,723.33) 19,583.51 6,000 091 0.00 3,590,688.82 .Farmers Savings Acct PARK CAPITAL FUND G 415 -10102 10,656.03 Change in Market Value GENERAL FUND Grand Total G 100 -10105 6,168.30 11,715.26 5,925,939.84 3,608,572.38 CORCORAN, MN *Check Detail Register© March 2013 Check Amt Invoice Comment 10100 Farmers State Bank Paid Chk# 020562 3/14/2013 C L BENSEN CO INC E 100 - 41941 -210 Operating Supplies (GENERAL) $906.88 66226 Total C L BENSEN CO INC $906 88 Paid Chk# 020563 3/14/2013 CARGILL INC E 100 - 43125 -210 Operating Supplies (GENERAL) E 100 - 43125 -210 Operating Supplies (GENERAL) Total CARGILL INC $6,813.31 2901024781 $3,796.48 2901024785 $10,609.79 Paid Chk# 020564 3/14/2013 CARLSON BUILDING SERVICES INC E 100- 41941 -400 Repairs & Maint Cont (GENERAL $380.48 43750 Total CARLSON BUILDING SERVICES INC $380.48 Paid Ohl k# 020565 3/14/2013 CINTAS -470 E 100 - 42100 -223 Building Repair Supplies E 100- 41941 -210 Operating Supplies (GENERAL) E 100 - 43100 -417 Uniforms Total CINTAS - 470 Paid Chk# 020566 3/14/2013 COMCAST- INTERNET $27.53 470209575 $127.95 470209576 $58.05 470209577 $213.53 FURNACE FILTERS BULK DEICER BULK DEICER MONTHLY CLEANING FLOOR MATS City Hall Scraper Mat PW Uniforms E 100- 42100 -321 Telephone $67.93 030513 PD INTERNET E 100 - 41941 -321 Telephone $67.94 030513 CITY HALL INTERNET Total COMCAST- INTERNET $135.87 Paid Chk# 020567 3/14/2013 COORDINATED BUSINESS SYSTEMS E 100 - 42100 -200 Office Supplies (GENERAL) $123.75 CN1N115362 Copier #2050 Total COORDINATED BUSINESS SYSTEMS $123.75 Paid Chk# 020568 3/14/2013 EMERSON, STEVE E 201 - 42100 -210 Operating Supplies (GENERAL) $400.00 0313 REIMB AIR CARD Total EMERSON, STEVE $400.00 Paid Chk# 020569 3/14/2013 FOURTH JUDICIAL DISTRICT E 100 - 42100 -200 Office Supplies (GENERAL) Total FOURTH JUDICIAL DISTRICT Paid Chk# 020570 3/14/2013 GRAINGER E 100 - 41941 -210 Operating Supplies (GENERAL) $124.74 116 $124.74 Citation Forms $10.61 9080370084 BATTERIES Total GRAINGER 510.61 Paid Chk# 020571 3/14/2013 HENN CO INFO TECH E 100 - 42100 -323 Radio Units E 100 - 43100 -210 Operating Supplies (GENERAL) Total HENN CO INFO TECH $693.85 130238107 $111.30 130238196 $805.15 RADIO USER FEE RADIO ADMIN FEE Paid Chk# 020572 3/14/2013 HENN CO SHERIFF -MC129 E 100- 42100 -323 Radio Units $48.09 1000028302 RADIO UNIT TECH SUPPORT E 100- 42100 -301 Prisoner $321.42 1000028357 PRISONER FEES 03/12/13 2:23 PM Page 1 Paid Chk# 020573 E 100 - 42100 -210 Paid Chk# 020574 E 100- 42100 -212 E 100- 43100 -212 E 100 - 42100 -212 E 100- 42100 -212 E 100- 43100 -212 E 100 - 43100 -212 CORCORAN, MN *Check Detail Register© March 2013 Check Amt Invoice Comment Total HENN CO SHERIFF -MC129 $369.51 3/14/2013 HOCHSTETLER, DUANE Operating Supplies (GENERAL) $88.78 0313 REIMS SHOTGUN REPAIR Total HOCHSTETLER, DUANE $88 78 3/14/2013 JACK S SMALL ENGINE REPAIR Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Total JACK S SMALL ENGINE REPAIR E 100 - 41540 -300 Paid Chk# 020576 E 100 - 45200 -210 Paid Chk# 020577 E 100- 43100 -210 Pa'id'Chk# 020578. E 100- 41400 -208 E 100 - 42100 -208 E 100 - 42100 -433 Paid Chk# 020579 E 411 - 43100 -300 E 411- 43100 -300 Professional Srvs (GENERAL) Total KDV LTD 3/14/2013 LAKES GAS COMPANY Operating Supplies (GENERAL) 578.85 38659 Total LAKES GAS COMPANY $78.85 3/14/2013 MENARDS MAPLE GROVE 51,195.10 41003 51,011.47 41003 $824.92 42117 $597.50 43742 51,053.69 43742 51,104.68 43748 $5,787,36 51,162.00 164555 $1,162.00 ___.... Operating Supplies (GENERAL) Total MENARDS MAPLE GROVE 3/14/2013 MUNICIPALS Training and Instruction Training and Instruction Dues and Memberships Total MUNICIPALS 3/14/2013 OERTEL ARCHITECTS Professional Srvs (GENERAL) Professional Srvs (GENERAL) Total OERTEL ARCHITECTS Paid Chk# 020580 3/14/2013 OFFICE DEPOT E 100- 41941 -200 E 100- 41941 -200 E 100- 41941 -200 E 100-41941-200 E 100 - 41941 -200 E 100- 41941 -200 E 100 - 41941 -200 Paid -Chk# 020581 Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Total OFFICE DEPOT $263.59 12705 5263.59 $45.00 040313 545.00 043013 $25.00. 2013 5115.00 _— 51,060.00 PAY #4 $11,000.00 PAY #4 512,060.00 SQUAD FUEL DIESEL FUEL SQUAD FUEL SQUAD FUEL DIESEL FUEL DIESEL FUEL 2012 AUDIT PREP PROPANE SUPPLIES HEINECKE SPRING WORKSHOP STEELMAN SPRING WORKSHOP 2013 ANNUAL DUES STATE PERMIT CONSTRUCTION DRAWINGS $342.19 646949520001 SUPPLIES 55.33 646949853001 SUPPLIES $219.74 647631238001 SUPPLIES 538.04 647631367001 SUPPLIES $125,00 648042342001 SUPPLIES $12.29 648042486001 SUPPLIES $8.12 64804285001 SUPPLIES $750.71 3/14/2013 STREICHER S POLICE EQUIPMENT 03/12/13 2:23 PM Page 2 CORCORAN, MN *Check Detail Register® +� a E 100- 42100 -209 Police Reserves Total STREICHER S POLICE EQUIPMENT March 2013 Check Amt Invoice Comment $74.99 11003191 RESERVE UNIFORM $74.99 Paid Chk# 020582 3!14!2013 -SUN PRESS & NEWSPAPERS E 100 - 41941 -352 General Notices and Pub Info E 100 - 41941 -352 General Notices and Pub Info E 100 - 41941 -352 General Notices and Pub Info E 100- 41941 -352 General Notices and Pub Info E 100 - 41941 -352 General Notices and Pub Info Total SUN PRESS & NEWSPAPERS Paid Chk# 020583 3/14/2013 TEAMSTER LOCAL 320 G 100 -21707 Union Dues Total TEAMSTER LOCAL 320 $75.18 1409487 $75.18 1410701 $68.94 1425686 $80.93 1425687 $59.95 1426673 $360.18 $286.20. 0313 $286.20 Paid Chk# 020584 3/14/2013 TOLL GAS AND WELDING SUPPLY E 100 - 43100 -210 Operating Supplies (GENERAL) $9.49 457719 Total TOLL GAS AND WELDING SUPPLY $9.49 Paid Chk# 020585 3!14/2013 TRANSPORT GRAPHICS E 201 - 42100 -580 Other Equipment Total TRANSPORT GRAPHICS Paid Chk# 080538--' 3/14/2013 UNG TECH RINK ATTENDANT RINK ATTENDANT PUBLIC WORKS BID PUBLIC WORKS QUOTE PATNODE AG PRESERVE MARCH 2013 DUES/TLDF PW Supplies $586.74 EM110437 POLARIS RANGER GRAPHICS $586.74 _- G 500 -20303 Tech Ung $1,297.25 ESCROW Total UNG TECH $1,297.25 Paid Chk# 020587 3/14/2013 US BANKCORP EQUIPMENT FINANCE E 100- 42100 -200 Office Supplies (GENERAL) $133.42 223497108 'otal US BANKCORP EQUIPMENT FINANCE $133.42 Paid Chk# 020588 3/14/2013 WENCK ASSOCIATES, INC. E 100- 43170 -300 Professional Srvs (GENERAL) E 100 - 43170 -300 Professional Srvs (GENERAL) E 100- 43170 -300 Professional Srvs (GENERAL) E 100- 43170 -300 Professional Srvs (GENERAL) E 100 - 43170 -300 Professional Srvs (GENERAL) E 401 - 41900 -300 Professional Srvs (GENERAL) G 500 -20300 Lennar Family of Builders E 411- 43100 -303 Engineering Fees Total WENCK ASSOCIATES, INC. E 100 - 43100 -381 Street /Signal Lights Total XCEL ENERGY $198.00 1300735 5242,00 1300735 $196.00 1300735 $102.70 1300735 560.50 1300735 $12,741.50 1300738 $12,519.40 1300777 $12258.50 1300779 $27,318.60 $26.68 030413 $26.68 10100 Farmers State Bank $64,480.15 12 -028 ESCROW REFUND COPIER GENERAL MEETINGS ADMIN MUNI STATE AID PAVEMENT MANAGEMENT & CIP KREPS GRADING ENGINEERING FEASIBILITY STUDY ENGINEERING Street Lighting 03/12/13 2:23 PM Page 3 iii aa ` 7a; y.. :,:F.vla'Tt+W\uWtillnm,uSMWi,M ..0 u Fund Summary CORCORAN, MN *Check Detail Register© March 2013 Check Amt Invoice Comment 10100 Farmers State Bank 100 GENERAL FUND 201 RESERVES DONATION FUND 401 TAX INCREMENT FINANCING 411 PUBLIC WORKS FACILITY 500 ESCROW HOLDING FUND $23,616.76 $986.74 $12,741.50 $13,318.50 $13,816.65 $64,480,15 03/12/13 2:23 PM Page 4 Name City of Corcoran Consultant Summary 3/14/2013 Invoice Date Check # Amount Due KDV Ltd 02/28/13 20575 Wenck Associates 02/28/13 20588 1,162.00 27, 318.60 Total 28,480.60 H: \City Hall Information \CITY GOVERNMENT \Council, Commissions & Committees \Council Information \Council Claims \2013 Claims CDV Expert advice. When you need it. City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Invoice No. 164555 Date 02/28/2013 Client No. 10760 Please remit stub with payment Consulting Services Provided by Joe Rigdon 02/28/13 (see attached detail) New Charges Prior Balance Total Balance Due 1,162.00 $ 1,162.00 0.00 0 -30 31.60 1,162.00 0.00 61 - 90 91 - 120 Over 120 Balance 0.00 0.00 0.00 1,162.00 Thank you for your business! KDV, Ltd PO Box 1304 St Cloud, MN 56302 Phone: 320 - 251 -7010 Fax: 320 - 251 -1784 For your convenience: We accept Master Card, Visa, American Express and Discover. Call us to process. 1% monthly finance charge added to balances over 60 days. LOZ 031112 WW1 CO CO CO 0 0 beginning of 2012 trial balance reconciliatio °wear 91ih+ osip PaII!8 s noH Jo # Wenck Engineers • Scientists Business Professionals March 7, 2013 Mr. Dan Donahue City Administrator City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Dear Dan: Wenck Associates, Inc. 1800 Pioneer Creek Center P.O. Box 249 Maple Plain, MN 55359 -0249 (800) 472 -2232 (763) 479 -4200 Fax (763) 479 -4242 wenckmp @wenck.com www.wenck.com Enclosed are our invoices for February 2013. Unbilled time for council meetings, travel, etc. totaled 11 hours last month. Project work involved Lennar Feasibility Study, Public Works bid process, and attending the facility design task force meetings. Unbilled hours include meeting time over an hour, travel time, and mileage costs. If you have any questions as you review these invoices, please feel free to contact me. Sincerely, WENCK ASSOCIATES INC. Kent Torve, P.E. Principal T: \2294- Corcoran\Invoices and Budget Tracker etc\2013 \February 20131February 2013 invoice cover letter.docx City of Corcoran February 2013 Invoices Invoice # Wenck project # Phase # Project name Amount Total 1300735 2294 -01 General Engineering Services 500 -01 1 General $198.00 500 -02 Council Meetings and Engineering Administrative $242.00 700 Municipal State Aid $196.00 700 -05 I Pavement Management and CIP $102.70 800 -09 1 Kreps Grading Permit $60.50 Subtotal $799.20 1300738 2294 -10 Serer and T ater Planning 07 Construction $453.00 10 Project Closeout $519.00 11 Easements and Utilities $604.00 14 MCES Forcemain Construction $1,057.00 16 2013 Project Planning $10,108.50 Subtotal $12,741.50 1300776 2294 -13 Public Works Building 18 Preconstruction Engineering & Permitting $1,258.40 Subtotal $1,258.50 City Projects Total $14,789.20 Invoice # Wenck project # Escrow # Project name Total 1300777 2294 -17 500 -20030 Lennar Development (Project #12 -025) $12,519.40 Escrow Projects Subtotal $12,519.40 FEBRUARY 2013 TOTAL $27,318.60 T: 2294-CorcoranlInvoices and Budget Tracker etc\2013 \February 2013 \February 20 mice cover leter.doc Wenck Engineers • Scientists Business Professionals Invoice February 28, 2013 Invoice No: 1300735 City of Corcoran 8200 County. Road 116 Corcoran, MN 55340 Project 2294 -01 Corcoran General Engineering Services Professional Services Through February 28. 2013 ------------------ - ----- Phase 500 -01 General Professional Personnel Nelson, Susan Totals Total Labo law Hours Rate 3.30 60.00 3.30 went¢ Ps tat, tnc 36W Footer Creek Center P,oi Box 249 Mape Plain, MN 553590249 (763) 4794200 Fax (763) 474 4242. e-rnd7: acwunnngiuvenck.cc Amount 198.00 198.00 enc 198.00 Phase Total $198.00 Phase 500 -02 Council Meetings and Engineering Administrative Professional Personnel Hours Rate <'. ?Amount Torve, Kent 1.00 121.00 121.00 Vander Top, Vincent 1.00 " 121.00 121.00 Totals 2.00 - 242.00 Total Labor Phase 700! Professional Personnel Terhaar,.Edward Vander Top, Vincent Totals Total Labor Phase 700 -05 Professional Personnel Nelson, Susan Torve,.Kent MUNJCIPAL STATE AID 242.00 Phase Total $242.00 Hours Rate.''. ::Amount -` .50 150.00 75.00 1.00 121.00 121.00 1.50 5 196.00 196.00 Phase Total $196.00 Pavement Management! and CIP Hours Rate Amount .30 ; 60.00 18.00 .70 ? 121.00:. 84.70 Totals 1.00 102.70 Total Labor Phase 800 -09 Professional Personnel Kreps Grading Permit Phase Total; 102.70 $102.70 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1 -1/2% 18% annum interest/finance charge. Please reference the invoice number when sending payment. Federal Tax ID #41- 1520095 Project 2294 -01 Corcoran General Engineering Services Invoice 1300735 Torve, Kent Hours Rate Amount .50 121.00 60.50 Totals .50 60.50 Total Labor Phase Total 60.50 $60.50 Total Invoice Amount $799.20 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1 -1/2% 18% annum Page 2 interest/finance charge Please reference the invoice number when sending payment. Federal Tax ID #41- 1520095 Invoice February 28, 2013 Invoice No: ` 1300738 Dan Donahue City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Project 2294 -10 Sewer and Water Planning! Pro_fession_al_Se_rvice_s Through February28,_20_13_ _ Phase 07 CONSTRUCTION Professional Personnel Wenfk ASSIXihtes, tnC 3l%n0 PaneerCreak Center' Pa Bar 249 Maple Fein, NN 55759 -0249 3)479-4200 rax (763) 4794242 e nea::account,ngVNve,ck.c Hours Rate :`Amount Claridge, Dale '.2 /1/2013 3.00 151.00 Claim #2, update documents and summaries to include Jan charges, review billing reports, request same for attorney fees, Totals 3.00 453.00 Total Labor 453.00 Phase Total $453.00 453.00 eno. Phase 10 PROJECT CLOSEOUT Professional Personnel Hours ' Rate Amount Claridge, Dale 2/11/2013 1.00 151.00 ` 151.00 Filing and documentation Schmidt, Rowdy 2/4/2013 1.00 c 92.00 92.00 electrical info Schmidt, Rowdy 2/6/2013 1.00 92.00 92.00 hyd coord. Schmidt, Rowdy 2/12/2013 1.00 92.00 92.00 field work Schmidt, Rowdy 2/13/2013 1.00 92.00 92.00 field work Totals 5.00 519.00 Total Labor Phase �11> Professional Personnel? EASEMENTS AND UTILITIES Phase Tota Hours Rate Amount Claridge, Dale 2/5/2013 1.50 151.00 226.50 Foliowup on easements, Geurs easement, filing, communication Claridge, Dale 2/13/2013 1.00 - 151.00: 151.00 Misc easement documentation and filing Claridge, Dale 2/20/2013 .50 151.00' 75.50 Coordination with Jeanie at City, sent Claim #2 documents Claridge, Dale 2/21/2013 .50 ' 151.001 75.50 519.00 $519.00 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1 -1/2% 18% annum interest/finance charge. Please reference the invoice number when sending payment. Federal Tax ID #41- 1520095 Project 2294 -10?'- Sewer and Water Planning Invoice 1300738 Coordination with Jeanie at City, sent Claim #2 documents Claridge, Dale 2/26/2013 .50 151.00 75.50 Followup on document recording status and receipt of pay claim #2 documentationz Totals 4.00 604.00 Total Labor 604.00 Phase ▪ 1▪ 4 Professional Personnel MCES ForcemainConstruction IOW Phase Total $604.00 Hours Rate Amount Claridge, Dale 2/4/2013 1.00 151.00 151.00 Pay Claim #2, attorney fees, communication Claridge, Dale 2/5/2013 2.00 151.00' 302.00 Finalize Pay Claim #2, compile PDF, and email to Met Council, communication Claridge, Dale 2/8/2013 .50 " 151.00 75.50 Followup communication and confirmation with Met Council on Pay Claim #2, documentation and reporting Claridge, Dale 2/11/2013 1.50 151.00 6 226.50 Followup with Wayne with questions on Pay Claim #2; check on address and PID; communication Claridge, Dale 2/13/2013 1.50 151.00 226.50 Followup on Wayne's question regarding MCES involvement in construction and review of Contractor pay requests; looked into and responded to Wayne's questions regarding utility markings. Claridge, Dale 2/20/2013 .50 151.00 75.50 Followup with City on address and PID'assignment for Totals 7.00 1,057.00 Total Labor MINIM Phase 16 2013 PROJECT PLANNING Professional Personnel 1,057.00 Phase Total $1,057.00`! Hours Rate Amount Gebhart, Brandon 2/4/2013 2.00 125.00 250.00? Dist. Model setup Gebhart, Brandon 2/5/2013 2.00 125.00- 250.00 Dist. Model setup Gebhart, Brandon 2/6/2013 3.00 125.00a 375.00 Dist. Model setup Gebhart, Brandon 2/7/2013 2.00 125.00 250.00 Dist. Model setup Gebhart, Brandon 2/11/2013 1.00 125.00 125.00 Model set -up Gebhart, Brandon 2/12/2013 1.00 125.00 125.00 Model set -up Gebhart, Brandon 2/13/2013 3.00 125.00 375.00 Model set -up Gebhart, Brandon 2/14/2013 3.00 125.00 375.00 Model set -up Terhaar, Edward 2/7/2013 2.00 150.00 ' 300.00 meeting with Hennepin County Torve, Kent 2/1/2013 .80 121.00 96.80 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1-1/2% 18% annum ? Page 2 interest/finance charge. Please reference the invoice number when sending payment. Federal Tax ID #41- 1520095 Project 2294 -10 Sewer and Water Planning Invoice 1300738 Downtown sewer and water costs Torve, Kent 2/5/2013 5.50 ' 121.00. 665.50 TIF Eligible Project descriptions and financial performance reporting Torve, Kent 2/7/2013 6.50 121.00 ` 786.50 Meeting with County and creating material for Council packet on transportation TIF items Torve, Kent 2/8/2013 1.20 121.00 145.20 Sewer and Water planning for potential TIF projects Torve, Kent 2/11/2013 1.00 121.00x. 121.00 TIF Eligible Projects and sewer review Torve, Kent 2/12/2013 3.50 121.00; 423.50 TIF Eligible Projects and Fund Review Torve, Kent 2/13/2013 3.00 121.00 363.00 TIF Eligible Projects and Fund Review Torve, Kent 2/14/2013 5.00 121.00 605.00 TIF Eligible Projects and Fund Review and meeting material Torve, Kent 2/15/2013 3.50 121.00 423.50 Next meeting packet material prep on Sewer and transportation Torve, Kent 2/18/2013 1.50 121.00: 181.50 Transportation Planning Scope and Details Torve, Kent 2/19/2013 4.50 121.00' 544.50 Transportation and Downtown Concept Planning Scope and Details Torve, Kent 2/20/2013 2.00 121.00 242.00 Transportation and Downtown Concept Planning Scope and Details Torve, Kent 2/21/2013 150 '. 121.00 302.50 Transportation and Downtown Concept Planning Scope and Details Torve, Kent 2/22/2013 4.50 <: 121.00? 544.50 Transportation and Downtown Concept Planning Scope and Details for packet and followup Torve, Kent 2/28/2013 1.50 121.00`: 181.50 Prepare meeting material and project review with Vince Vander Top, Vincent 2/4/2013 2.00 121.00` 242.00 Prepare information for transportation planning associated with TIF Vander Top, Vincent 2/11/2013 2.00 121.00' 242.00 Estimate costs of TIF projects Vander Top, Vincent 2/14/2013 2.00 - 121.00 242.00 Layout TIF project prior to Council meeting. Discuss scope and order. Vander Top, Vincent 2/15/2013 2.00 < 121.00 242.00 Planning possible TIF projects VanderTop, Vincent 2/20/2013 1.00 ' 121.00 121.00 Review scopes of work with Kendra and Kent Vander Top, Vincent 2/21/2013 2.00 121.001 242.00 Prepare information and costs for TIF options Vander Top, Vincent 2/22/2013 2.00 121.00 242.00 Prepare information and costs for TIF options Vander Top, Vincent 2/27/2013 2.00 121.00'. 242.00 TIF expenditure planning. Prepare for Council meeting VanderTop, Vincent 2/28/2013 2.00 121.00 242.00 TIF expenditure planning. Prepare for Council meeting Totals 82.50 10,108.50 Total Labor 0,108.50 Phase Total $10,108.50 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1-1/2% 18% annum Page 3 interest finance charge. Please reference the invoice number when sending payment. Federal Tax ID #41-1520095 Project 2294 -10 Sewer and Water Planning Invoice 1300738 Total Invoice Amount $12,741.50 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1-1/2% 18% annum - Page 4 interest/finance charge. Please reference the invoice number when sending payment. Federal Tax ID #41- 1520095 February 28, 2013 Invoice No: s` 1300776 Dan Donahue City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Project Wenck As a teS, Inc 1800 Poneer Creek Center P.O. Box 249 Maple Plain, MN 35359 02' { %3} 479 -4200 ':Fax (763} 4794242 e na4: accauntnt tiwentk.cl 2294 -13 Public Works Building Professional Services Through February 28, 2013 Phase 18 .PRE - CONSTRUCTION ENGINEERING & PERMITTING Professional Personnel Torve, Kent Hours Rate 10.40 ? 121.00 Totals 10.40 Total Labor Amount 1,258.40 1,258.40 Phase Total $1,258.40 Total Invoice Amount $1,258.40 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1-1/2% 18% annum interest /finance charge. Please reference the invoice number when sending payment. Federal Tax ID #41- 1520095 Invoice February 28, 2013 Invoice No: 1300777 Dan Donahue City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Wenck M,ocates, Inc. mm 1800 Pioneer Creek Center I40. Box 249 Maple Plain, MN 55359 -0249 (763) 47942c0 Fax (763) 479.4242 e- tiiail: accounnngiAcenck. Project 2294 -17 Lennar Development Professional Services Through February 28, 2013 Professional Personnel Hours '. Rate Amount Gebhart, Brandon 26.00 125.00 3,250.00 Heckman, Micah 32.00 78.00 2,496.00 Louwagie, Shawn 30.70 45.00 :.1,381.50 '. Shuck, Jordan 1.00 89.00 89.00 Terhaar, Edward 4.00 150.00 600.00 Torve „Kent 10.90 121.00`. r: 1,318.90 Vander Top, Vincent 3.00 F 121.00 < 363.00 Ward, Jared 26.00 116.00 3,016.00 Totals 133.60 12,514.40 Total Labor Unit Billing Information System ' 5.00 Total Units 5.00 5.00 Total Invoice Amount $12,519.40 INVOICES ARE DUE UPON PRESENTATION. Invoice balances not paid within 30 days of invoice are subject to 1 -1/2% 18% annum interest/finance charge: Please reference the invoice number when sending payment. Federal Tax. ID #41= 1520095 CITY ADMINISTRATOR SEARCH Process Map and Agenda (Brief Overview) Position Profile March 28 Council Approval of Profile Activities: • March 14: Kickoff meeting with Council (30 -45 minutes) o Review process o Confirm dates o Answer questions • (March 13,14,15) Interview elected officials and staff • Draft profile • March 28 Council approves profile at regular meeting. • March 29— Begin recruiting Expectations: PHASE117] IlL PHASE 111 Recruitment and Screening May 16 Council Selects Finalists Activities: • March 29— Begin recruiting • Direct and indirect recruitment of candidates • Collect resumes and acknowledge applicants • April 28: Deadline for application materials to be sent to consultant • Screen applicants and select top 20 ( + / -) for consultant interview and review • Prepare Progress report on Top 10 -12 to full council • May 16: Council selects Top 5 finalists • May 17: Consultant to notify finalists and others of status Deliverables: Progress Report: 10 -12 semi- finalists portfolio Final Interviews May 31 /June1 Council Interviews Candidates Activities: • May 17 -27: Consultant conduct finalists' background and reference check • Consultant prepares interview questions for various panels • Consultant assist the City in preparing for the final interviews • Facilitate two day interview process • Assist in selection of the next City Administrator, contract draft and negotiations Deliverables: 1. Interview Packets (including background reports, reference reports, and interview questions) 2. Agreement / Contract • We will communicate throughout the process with the interim administrator, all the information should be shared with the Council as appropriate • We will update all the candidates of their status as the search process progresses • We will assist with press relations as appropriate Proposal Outline for Executive Search Services City of Corcoran City Administrator Brimeyer Fursman, LLC Executive Search 1666 Village Trail E Suite 7 Maplewood, MN 55109 651.338.2533 richardfursman(&gmail.com Table of Contents Page Introduction Firm Experience Approach and Services Overview Principles Assigned to Your Search Detailed Plan of Action Steps and Services Provided 2 3 4 Organization Assessment Position Profile Development Recruiting Plan Progress Report Interview Process Guarantee Onboarding and Follow up Time Table Fees and Expenses Payment Policy 7 8 9 10 11 12 12 13 14 Executive Search 1 1 Statement of Understanding Firm Experience Brief history Founded 1991 Current City Manager Search Engagements Similar Searches 2011 -2013 Introduction The City of Corcoran is seeking assistance with the hiring of a City Administrator. It will be the responsibility of the consultant to manage expectations, provide expert guidance, and take careful note of the information provided through the individual council members and the organization as a whole. Founded by Jim Brimeyer in 1991, Brimeyer Fursman, LLC is headquartered in the Twin Cities of Minnesota. Current company president, Richard Fursman and, now senior adviser, Jim Brimeyer have undertaken hundreds of similar projects in Minnesota, Iowa, Wisconsin, Nebraska, and South Dakota. During those searches they successfully implemented recruitment strategies, demonstrating expertise in candidate assessment and the development of a selection process that addresses the needs of the organization and the entire community. Together, Mr. Brimeyer and Mr. Fursman completed over 500 management searches in the Midwest and have assisted over 200 organizations in other Organization Development efforts. Brimeyer Fursman, LLC is now the industry leader in the process of "Onboarding" or preparing the Organization and new Administrator for transition, to ensure the best possible start. We take great care of our client's needs and concerns not only as the process unfolds, but also through the new City Administrator's entry and transition. The firm is currently engaged in searches for City Administrator for Arlington, Minnesota, and Police Chief in Petersburg, Alaska. Richard Fursman and associates of Brimeyer Fursman, LLC have conducted several hundred similar searches over the past decade; most recently, the cities of Adel and Knoxville, Iowa; New Richmond and Kimberly, Wisconsin and Hopkins, Medina, Edina, Forest Lake, Spring Park, Wayzata, Olivia, Chaska, Crookston, Eagan, Vadnais Heights, Minnetonka, Apple Valley, Woodbury, and St. Cloud in Minnesota. Executive Search 1 2 Search Approach Scope of Services Summary (Executive Search) Approach and Services Overview Our approach to executive search promotes maximum input from the Mayor and Council, staff, and citizens in the search process. We help guide the process, but you are the final authority in the selection of candidates. We maintain continual contact with the client throughout the search and keep the candidates informed as the search progresses. In addition to our milestone meetings with the Mayor and City Council, we will provide periodic updates to keep you informed of our progress. Brimeyer Fursman is committed to accurately portraying all candidates to the City. Likewise, we strive to accurately represent the position to candidates to prevent unrealistic expectations. Phase I Organization Assessment and Develop Position Profile Meet individually with the Mayor and Council, Department Heads, and key staff. Meet with selected representatives from the community and/or conduct public forums. Develop and present Position Profile. Phase II Recruitment of Best Candidates • Place announcements • Direct recruiting program • Collect and review resumes • Interview semi - finalists /Screen and evaluate • Prepare and present progress report • Assist elected board with the selection of top 5 candidates for interviews • Personality /Management Profile Phase III Interview Preparations and Event • Reference checks - credential verification — credit report — criminal check • Coordinate candidates' interviews • Prepare schedule, questions, review sheets • Monitor interviews, facilitate candidate review session • Develop compensation package • Assist with negotiations Phase IV On boarding • Onboarding: Socialization process to assist new and existing leadership with the transition to a new City Administrator. Follow -up Six and twelve months following the City Administrator's start, we will assist with conducting a full review. Executive Search 1 Richard will be the lead consultant on the project and will be involved in all aspects of the search. Irina will assist with interviews and fact finding. She will be involved with facilitation and community contacts. She will also handle candidate logistics during the final interview stage accounting for 10% of the project. Principles Assigned to Your Search Dr. Richard Fursman, President: Richard joined Brimeyer Fursman in 2007 and has conducted 20 searches over that time period. Richard has over 25 years of senior management experience in local government, most recently as the City Manager of Maplewood, Minnesota. Richard earned his Doctorate in Organization Development as well as his Bachelor of Arts in Economics from the University of St. Thomas and his Master of Arts degree in Urban and Regional Affairs from Mankato State University. Richard is an Adjunct Faculty at the University of St. Thomas. He was awarded the title of Credentialed Manager by the International City /County Management Association. Richard is a past board member of the Minnesota City /County Management Association, a member of Rotary International, and past President of the Minnesota Metropolitan Manager's Association. Richard has conducted numerous strategic planning retreats and consults with municipalities and non - profits on reorganization and change management in the USA and Abroad. Irina Fursman Irina is Vice President of Brimeyer Fursman, coordinating all facilitation and community contacts. Irina is a nationally certified facilitator and trainer from the Institute of Cultural Affairs. Irina was born, raised, and educated in Russia and Ukraine where she earned her Bachelor's Degree of Education and Master's of Science Degree in Mathematics and Computer Science before moving to the United States in 2002. Irina has co- facilitated over 30 strategic planning sessions with cities and businesses. She has worked with over 20 communities during the search process with facilitating community discussions, research for profile development, and coordinating candidate logistics. In addition to facilitating sessions, Irina also trains in the art and science of facilitation. Irina has presented nationally and internationally on the subject of citizen engagement, strategic planning and sustainable development. Irina is currently a Doctoral Candidate in Organization Development at the University of St. Thomas. Executive Search 1 4 Phase I Organization Assessment Employee Engagement & Citizens Engagement Detailed Plan of Action Steps and Services Provided by Brimeyer Fursman, LLC Each search process begins with a careful assessment of the current state of the organization. This evaluation is used when the position profile is established to ensure applicants are screened according to the needs and established norms of the organization. You will be asked how much if any, change in direction is hoped for with the new City Administrator. Candidates are screened for fit and capacity according to your requirements discovered during the process. Assessment areas typically include organizational procedures, structure, systems and policies, culture, staff capacity, leadership and management philosophy, and previous experiences. Four methods may be used to gather information for assessment: 1. Interviews 2. Focus Groups 3. Questionnaires 4. Review of artifacts Engaging as many stakeholders as possible in this first step of the process will provide an impetus for change needed and prepare the organization for the transition in leadership. Members of our team have extensive training through the Institute of Cultural Affairs on facilitating community discussions. A critical success factor of the search is identifying community priorities and the environment in which the Administrator must function. We encourage meetings with citizens to further assess the climate of the community with the use of forums and individual interviews. Executive Search 1 5 Establishing and Evaluating Expectations Organizational study Coordinated with Administrator Search Position Profile — Recruiting Brochure P i in.'n F'n,fik I A successful search has a thorough definition and agreement by the Mayor and City Council on each aspect of the position. During this initial phase, our consultants will meet collectively and individually with the Mayor and City Council members, Department Directors and Administrators, and key staff to learn more about your goals and objectives. Critical factors to be determined include position responsibility and authority; reporting relationships; educational and experience requirements; personal and leadership qualities; and management style. We will carefully review your expectations and provide industry tested feedback. We will discuss pay expectations, the available talent pool, organization fit, and others that come up during the profile formation. An organizational review and City Administrator search should be a coordinated process whose elements happen together. The information from the organizational review /assessment is essential for the successful recruitment of the new City Administrator. The same analysis becomes the foundation for a plan of action for the new City Administrator once they start. We will pay considerable attention to establishing organizational goals and priorities for the position. The identification of priorities serves a two -fold purpose: it assists the hiring authority in developing a consensus on what is important for the organization and it alerts potential candidates to the important issues of the organization. After drafting the Profile, we will meet with the Mayor and City Council as a group to discuss the critical specifications of the position. A great deal of emphasis placed on the agreement of this analysis. Without this information, it is difficult to determine how potential candidates will affect the City's plans and organizational team. The final Position Profile, after approval by the Mayor and City Council, becomes the document against which we evaluate prospective candidates. Executive Search 1 6 PHASE II Develop and Implement an Approved Recruitment Plan Place Announcements Recruit Candidates Recruitment Ads ICMA: International City Managers Association Gov't Jobs Linked -IN Brimgroup Web Page League of Minnesota Cities Neighboring Leagues Accept and Acknowledge Applications Review Resumes and Screen Candidates The Position Profile serves as the primary recruitment tool as a means of identifying the scope of the position and highlighting the unique characteristics and qualities of the community. Once the Profile is approved, we will prepare and conduct a comprehensive program to contact candidates and determine sources of candidates. In addition to placing announcements in the appropriate professional and trade journals, we will announce the position on appropriate web sites and the Profile will be featured on the Brimeyer Fursman web site with a link to the City of Corcoran official web site. We will utilize our local, regional, and national contacts to identify potential candidates. We will identify comparable organizations where key individuals will be contacted. Often times we are able to identify candidates from similar assignments who may be appropriate for the position. Sometimes the most qualified candidates are often not in the job market and do not respond to traditional advertising: therefore, we will directly recruit specific individuals with established patterns of talent, stability, and success through direct visits, calls, and mailings. Brimeyer Fursman will take all responsibility for accepting and collecting applications and acknowledgments. We will maintain transparency and provide continual updates to the city and candidates as each step in the process proceeds. We take great care to treat all candidates with the greatest respect on behalf of the firm and Corcoran. Following the application deadline, we will screen each applicant's experience and background against the Position Profile. After evaluating and comparing each application, we will compile a list of candidates for further consideration. We will conduct one -on -one interviews with the most promising individuals. Our staff will make every effort to conduct face -to- face interviews with these candidates. Our in -depth evaluation and appraisal techniques will cover issues such as work experience, education, professional development and achievement, career objectives, accomplishments, suitability, and specific interest in the position. We will pay particular attention to the management style that most closely reflects the needs of the organization. Executive Search] Assessment Tools Cover letter & resume review Short essays on topics related to the position Writing sample Summary of accomplishments Insights management profile One -on -one interviews 360 Degree Reference Review Full Credit Report Credential Check Criminal Check Progress Report TOP 10 -12 We use a variety of techniques to "discover" the candidates who will have the greatest chance of success. Research shows that past performance is the greatest indicator of future success. We spend a great deal of time reviewing the accomplishments and lessons learned on mistakes with each candidate. Additionally, we profile management styles and capabilities of each candidate through testing and interviews. Brimeyer Fursman is authorized to administer the Insights Discovery Personality Profile System. The results will cover motivation and behavior patterns, management strategies, identification and management of conflict areas. The City will gain insights into the strengths, management style, and key communication styles for each finalist candidate. Once interviews are complete, we will select the most qualified individuals to present to the Mayor and City Council. We will prepare a Progress Report that will provide information on ten candidates whose backgrounds most closely meet the requirements of the position. This Progress Report will provide specific information on: • Educational and work history • Accomplishments and growth potential • Strengths and possible limitations • Skills and performance history related to the position • Personality and decision making profile We will deliver this report and personally review it with the Mayor and City Council. Five or six candidates will be selected for further consideration based on the review. We will propose a schedule for interviewing the candidates and discuss the compensation expectations of the Mayor and City Council once the finalists are selected. Executive Search 1 8 PHASE III Coordinate and Conduct Final Interviews Reference and Credential Checks Final Interview and Selection Process Selection Negotiating Compensation Package 360 Review: Prior to the interviews, we will conduct discreet reference checks on the finalist candidates. We will talk with peers and former associates of these candidates. We will speak with individuals who are, or have been, in positions to directly evaluate the candidates' job performance. We will verify the finalist candidates' credentials through educational, criminal, and credit checks. • Resumes, cover letters, and reference reports will be provided on each candidate prior to the interview. • We will also provide the Mayor and City Council with a list of suggested interview questions and evaluation forms. • We will discuss the proposed procedures to be used in the interview process. • Our suggested interview schedule will allow the candidates to get acquainted with the community and community leaders and to visit with the Mayor and City Council and the staff in informal settings. • We culminate the process with individual and group interviews. • If possible, all interviews will be scheduled within a period of two days depending upon the desire of the Mayor and City Council. • A consultant will be present at each interview. After the interviews, we will meet with the Mayor and City Council to review the individual ratings and assist in determining the top candidate. The consultant will assist in this process to the extent requested by the Mayor and City Council. We take responsibility for notifying all unsuccessful candidates each time the candidate pool is narrowed down. Brimeyer Fursman, will take great care that the City of Corcoran secures acceptance from the most desired individual. We will participate in the final negotiations. If any concerns arise in the final hour, by working as a third -party intermediary we can resolve important details of the offer which may have significant bearing on its final acceptance or rejection. We will negotiate the terms and conditions of employment and prepare a Letter of Agreement on behalf of the City of Corcoran with the selected candidate. Executive Search 1 9 Additional Support Services Phase IV Onboarding — Preparing for change FOLLOW UP Performance Review • If requested by the City, Brimeyer Fursman, will act as a spokesperson with the media in order to maintain the integrity of the selection process and to protect the confidentiality and privacy of the candidates who are not hired. • Family issues and dual career households are factors that influence an individual's decision to change jobs. We address circumstances arising from a job change including spouse careers, real estate issues, family concerns, and relocation details. • After the candidate is employed, we will follow up with both the City of Corcoran and the candidate to insure a smooth transition and satisfactory completion of the assignment. This follow -up contact is intended to identify potential issues early so that adjustments can be made, if necessary. Onboarding is a process focused on the integration of new senior -level managers into an organization. The goal is to prepare Managers to succeed in their jobs as quickly as possible. Brimeyer Fursman will meet with the directors and key staff, Mayor and City Council and the new City Administrator to discuss and plan for the adjustments that naturally occur during periods of transition. This is particularly helpful to staff as they learn to work with their new supervisor. Items covered include effective communication, setting expectations, clarification of roles and responsibilities, a review of the culture and other norms. If requested by the Mayor and City Council, we will assist in conducting a performance evaluation of the selected City Administrator between six and twelve months of employment. We will develop a Work Program that will contain objectives for the City Administrator to accomplish in the ensuing six to twelve months. Executive Search 1 10 Kick -off Meeting with Council Highlighted activities require full Council participation Guarantee Time Table (Subject to your needs /changes) Brimeyer Fursman offers an 18 month guarantee on the effectiveness of the City Administrator, provided the Mayor and City Council and Brimeyer Fursman agree that all phases of the process have been successfully completed. Should the Mayor and City Council determine it necessary to terminate the City Administrator due to failure to adequately perform the duties as specified in the Profile and as represented by the process, we will refill the position at no additional fee and will charge expenses only. Should there be substantial changes in the political situation at the City of Corcoran and a decision is made to terminate the City Administrator for reasons other than failure to perform the duties as specified in the Position Profile, this guarantee is subject to negotiations between the Mayor and City Council and Brimeyer Fursman. Brimeyer Fursman will not recruit candidates we have placed with your organization. Brimeyer Fursman LLC will work with the Council on the timing of the search. We will work closely with you to work through scheduling difficulties. The following is a suggestion that will likely be altered to fit everyone's schedules. Authorization to proceed March 2013 Profile Data Collection (with interviews of Council, Community, Staff) Approve Position Profile Start Recruitment Deadline for Applications Screen and Review Candidates Progress Report/Select Finalists Reference and Credential Checks Interviews Start of New Administrator Onboarding Session with New Administrator and Council March 14 March 14 -15 March 28 March 29 April28 April/May May 16 May May 31 /June 1 July 2013 At start Executive Search 1 1 , Appendix A: Fee Quotation Executive search process overview and fees dr Total Search Fee Expenses (Not to exceed) TOTAL (Not to exceed) $15,900 $2,500 $18,400 Phase I Develop Position Profile • Meet individually with the Mayor and City Council, Department Heads, and key staff • Meet with selected representatives from the community and/or conduct public forum • Develop, present, and Position Profile $5,000 Phase II Recruit and Screen Candidates • Place Announcements • Direct Recruiting, Send Profiles • Review Resumes • Screen and evaluate candidates • Prepare and present Progress Report (progress report will be delivered in person and contain profiles of 10 -12 candidates who demonstrate the best fit. Here the council selects the top 5 for interviews. $5,900 Phase III Interviews and Background Checks • Reference checks /credential verification • Personality Profile assessment instrument • Schedule and coordinate candidates' interviews with the assistance of City staff • Participate in interviews • Develop compensation package • Participate in negotiations $5,000 • First Performance Evaluation Expenses only Expenses Typical expenses include copies and supplies, position advertising (League Web Sites, ICMA, Minnesota City Managers Association, Linked -IN), credential and criminal background checks, etc. The expenses are for 5 finalists. Expenses for additional fmalists will be billed at $300 each. Not to Exceed $2,500 This estimate does not include costs associated with candidates' expenses for the final interview such as airfare for out of state candidates, hotels, meals and others. These expenses are influenced by the following factors: number of candidates invited to interview, location of candidates, spouse and family attendance, meals and hotel accommodations provided. For local candidates, the cost is typically zero. Phase IV: Additional services after the Administrator is hired If the council desires, we will facilitate onboarding of the new Administrator to help clarify roles, expectations and reveal important practices of the operation. This is done with the council and staff and is planned during the first week or two the Administrator is on the job. $950 Executive Search 1 12 Payment Policy: Our payment policy is one -third of the total fee due upon signing this agreement; one -third after presentation of the Progress Report; and the balance due 10 days after the search has successfully been completed, whether the agreement is oral or written. In the event the City Council terminates this agreement during the search, we will retain the progress payments to that point. Richard Fursman, President Date Brimeyer Fursman LLC Mayor Ken Guenthner Date City of Corcoran, Minnesota Executive Search 1 13 Wenck TO: Dan Donahue, City Administrator FROM: Kent Torve, P.E. Vince Vander Top, P.E. Kendra Lindahl, City Planner DATE: February 21St, 2013 SUBJECT: TIF Project Information Wenck Associates, Inc. 1800 Pioneer Creek Ctr. P.O. Box 249 Maple Plain, MN 55359 -0249 (763) 479 -4200 Fax (763) 479 -4242 E -mail: wenckmp @wenck.com 1.0 Background The Council reviewed potential TIF projects at the February l4th meeting and requested additional information for potential projects for the estimated $1.8M remaining. Additional information provided below includes: • Description of tasks and costs for transportation planning • Planning effort of updating the Zoning Code Design Guidelines • Sewer data and figures to show areas served for two lift station locations. • Table of project costs and fund balance 2.0 Transportation Planning (Refined) Council directed staff to further develop a scope for transportation planning in the downtown area, focusing on the area north of downtown and the CR 10 /CR 116 intersection. The prior Engineer's memo had identified a process for "official mapping" which would receive formal approval of County and City. Currently this proposal is modified for a planning level effort, to identify the corridors and alignment, but not complete the official mapping process that involves formal approvals by the County. The directions at last week's council meeting was to focus on those roads consistent among different CR 10/ CR 50 scenarios and are shown in yellow cloud on Figure 1. The figure shows studying the following roadways and intersections: • Meister Road • Signalized intersections along CR 116 of Meister Rd, City Hall, and CR 10 • Alignment corrections and alignment east of CR 116 and CR 10 Scope of work The prior memo had documented the tasks involved, which are copied below: • Updating traffic projections • Establishing preliminary plan, ROW, and typical roadway cross sections • Turnback timeline for CR 10 o Some minor improvements on CR 10 may be a condition of the turnback. • Establishing design criteria (design speed, adjusting curves, etc.) • Intersection and signal needs • Complete preliminary geometric design • Individual access management meetings • Environmental review for wetlands and stormwater • Pursue acquisition of the CR10 /CR50 "fork" properties which under all alignments would require purchase List of Tasks and Costs Task 1 Corridor Planning, ROW identification, Preliminary geometric and Intersection designs $35K Task 2 Environmental Review $15K Task 3 Public Meetings and Process $10K Task 4 Property acquisition $150K to $175K. 2.1 East / West Transportation Corridor (Text from Vince Vander Top, P.E.) This add -on scope of work focuses on the components common to the two different CR 10/50 scenarios. This scope (shown in blue cloud on Figure 1) builds off the CR 10/ CR 116 alignment task above, and brings into discussion the ultimate alignment of CR 10. It is recognized that this is a more difficult planning project, however staff believes it would be prudent for the Council to consider the merit of using TIF to address east /west alignment also. Two primary options have been discussed (along existing CR 10 corridor or moving CR 10 to Larkin Road) during previous planning exercises and in the Comprehensive Plan: The determination of a preferred east /west corridor for County Road 10 may need to be determined prior to execution of the other common components including Meister Road improvements, improvement of intersections along Country Road 116, and ultimately the turn-back of County Road 10 through Corcoran. The following typical questions could be considered for evaluation: 1. What are the required typical sections based on projected volumes? How do they change through the corridor? 2. What are impacts to future pedestrian movements? Impacts to local downtown trips? 3. What are the impacts to local properties, downtown businesses and along Larkin Road? Can we minimize impacts by limiting the typical section? Will access control be viable? 4. Will the intersection of CR 10 and CR 116 be significantly different if it is a city street instead of a County Road intersection? 5. What are the environmental impacts of the different options? Adding clarity to these questions would be timely; in that, the planning actions would be well before development activity. The end product may not be an actual official map of County Road 10. Rather, the identification of a preferred alignment, typical sections, and right -of -way width would guide future planning and development. The four tasks are the same as listed previously in paragraph 2.0 and the cost for the east /west planning is estimated at $80K. 3.0 Design Guidelines Planning for roadways affects future development in the downtown area, and discussions with Kendra Lindahl identified a 2013 planning project that could be incorporated into the overall transportation planning effort. (Text from Kendra Lindahl, City Planner) The council has identified an update to the downtown design guidelines (which are part of Appendix A of the Zoning Ordinance) as a priority for 2013. Furthermore, the City Council has identified a need for an update to the Transportation Plan for this area. Our work plan includes preparation of a new downtown master plan and associated design guidelines in conjunction with the transportation planning efforts. Our work includes meetings with the City Engineer to prepare and refine concept plans, presentation of the revised concept plans to the City Council, preparation of a new master plan and design guidelines, a community open house and meetings with the Planning Commission and City Council. Our proposed work plan for this project is based on our previous discussions and our understanding of the goals for the downtown area. Task 1 Task 2 Task 3 Task 4 Task 5 Analysis of existing master plan and design guidelines Preparation of conceptual master plan in coordination with conceptual transportation plan Council review of concept master plan Refinement of Master Plan and updates to design standards Preparation of Master Plan and Ordinance update for public hearing process (community open house, planning commission and city council meeting) We estimate this scope of work at approximately $20,000, depending on the number of meetings and revisions required. 4.0 Lift Station Locations The prior council discussion centered on the location of the lift station to serve the downtown area, green space of Schutte and Schendel properties, and also potential park or Rockford School District improvements. Further discussion could involve the exposure of public or private needs, existing users (Downtown and Corcoran Trail loop) vs. undeveloped (Schutte and Schendel), etc. Cost was previously given as $500,000. Park Location: Advantages • City -owned property available for construction • Serves downtown area via public ROW • Serves 50% of the Comp Plan area • Serves Rockford school property • Schendel exposed via a second lift station Disadvantages • Two lift stations may exist if Schendel develops soon, or • A "lost" cost of pumps and electrical would occur if gravity installed through the City Park and Schendel lift station also serves Park and downtown area. Schendel Location: Advantages • Downstream location serves about 20% more area than Park location • Discharge could be routed to CR 116 rather than south to CR 10 Disadvantages • Private property would need acquisition in 2013/2014 • Initial planning of development needs to occur to locate the lift station 4.1 Downtown Sewer Exposure Both options could include installation of a length of pipe to "stub" to the intersection of Commerce Street and CR 10. This small forcemain would be temporarily capped, however would expose all businesses to sewer and allow for the removal of mounds and holding tanks. A business with either expansion plans or compliance issues could move forward with improvements. Estimated cost is $40,000 and the final route would need to be determined (Park area or CR 116 manhole). Table 1. List of 2013 Potential Projects for TIF Expenditure Time Line TIF Balance Estimate $1,856,604 HWY 55 Infrastructure Planning Reimbursment $100,000 2013 Transportation Planning (Refined) $60,000 2013 / 2014 East/West Transportation Corridor $80,000 2013/2014/ 2015 Property Acquisition $175,000 2014 Design Guidelines (Update Appendix A of Zoning Code) $20,000 2013 Lift Station and Water to Park Area $500,000 2013 / 2014 Sewer Stub to Commerce St. and CR 10 $40,000 2013 / 2014 C: \Documents and Settings \TorKC0063 \My Documents \Corcoran Offsite \Sewer and Water Project \Project List TIF 2013.xIs Legend Proposed FA' Meister Rd Municipal Boundary Parcels Roads ROW = 200' ROW = 120' ROW = 80' Major Intersections 2030 Daily Traffic Volume County Proposes to "Turn Back" CR10 to City 15,700 Recommended Alignment, 1997 (Before TIF Alternatives) .* klik + - a: rE,aio, 4e#'- County 50 to Remain in County System 5th Ave Conceptual Change in Curve Radius y, • arkin TF P p� — r .11 R " • r l 1011WA\veN Mxd: L: A2294V 10 \mxd \Transportation E.mxd Last Modified: 6/1/2010 2:05:36 PM CITY OF CORCORAN Downtown Alignment JUNE 2010 Wenck Associates, Inc. 1800 Pioneer Creek Center Environmental Engineers Maple Plain, MN 55359 -0429 Figure 1 Attachment A Sewer Information from Comprehensive Plan SE SE -6 „SES7 SE -P SE -,31MN hsE-a •• sP -' slow: mmr WaalSE -2 APPENDIX C - ULTIMATE SYSTEM DESIGN FLOWS (MGD) From Point To Point Area Added Average Flow Added Total Average Flow PFF Design Flow SE DISTRICT SE -A MG' SE -A 0.00 0.00 4.0 0.02 SE -30 SE- 29(LS) SE -AG, AH 0.12 0.12 4.0 0.46 SE- 29(LS) SE -28 SE -AI 0.12 0.24 3.8 0.91 SE -28 SE -1 SE -AJ 0.10 0.34 3.6 1.21 SE -1 SE -2 SE -U, W, AK 0.20 0.54 3.4 1.82 SE -2 SE -3 SE -V 0.01 0.55 3.4 1.86 SE -4 SE -3 SE -R 0.03 0.03 4.0 0.11 SE -3 SE -5 SE -P, Q 0.13 0.71 3.3 2.34 SE -5 SE -6 SE -G 0.00 0.71 3.3 2.34 SE -7 SE -6 SE -O, AM 0.16 0.16 3.9 0.64 SE -6 SE -8 0.00 0.87 3.2 2.79 SE -9 SE -10 SE -D, E 0.12 0.12 4.0 0.48 SE -10 SE -8 0.00 0.12 4.0 0.48 SE -8 SE -11 SE -F 0.01 1.01 3.1 3.12 SE -12 SE -11 SE -H, 1 0.24 0.24 3.8 0.90 SE -11 SE -13 0.00 1.25 3.0 3.74 SE -13 SE -14 (LS) SE -B 0.02 1.27 3.0 3.80 SE -32 SE -31 SE -AP, AO 0.17 0.17 3.9 0.68 SE -31 SE -14 (LS) SE -AQ, AR 0.14 0.32 3.6 1.14 SE -14 (LS) NE -4 SE -C,K, AF, AS, AT 0.31 1.89 2.9 5.48 SE -15 SE -16 0.00 0.00 4.0 0.00 SE -17 SE -18 SE -X, Y 0.23 0.23 3.8 0.88 SE -18 SE -16 SE -S 0.02 0.25 3.7 0.93 SE -16 SE -19 SE -J, L 0.31 0.56 3.4 1.91 SE -20 (LS) SE -19 SE -M, N 0.05 0.05 4.0 0.19 SE -19 SE -21 SE -T 0.14 0.74 3.3 2.46 SE -21 SE -22 0.00 0.74 3.3 2.46 SE -23 SE -24 SE -AA, AB, AV 0.16 0.16 3.9 0.64 SE -25 SE -24 SE -AD, AU 0.11 0.11 4.0 0.43 SE -24 SE -26 SE -AC 0.01 0.28 3.7 1.04 SE -27 SE -26 SE -AE 0.10 0.10 4.0 0.41 APPENDIX C - ULTIMATE SYSTEM DESIGN FLOWS (MGD) From Point To Point Area Added Average Flow Added Total Average Flow PFF Design Flow SE -26 SE -22 0.00 0.38 3.6 1.38 SE -22 ECI 2 SE -Z 0.06 1.19 3.1 3.68 1 Intercommunity connection to Maple Grove 2 MCES Elm Creek Interceptor