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2013-04-11 -Council Agenda Packet
Agenda Corcoran City Council April 11, 2013 - 7:00 PM 1. Call to Order / Roll Call 2. Pledge of Allegiance The Regular City Council Meeting will be suspended and the Council will meet as the Local Board of Appeal and Equalization* 3. Agenda Approval 4. Open Forum 5. Presentations — Fire Departments' Annual Report* 6. Consent Agenda a. Draft Minutes of March 28, 2013 Council Meeting* b. Awarding 2013 Asphalt Maintenance Contracts - Resolution 2013 -12* c. Loretto Fire Department Contract* 7. Claims as Presented * a. Escrow Claims (Fund #500) b. All Other Financial Claims 8. Staff Reports / Memos /Commissions a. Financial Performance Report b. Plan for Updating and the Retention of City Records c. 2012 Charter Commission Report to Chief Judge Cahill* d. Draft Minutes of February 19, 2013 Parks and Trails Commission Meeting* e. Information on Land Use Seminars* f. Ophoven Letter 9. Planning Business / Landform 10. Unfinished Business a. PW Facility i. Review Bids ii. Discuss Alternates iii. Discuss Financing Option iv. Ebert Construction Pay #4 v. Oertel Architects Pay #5 b. 2013 Tax Increment Financing i. Discuss Projects and Priority ii. Consider Phase II Analysis and Consulting Agreement* 11. New Business a. Approval of Resolution 2013 -11 Supporting Legislation for the City Option of Establishing Street Improvement Districts b. Approval of Administrator Transition and Consulting Agreement* 12. Unscheduled Items 13. Review of Upcoming Council Meeting Agenda 14. 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 April 11, 2013 1. Call to Order/ Roll Call 2. Pledge of Allegiance The Regular City Council Meeting will be suspended and the Council will meet as the Local Board of Appeal and Equalization* Information needed for the Board is provided by City Assessor Rolf Erickson. He along with Hennepin County Representatives will be at the meeting. 3. Agenda Approval 4. Open Forum 5. Presentations. Fire Departments of Hanover, Rogers, Loretto, and Hamel. The annual report to the council will be made by the fire departments and their Fire Chief. Their reports are in your packet. 6. Consent Agenda a. Draft Minutes of March 28, 2013 Council Meeting b. Awarding 2013 Asphalt Bids. Bids received for asphalt were almost non - existent. One bid received for city crew pickup of asphalt and one bid if delivered to the site we specify. Staff recommends the resolution with the two bidders. Prices remain the same from 2012 for the asphalt "Placed on the Street" bid of $58.50. The asphalt that is picked up at the plant by city crews is lower than 2012. That award price was $54.64. This year's price is $50.60. What will we be doing this year with the asphalt? PW is waiting first to see what happens in the next two weeks regarding existing paved roads. The spring weather often brings surprises. If things remain normal, PW is looking at Butterworth Lane in the south, Jackie Lane in the NE corner, and Country Road also in NE Corner. If you would like more information on what PW plans for this year, we can bring back at the May 9th meeting. c. Loretto Fire Department Contract. The permanent contract is now ready for your review. Contract is for three years and renewable every three years. Cost is based on 50 % property values in fire service area and 50% on the three year average of calls. Total cost for 2013 is the same as in 2012. This contract replaces the two interim contracts the council has passed in the last three months. All this however will be changing in the next month as we transition out from the Hamel Fire Department to be replaced by the Loretto and Rogers Fire Departments. 7. Claims as Presented * a. Escrow Claims (Fund #500). b. All Other Claims As Presented 8. Staff Reports / Memos /Commissions a. Financial Performance Report. This was passed out at the last council meeting. The report is not in this council packet. I will leave up to you as to discussion. Look at the last page of the report. You might want to note the net balance as of 12/31/12. Looks pretty good but remember this is unaudited. The Auditor by the way will be coming to the May 23rd council meeting. b. Plan for Updating City Records Plan. See my report. c. 2012 Charter Commission Report to Chief Judge Cahill. See letter. d. Draft Minutes of February 19, 2013 Parks and Trails Commission Meeting e. Information on Land Use Seminars. See flyer in packet. Administrator's City Council Meeting Agenda Memo April 11, 2013 Ophoven Letter. Mr. Ophoven came to the council meeting last month. A complaint had been received by the city about his open vehicle storage at 19315 Co. Rd 30. He is asking the council for relief from the $2,000 Escrow fee for the Conditional Use Permit he is requesting. Staff recommends that this matter be handled thru the complaint process rather than the Planning Department process. This allows some leeway. If thru the Planning process, the city code says $2,000 of an escrow. Changing to his request of $0 sets a precedent. If thru the complaint process, I would not recommend a $0 escrow but I would recommend a $500 escrow. 9. Planning Business 10. Unfinished Business a. PW Facility. The base bid and alternate 2 were approved at the last council meeting. The issue of the alternates to the Public Works building needs to be settled at this council meeting. In your packet is a summary of all of the bid packages, the quotes, and the alternate bids. The council asked that I provide additional information on funding. See my report and the example provided by Paul Donna of a small bond issue to pay for the alternates. b. 2013 TIF Projects. In your packet is the staff memo from the March 14" council meeting, the Phase I report from Kirstin Barsness, and a newer proposal from Ms. Barsness for Phase II. See my report for more information. 11. New Business a. Resolution Supporting Legislation Giving Cities the Option of Creating Street Improvement districts. See memo and background material in packet. The city engineer and I support this legislative effort. It would give the city the ability to decide whether or not to create a Street Utility Fund. Such a fund if it were created would give additional funding options to the city for streets and transportation projects. b. Approval of Administrator Transition and Consulting Agreement. This is the agreement between the city and me for my transitioning out of the day to day administrative role. You have seen a draft in the past month. This is the completed document for your consideration. 12. Review of Upcoming Council Meeting Agenda Council Calendar Planning Commission 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 2119/13 3/19/13 4/16/13 5/21/13 6/18/13 Asleson Lynch Cossette Thomas Guenthner Asleson 2 April 2, 2013 City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Dear Mr. Donahue, Our new Fire Chief, Dave Malewicki, asked me to forward along the attached 2012 year- end report from the Fire Department. Please feel free to contact Chief Malewicki or myself if you have any questions. Sincerely, Annita M. Smythe Accountant /Deputy Clerk City of Hanover, MN 763 - 497 -3777 ex. 2 annitas @ci.hanover.mn.us City of Hanover 11250 5" St NE, PO Box 278, Hanover, MN 55341 1 (p) (763) 497 -3777 (fl (763) 497 -1873 1 cityhaIJ@6.hanover.mn.us Hanover Fire 11250 51h Street NE Hanover MN 55341 The Hanover Volunteer Fire and Rescue Department was Established in March of 1951. Today the Department has 30 Members. The combined years of service on the department are 415 years. The members need to attend a set percentage of calls, and Meeting, and Trainings to qualify for a year of service. The Qualifications on the department are as follows: 30 Firefighter 1 20 Firefighter 2 / Haz Mat Ops (4 in class now) 26 Minnesota state License 25 First Responders 2 EMT Basic 1 EMT Paramedic 2 Fire Instructor 1 1 Fire Inspector 1 5 fire Investigation 7 Hazard Zone Management (Blue Card) Equipment we have: Engine 11 2005 850 gal tank 1500 gpm Pump Engine 12 1992 1000 gal tank 1250 gpm pump Tender 11 1999 2000 gallon tank Tender 12 2007 3000 gallon tank Rescue 11 1999 Grass 11 1981 pick up with 250 gal tank and pump Grass 12 2005 Ranger 4 wheeler with small 50 gal tank and Pump with foam capability Utility 11 2010 Dodge Pickup Boat 2001 Small Zodiac with a 15hp motor Auto Pulse (Automatic C.P.R. Machine),3 A.E.D's, 2 Sets of extrication tools, 10 Cold water rescue suits, 20 SCBA Packs with 34 replacement Bottles. The fire station has a Cascade System for filling our SCBA Bottles. We Have Equipment Maintance at 7pm and our Business meeting at 8:00 on the 2 "d Tuesday of the month. The last Tuesday of the month is our Fire training starting at 7:00. The third Tuesday bi- monthly is our Medical Training at 7:00. Hanover Fire is active in Fire Prevention. We have been putting on a program for Hanover Elementary, Salam Lutheran Church and the Preschools in our area for 20 or so years. Hanover provides Fire protection and first responder services to parts of Corcoran, Greenfield, Rockford Township, and Hanover. Members are paid $8.00 per call, and Trainings, and Meetings. The Departments Relief benefit is currently $1450.00 per year of service with 10 years being 60% vested and 20 Years being 100% vested. Thank -You for allowing us to serve your Community. If there ever is a concern or need us at a public sponsored event please give us a call. Voati e 4 Chief 1 Dave Malewicki 763 - 286 -6501 Chief 2 Brian Kottke 612- 384 -5161 ry U N r N 2 a y 4 C L t 3 C T o o 0 c U UU' =E °e N N Q 0 0 V 000e o0 - Q O C O C O C E O v S N N Q N m O C U c O o N N a � O M C p E QQ E o e a e a o O N N m N O N O Q N N r a O N O i U N a p m m m r m m v Qm, tnm to Q O m m l0 p N N O Z H C O m y a E O p o N a wti vi- 0 000 0 Q � N t r N3� d V U 6 /Fy�L N N N 8 T 3 ry O O N 0 0 r V N U U N U N } `d r (V N N Q V N 2 N W E Q m N m O O O� LL N Q m N LL U ry U N r N 2 a y 4 C L t 3 C T o o 0 c U UU' =E °e N N Q 0 0 v V - Q O C O C O C O x o U c O o m O M C p E QQ E .2 `m o Q N N v V - Q `m o U c O m Q a N O � o a C o `o E QQ E .2 `m o EU j 3 c- E r a N U z < < N U v LL w m m U U a v v c _ o LL LL N C U v O � U - O Z N EC � EU Z v v _ m m � Q Q m U v U 10 U U � v v v U U U V C C J a ° v U U Q m � u o v b v c N i O � O E p 3 E0 v v � m m v U_ N i C v O to a c � v � � m O � = V_ C � m a � O W N a a Z Z VO N O N 0 N m D LL O U v lLL 0 C � x10 N d of 'M I1 -tn pow, 0 .t. 2012 Annual Hamel Volunteer Fire Department H. Brandon Guest, Chief 2012 Activity Summary Call Type Corcoran Medina Green I field Long Lake Loretto Maple Grove Maple Plain Plymouth Rockford Total Fire 10 12 3 1 2 2 1 1 32 Overpressure 0 Rescue /EMS 24 60 4 1 2 90 Hazardous Condition 4 2 6 Service Calls 5 9 1 3 1 3 1 23 Good Intent 1 2 3 False Alarm 9 40 1 3 52 Weather 0 Unclassified 1 1 Tota 1 53 126 3 2 9 2 1 9 2 207 1012 Hamel Volunteer Fire Department W.. . Ai- L 7" tN 5 Year Activity Summary bv TvPe Type 12008120091201012011120121 Fire 26 30 22 25 32 Overpressure 2 Rescue /EMS 84 80 81 81 90 Hazardous 16 17 7 5 6 Service Call 7 5 19 17 23 Good Intent 16 15 10 6 3 False Alarm 72 55 59 49 52 Severe Weather 2 1 1 Unclassified 1 Total Calls 223 202 199 186 207 1 �5-ch -2012 Hamel Volunteer Fire Department 15- A4acc�ti� Service level Measures Response Time by District 12 Hamel Volunteer Fire Department w A11- L Average 80% 90% Worst Overall 5:55 7:0010:00 19:00 Medina 5:13 7:00 9:00 19:00 Corcoran 6:23 9:0011:00 17:00 12 Hamel Volunteer Fire Department w A11- L Service level Measures Staffing Levels by District Hamel Volunteer Fire Department Iry Average Staffing Calls w/4 or More Overall 8.5 93% Medina 8.2 93% Corcoran 8.81 94% Hamel Volunteer Fire Department Iry 2012 Operational Budget Income Expense Municipal Contracts 183,387 Admin Corcoran 45,847 Bldg Fund Medina 137,540 Dues and Subscriptions Interest 2,000 Equipment Donations 28,113 Fire Prevention Hamel Fire Relief 25,000 Fuel Misc 513 Insurance Other (Including Training Grant) 2,600 Payroll Total Income 213,500 FICA Radios Relief Repair and Maint Training Utilitites Total Expense 12 Hamel Volunteer Fire Department 12,000 7,800 1,800 14,000 1,000 2,500 15,000 52,000 3,450 24,000 37,950 21,000 10,000 11,000 213,500 W.. 1 7 . Ai- L 2012 Operational Actual Results Income Expense Municipal Contracts 183,384 Admin Corcoran 43,808 Bldg Fund Medina 139,578 Dues and Subscriptions Interest 1,609 Equipment Donations 31,115 Fire Prevention Hamel Fire Relief 25,000 Fuel Misc 6,114 Insurance Other (includes Training Grant) 2,431 Payroll Total Income 218,570 FICA Radios Relief Repair and Maint Training Uti I itites Total Expense 12 Hamel Volunteer Fire Department 7,639 7,800 2,794 12,026 697 2,147 15,514 47,969 2,931 22,111 40,250 23,250 4,755 8,943 198,826 WW, . Ai- L 7" tN 2013 Operational Budget Income Expense Municipal Contracts 192,557 Admin Corcoran 48,139 Bldg Fund Medina 144,417 Dues and Subscriptions Interest 2,000 Equipment Donations 28,081 Fire Prevention Hamel Fire Relief 25,000 Fuel Misc 481 Insurance Other (Including Training Grant) 2,600 Payroll Total Income 222,638 FICA Radios Relief Repair and Maint Training Utilitites Total Expense 12 Hamel Volunteer Fire Department 12,000 7,800 2,600 14,000 1,000 2,500 16,000 55,000 3,650 24,000 39,088 24,000 10,000 11,000 222,638 W r,. . Ai- L 7" tN Accomplishments Firefighter Recruitment and Training • Six Additional Firefighter Recruits- One Experienced, Five Rookies. • Began Rookie Training (Firefigher 1, HazMat Ops, Firefighter 11 and First Responder. Planned Completion April 2013. Shared Services Study ■ Applied For and Awarded Shared Services Gr"t For Purposes of Implementation of Previ s `. Study Recommendations with Loretto Department Hamel Volunteer Fire Department me- VORETTO C FIRE MN Loretto Volunteer Fire Department • P.O. Box 22 • 259 N. Medina St. • Loretto, MN 55357 • 763 - 479 -3036 Loretto Fire Department Fire Board 2013 President Jeff Leuer Vice President Tim Ryan Secretary Gregg ,Johnson Treasurer Andy Boecker Trustee Scott Wendland (2013) Trustee Bill Rosati (201.1) Trustee Rick Altendorf (2015) Loretto Fire Department Fire Ground Officers 2013 Chief Jeff Leuer Assistant Chicf' 2 Tim Ryan Assistant Chief 3 Rick Altendorf Captain 1 Terry Ryan Captain 2 Greg VanBuren Captain 3 Nate Schlosser Lieutenant 1 Scott Wendland I.ieutcnuu 2 Brandon Scanlon LicutenanL 3 Dave Kliszcz Safety Officer Henry Pepin Medical Officer Carol Dart Loretto Volunteer Fire Department • P.O. Box 22 • 259 N. Medina St. • Loretto, MN 55357 • 763 - 479 -3036 2013 Loretto Volunteer Fire Department Members Henry Pepin 1980 33 Years Rick Altendorf 1981 32 Years Tim Doboszenski 1987 26 Years Scott Wendland 1988 25 Years Jeff Leuer 1993 20 Years Terry Ryan 1996 17 Years Tim Ryan 1997 16 Years Brandon Scanlon 1997 16 Years Dave Kliszcz 1999 14 Years Nate Schlosser 2004 8 Years Greg Van Buren 2007 6 Years Gregg Johnson 2008 5 Years Calvin Castonguay 2008 5 Years Brian Smith 2008 5 Years Andrew Boecker 2008 5 Years David Kotdke 2009 4 Years Bill Rosati 2009 4 Years Noah Patnode 2010 3 Years Carol Dart 2010 3 Years Nicole West 2010 3 Years Dave Nalls 2011 2 Years Kyle Kostka 2011 2 Years Scott Pivec 2011 2 Years Quentin Lucking 2011 2 Years Braden Broekema 2011 2 Years Andrew Patnode 2012 1 Year Chris Wiemelt 2012 1 Year Jake Leuer 2013 Feb. 2013 Loretto Fire Rescue 2012 Year End Reoort City 2008 2009 2010 2011 2012 Loretto 20 36 21 37 28 Medina 60 45 46 43 48 Independence 65 71 66 55 58 Corcoran 24 28 36 35 39 Greenfield 36 48 28 33 30 Other N/A 7 15 14 9 Totals 205 235 212 217 212 City 2012 Staff Hours Loretto 28 13% 281 10% Medina 48 23% 574 21% Independence 58 27% 680 25% Corcoran 39 18% 609 22% Greenfield 30 14% 423 15% Other 9 4% 186 7% Totals 212 100% 2762 100% Average Number Responders: 12 Mutual Aid Maple Plain Hamel Rockford St. Boni Plymouth Long Lake Hanover Calls/ Given 3 31 2 1 2 1 0 Calls/ Recieved 3 10 0 0 0 0 1 Call Times Calls Call Days 0:00 - 8:00 40 Sunday 8:00 - 16:00 90 Monday 16:00 - 23:59 82 Tuesday Wednesday Thursday Friday Saturday Response Times ( Dispatched time to truck arrived on the scene ) 148 Calls Under 5 Minutes 58 Calls 6 - 10 Minutes 6 Calls 10+ Minutes Training Hours: 1980 Firefighter Training Hours ( In House, Sectional State Schools, Fire Chief's Conference, ect....) Calls 36 28 33 26 37 20 32 Non Emergency Hours: 640+ Firefighter Hours (Parades, Open House, Fire Prevention, Bike Triathilon, Community Events) Equipment Maintenance Hours: 500+ Firefighter Hours VORETTO Lf- RE '4ESGOII- MN 2013 Schedule Of Values Building $ 530,000 Building Contents $ 161,500 Equipment $ 166,400 Future Fire Station Property $ 220,000 Vehicle Schedule Values 1990 Ford F350 Pickup $ 177,300 1991 Intl Rescue $ 307,900 1996 Pierce Saber $ 552,300 2000 Pierce Dash $ 615,700 2003 Ford Expedition $ 38,200 2007 Pierce Tanker $ 225,200 2009 Lark Trailer $ 4,590 2006 Ford F250 $ 30,600 2009 Ranger Grass Rig $ 24,150 2012 Ford F550 Utility Truck $ 201,278 Loretto Volunteer Fire Department - P.O. Box 22 • 259 N. Medina St. - Loretto, MN 55357 - 763 - 479 -3036 qq N O N M r 0 N C IL O .Q m U E Q L U- L W O O L O J Or 0 0 O O O O O O N O O O O O O O p O O O O O p O O O O O O O N O O O O O O O 0 O O O O O O O O O 0 0 O O O O O O O O O O O O O O O O O O O O O O O O O O N O O M O M O CO O C C M O O M N V CO O r w O CO O r m r N r N V) 60 V) AA V) 69 V) V) V) V) V) 69 V) V) 69 0 0 O O O O O O N O O O O O O O p 0 R O O O O O O p O O O O O O O N O O O O O O O O N O O O O O O Co O O O O O O O O O O (D O O O O O O O o O O o to O O 0 U5 O O U) N O O M O N O P. O O O M O O M N le W O r t0 IV O CO O r O r N r N 69 V) V) V) V) 6A V) V) 6R 69 V) 69 69 /A V) to 0 0 m o o 00 0" 00 O 00 O 00 O p 0 0 O O O O O O p 0 0 O O O O O O O N O O O O O O O O N O O O O O O O O O 0 0 0 0 0 O O 0 O p O O O O 0 0 0 00 00 U) 00 O 00 O a O 00 N N O O O M N N N N O C C; M N O 1n C N 11 M W N r r N O O O r r M N r M V) V) V) 69. d) 69 W. (9 Q., 6A 69 V) V) V) V> to V) 0 0 O O O O O O N O o O O O O O O p 0 . O O O O O O p 0 0 O O O O O O N O O O O O O O O N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N O M O r wi f: an N O O O M O N I N M r M CO O r r r r M 69 64 6% ER 69 H EA 69 69 () 69 to V) V) (0 V) It 0 0 O O O O N O O O O O O O p O O O O O O p O O O O O O O "00 O 00 O N O O MC O O O O O O O O O 0 0 Q0 O O O 0 0 O O O O 0 0 O O 0 O O N O M r 0 r N O O M O 'ct 4 N N r O N W O r co r r N 69 69 69 6A 69 6A 69 69 V) 69 6A V) 69 cl 0 0 00 0 ) 00 00 0 0 0 C) O O O O O p O 0 o O O O O N O O O O O N O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N M O O O N O C M N M M N N r O N -' CD O r f0 r N V) V) V) V) to V) V) 69 69 V) L L C) r d r Y r Y r Y C O > H Y ,H C _ O > N N N i w E F- W Q p> Cf Q V °- M F C d d a V Im O r m O r 3 m = t' V C) O t" N N Ci 4) i. C O r y O. O N C) CL N N +' C) 'O r C) a M d O. N> Y LL 'C ta0 N d l6 O O LL 'O N M N d R a) r 3 -a a E a m E � u m C 3 E � r O° m 0 E `— N N C i R 0 0 C m C) (7 i— N N C v� !E O O C m t� O J O r V R C) U' a-. N /6 :+ C) m R N O J O V R C) Vr 3 t 0 O 0��cnoYLL C 7 L E�+rn��cnoYLL O C ONE= E R'vOV)E��0 O O o 'C' r ON) T O G O E Q E N +O+ aC. d iC+ ) � w O O O 'a O C tC O O M m O O O d 7 0 p O N fC O O O L O R O T Ch O O O d O O pp O C) l0 j p 0w O" U N r r N N N Q m S N 0 of a � 0 h h �% N r r N N N Q m M N L) R (� F- H r DEC LORETTO FIRE DEPARTMENT BUDGET 2012 Code Description 2012 Budget Sent 2012 2012 Actual 101 Staff Salaries $ 20,000.00 20,000.00 $0.00 170 Officers Pay $ 7,150.00 7,150.00 $0.00 180 Training Drill Pay $ 14,200.00 14,200.00 $0.00 185 Task Reimbursement (Points) $ 3,070.00 3,070.00 $0.00 190 Salaries (Firefighters) $ 28,640.00 28,640.00 $0.00 191 Meeting Salaries $ 2,490.00 2,490.00 $0.00 121 FICA $ 15,000.00 16,741.02 - $1,741.02 151 Workers Comp. Insurance $ 8,500.00 7,050.00 $1,450.00 200 Office Supplies $ 1,000.00 1,175.99 - $175.99 205 Computer Software $ 1,000.00 1,758.16 - $758.16 208 Training Supplies $ 17,000.00 28,913.26 - $11,913.26 210 Equipment Supplies $ 10,000.00 8,769.36 $1,230.64 211 PPE Supplies $ 15,000.00 11,092.06 $3,907.94 212 Motor Fuels $ 5,000.00 6,442.68 - $1,442.68 216 Open House & Pancake Br $ 7,500.00 4,261.71 $3,238.29 217 Fire Prevention $ 1,000.00 3,884.10 - $2,884.10 218 Medical Supplies $ 3,500.00 16,368.02 - $12,868.02 219 Safety Supplies $ 1,000.00 302.16 $697.84 300 Professional Services $ 1,500.00 4,483.51 - $2,983.51 305 Medical Services $ 15,000.00 12,505.04 $2,494.96 321 Telephone $ 4,000.00 4,527.37 - $527.37 322 Postage $ 300.00 363.61 - $63.61 325 Pagers - Fire Department $ 5,000.00 3,818.50 $1,181.50 331 Mileage $ 800.00 728.92 $71.08 350 Printing $ 200.00 44.10 $155.90 361 General Liability $ 10,002.00 10,805.00 - $803.00 381 Electricity $ 3,500.00 3,052.82 $447.18 382 Gas Service New Property 249.58 383 Gas Service $ 4,000.00 1,529.28 $2,470.72 384 Garbage $ - $0.00 401 Office Rent $ 7,800.00 8,100.00 - $300.00 402 Building Maintenance /Repair $ 12,000.00 18,006.75 - $6,006.75 409 Other Equipment Repair $ 15,000.00 15,553.64 - $553.64 418 Radio Rental $ 9,500.00 13,868.72 - $4,368.72 433 Dues & Subscriptions $ 2,000.00 2,113.89 - $113.89 434 Conferences & Schools $ 13,000.00 16,584.75 - $3,584.75 450 Donations/ Funerals $ 2,000.00 2,100.46 - $100.46 500 Capital Outlay $ 60,000.00 53,184.79 $6,815.21 580 Building Sinking Fund $ - 72,079.99 - $72,079.99 590 Salaries - Sinking Fund $ - $0.00 Pension $ 55,000.00 55,000.00 $0.00 Bank REC 700 jPayroll Expense - Kathy $ 16,000.00 1 19,129.00 - $3,129.00 Total Budget - All Expenses $397,652.00 $500,138.24 - $102,236.66 LORETTO FIRE DEPARTMENT BUDGET - ALL OPERATIONS Ending alance for 2012 Income 2012 Budget Income 2012 Actual City Contracts $ 326,500.00 $328,810.64 $ 2,310.64 Donations $ 6,000.00 $19,000.25 $ 13,000.25 $ 221,732.35 Relief Assn Donation $ 15,000.00 $35,000.00 $ 2010-00-00- Salaries Sinking Fund Fun Fest Donation $1,580.70 $ 1,580.70 Pancake Br & Open H Donat. $5,858.00 $ 5,858.00 Cash on Hand 1 Interest $ 300.00 $49.17 $ 250.83 Money Market Int. $214.34 $ 214.34 Rent $160.00 $ 160.00 Refunds $756.00 $ 756.00 rants $ 3,310.00 $10,000.00 $ 6,690.00 otal $ 351,110.00 $ 401,429.10 $60,319.W Ending alance for 2012 Checking ccount $ 105,456.50 Money Market Account 116 275.85 Total $ 221,732.35 Less Sinking Fund Salaries Sinking Fund $ 54,121.10 Building Sinking Fund Cash on Hand 1 $ 167,611.25 r Dear Ladies and Gentlemen, Rogers Fire Department 21201 Memorial Drive Rogers, MN 55374 Phone: 763 - 428 -3500 Fax: 763 - 428 -2534 As Fire Chief of the Rogers Fire Department, I proudly present to you this summary of activities for the year 2012. 2012 Call History: The Rogers Fire Department responded to 518 calls for emergency and non - emergency assistance, which is an increase of 16% from 2011. There were 271 medical calls and 247 calls for Fire /P.I. Accidents /Calls for Service. Attached are charts showing Average Response Times, Calls by event Type, Calls by Day of Week, and Total Calls by Year. On December 23rd, 2012, a helicopter crashed in the backyard of a residence located on Country Circle in Corcoran. Rogers Fire arrived on scene and found a helicopter fully engulfed in flames. The pilot was treated at the scene by North Memorial Paramedics for minor injuries. M v' r' Wi- - - - -- — Fire Contracts: The 2013 Rogers Fire Department service contract rate for the City of Corcoran will remain the same as the current contract on file from 1994. The contract amount is calculated by multiplying the 2011 Market Value times .00044. Based on the current rate, the 2013 Fire Contract for the City of Corcoran will be $78,503. Staffing: In January of 2013, the City of Rogers hired John Hale as a fire inspector. John was a full -time firefighter for St. Louis Park Fire Department, and past member of the Andover Fire Department. John's background includes fire inspection, plan review, entering fire /EMS runs into the Firehouse program and John also has various IT experience. Training: In 2012, Rogers Firefighters participated in approximately 1600 hours of training activities. Firefighters trained on structure fire response, tanker shuttle, auto & bus extrication, water rescue, confined space, hazardous materials, and other emergency related training activities throughout the year. The photo below was taken during a car fire vehicle training event in 2012. The car is fueled by propane and stimulates an actual car fire in the engine compartment. The training teaches firefighters vehicle size -up, fire behavior, fire suppression, correct techniques while approaching a car fire, and the proper use of pry tools. I want to thank all firefighters of the Rogers Fire Department for their commitment to excellence and dedication to our communities. Respectfully yours, Bradley W. Feist, Fire Chief /Emergency Management Director CITY OF ROGERS I} Sys 4 2012 Activity Summary 518 Total Calls a Call Type Rogers Corcoran Otsego Dayton Golden Valley Plymouth Brooklyn Park Rockford Loretto Hanover St. Michael Fire 74 10 1 5 1 1 2 1 1 Fire Alarm 55 4 1 Medical 249 9 13 PI Accident 41 2 2 1 1 Hazardous Condition 25 1 Service Call 11 1 1 1 2 2 Total: 455 26 18 7 2 2 3 2 1 1 1 12 10 Rogers Fire Department Average Response Time 2012 2011 2010 2009 2008 ■ Rogers ■ Corcoran Otsego ■ Hassan Rogers Fire Department 2012 Call Type Breakdown Service Calls Hazardous Condition 3% CO/ PI Accident /Resc 9% Medicals 52% 12% rm Rogers Fire Department Total Calls by Year 600 541 518 500 438 445 396 369 400 300 200 100 0 2007 2008 2009 2010 2011 2012 84 Rogers Fire Department Incidents by Day of the Week 69 71 85 m 82 Monday Tuesday Wednesday Thursday Friday Saturday 13 9 9 7 10 7 g 7 Rogers Fire Department Number of Calls by Time of Day 37 33 34 35 34 35 28 30 29 29 26 24 22 19 19 13 00:00 01:00 02:00 03:00 04:00 05:00 06:00 07:00 08:00 09:00 10:00 11:00 12:00 13:00 14:00 15:00 16:00 17:00 18:00 19:00 20:00 21:00 22:00 23:00 City of Corcoran City Council Meeting Minutes March 28, 2013 - 7:00 PM 6a. The Corcoran City Council met on March 28, 2013, at City Hall in Corcoran, Minnesota. Present were, Councilor Asleson, Councilor Cossette, and Councilor Lynch. Also present were City Administrator Donahue, City Planner Lindahl, City Engineer Torve, Public Works Superintendent Meister, Director of Public Safety Gormley, and City Clerk Heinecke. Mayor Guenthner and Councilor Thomas were excused. Vice Mayor Cossette 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 Asleson, seconded by Lynch to approve the agenda as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) 4. Open Forum Brian Lother, Hope Community Church asked council to consider TIF funds for infrastructure on the North end of the city. The church is pursuing a senior housing project. 5. Presentations -None 6. Consent Agenda Draft Minutes of March 14, 2013 Council Meeting Squad Car Purchase Liability Coverage Waiver Form Loretto Temporary Fire Contract Approve Police Officer Job Description Revision MOTION: made by Asleson, seconded by Lynch to approve the above consent items as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) RMG Donation Resolution 2013 -07 MOTION: made by Lynch, seconded by Asleson to approve Resolution 2013 -07 "RMG Donation" as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) Sixth Annual Truck Safety Seminar Resolution 2013 -08 MOTION: made by Asleson, seconded by Lynch to approve Resolution 2013 -08 "Sixth Annual Truck Safety Seminar Donation" as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) Approve Hamel Rodeo Temp Alcohol Permit Resolution 2013 -09 MOTION: made by Asleson, seconded by Lynch to approve Resolution 2013 -09 "Hamel Rodeo Temporary Liquor Permit" with the addition of "Lions Park" to the Restricted Use condition. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Lynch, seconded by Asleson to approve escrow claims as presented. Voting Aye: Asleson, Cossette, and Lynch. City of Corcoran City Council Meeting Minutes March 28, 2013 - 7:00 PM 6a. (Motion carried 3:0) b. All Other Financial Claims MOTION: made by Asleson, seconded by Lynch to approve all other financial claims as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) 8. Staff Reports / Memos /Commissions a. Planning Project Update received, no action required. b. Code Compliance Update received, no action required. c. Financial Performance Report received on the council desk at the meeting, no action required. d. Weather Station report received, no action required. 9. Planning Business / Landform a. Patnode AG Preserve -City File 13 -001. City planner Lindahl presented a verbal report on the Patnode AG Preserve request. MOTION: made by Asleson, seconded by Lynch to approve Resolution 2013 -10 " Patnode AG Preserve" as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) 10. Unfinished Business a. Approval of City Administrator Position Profile MOTION: made by Asleson, seconded by Lynch to approve the City Administrator position profile with the discussed corrections. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) b. PW Facility- Consideration of construction Bids MOTION: made by Asleson, seconded by Lynch to authorize base bid as presented and authorize a letter of intent for alternate #2 as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) c. TIF Projects Report from Kirstin Barsness was received and discussed. Discussion to continue at the April 11, 2013 council meeting. d. Maple Hill Activity Center i. Authorize the Publication of Maple Hills Activity Center Request for Proposal (RFP). Hennepin County notified City Administrator Donahue that an Environmental Assessment will be required. Further, some areas of the RFP need to be reworked. A request to authorize an RFP will come back to the council at a later date. ii. Review the Proposed Agreement with Owner of Maple Hills Estate. City attorney is reviewing and will bring back to council at a later date for approval. 11. New Business a. Discussion on Renewing Building Official Service Agreement. Council by consensus agreed not to send notice of termination to the Building Official. b. Personnel- Authorization to Hire Temporary /Seasonal Office Support Staff. City Administrator Donahue requested the council authorize hiring of temporary office support staff. MOTION: made by Asleson, seconded by Lynch to authorize hiring of temporary office support staff, cost not to exceed $12,000. Voting Aye: Asleson, Cossette, and Lynch. City of Corcoran City Council Meeting Minutes March 28, 2013 - 7:00 PM 6a. (Motion carried 3:0) c. Personnel- Authorization to Hire Public Works Maintenance Worker MOTION: made by Lynch, seconded by Asleson to authorize an employment offer to Eric Menth for a Public Works Maintenance /Equipment Operator position. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) d. City Hall /Police Department Security /Camera System Repair and Upgrade. Council discussed lease options. MOTION: made by Asleson, seconded by Lynch to authorize purchase of Security /Camera System as presented. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) MOTION: made by Lynch, seconded by Asleson to adjourn. Voting Aye: Asleson, Cossette, and Lynch. (Motion carried 3:0) Jeanie Heinecke — City Clerk City of Corcoran April 11, 2013 County of Hennepin State of Minnesota RESOLUTION NO. 2013 -12 6c. Motion By: Seconded By: A RESOLUTION AWARDING 2013 ASPHALT MAINTENANCE CONTRACTS WHEREAS, pursuant to bids and quotes sought for 2013 street maintenance materials for various streets within the City, bids and quotes were received, opened, and tabulated according to law; and WHEREAS, the following bids were received for Asphalt Maintenance Pick Up at Plant Commercial Asphalt Co. $50.60 GMH Asphalt Corp No Bid Omann Brothers Inc No Bid BE IT RESOLVED that Commercial Asphalt Co. has been identified as the lowest responsible bidder for product picked up at the plant; in the event Commercial Asphalt Co. is unable to provide plant pick up on the dates required by Corcoran Public Works, the next lowest bidder will be used. Delivered to Site of Road Work Commercial Asphalt Co. No Bid GMH Asphalt Corp No Bid Omann Brothers Inc No Bid BE IT RESOLVED that no contractor has been identified as the lowest responsible bidder for product delivered to site. Placed on City Streets Commercial Asphalt Co. No Bid GMH Asphalt Corp No Bid Omann Brothers Inc $58.50 BE IT RESOLVED that Omann Brothers Paving has been identified as the lowest responsible bidder for product placed on city streets; in the event Omann Brothers Paving is unable to provide placement on city streets on the dates required by Corcoran Public Works, the next lowest bidder will be used. THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF CORCORAN, MN: Page 1 of 2 City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2013 -12 April 11, 2013 6c. That the Mayor and Clerk are hereby authorized and directed to enter into contracts with above identified responsible bidders in the name of the City of Corcoran for the 2013 street maintenance materials. VOTING AYE ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Lynch, Diane ❑ Thomas, Ron VOTING NAY ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Lynch, Diane ❑ Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this l lt" day of April 2013. ATTEST: Jeanie Heinecke — City Clerk Kenneth Guenthner - Mayor Page 2 of 2 City Seal Rev. 04.03.13 LORETTO VOLUNTEER FIRE DEPARTMENT CONTRACT FOR FIRE SERVICE 6c. THIS AGREEMENT, effective January 1, 2013, by and between the Loretto Volunteer Fire Department, Inc., a Minnesota non -profit corporation with its registered office at Loretto, Minnesota (hereinafter referred to as "the Department "); and the cities of Corcoran, Greenfield, Independence, Loretto, and Medina, Minnesota municipal corporations in the County of Hennepin and State of Minnesota (hereinafter referred to individually as "a City" and collectively as "the Cities "). WITNESSETH: WHEREAS, the Cities desire to contract with the Department for fire protection and emergency medical response services (hereinafter referred to as "the Contracted Services ") within each City's Fire Service Area described in Exhibit A attached hereto and made a part hereof (hereinafter referred to as "Fire Service Area "); and WHEREAS, the Department has the necessary equipment, trained manpower and facilities to provide Contracted Services and is willing and able to provide such services to the City on the terms and conditions contained herein; and WHEREAS, the parties have agreed upon pricing of Contracted Services to the Cities by formula, based upon (a) estimated market value of properties in the Fire Service Area, (b) historic usage of Contracted Services to each City, and (c) the Department's estimated annual operating costs, including capital equipment expenditures and an annual payment to the Department's Fireman's Relief Association. NOW, THEREFORE, in consideration of the foregoing premises, the mutual covenants contained herein, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: 1. DEFINITION OF TERMS. For the purpose of this Agreement, the terms in this section shall have the following meanings: 1.1. "Contracting City" means any city which is a party to this Agreement for purposes of apportioning costs of Contracted Services. At the effective date hereof the Contracting Cities are Corcoran, Greenfield, Independence, Loretto, and Medina. 1.2. "Contract term" means the 3 -year term of this Agreement during which Contracted Services will be rendered to the Cities by the Department, commencing January 1, 2013, and expiring December 31, 2015. -2- 6c. 1.3. "Budget" means the Department's 2013 expense budget contained in Exhibit B attached hereto and made a part hereof,. The Budget shall be amended and restated annually in substantially the same form for each subsequent calendar year during the term hereof, or any extended or renewal term, and costs reapportioned accordingly, as provided herein. An amended and restated Budget for the following calendar year shall be submitted annually to the Contracting Cities not later than August 15 during the Contract Term and any extended or renewal term. 1.4. "Capital Outlay" means the Department's long range capital expenditure plan described in Exhibit C attached hereto and made a part hereof and may be amended and restated from time to time during the term hereof in substantially the same form. The Budget contains a line item expense entry entitled "Capital Outlay" that represents the estimated annual capital expenditures planned for the current year, based upon the Department's long range capital expenditure plan. 1.5. "Contracted Services" means firefighting, fire suppression and fire prevention, emergency incident management, rescue, emergency medical services, and hazardous materials response. 1.6 "Cost Allocation Data" mean those data described in Exhibit D entitled "2013 Contract Proposed City Amounts," which is a 1 -page summary of (a) 2012 estimated market values of properties within the Fire Service Area of each Contracting City and (b) historic usage data measured in call hours and averaged over the three (3) most recent calendar years. 2. AGREEMENT FOR SERVICE. During the term hereof, and during any extended or renewal term, the Department agrees to maintain equipment and manpower capacity and capability at not less than current levels and to provide fire protection and emergency medical response services to the Cities on the terms and conditions contained herein. 3. LEVEL OF SERVICE. 3.1. The Department shall employ its best efforts to protect and save life and property from destruction by fire or medical emergency in the Fire Service Area. Such efforts will include fire inspection and prevention services. -3- 6c. 3.2. Notwithstanding the generality of the foregoing, the Department agrees to purchase, own or lease, and, in all events, maintain in good order and repair such firefighting apparatus and related equipment as may be necessary and suitable for delivery of Contracted Services in the Fire Service Area as the Department may deem appropriate to its mission and contracted responsibilities, making reasonable good faith efforts to provide Contracted Services when notified or dispatched; PROVIDED, however, calls for Contracted Services in the Fire Service Area shall have no less priority than calls elsewhere within the jurisdiction of the Department 3.3. All decisions concerning call priority shall be made in the sole discretion of the Fire Chief or other Department officer who may be in charge in the absence of the Fire Chief, and such decision shall be final when exercised in good faith and upon a reasonable basis. FURTHER PROVIDED, nothing herein shall be construed to require the Department to respond to a call when all available equipment and personnel are responding to a previously reported call or when weather and road conditions are such that, in the discretion of the Fire Chief or other Department officer in charge, the call cannot be made with reasonable safety to officers, fire fighters, and equipment. 3.4. The Department shall provide mutual aid service to a call in any portion of a Contracting City that is not within that City's Fire Service Area if service is requested by a fire department having primary responsibility in that portion of the City; PROVIDED that such service shall be furnished as soon as reasonably possible without jeopardizing the Department's ability to respond to a call for service in any Contracting City's Fire Service Area. 4. COST OF SERVICE. The cost of Contracted Services to the Cities shall be determined by formula for each calendar year during the term of this Agreement, using the Cost Allocation Data described in Exhibit D. The estimated market value of all properties that are not tax - exempt within the Fire Service Area will determine 50% of the cost, and average usage over the three (3) most recent calendar years will determine 50% of the allocated cost to each Contracting City. 4.1. The Department's 2013 Budget payable by the Contracting Cities is $360,000, allocable as follows in accordance with the Cost Allocation Data contained in Exhibit D: Corcoran $ 70,808 Greenfield $ 76,271 Independence $ 79,070 Loretto $ 37,314 Medina $ 96,537 4.2. The allocated costs of Contracted Services to the City shall be payable in monthly or, upon mutual agreement of the Department and the Contracting City, in quarterly installments. In 6c. 4.3. The estimated market value for the Fire Service Area of each Contracting City is based upon the estimated market value of all properties within the Fire Service Area for the year immediately preceding the budget year. The source of estimated market value shall be amounts compiled by the office of the Hennepin County Assessor and provided to the Department by the Contracting Cities prior to July 1 of each year during the term of this Agreement and any extended or renewal term. 4.4. Level of service usage calculations in each Contracting City shall be determined by the number of fire, emergency medical and rescue, and mutual aid calls responded to by the Department, measured by personnel hours expended, using a 3 -year trailing average. 4.5. Capital Outlay is included in the Budget as a line item expense and will be funded through the Budget by all Contracting Cities. 4.6. In the event that the Department incurs an unbudgeted expenditure to rent or lease specialized equipment or contracts with personnel to provide fire protection or emergency response services in a specific instance, the Contract City where the services are provided shall bear all costs incidental thereto, less any amounts reimbursed or otherwise recovered by the Department from the property owner or the property owner's insurer. 5. ADMINISTRATIVE RESPONSIBILITY. 5.1. Contracted Services rendered to the Contracting Cities pursuant to this Agreement shall be under the sole direction of the Department, and the Department shall have exclusive and complete control over the delivery and performance of Contracted Services. 5.2. The level of services rendered, standards of performance, hiring and discipline of personnel assigned, and all matters related to Department policies, procedures, rules and regulations shall be consistent with historic levels of service provided by the Department and shall remain solely within the control of the Department. 5.3. Personnel assigned to provide Contracted Services hereunder shall be volunteer officer and firefighter members of the Department, which shall assume all obligations with respect to workers' compensation, Firefighter Relief Association payments and benefits, withholding tax, and insurance for each Department member or volunteer firefighter. The Department and its members, employees and agents shall be independent contractors and not employees of any Contracting City, and the Department shall be responsible for timely payment of all taxes, workers' compensation benefits, and compensation for injuries to its members, employees and agents while performing their duties. No Contracting City shall be required to provide any of the foregoing compensation or non -wage benefits or assume any other liability of employment to any employee or other person assigned to duty by the Department within the Contracting City. -5- 6c. 5.4. Dispute resolution. Any disputes between parties to this Agreement concerning functions and services to be rendered hereunder or the level or manner of delivery and performance of such services shall be resolved by the Fire Chief of the Department and a duly authorized representative of any Contracting City that is involved in the dispute. 5.5. Annual report. The Department shall provide an annual report to each Contracting City to reflect the most recent 5 -year history of fire and emergency medical response calls in the Fire Service Area, the most recent 3 -year summary of Department revenues and expenses, a current list of fixed assets and capital equipment, and any other information that the Contracting City may reasonably request. 6. TERM AND TERMINATION. 6.1. The term of this Agreement shall be three (3) years, commencing January 1, 2013, and terminating December 31, 2015, and shall be renewed automatically thereafter for successive 3 -year terms unless terminated prior thereto pursuant to the following: (a) For any reason at least one (1) year prior to termination date; or (b) 6.2. Any notice of termination shall be given in writing in the manner provided in Section 9.1 of this Agreement. 7. FIRE ADVISORY BOARD. A Fire Advisory Board (hereinafter referred to as the "Advisory Board ") will be comprised of city administrators and police chiefs or other designee from each of the Contracting Cities. The Advisory Board will meet not less frequently than quarterly to review Department policies and standard operating procedures, operating and capital budgets, future fire service needs, capital improvement plans, and pension funding requirement 8. FIRE DEPARTMENT RELIEF ASSOCIATION. Annual retirement costs paid to the Fire Department Relief Association shall be included as a line item expense in the Budget. -6- 9. MISCELLANEOUS. 9.1. Notice. Any notice required or permitted to be delivered in connection with this Agreement shall be in writing and may be given by certified mail, facsimile or electronic mail, hand delivery, or by overnight courier and shall be deemed to have been received (a) if given by certified mail, return receipt requested, three (3) days after date of deposit in the United States mail, postage prepaid; (b) if given by facsimile, electronic mail, or hand delivery, when such notice is received by the party to whom it is addressed; or (c) if given by overnight courier, when delivered. Notice shall be sent to the parties at the addresses set forth below; PROVIDED, that 6c. any party having a change of address shall provide such change of address within five (5) business days to the other parties: If to the Department: Loretto Volunteer Fire Department, Inc. 259 North Medina Street — P.O. Box 22 Loretto, Minnesota 55357 Attention: Jeff Leuer, Fire Chief Telephone: 763 - 479 -3036 Facsimile: E -mail: jleuer(d),ci.loretto.mn.us With copy to: James S. Lane, III, Attorney at Law 125 Lake Street West, Suite 208 Wayzata, Minnesota 55391 -1572 Telephone: 952-473-2241 Facsimile: 952- 476 -5957 If to Cities: City of Corcoran 8200 County Road 116 Corcoran, Minnesota 55340 Attention: Jeanie Heinecke, City Clerk Telephone: 763-400-7032 Facsimile: 763 - 420 -6056 E -mail: jeinecke @ci.corcoran.mn.us -7- If to Cities (continued): City of Greenfield 7738 Commerce Circle Greenfield, Minnesota 55373 Attention: Kathryn E. McCullum, Administrator -Clerk E- mail: kmccullum&ci.greenfield.mn.us Telephone: 763 - 477 -6464 Facsimile: 763-477-6472 6c. City of Independence 1920 County Road 90 Independence, Minnesota 55359 Attention: Toni Hirsch, City Administrator Telephone: 763/479 -0513 Facsimile: 763/479 -0528 E -mail: thirsch @ci.independence.mn.us City of Loretto 279 Medina Street North, Suite 260 P.O. Box 207 Loretto, Minnesota 55357 Attention: , City Clerk Telephone: 763/479 -4305 Facsimile: 763/479 -2685 City of Medina 2052 County Road 24 Medina, Minnesota 555340 Attention: Scott Johnson, City Administrator /Clerk Telephone: 763/479 -4643 Facsimile: 763/ - E -mail: Scott.Johnsonkci.medina.mn.us 9.2. Captions. Captions and paragraph headings contained in this Agreement are for convenience of reference only, are not a part of this Agreement, and are not to be considered in interpreting this Agreement. All capitalized terms shall have the meanings ascribed to them in this Agreement. 9.3. Entire agreement. This Agreement, together with exhibits hereto, constitutes the entire agreement between the parties, supersedes any prior or contemporaneous oral or written agreements regarding the subject matter hereof, and may not be amended or changed, nor any provision waived, except in writing by the parties. 6c. 9.4. Benefit and succession. This Agreement shall bind and inure to the benefit of the parties hereto and their respective successors and permitted assigns, but may not be assigned without the written consent of the party or parties to be charged. 9.5. Severability. If any provision of this Agreement is held to be illegal, invalid or unenforceable under present or future laws, such provision shall be fully severable, and this Agreement shall be construed and enforced as if such illegal, invalid, or unenforceable provision had never comprised a part of this Agreement, and the remaining provisions of this Agreement shall remain in full force and effect and shall not be affected by the illegal, invalid or unenforceable provision or by its severance from this Agreement; PROVIDED, that the parties continue to realize the principal benefits of the transaction or rendering of services contemplated hereby. 9.6. Counterparts. This Agreement may be executed in counterparts, all of which shall constitute one and the same instrument, but each copy shall be deemed an original. Facsimile or electronic signatures shall be binding as if they were an original signature. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the effective date hereinabove stated. LORETTO VOUNTEER FIRE DEPARTMENT, INC. CITY OF CORCORAN Jeff Leuer, Fire Chief and By: Assistant Fire Chief -9- CITY OF GREENFIELD By: Mayor and By: Its: CITY OF INDEPENDENCE By: By: Mayor Marvin Johnson, Mayor and and By: By: Its: Its: 6c. CITY OF LORETTO Its: CITY OF MEDINA By: Mayor Mayor and and Lo Exhibits: A — Fire Service Areas A -1 Corcoran A -2 Greenfield A -3 Independence A -4 Loretto A -5 Medina Its: B — 2013 Loretto Fire Department (Operating) Budget C — Loretto Fire Department Capital Outlay Plan, 2013 -2023 D — Cost Allocation Data, 2009 -2011 FINANCIAL CLAIMS CHECK RANGE 20624 - 20661 Agenda Item 7 a -b. Council Meeting Date: 4/11/2013 Prepared By:jheinecke Agenda Item: 7a. FUND #500 Escrow Claims Paid to Amount Project name Wenck Associates 4,309.39 Lennar Family Builders 12 -25 Total 4,309.39 Total Fund #500 (See attached Check Detail Register) Agenda Item: 7b. ALL OTHER FINANCIAL CLAIMS (See attached Check Detail Register) TOTAL AUTO DEDUCTIONS TOTAL EXPENDITURES FOR APPROVAL $ 4,309.39 $ 71,538.22 $ 50,722.22 $ 126,569.83 H: \City Hall Information \CITY GOVERNMENT \Council, Commissions & Committees \Council Information\Council Claims \2013 Claims Auto Deductions / Electronic Fund Transfer/ Other Disbursements Date Paid to Amount 3/25/13 Paychex Fee PR06 238.32 3/26/13 PERA 7,811.26 3/26/13 Citi Street -457 Deferred Comp 2,897.00 3/26/13 Citi Street - Health Care Savings 1,535.76 3/27/13 US Bank - H S A 1,138.04 3/29/13 Mn Dept Rev- Fuel Tax 228.57 3129/13 Blue Cross Blue Shield 8,652.00 4/1/13 Postalia - Postge 350.00 4/4/13 Net Payroll PR07 27,871.27 Total 50,722.22 * Amount not reflected in Cash Balances Report p $53,416.25 $ 4,309.39 $ 71,538.22 $ 50,722.22 $ 126,569.83 H: \City Hall Information \CITY GOVERNMENT \Council, Commissions & Committees \Council Information\Council Claims \2013 Claims CITY OF CORCORAN 4/4/2013 CASH BALANCE REPORT APRIL 04, 2013 Grand Total 5,781,156.83 3,395,061.36 CORCORAN, MN 04/04/13125 PM Page 1 *Check Detail Register© April 2013 Check Amt Invoice Comment 10100 Farmers State Bank - Paid Chk# 020624 4/11/2013 ASSURANT EMPLOYEE BENEFITS E 100 - 41300 -131 Employer Paid Health $29.18 040113 APRIL 2013 E 100- 41400 -131 Employer Paid Health $46.68 040113 APRIL 2013 E 100 - 42102 -131 Employer Paid Health $12.74 040113 APRIL 2013 E 100 - 43100 -131 Employer Paid Health $85.70 040113 APRIL 2013 E 100 - 42100 -131 Employer Paid Health $159.60 040113 APRIL 2013 Total ASSURANT EMPLOYEE BENEFITS $333.90 $35.69 470219364 Paid Chk# 020625 4/11/2013 "BURNS RYAN Operating Supplies (GENERAL) $72.86 " E202-42100-210 Operating Supplies (GENERAL) $33.00 ._— _........._ -4555 040113 RESERVE SUPPLIES PW Uniforms Total BURNS RYAN $33.00 $226.71 Paid Chk # 02066 26 >_ 4/1 1/2013 CARSON CLELLAND 8 SCHREDER E 100- 42100 -304 Legal Fees $3,457.56 040213 CRIMINAL LEGAL E 100- 41600 -300 Professional Srvs (GENERAL) $9133 040213 TOOMEY E 100- 41600 -300 Professional Srvs (GENERAL) $140.00 040213 HAMEL VFD E 100- 41600 -300 Professional Srvs (GENERAL) $816.67 040213 CIVIL LEGAL E 100 - 41600 -300 Professional Srvs (GENERAL) $910.00 040213 MAPLE HILL COMMUNITY Total CARSON, CLELLAND &SCHREDER .._....._417.5 -..___._ $5,417.56 $35.69 470219364 Paid Chk# 020627... - .4/11/2013 CDW GOVERNMENT E 100 - 41951 -207 Computer Supplies E 100- 41951 -207 Computer Supplies E 100- 41951 -207 Computer Supplies Total CDW GOVERNMENT $202.66 Z685508 UPS BATTERIES $35.25 Z853459 HEAD SET $100.46 2914115 MS PUBLISHER $338.37 ...... . .1/20... Paid Chk# 02062..8 .. 4/113 CENTURY LINK _ E 100 - 45200 -321 Telephone $54.08 032113 LAND LINE Total CENTURY LINK $54.08 Paid Chk# 020629 4/11/2013 CINTAS -470 E 100- 42100 -223 Building Repair Supplies $27.53 470216058 FLOOR MAT E 100- 42100 -223 Building Repair Supplies $27.53 470219363 FLOOR MAT E 100- 41941 -210 Operating Supplies (GENERAL) $35.69 470219364 City Hall Scraper Mat E 100 - 43100 -210 Operating Supplies (GENERAL) $72.86 470219365 PW Towels E 100- 43100 -417 Uniforms $63.10 470219366 PW Uniforms Total CINTAS - 470 $226.71 Paid Chk# 020630 4/11/2013 DONAHUE, DANIEL E 100- 41300 -208 Training and Instruction $225.00 033113 CONFERENCE E 100 - 41300 -210 Operating Supplies (GENERAL) $55.37 033113 MILEAGE Total DONAHUE, DANIEL $280.37 Paid Chk# 020631 - 4/1112013 EBERT CONSTRUCTION E 411 - 43100 -300 Professional Srvs (GENERAL) $8,734.06 #4 CM PAY #4 Total EBERT CONSTRUCTION $8,734.06 CORCORAN, MN 04/04/131:25 PM Page 2 *Check Detail Register© April 2013 Paid Chk# 020637 4/1112013 HENN CO SHERIFF MC129 E 100 - 42100 -301 Prisoner $3,611.00 28683 MARCH 2013 Total HENN CO SHERIFF -MC129 $3,611.00 Paid Chk# 020638 " " 4/11/2013 JACKS OIL DIST INC E 100 - 42100 -212 E 100- 43100 -212 E 100- 43100 -212 E 100 - 42100 -212 E 100- 43100 -212 E 100 - 42100 -212 E 100 - 43100 -212 E 100 - 42100 -212 Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Total JACKS OIL DIST INC Paid Chk# 020639 4!11/2013 KDV LTD' $633.29 41037 Check Amt Invoice Comment 41037 FUEL $699.80 41056 FUEL Paid Chk# 020632 4/11/2013 ELK RIVER FORD FUEL $1,240.64 ' E 100- 42100 -220 Repair /Maint Supply (GENERAL) $92.00 16045305 SQUAD MAINTENANCE 41100 Total ELK RIVER FORD $92.00 41126 FUEL ., ai ,..w. Paid Chk# 020633 4/11%2013 GOO DIN COMPANY ...- $172.50 CW20577 E 100 - 41941 -400 Repairs & Maint Cent (GENERAL $419.85 1334693 SUPPLIES E 100 - 41941 -400 Repairs & Maint Cent (GENERAL $27,56 1354905 SUPPLIES Total GOODIN COMPANY $447.51 $1,320.65 27854 Paid Chk# 020634 4/11/2013 GRAINGER E 100- 43100 -210 Operating Supplies (GENERAL) $220.05 9094851699 SUPPLIES Total GRAINGER $220.05 Paid Chk# 020635 4/11/2013 HAUGO GEOTECHNICAL SERVICES LL E 100 - 43170 -300 Professional Srvs (GENERAL) $1,750.00 891 DRILLING Aal HAUGO GEOTECHNICAL SERVICES LL $1,750.00 Paid Chk# 020636 4/11/2013 HEINECKE, JEANIE E 100 - 41400 -210 Operating Supplies (GENERAL) $107.35 040413 MILEAGE Total HEINECKE, JEANIE $10735 Paid Chk# 020637 4/1112013 HENN CO SHERIFF MC129 E 100 - 42100 -301 Prisoner $3,611.00 28683 MARCH 2013 Total HENN CO SHERIFF -MC129 $3,611.00 Paid Chk# 020638 " " 4/11/2013 JACKS OIL DIST INC E 100 - 42100 -212 E 100- 43100 -212 E 100- 43100 -212 E 100 - 42100 -212 E 100- 43100 -212 E 100 - 42100 -212 E 100 - 43100 -212 E 100 - 42100 -212 Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Motor Fuels Total JACKS OIL DIST INC Paid Chk# 020639 4!11/2013 KDV LTD' $633.29 41037 FUEL $664.81 41037 FUEL $699.80 41056 FUEL $922.05 41056 FUEL $1,240.64 411.26 FUEL $779.39 41100 FUEL $679.80 41100 FUEL $555.27 41126 FUEL $6,175.05 E 100 - 41951 -520 Buildings and Structures E 100- 41540 -300 Professional Srvs (GENERAL) $2,030.00 166603 2012 AUDIT PREP Total KDV LTD $2,030.00 Paid Chk# 020640 4/11/2013 LOFFLER E 100 - 41951 -300 Professional Srvs (GENERAL) $300.00 1538808 MANAGED SERVICES E 100 - 41951 -520 Buildings and Structures $559.98 1540573 WIFI PROJECT E 100 - 41951 -520 Buildings and Structures $172.50 CW20577 WIFI PROJECT Total LOFFLER $1,032,48 Paid Chk# 020647 4/11/2013 MEISTER PAT E 100 - 43100 -220 Repair /Maint Supply (GENERAL) $1,320.65 27854 PARTS /REPAIR (SEN -DURE) CORCORAN, MN 04/04/131,25 PM Page 3 *Check Detail Register© April 2013 Paid Chk# 020644 4/11/2013 NAPA AUTO PARTS'_ CORCORAN E 100 - 43100 -210 Check Amt Invoice Comment 884089 SUPPLIES E 100 - 43100 -210 Total MEISTER PAT $1,320.65 884830 Paid Chk# 020642 4/11%2013 MENARDS MAPLE GROVE E 100 - 42100 -220 E100-43100-210 Operating Supplies (GENERAL) $4.25 13757 SUPPLIES E 100 - 43100 -210 Operating Supplies (GENERAL) $34.13 14013 SUPPLIES E 100 - 41941 -210 Operating Supplies (GENERAL) $10.67 14247 SUPPLIES Total MENARDS MAPLE GROVE $49.05 2 Paid Chk# 0206 6 43 4/11/201 13 METROPOLITAN AREA MGRS ASSOC Operating Supplies (GENERAL) E 100- 43100 -208 Training and Instruction $20.00 1171 03114/13 LUNCH Fatal METROPOLITAN AREA MGRS ASSOC $20.00 $90.83 Paid Chk# 020644 4/11/2013 NAPA AUTO PARTS'_ CORCORAN E 100 - 43100 -210 Operating Supplies (GENERAL) $42.74 884089 SUPPLIES E 100 - 43100 -210 Operating Supplies (GENERAL) $129.12 884830 SUPPLIES E 100 - 42100 -220 Repair /Maint Supply (GENERAL) $30.74 8.87502 HEADLAMP BULB Total NAPA AUTO PARTS - CORCORAN $202.60 Paid Chk# # 020845 4/11/2013 NORTHERN TOOL &EQUIPMENT E 100- 43100 -210 Operating Supplies (GENERAL) $37.31 191004836 SUPPLIES E 100- 43100 -210 Operating Supplies (GENERAL) $90.83 193049338 SUPPLIES Total NORTHERN TOOL & EQUIPMENT $128.14 Paid Chk #' 020646 4/11/2013 OERTEL ARCHITECTS E 411- 43100 -300 Professional Srvs (GENERAL) $20,119.84 #5 PAY 95 BIDDING Total OERTEL ARCHITECTS $20,119.84 Paid Chk #020647 4 /1 1 %2.013 OFF ICE DEPOT "- E 100- 42100 -200 Office Supplies (GENERAL) $29.83 650132634001 SUPPLIES E 100 - 42100 -200 Office Supplies (GENERAL) $10.02 650133027001 SUPPLIES E 100 - 42100 -200 Office Supplies (GENERAL) $24.92 650133028001 SUPPLIES E 100- 41941 -200 Office Supplies (GENERAL) $245.78 650306978001 SUPPLIES E 100- 41941 -200 Office Supplies (GENERAL) $29.86 650307128001 SUPPLIES Total OFFICE DEPOT $340,41 Paid Chk#- 020648 4/11/2013 RANDYS SANITATION E 100 - 43232 -300 Professional Srvs (GENERAL) $5,493,05 033113 MONTHLY RECYCLING E 100 - 43100 -210 Operating Supplies (GENERAL) $245.42 11013133 PUBLIC WORKS GARBAGE E 100- 45200 -380 Utility & Services (GENERAL) $181.05 11039133 PARKS GARBAGE E 100 - 41941 -380 Utility & Services (GENERAL) $187.39 1280351133 CITY HALL GARBAGE Total RANDYS SANITATION $6,106.91 Paid Chk #020649 4/11/2013 ROLF ERICKSON ENTERPRISES INC E 100 - 41550 -300 Professional Srvs (GENERAL) $4,107.00 032513 MONTHLY ASSESSING FEE E 100 - 41550 -210 Operating Supplies (GENERAL) $16.39 032513 FORMS AND SUPPLIES Total ROLF ERICKSON ENTERPRISES INC $4,123.39 Paid Chk# 020650 4/11/2013 SPRINT --.. .. . E 100- 42100 -323 Radio Units $156.00 193109814064 AIR CARDS CORCORAN, MN 04/04/131,25 PM Page 4 *Check Detail Register© April 2013 Check Amt Invoice Comment Total SPRINT $156.00 E 100- 41300 -210 Operating Supplies (GENERAL) E 100- 41920 -210 Operating Supplies (GENERAL) E 100 - 43100 -321 Telephone E 100- 42100 -321 Telephone Total SPRINT $17.53 391283315136 CELL SERVICE $17.53 391283315136 CELL SERVICE $190.45 391283315136 CELL SERVICE $244.60 391283315136 CELL SERVICE $470.11 Paid Chk#-020652 4/1 V2013 STR -. --- -- -- —.. m -r, ETCHER 5 POLICE EQUI PM E 100- 42100 -417 Uniforms $110.97 11008267 OFFICER E 100 - 42100 -209 Police Reserves $110.97 11008267 RESERVE E 100 - 42100 -209 Police Reserves $119.98 11009080 RESERVE E 100 - 42100 -209 Police Reserves $49.99 11009080 RESERVE Total STREICHER S POLICE EQUIPMENT $391.91 $4,411.50 Paid Chk# 020657 Paid Chk# 020653 4/11/2013 SUN PRESS & NEWSPAPERS E 100 - 41910 -300 Professional Srvs (GENERAL) E 100 - 41910 -300 Professional Srvs (GENERAL) E 100 - 41910 -300 Professional Srvs (GENERAL) E 100- 41941 -352 General Notices and Pub Info Total SUN PRESS & NEWSPAPERS $62.95 1428919 SCHMIDS HIDDEN VALLEY $53.96 1428920 MAPLE HILL COMMUNITY $53.96 1428921 HEINZ SECOND $74.94 1430721 BOARD OF APPEAL oGgD'o1 Paid Chk# 020654 4/11/2013 TEAMSTER LOCAL 320 G 100 -21704 PERA Payable $286.20 0413 APR 2013 DUES /TLDF Total TEAMSTER LOCAL 320 $286.20 Pald Chk# 020655 4/11%2013 TRANSPORT GRAPHICS E201-42100-580 Other Equipment $38.48 110313 POLARIS RANGER GRAPHICS E 100 - 43170 -300 Total TRANSPORT GRAPHICS $38, 48 1301275 MEETINGS Paid Chk #"020656 4111/2013 US BANKCORP EQUIPMENT FINANCE $181.50 1301275 E 100 - 42100 -200 Office Supplies (GENERAL) $151.34 225446517 COPIER .otal US BANKCORP EQUIPMENT FINANCE $151.34 Professional Srvs (GENERAL) $4,411.50 Paid Chk# 020657 4/11/2013 VERIZON WIRELESS E 411- 43100 -300 Professional Srvs (GENERAL) $484.00 E 100- 42100 -321 Telephone $52.72 9701537975 CELL SERVICE Total VERIZON WIRELESS $52.72 $10,468,19 _1_301278 Paid Chk# 020658 4!11!2013 .. WENCK ASSOCIATES, INC E 100 - 43170 -300 Professional Srvs (GENERAL) $803.50 1301275 GENERAL E 100 - 43170 -300 Professional Srvs (GENERAL) $242.00 1301275 MEETINGS E 100 - 43170 -300 Professional Srvs (GENERAL) $181.50 1301275 PLANNING MEETING E 100 - 43170 -300 Professional Srvs (GENERAL) $36.30 1301275 STORMWATER E 401- 41900 -300 Professional Srvs (GENERAL) $4,411.50 1301276 ENGINEERING E 411- 43100 -300 Professional Srvs (GENERAL) $484.00 1301277 ENGINEERING G 500 -20300 Lennar Family of Builders $4,309.39 ENGINEERING Total WENCK ASSOCIATES, INC. $10,468,19 _1_301278 CORCORAN, MN 04/04/131:25 PM Page 5 *Check Detail Register© April 2013 Check Amt Invoice Comment Paid Chk# 020659 4111/2013 WESTSIDE WHOLESALE TIRE E 100 - 42100 -220 Repair /Maint Supply (GENERAL) $59.95 698696 SQUAD MAINTENANCE Total WESTSIDE WHOLESALE TIRE $59.95 Paid Chk# 020660 4/11/2013 WILLMAR WATER & SPAS E 100- 41941 -210 Operating Supplies (GENERAL) $30.75 33776 OFFICE WATER Total WILLMAR WATER & SPAS $30.75 Paid Chk# 020661" "' 4/11/2013 " WRIGHT HENNEPIN SECURITY E 100 - 41941 -380 Utility & Services (GENERAL) $201.67 073113 FIRE ALARM MONITORING Total WRIGHT HENNEPIN SECURITY $201.67 10100 Farmers State Bank $75,847.61 Fund Summary 10100 Farmers State Bank 100 GENERAL FUND $37,717.34 201 RESERVES DONATION FUND $38,48 202 POLICE DONATION FUND $33.00 401 TAX INCREMENT FINANCING $4,411.50 411 PUBLIC WORKS FACILITY $29,337.90 500 ESCROW HOLDING FUND $4,309.39 $75,847.61 City of Corcoran Consultant Summary 4/11/2013 Name Invoice Date Check # Amount Due Carson, Clelland & Schreder KDV, Ltd Rolf Erickson Enterprises Inc Wenck Associates 04/02/13 03/31/13 03/25/13 04/04/13 20626 20639 20649 20658 5,417.56 2,030.00 4,123.39 10,468.19 Total 22,039.14 HACity Hall Information \CITY GOVERNMENT \Council, Commissions & Committees \Council Information \Council Claims \2013 Claims CARSON, CLELLAND & SCHREDER Attorneys at Law 6300 SHINGLE CREEK PARKWAY STE 305 MINNEAPOLIS, MN 55430 -2190 (763)- 561 -2800 April 02, 2013 CITY OF CORCORAN 8200 CO RD 116 CORCORAN, MN 55340 Professional Services Amount ..Civil 2/26/2013 Work on Donahue Transition and Consulting Agreement 186.67 2/27/2013 Review, revise and send Consulting Agreement to Ken and Dan 140.00 2/28/2013 Review agenda items and conferences with Ken and Dan 140.00 3/12/2013 Review correspondence and administrative contract; conference with mayor 186.67 3/21/2013 Review correspondence from Kendra and respond 70.00 3/27/2013 Prepare for and conference call with Ken and Dan 93.33 SUBTOTAL: [ 816.67] .Hamel VFD 3/20/2013 Review fire contract and comment 140.00 SUBTOTAL: [ 140.00] .Maple Hill Estates 3/16/2013 Work on Maple Hills contract 420.00 3/18/2013 Further work on contract 210.00 3/19/2013 Final agreement; correspondence with Dan 280.00 SUBTOTAL: [ 910.001 .Toomey 2/26/2013 Work on memorandum to council 93.33 SUBTOTAL: [ 9133] CITY OF CORCORAN Page Amount 3/26/2013 Prepare for 3/27/13 calendar; review files; review theft and hit and run squad video 23.75 3/27/2013 Prepare Appellate brief; review transcripts; review discovery and note files 538.33 Attend Arraignment and Pretrial calendar 47.50 Correspondence vs. Kattenacher: review booking video; review fax correspondence from 190.00 defense attorney and email response; prepare for Rasmussen hearing Open criminal files, preparation of criminal complaints; preparation of cases for court 70.00 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 297.50 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 142.80 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period SUBTOTAL: [ 3,431.131 For professional services rendered $5,391.13 Client Expense Charges Criminal Expenses: Monthly support fee 14.43 Certified copy of WI driver's license for Corcoran vs. Haskins -Smith 12.00 SUBTOTAL: [ 26.43) Total Client Expense Charges $26.43 Total amount of this bill $5,417.56 Previous balance $10,316.30 3/14/2013 Payment - thank you ($10,316.30) Total payments and adjustments ($10,316.30) Balance due $5,417.56 I hereby declare under the penalties of perjury that the foregoing statement for legal services is just and correct and CITY OF CORCORAN that no part thereof has been paid. Jefft'eyA. Carson, City Attorney Page City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Invoice No. 166603 Date 0313112013 Expert advice. When you need it. "' Please remit stub with payment Consulting Services Provided by Joe Rigdon 03102/13 to 03/19/13 (see attached detail) Client No. 10760 New Charges Prior Balance Total Balance Due 2,030.00 $ 2,030.00 0.00 $ 2 030 00 0 - 30 31-60 61-90 91 -120 Over 120 Balance 2,030.00 0.00 0.00 0.00 0.00 2,030.00 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. +A+Aa 000 oob 000 + N + w A + N N O O O O O O O O O O O O A N d d N d N N D N3 + N ` =s 3 � d d N 3 � d m m `m' n, m N m O b nTd O 3 wwOO w _ o� d n G e � oW� m W lOJ lOJ W N W N 2 r_ mtOO�N N OO N� N x N W W W W 3 Z _ �L o° m N + N A ++ w A m m W N O m 0 0 W W O O O N 17i m O O O O O O O O = O O O O O O O O d A ++ w A W m m VN O f1N O O (J 4I +A+Aa 000 oob 000 + N + w A + N N O O O O O O O O O O O O A N d d N d N N D N3 + N ` =s 3 � d d N 3 � d m m `m' n, m N m O b STATEMENT 25- Mar -13 ROLF ERICKSON ENTERPRISES, INC. SOUTWEST ASSESSING P O BOX 47841 PLYMOUTH, MN 55447 CITY OF CORCORAN 8200 Co. Rd. 116 CORCORAN, MN 55340 MARCH 2013 ASSESSING FEE COUNTY DATA FEE $4,107.00 $16.39 TOTAL $4,123.39 eC Engineers e Scientists Business Professionals April 4, 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.cem www.wenck.cam Enclosed are our invoices for March 2013. Unbilled time for council meetings, travel, etc. totaled 25 hours last month. Project work involved the Lennar Feasibility Study and Public Works bid result 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 C' \Users \jhelnecke\AppData\ Local \Microsoft \Windows \Temporary Internet Files \Content 0ml001k'ACD7WANG\Mach 2013 invoice cocev lenecdoez City of Corcoran March 013 Invoices Invoice # —13-01275 Wenck Phase # Project name Amount Total 2294-01 General Engineering Sen,ices 500-01 General $803.50 500-02 Council Meetings and Engineering Administrative $242.00 500-03 Planning Meetings $181.50 600-01 Stonnwater/WCA General Tasks $36.30 Subtotal $1,263.30 1301276 2294-10 Scu,'er and Water Planning 10 Project Closeout $92.00 11 Easements and Utilities $377.50 14 MCES Forcemain Construction $941.20 16 2013 Project Engineering, Planning $3,000.80 Subtotal $4,411.50 1301277 2294-13 Public ff"orks Building 18 Preconstruction Engineering & Permitting $484.00 Subtotal $484.00 City Projects Total $6,158.80 IN Invoice # Wenck Escrow # Project name Total project # 1301278 2294-17 500-20030 Lennar Development (PrQject #12-025) $4,309.39 Escrow Projects Subtotal $4,309.39 MARCH 2013 TOTAL $10,468.19 cu/seovxaoomomvvmwmmlvwcm,oftxvo^ovmrm=mry Internet n**Co*v* Outlook ^,nrw^v*warchmoluoukew.,lnm`uc� &\86eDck Engineers ,Scientists Business Professionals invoice F^ ` Wenck March 31, 2013 wrack A=mw, Im, Invoice No: 1301275 M Pincer croak CenW P.O. B. 249 Maple PWn N 55359 -0249 (763)479.4200 City of Corcoran Fax(X3)4794242 email; accoNrtvgprvenck.am 8200 County Road 116 Corcoran, MN 55340 Project 2294 -01 Corcoran General Engineering Services Professional Services Through March 31 2013 Phase 500 -01 General Professional Personnel Hours Rate Amount Nelson, Susan 2.30 60.00 138.00 Torve, Kent 1.50 121.00 181.50 Vander Top, Vincent 4.00 121.00 484.00 Totals 7.80 803.50 Total Labor 803.50 Phase Total $803.50 -- - - - - - - - - - - - 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 242.00 Phase Total $242.00 -- - - - - - - - - - - - Phase 500 -03 - - - - - - - - - - - - - Planning Meetings - - - - - - - - - - - - - - - - - - - - - - -- Professional Personnel Hours Rate Amount Torve, Kent 1.50 121.00 181.50 Totals 1.50 181.50 Total Labor 181.50 Phase Total $181.50 -------------------------- Phase 600 -01 Stormwater /WCA General Tasks ---- -------- -- ---- -----' Professional Personnel Hours Rate Amount Torve, Kent 30 121.00 36.30 Totals .30 36.30 Total Labor 36.30 Phase Total $36.30 Total Invoice Amount $1,263.30 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 March 31, 2013 Invoice No: 1301276 Dan Donahue City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Project 2294 -10 Sewer and Water Planning Professional Services Throucilh March 31 2013 Phase 10 PROJECT CLOSEOUT Professional Personnel Schmidt, Rowdy 3/8/2013 correspondence Totals Total Labor 1Wend< Wetk Aaxiates, Ine. IBM PW"r Creel Center P.O. Box 249 Maple Main, MN 55359-OM (763)479.4200 Fax (M) 4794242 e -mail: a wtir4Cmveck,am Hours Rate Amount 1.00 92.00 92.00 1.00 92.00 92.00 Phase Total $92.00 -- — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — -- Phase 11 EASEMENTS AND UTILITIES Professional Personnel Hours Rate Amount Claridge, Dale 3/5/2013 .50 151.00 75.50 Followup with City on MCES Payment #2, documentation Claridge, Dale 3/20/2013 1.00 151.00 151.00 Followup on status of Schommer easement documents, called County, communications with Attorney office Claridge, Dale 3/25/2013 1.00 151.00 151.00 Followup on Schommer easement recording, document problems, and let Met Council know. Totals 2.50 377.50 Total Labor 377.50 Phase Total $377.50 ----------------------- -- ----- ----- --- --- --- - - ---- Phase 14 MCES Forcemain Construction Professional Personnel Hours Rate Amount Claridge, Dale 3/5/2013 .50 151.00 75.50 Followup with Met Council on Payment #2 and document recording Claridge, Dale 3/12/2013 1.00 151.00 151.00 Followup with City of Corcoran on assigning a. PID number and street address for Lift station parcel and let Wayne at MCES know Claridge, Dale 3/25/2013 1.00 151.00 151.00 Followup on Schommer easement recording, document problems, and let Met Council know. 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 Rate Invoice 1301276 Flegland, Steven 3/26/2013 2.30 89.00 204.70 CADD file conversions Schmidt, Rowdy 3/27/2013 1.00 92.00 92.00 pipe alignment to MCES Shuck, Jordan 3/26/2013 3.00 89.00 267.00 Sanitary Sewer GIS File Totals 1.50 8.80 941.20 Total Labor 941.20 Torve, Kent 3/15/2013 1.50 121.00 Phase Total $941.20 -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- Phase 16 2013 PROJECT ENGINEERING AND PLANNING Professional Personnel 3,000.80 $3,000.80 Total Invoice Amount $4,411.50 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 Hours Rate Amount Torve, Kent 3/1/2013 .80 121.00 96.80 Workplan preparation and scoping Torve, Kent 3/6/2013 1.00 121.00 121.00 Meeting with 71F consultant Barsness and staff Torve, Kent 3/6/2013 1.50 121.00 181.50 TIF Project List scope refinement Torve, Kent 3/11/2013 1.50 121.00 181.50 Project list review and meeting prep Torve, Kent 3/15/2013 1.50 121.00 181.50 Revenue forecasting for project list Torve, Kent 3/20/2013 2.50 121.00 302.50 2013 project scoping and fund balance analysis Vander Top, Vincent 3/1/2013 2.00 121.00 242.00 Plan 2013 TIF projects; scopes of work Vander Top, Vincent 3/4/2013 2.00 121.00 242.00 Review TIF options and costs Vander Top, Vincent 3/6/2013 2.00 121.00 242.00 Meeting with Kirsten B regarding TIF options and upcoming presentations Vander Top, Vincent 3/8/2013 4.00 121.00 484.00 Trunk infrastructure planning related to TIF /downtown; conversation with Council member regarding downtown sewer Vander Top, Vincent 3/12/2013 1.00 121.00 121.00 Add detail and information to potential TIF projects Vander Top, Vincent 3/14/2013 2.00 121.00 242.00 TIF Project Planning Vander Top, Vincent 3/18/2013 2.00 121.00 242.00 TIF project planning. Work with Kirsten Vander Top, Vincent 3/27/2013 1.00 121.00 121.00 Discussions with downtown property owners regarding sewer and water Totals 24.80 3,000.80 Total Labor Phase Total 3,000.80 $3,000.80 Total Invoice Amount $4,411.50 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 March 31, 2013 Invoice No: 1301277 Dan Donahue City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Project 2294 -13 Public Works Building Professional Services Through March 31, 2013 Phase 18 PRE- CONSTRUCTION ENGINEERING & PERMITTING Professional Personnel Torve, Kent Vander Top, Vincent Totals Total Labor Wenck Wrack Asxciakas, Inc. IMO Pioneer creek canner P.D. Box 249 Maple Plain, MN 553590249 (763) 4794200 Fax (763) 4794242 e-mall: arcoun"ayienck.= Hours Rate Amount 3.00 121.00 363.00 1.00 121.00 121.00 4.00 484.00 484.00 Phase Total $484.00 Total Invoice Amount $484.00 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 Invoice March 31, 2013 Invoice No: 1301278 Dan Donahue City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Project 2294 -17 Lennar Development Professional Services Throuah March 31. 2013 Professional Personnel Wrack Avomt%, Im, 1800 Ronan creek Center R.O. Bra 249 Mapk PWI SS3SM249 (753) 479 -4200 Fax (763) 479.4M2 cmall: accountin9C wmck.am 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 Hours Rate Amount Nelson, Susan 4.50 60.00 270.00 Terhaar, Edward 8.50 150.00 1,275.00 Torve, Kent 14.00 121.00 1,694.00 Ward, Jared 8.50 116.00 986.00 Totals 35.50 4,225.00 Total Labor 4,225.00 Reimbursable Expenses Report Supplies 80.15 Postage and Shipping 4.24 Total Reimbursables 84.39 84.39 Total Invoice Amount $4,309.39 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 ADMINISTRATOR'S REPORT Agenda Item No. 8b. Council Meeting: Prepared By: April 11, 2013 Dan Donahue, Administrator Topic: Action Required: Updating City Records Plan Approve Job Description Policy: City required to conform to state laws regarding record retention; systematic updating city record system Budget Impact: None Summary: At the last council meeting, the council approved $12,000 for the hiring of seasonal /temporary clerical workers to assisting in reorganizing, updating, purging, and electronically scanning existing city records. The council asked to see a plan for this work. Attached to this report is a draft of a job description. Council is asked to approve this job description. The Plan Vision and Goals • Electronically store every existing permanent paper based file in the city and once done, destroy paper files where possible according to Records Retention Plan of city • In file storage room /computer room • Sort old permanent records, rebox • Clean up, sort, toss, retain, scan all paper files • Eliminate paper files where possible • Going forward, every file created by city will eventually be stored and retained electronically; and all temporary paper files eliminated • Regarding permanent files, parallel filing systems of paper files and electronic files will not be allowed Administrator's Report— Agenda Item 8b. April 11, 2013 Council Meeting Page 2 Problems and Needs (In order of Priority) 1) Storage and computer room is unorganized, permanent files not easily located with poor system for locating. Need to be reboxed, files I'd, record contents, scanned, and destroyed 2) Planning Case Files a) Many older files not finaled out, that is actions were taken by the council but those actions were not recorded in their proper place (thus the hours hunting down the needed information) b) Need review by planner and steps defined in recording actions c) Files scanned, maps digitized, paper files destroyed 3) Address files a) Every property in city has a paper file containing every past action pertaining to that property b) City drowning in these paper files that mostly contain useless information c) Each file needs to be reviewed individually, excess or meaningless paper tossed, remaining file scanned, paper file destroyed 4) Plat files a) Current and future plates received and filed electronically b) Old plat files reviewed individually by planner, redundant documents tossed, remaining scanned, old files destroyed 5) Easements records centralized, reorganized, and properly recorded - includes Park /Trails easements, driveway agreements, and city owned land (deeds) 6) How will the electronic files submitted to the city in the future by property owners /developers by handled, stored, and available for a future CAD system. City will (must) develop a mapping system for all utilities in the city -need a plan for handling data now that can be inputed in the future 7) Map files need to be reorganized, sorted, and digitized 8) Existing studies and reports since the 1970's need to be located, collected, and scaned. Reports all over the place with no central filing system. Example of the engineering firm prior to Wenck and the difficulty in getting back our city paid work product. 9) Miscellaneous files of all types id'd, catalogued, scanned, and destroyed Solutions Best solution is the one we are taking and developed by all city staff. Problems identified, plan developed, and temporary help brought in to work with staff in accomplishing plan objectives. This effort will take much more than three or four Administrator's Report— Agenda Item 8b. April 11, 2013 Council Meeting Page 3 months. But, it is a start and all staff will know how information is to be handled, recorded, and properly files in the future. Assumptions With coming development activities and the introduction of city utilities, records will increase by a multiple of three or four. Plan for this records management now or be buried in paper, and lost productivity of staff. POSITION DESCRIPTION City of Corcoran Created: April 2013 Position Title — File Clerk / Office Support Department - Administration Accountable to - PERFORMS ADMINISTRATIVE DUTIES Grade Level - 1 Work Status — Temporary Employee Essential Functions • RECORDS AND FILE RETENTION o Follow the State of MN Department of Administration Guidelines General Records Retention Schedule • Maintain and scan all file documents for Land use and Development files • IE: Driveways, Cartways,Easements, Plats, Studies • Maintain and scan all file documents for Property Address files • IE: CUP's, Variances, Ag Preserve, Permits and general documents • Maintain and scan all fie documents for Council and Commissions • IE: Agendas, Minutes, Resolutions, Ordinances • Maintain all City maps and Mylar's • Assist staff with misc. typing, filing, mailings, data entry, etc.as needed PERFORMS SERVICE TO THE PUBLIC • Answers phones and responds to public inquiries, making referrals to appropriate staff when required, uses judgment and knowledge of City operations. • Receives requests, complaints, and information from public and transmits to staff to handle. COMMON PERFORMANCE STANDARDS o Expected to deal with the public and coworkers in a positive and respectful manner and performs duties in a safe and respectful manner. EQUIPMENT USED o Computer terminal and general office equipment. WORK ENVIRONMENT o Works in an office environment. PHYSICAL REQUIREMENTS • Strength and movement: Work requires moderate lifting, reaching, and handling of files and reports. Frequent keyboard use involves repetitive motions of arms, wrists, and fingers. A moderate amount of time is spent moving within the building to communicate with staff. • Sensory ability: Vision must be sufficient to read instructions and words and numbers on paper and computer screens. • Level of exertion: Work is very light, requiring exertion of up to 25 pounds of force occasionally to move files or equipment. Created by Jill Smith -Arens EMPLOYMENT SELECTION CRITERIA o High School Diploma /GED and one year government experience or equivalent of three years Administrative Assistant / Receptionist experience. Knowledge / Skills and Abilities Knowledge of Excel, Word, Outlook, Knowledge of public information laws, rules, and regulations applicable to City government Ability to type 30 wpm and data entry Ability to communicate effectively both orally and in writing Ability to plan coordinate and prioritize workload to meet project deadlines Ability to work independently Created by Jill Smith -Arens CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 — Office 763.420.6056 — Fax E -mail - general (a�ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us April 1, 2013 Hon. Peter A. Cahill Chief Judge Hennepin District Court 300 South Sixth Street Minneapolis, MN 55487 -4201 Re: City of Corcoran, MN Charter Commission Annual Meeting Dear Judge Cahill: am submitting the Annual Meeting Report of the City of Corcoran, MN for 2012. The annual meeting was held on December 20, 2012. This was the only meeting held by the Charter Commission during 2012. At the annual meeting, no business of the Commission was brought forward from the previous year. The only business conducted at this meeting was the election of officers. I have attached the meeting agenda and the draft minutes from this meeting for your review. I would also like to advise you that the following Commissioners were elected to the following offices for 2012. They are: • Brian Lother -Chair • Dorthey Theis - Secretary The City Council and the Charter Commission wishes to thank you and your staff for the continuing support you have shown the City of Corcoran. Sincerely, Dan Donahue City Administrator cc: file Charter Commission Member City Council Members Corcoran Charter Commission Annual Meeting Agenda Thursday, December 20, 2011 6:30 PM 1. Call to Order 2. Approval of Agenda 3. Approval of Minutes a. Draft Minutes of 11/10/2011 * 4. Open Forum 5. Old Business -None 6. New Business a. Review of Correspondence during 2012* b. Discussion on future agenda items c. Update on Commissioner Appointments* 7. Information Exchange 8. Adj ourn 3a. Corcoran Charter Commission Meeting Minutes December 20, 2012 6:30 p.m. 1. Call to Order. Charter Commission Meeting was called to order by Secretary Lother at 6:30 p.m. Present were Commissioners: • Brian Lother, Secretary • Ken Kluck • John Hausladen • Jim Tilbury • Dorthy Theis • Tom Cossette • Also present were City Administrator Daniel J. Donahue, Council member Rich Asleson 2. Agenda. Motion by Hausladen and seconded by Cossette to approve the agenda as presented. All voted in favor. 3. Approval of Minutes. Motion by Kluck and seconded by Hausladen to approve minutes of the 11. 10.2011 Charter Commission as presented. All voted in favor. 4. Open Forum. No one appeared at Open Forum 5. Old Business 6. New Business a. Review of Correspondence. Donahue reviewed i. Letter sent by Donahue to Chief Judge James Swenson on January 24, 2012 providing the Charter Commission activities during 2011 ii. Letters received from Chief Judge on the appointments of Dorthey Theis and Jim Tibury to the charter Commission iii. Notification received at city informing us that Judge Peter A. Cahill would be replacing Judge James Swensen as the Chief Judge/ b. Nomination of Chair and Secretary. Presiding Charter Commission chair Lother asked that nominations for Chair and Secretary be added to the agenda. The chair noted that the past Chair George Gmach's appointment expired in July, 2012. All agreed. Chair Lother also stated that his term would be expiring in July, 2014 and that he was offering not to seek continuing on as Secretary or the Chair appointment. Discussion followed that noted that his term had a year and a half to run and that he should consider being nominated for one of the positions. i. Motion by Cossette and seconded by Hausladen nominating Lother as chair for 2013. All voted aye. Motion passed (6:0) ii. Motion by Cossette and seconded by Kluck nominating Theis as Secretary for 2013. All voted aye. Motion passed (6:0) c. Future Agenda Items. None Corcoran Charter Commission Minutes December 20, 2012 3a. d. Update on Commissioner Appointments. Donahue reviewed the current terms of appointees noting that no terms were expiring in 2013. Commissioners asked about the minimum and maximum number of appointees that could be rude to the commission. Donahue stated that the minimum number is six but did not have an answer as to the maximum number. He said he would research. 7. Information Exchange. The following was discussed: a. Goals and Objectives of the city for 2013. The list was reviewed. b. Commissioners asked about the reaction of the community to the Star tribune article of November 14, 2012 about sewer and water development in the city. Donahue stated that all the feedback he received as positive. c. Sewer and Water update. Council member Asleson provided information as did Cossette on activites including the idea of extending to the downtown area d. Tax Increment Financing (TIF). Questions were asked about the possible use of surplus funds for further development activities. Cossette and Asleson provided information. Commissioners asked about TIF spending and if there were differences between Charter Cities and statuatory cities. Donahe said he would research. 8. Adjourn. Motion by Cossette and seconded by Tilbury to adjourn. All voted in favor. Adjourned at 7:00 PM. Corcoran Charter Commission Minutes December 20, 2012 N Minutes Corcoran Parks and Trails Commission Tuesday, February 19, 2013 7:00 PM Present: Commissioners Trish Krueger, Val Nybo, Kevin Dale, Chad Robran, Absent: Tom Anderson, Rachel Tessmer, Judith Strehler Others attending: Council Liaison Lynch, City Administrator Donahue, Deb Regen 1) 2) 3) Convene Regular Parks & Trails Commission Meeting — Chair Krueger called the meeting to order at 7:10 pm in the Corcoran Community Center. Donahue gave the Oath of Office to Kevin Dale, Deb Regen, and Chad Robran Pledge of Allegiance Approval of: a) Agenda i) Add Item 7d. Rockford School Softball Tournament: ii) Add Item 8d. Uses of Park Dedication Fund iii) Motion by Nybo, seconded by Dale to approve the agenda with the item 7d and 8d. Voting Aye: All (Motion carried 5:0) addition of b) Minutes of 01. 15.13 Meeting. Motion by Robran, seconded by Nybo to approve the meeting minutes as presented. Voting aye: All (Motion carried 5:0) 4) Open Forum -None 5) Presentations -None 6) Old/Unfinished Business a) Rockford School Property Update. Robran reported on t CE Committee. He reported that not much was happening at the present time. Rockford consultants are working on a plan for their property in Corcoran. They are to approach the city in a month or two with draft plans. It was noted that the Youth Sports Grant requires that b) Public Works. Donahue explained the bidding process for construction of the PW facility. Also information was given and discussed about the city park ice rinks closing (February 15th) and the progress on the Trailhead development with the Three Rivers. The city and Three Rivers are talking about the agreement which needs to be signed before any work can proceed on the development. c) 2013 Goals and Objectives. The commissioners discussed the following and decided to work on the following in 2013: i) Participate in the March 7th Joint City Council /Commissions meeting to discuss city programs, goals, and ideas for 2013 ii) Have City Planner Kendra Lindahl attend the April 23`d Parks and Trails Commission meeting to further discuss the Commissions role in the Park Dedication process and in the Planning process for new developments. iii) Work on policies regarding the uses of the Park Dedication Fund iv) Work on establishing standards for parks and equipment in parks v) Work with the Rockford Schools and the proposal for re- building all of the ball fields vi) Walk and actually view the two properties recently given to the city: Parks and Trails Commission Minutes, February 19, 2013 (1) Ryan Wetland mitigation property along Old Settlers Road (2) Property by Lake Jubert recent deed to the city by Hennepin County. vii) Support staff efforts to locate and catalogue all parks and trails easements 7) New Business. a) Joint Council /Commissions Meeting of March 7, 2013. Discussed. Questions developed by commissioners were advocating for the mapping of all P & T easements, defining commissions responsibilities in the development process, and how can the P& T Commission become more proactive in going after park uses as property develops in the city b) Gambling Ordinance. Commissioners reviewed and discussed information about the idea of creating a city ordinance on Charitable Gambling. Donahue informed the Commission that the topic was going to be on the council agenda for February 28th c) City Staff changes. Donahue discussed his announcement to retire as city administrator in July of this year. d) Rockford schools Softball Tournament. Dale informed the Commission of an eight school tournament on May 24th and May 25th Discussion followed on the ability of the city to provide maintenance services for the tournament. Moton by Robran and seconded by Dale asking the city to provide maintenance of ballfields for the tournament. All voted aye. Motion carried (5:0) -` 8) Subcommittee & Miscellaneous Reports a) City Liaison. Council member Lynch. i) PW building construction progress ii) Hamil Fire Department issues iii) Ideas being discussed for projects the TIF district iv) Recycling in the city b) Corcoran Athletic Association (CAA). Dale discussed the following: i) Pancake Breakfast of February 10th. Said it was successful and had an average tour out ii) Breakfast made money for the Association iii) He is working on setting up the web pages for registration and information c) Park dedication Fund -no discussion 9) Other Business -None 10) Announcements. None 11) Adjourn. Motion by Nybo and seconded by Robran to adjourn. Voting Aye: All (Motion carried 5:0) Meeting adjourned at 9:15 p.m. Next Meeting: Joint Meeting with City Council, March 7, 2013at 7:00 p.m. Next regular meeting of the Commission on April 16, 2013. Respectfully Submitted, 2 Parks and Trails Commission Minutes, February 19, 2013 Daniel Donahue City Administrator 400 N J_ Q Z M a� M gLn 0 Q o z U U W W N I �> CY Ln a LL 0 Ln a� W W N I �> CY Ln a ;4o > _ .a c Z) : a� cn W 4 M �Nn3 ate+ 01 L Q1 C 3 3 Ln 0 V U C i C 0 U Cz ro V) Q 0 Ln 0 a� 0 c 0 c 0 ro E O C Q (1) ra Q 0 LL FOR LOCAL GOVERNMENT OFFICIALS — Appointed, Elected, Staff AN D I NTERESTED CITIZENS PROGRAM FEATURES ♦ Accomplished faculty with extensive backgrounds in both planning and instruction • Focus on current issues and timely information • Practical content designed by a committee of planning experts and local officials • Opportunities for in -depth study and hands -on application • Extensive handouts and reference materials assembled to make your job easier Sponsored by GTS Educational Events Co- sponsors: _. APA Minnesota ♦ Association of Minnesota Counties t, Initiative Foundation ♦ League of Minnesota Cities Metropolitan Council �= Minnesota Association of Townships Full workshop descriptions, faculty bios, and registration information available at: vvww.mngtS.org/Land4;z@ May 1, 2013 11OR 1:00 -5:00 PM A Practical Guide to Variances in Shorelands & Floodplains Initiative Foundation, Little Falls Fee: $70 May 2, 2013 1:00 -5:00 PM Your Role As a Planning Commission Member Initiative Foundation, Little Falls Fee: $70 May 15, 2013 9:30 AM - 4:30 PM =J May 22, 2013 9:00 AM -12:30 PM June 5, 2013 8:30 AM -12:30 PM Emerging Issues in Planning & Zoning for Professional Planners League of Minnesota Cities, St. Paul Fee: $70 In cooperation with APA Minnesota Living on the Edge: The Mt. Simon Aquifer Recharge Area Cabela's, Rogers For communities and counties in the aquifer area. Sponsored by MN Dept of Natural Resources, MN Dept of Health & Metropolitan Council Basics of Planning & Zoning Community Center, Shoreview Fee: $135 (includes lunch) WHO SHOULD ATTEND? Members of planning commissions, boards of adjustment and appeals, and governing bodies in Minnesota cities, counties and townships. Also valuable for members of other advisory commissions, housing and redevelopment authorities, staff, real estate professionals, and others working in areas related to specialized workshop topics. Questions? Call Carol Schoeneck at 651- 222 -7409 (Minnesota toll free 800 - 569 -6880) ext. 205 September 18, 2013 8:00 -12:00 NOON Spotlight on Variances for Citizen Planners Civic Center, Rochester Fee: $70 In conjunction with Upper Midwest Planning Conference September 18, 2013 8:00 -12:00 NOON Basics of Planning & Zoning Civic Center, Rochester Fee: $70 In conjunction with Upper Midwest Planning Conference TI,,jig, GTS is a non - profit organization dedicated to helping those who provide services to Minnesota citizens and communities meet current needs for knowledge and skills, educational events plus anticipate and prepare for changes to come. We have worked with policymakers, staff and appointed officials from all levels of government and all types of nonprofit agencies —and their collaborators in associations, business, higher education and community groups —since 1977. March 18, 2013 City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Re: Jeff Ophoven Conditional Home Occupation License Dear Mr. Donahue, Please forward this request to the City Council for consideration Dear Mayor and Councilmembers, As you may be aware, I have been doing outdoor storage on my property located at 19315 County Road 10, Corcoran, MN for about 15 years. I mainly store campers and Boats in their "off- season." I was made aware in 2012 that this type of land use requires a Conditional Home Occupation License (CHOL). I am willing to take the necessary steps and go through the process to comply with the City's Ordinance regulating home occupations, but I have one request: There is another operation located across from the KOA just north of me on County Road 101 that has an approved resolution for CHOL from 2002 that is nearly identical to my own. I have been given indication that my application will also be approved. However, since I have been doing storage since the late 1990's, and was just recently made aware of the need for a CHOL, I am asking for the Council to forgive the Escrow amount of $2000. If I was made aware in 2002 when the CHOL process was initialized, I would have gladly complied. In 2002, the process for the CHOL was almost identical as it is today, with one major difference: Cost. The cost for a CHOL until 2006 was a $500 flat fee, with no escrow. For one reason or another, in 2007, an escrow amount of $2000 was added to the cost. (see attached) I am more than willing to pay the $500 fee, as it was in 2002 -2006, but I am asking that the escrow required be the same as it was then: $0. This was started and continues to operate as a necessity to help cover my property taxes, and quite frankly, I just cannot afford $2,500 at this time. I do not believe that forgiving the Escrow will in any way jeopardize the intent of the Ordinance; I will still go through the entire application process including Administrative and Planning Commission Review and Council Approval. I am just asking for leniency on the cost and I have been working with both Mike Pritchard in Code Compliance and Kendra Lindahl, City Planner to find a solution. We have agreed that they would be able to help this process along as efficiently as possible but that any leniency in fees and escrows would have to be approved by the City Council. In summation, I am requesting that you forgive the $2,000 Escrow amount Thank you for your time. Sincerely, Jeff Opboven Conditional Home Occupation License Fee History 2002 -2006 Home Occupations Cost & Escrow Allowed home Occupation N/C N/C Special Home Occ. - Application $50 N/C Conditional Home Occ. Lic. (CHOL $500 N/C *See January 7, 2002 memo (attached) 2007 Home Occupation License to Interim Use Permit Land Use Permit/Application Type Non - Refundable Application Fee Escrow Interim Use Permit $500.00 $2,000.00 2008- Current(2013) Land Use Permit/Application Type Non - Refundable Application Fee Escrow Interim Use Permit $500.00 $2,000.00 From the Conditional Home Occupation License adoption, through 2006 a flat fee of $500 was required. In 2007 the policy changed to keep the $500 fee and add a $2000 escrow. This policy remains the same today. Date: January 7, 2002 To: Home Occupation Applicants From: Tracy Jones, Planning Technician Re: Application Please complete the attached Home Occupation application and return it to the City of Corcoran by Friday, February 15, 2002. Once we have a chance to review the applications, we will notify you of whether or not your home occupation is considered an Allowed, Special or Conditional Home Occupation. We anticipate this notification will take place the end of February beginning of March 2002 (for those applicants who submitted their response cards by the December 31, 2001 deadline). If a determination is made that your business is considered an Allowed Home Occupation, no fee or permit will be required. If a determination is made that your business is considered a Special Home Occupation, an administrative permit fee of $50 will be required. Once this fee has been paid, a notice of intent shall be sent to all property owners within 350 feet of the perimeter of your property. The notice will request that written comments are forwarded to the City Administrator within ten (10) days of the date of the notice. Upon expiration of this comment period, if no concerns have been raised by any neighboring property owners and if the City has no additional concerns, a administrative permit will be granted. If a determination is made that your business is a Conditional Home Occupation, an application fee of $500 will be required. Once this fee has been paid, a notice of intent shall be sent to all property owners within 350 feet of the perimeter of your property. The notice will request that written comments are forwarded to the City Administrator within ten (10) days of the date of the notice. In addition to the notice of intent, the applicant will also need to appear before the Planning Commission and City Council to demonstrate the need for the Conditional Home Occupation License (CHOL). All applications will be reviewed and analyzed, taking into consideration the general health, safety and welfare of the community as a whole. If you have any questions or concerns regarding the enclosed application form or any of the information contained in this memorandum, please feel free to contact myself, Tracy Jones by phone at 763/ 420 -2288 or by e -mail at tjones @ci.corcoran.mn.us. ADMINISTRATOR'S REPORT Agenda Item No. 10a. Council Meeting: Prepared By: April 11, 2013 Dan Donahue, Administrator Topic: Action Required: Public Works Base Building Bids and Decision on alternate bids and financing Alternate Bids of those alternates Policy: Budget Impact: Summary: The city council has approved the base bids and the quotes for the construction of the Public Works Facility. The city council needs to consider approving or rejecting the alternate bids for the building. Alternate 2 (extend the main parking garage an additional 24 feet) was tentatively agreed to by the council at the March 28th council meeting. This however can be rescinded. The council asked for information on how these alternates could be funded. I asked our Financial Bond Consultant Paul Donna of Northland Securities to provide a funding options. I first asked him the following questions: Regarding the Corcoran Public Works facility: • Bids for the Public Works Facility were opened last week. Overall, bids came in just under estimates at $3,781,400 • We have $3,850.000 in available funding so we are about $60,000 on the plus side • It looks like the council might want to go with the alternates which increases the facility by 24 feet and cost about $350,000 • 1 would like to ask you to provide to me for the council meeting of April 11th , an estimate for a bond issue that give us this amount of funds. Also, your opinion on: • What are the markets doing and suggestions on timing — municipal bond market is still very low relative to the historical lows we experienced last fall. We are only about 0.20% higher than the City's November bond issue. • Should we do this now? If the City is comfortable with cost estimates see no reason to wait. o Wait until January when we will be looking for about $450,000 in Equipment Certificates and bundle the issues? No, cost efficiencies related to a combined offering are not significant — couple thousand. Greater cost risk is interest rate exposure. Administrator's Report— Agenda Item 10a. April 11, 2013 Council Meeting Page 2 o Structure of the debt service — Attached for review. Alternates I said above that about $300,000 was need to fund the four alternates. There are some additional items that might be considered: • Enclosing the open side of the cold storage $40,000 • Welding equipment and extractor $55,000 • Furnishings $5,000 • Salt Shed moving $20,000 • Phone and Internet ? • Additional landscaping and signage ? Recommendations The city can sell additional bonds to finance the alternates. Actual amount needed can be settled once the final costs and additional items to finance are identified. In your packet is an example of a bond issue where the city would receive $350,000 in proceeds to pay for the alternates and qualifying additional items. Note that the debt service is spread over 25 year. The city can repay the entire principal amount at any time after 2014. The debt is structured in this example to increase over time. The first five years of the bond issue shows total yearly debt service (interest only) averaging about $13,000. The alternates are from a staff perspective are cost effective. They will be needed down the road, to undertake them in the future will cost the city far in excess of the $300,000 which is the current cost, and the funding is a rather modest $12,000 to $25,000 per year for the first ten years. �) o U LLJ J�- Cv!U V w _ /a r wm mr N w0 a Ll L a J O U N Q N v Y m K � O N V .-I J = m U � LY a Q Q O H � o 0 0 m %In Ln a m LU W z m O V 0 °0 > ri o ° 0 0 0 o o 0 0 0 V M � y ry N pp N U C C O m bon C 0 o^ O 5 N LL W C O y m + C U o ON �^ v v3i ip o N O � ar N O C o x g m m a U > z o v v o v o L U p a N N C Q u u N n o 1 U < N o o v o z z 5 u z 1 10 O O N N m m m N m n m m N m o J Q V} Vi t/T c-I � ill N UT N N a � 0 o N o o N O N o °o m °m IR m ry i°o m Q � o m N o 0 0 0 0 o m m .+ N O I� N N Ol m O O N lO N O1 m N N m •i I� m N N O V h I� V a # N e-I Vl Ill lD MI O N M � J N lR Vl N W 4/} O Q VNi UNT N N c O N m O 01 m N m m ti C I, V � N V N NV M N Ol om F vNi ti m � t^ii � V M n to m 0 N w 0 0 0 N o N m o 0 0 0 0 0 0 0 o N m 0 io N o o N o m O m o m o 0 0 0 0 0 0 w m° I� m N Ol w a a m m N O O I, O m N O O N al O N e-i d' m I� M d' tp t0 N Vl T 41 O I� N O tl1 N m 0 W Ill IO il1 N O N ly 01 O1 m e-I e-I V h M m N N m "'I f-1 N c-1 Vl N m m y� a M Ul N VT C Ul N V} m L} N LT rl VT N N N 1/) N Ll Lf '1/f V} VT l/} N N rl VT c-1 V} rl V1 Ul l0 lyj rl V? I� M1'I m U} N a o�D °o a xi x xi xi xi x x x x � Y O V Z w O = m u x x x x x x x x x v V N O N m ; >. Y Lon � N on m O v O v o < N E u c v L c o�J `o 3 °l ¢ w a L O V - m C m 9 _ O a C e O m O N O v# f LL L O L Y J O y# N N Z y N U O N v V vVl 'O i O U V N Y a O V p N` Z L ad+ O C- N V iv t+ V ty Q Q a Q L C U O O U v N J C N O v V O V �1 v O O W O O CO U' LL U # # ## Yk Sk i m W G VI '^ m m 0 0 0 0 0 0 0 0 -O 1E E m m m m m io m m m io 3 3>>>>> 3 m M O w o 3 a° m m m m Ia m u u u u u u u u U U o 0 0 o 0 0 o o J Q U a U m m m m m m m m $390,000.00 City of Corcoran, Minnesota G.O. Capital Improvement Plan Bonds, Series 2013 BQ Rates as of March 28, 2013 Sources & Uses Dated 08/01/2013 1 Delivered 08/01/2013 Sources Of Funds Par Amount of Bonds $390,000.00 Total Sources Uses Of Funds $390,000.00 Total Costs of Issuance including Underwriter's Discount 35,564.00 Deposit to Project Construction Fund 350,000.00 Rounding Amount 4,436.00 Total Uses $390,000.00 G.O. CIP Bonds 2013 04011 1 SINGLE PURPOSE 1 4/1/2013 1 9:56 AM Northland Public Finance Page 1 $390,000.00 City of Corcoran, Minnesota G.O. Capital Improvement Plan Bonds, Series 2013 BQ Rates as of March 28, 2013 Debt Service Schedule Date Principal Coupon Interest Total P +I 02/01/2014 - - 02/01/2015 18,993.75 18,993.75 02/01/2016 12,662.50 12,662.50 02/01/2017 12,662.50 12,662.50 02/01/2018 - - 12,662.50 12,662.50 02/01/2019 10,000.00 2.500% 12,662.50 22,662.50 02/01 /2020 10,000.00 2.500% 12,412.50 22,412.50 02/01/2021 10,000.00 2.500% 12,162.50 22,162.50 02/01/2022 15,000.00 2.500% 11,912.50 26,912.50 02/01/2023 15,000.00 2.500% 11,537.50 26,537.50 02/01/2024 15,000.00 2.500% 11,162.50 26,162.50 02/01/2025 10,000.00 2.500% 10,787.50 20,787.50 02/01/2026 20,000.00 2.500% 10,537.50 30,537.50 02/01/2027 20,000.00 3.250% 10,037.50 30,037.50 02/01/2028 20,000.00 3.250% 9,387.50 29,387.50 02/01/2029 20,000.00 3.250% 8,737.50 28,737.50 02/01/2030 20,000.00 3.250% 8,087.50 28,087.50 02/01/2031 20,000.00 3.250% 7,437.50 27,437.50 02/01/2032 30,000.00 3.250% 6,787.50 36,787.50 02/01/2033 25,000.00 3.750% 5,812.50 30,812.50 02/01/2034 20,000.00 3.750% 4,875.00 24,875.00 02/01/2035 30,000.00 3.750% 4,125.00 34,125.00 02/01/2036 30,000.00 3.750% 3,000.00 33,000.00 02/01/2037 25,000.00 3.750% 1,875.00 26,875.00 02/01/2038 25,000.00 3.750% 937.50 25,937.50 Total $390,000.00 - $221,256.25 $611,256.25 Date And Term Structure Dated 8/01/2013 Delivery Date 8/01/2013 First Coupon Date 8/01/2014 First available call date Call Price - Yield Statistics Bond Year Dollars $6,510.00 Average Life 16.692 Years Average Coupon 3.3987135% Net Interest Cost (NIC) 3.5161329% True Interest Cost (TIC) 3.5247813% All Inclusive Cost (AIC) 4.1416671% IRS Form 8038 Net Interest Cost 3.3987135% Weighted Average Maturity 16.692 Years Bond Yield for Arbitrage Purposes 3.3661664% G.O. CIP Bonds 2013 04011 1 SINGLE PURPOSE 1 4/1/2013 1 9:56 AM $390,000.00 City of Corcoran, Minnesota G.O. Capital Improvement Plan Bonds, Series 2013 BQ Rates as of March 28, 2013 Net Debt Service Schedule Date Principal Coupon Interest Total P +I Existing D/S Net New D/S 02/01/2014 - - 51,915.92 51,915.92 02/01/2015 18,993.75 18,993.75 138,887.50 157,881.25 02/01/2016 12,662.50 12,662.50 138,087.50 150,750.00 02/01/2017 12,662.50 12,662.50 177,287.50 189,950.00 02/01/2018 - - 12,662.50 12,662.50 160,687.50 173,350.00 02/01/2019 10,000.00 2.500% 12,662.50 22,662.50 219,387.50 242,050.00 02/01/2020 10,000.00 2.500% 12,412.50 22,412.50 221,887.50 244,300.00 02/01/2021 10,000.00 2.500% 12,162.50 22,162.50 239,287.50 261,450.00 02/01/2022 15,000.00 2.500% 11,912.50 26,912.50 236,287.50 263,200.00 02/01/2023 15,000.00 2.500% 11,537.50 26,537.50 238,287.50 264,825.00 02/01/2024 15,000.00 2.500% 11,162.50 26,162.50 240,187.50 266,350.00 02/01/2025 10,000.00 2.500% 10,787.50 20,787.50 241,987.50 262,775.00 02/01/2026 20,000.00 2.500% 10,537.50 30,537.50 243,687.50 274,225.00 02/01/2027 20,000.00 3.250% 10,037.50 30,037.50 245,032.50 275,070.00 02/01/2028 20,000.00 3.250% 9,387.50 29,387.50 246,270.00 275,657.50 02/01/2029 20,000.00 3.250% 8,737.50 28,737.50 247,130.00 275,867.50 02/01/2030 20,000.00 3.250% 8,087.50 28,087.50 252,875.00 280,962.50 02/01/2031 20,000.00 3.250% 7,437.50 27,437.50 253,000.00 280,437.50 02/01/2032 30,000.00 3.250% 6,787.50 36,787.50 258,000.00 294,787.50 02/01/2033 25,000.00 3.750% 5,812.50 30,812.50 257,750.00 288,562.50 02/01/2034 20,000.00 3.750% 4,875.00 24,875.00 261,300.00 286,175.00 02/01/2035 30,000.00 3.750% 4,125.00 34,125.00 259,550.00 293,675.00 02/01/2036 30,000.00 3.750% 3,000.00 33,000.00 262,650.00 295,650.00 02/01/2037 25,000.00 3.750% 1,875.00 26,875.00 265,450.00 292,325.00 02/01/2038 25,000.00 3.750% 937.50 25,937.50 272,950.00 298,887.50 Total $390,000.00 $221,256.25 $611,256.25 $5,629,823.42 $6,241,079.67 G.O. 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CD �vb -➢1 n.:0 y (0) cco n -0 0mZF 'nm o m --i � � n n � O z A < ? `y O CD m p :r QQ O Q z � o co z Ye d0 oy y �C zxn Oz=.r 0 O � w D Cr) � N O -u 0 c ---I s m x 0 U) o m ® D A -Z cn m Cn A p p O —i :•• m m N CT Cn 0 0 W N O tD" C y ;`J N cn rn o 0 0 0 0 <n o � r � N N N tJ O O w w O 0 O c c y � .bra p m O 00 O Z H Cy' x y O O m b V O1'NW.. N O O W O H n 00 0 0 0 0 0 c� Q m W y .�.m..w aAi 0 0 0 0 0 0 0 0 0 0 0 y0 o to H 9 o O O m 0 0 m � � o .a � ge'g9✓ O .`J O. �48agk:* O w Mgn CD �vb o ] n o � � n n � O 1Nw 7 0 w CD m p :r QQ ry Ye d0 � m c3 a � w o � � N O D Y > S ® C. f m ® D A 00 `1 -d cn m A p p O —i :•• m m 0 y O en w w � N N N tJ O O w w PROFESSIONAL SERVICES RE Corcoran Public Worhs Building, invoice #5 from March 1, through April 1, 2013 Fee Summary: Contract amt. % Previous amt. Amt. this period Amt. SD: $ 14,000.00 100% $14,000.00 $ 0.00 $ DD: $ 28,000.00 100% $28,000.00 $ 0.00 $ CD ' $ 55,000.00 100% $55,000.00 $ 0.00 $ Bidding /neg.: $ 20,000.00 100% $ 0.00 $20,000.00 $ CA: .` $ 21,000.00 0% $ 0.00 $ 0.00 21' Totals: $138,000.00 85 % -, $97,000.00 $20,000:00 $ 21 Reimbursible expense for 2 "d state permit /deliver.: $; 119.84 Note: 1. Services included meetings, telecoms, 100% completion of contract documen engineering, coordination with CM and in -house reviews with engineers. 2. Expenses are included with the fees above. 3. Per the agreement, a limit of 90% of the total fee will be invoiced and paid until the j complete, at which point the balance of the fee will be invoiced and paid. Tntal nmaunt dnPe X 2f1-1 79:Rd ADMINISTRATOR'S REPORT Agenda Item No. Council Meeting: April 11, 2013 Prepared By: Dan Donahue, Administrator Topic: 2913 TIF Project Discussion Action Required: Council action to select projects Policy: Budget Impact: Summary: The council has been discussing what projects to select regarding spending down the approximately $1.8 remaining surplus Tax Increment Finds (TIF). This was discuss at the March 14th council meeting. A report of the original ideas for projects and new ideas for projects was generated by consultant Kristin Barsness. See the Phase I report. The council needs to settle on which projects will be selected and funded by the TIF surplus, and if the consultant will be retained to supervise with city staff the implementation of the selected TIF Projects. Consultant Barsness submitted a proposal for a Phase II of the TIF projects. That proposal had a scope that included facilitating meeting of the council to select projects and had a base amount of $15,000. My thoughts on this original proposal which was on the March 28th council agenda but not acted up are as follows: The city council does not need Barsness to facilitate or moderate meetings or the selection of the projects. I think the council and staff have enough information to proceed and to pick the projects it wants to do and put a priority to those projects. Let's not ask her to attend the April 11" meeting. think we do need someone to facilitate, manage, coordinate, and evaluate the process /projects once the above is done. o If I were not leaving, this could largely be done by me, since I won't be here, I am afraid the details will get mishandled. We can't ask our contractors to manage from A to Z each project o The new administrator is landing squarely into a very heavy project load in the city -only one of which is the TIF Projects. I foresee problems and frustrations in keeping the city on track to meet the TIF requirement by year's end o Budgeting and TIF expenditures need to be accurate or the city pays if the audit finds errors. Paul Donna and Tammi Omdahl are good at general Administrator's Report— Agenda Item 10b., April 11, 2013 Council Meeting Page 2 finance but do not have the time or ability to manage a local process involving several smaller projects that are TIF dependent I don't not like the open ended flat fee Phase II Proposal submitted by Barsness. I have asked her to submit another proposal with the assumption that our use of her services will be project specific. I would feel more comfortable if we: o Determine what and where we need her services by project (scope) o Look to her to add information and advice to our thinking o What is the value she can add to each project and what specifically do we want her to do Barsness has submitted a new Phase II proposal which in my opinion allows the city to better control the scope of work and we can use her services tailored to each project. Wenck Associates, Inc. 1800 Pioneer Creek Ctr. 1 1 C I \ P.O. Box 249 We Maple Plain, MN 55359 -0249 (763) 479 -4200 Fax (763) 479 -4242 E -mail: wenckmp @wenck.com 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 1.0 Background The Council reviewed potential TIF projects at the February 14th 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 maybe a condition of the tumback. • 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 $ l0K 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 10150 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 Analysis of existing master plan and design guidelines Task 2 Preparation of conceptual master plan in coordination with conceptual transportation plan Task 3 Council review of concept master plan Task 4 Refinement of Master Plan and updates to design standards Task 5 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 (Schulte 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 Schendel Location: Advantages 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. Downstream location serves about 20% more area than Park location Discharge could be routed to CR 116 rather than south to CR 10 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 CADocuments and Settings \TorKC0063 \My Documents \Corcoran Offsite \Sewer and Water Project \Project List TIF 2013.xis 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 CADocuments and Settings \TorKC0063 \My Documents \Corcoran Offsite \Sewer and Water Project \Project List TIF 2013.xis CITY OF CORCORAN Downtown Alignment JUNE 2010 Figure 1 Attachment A Sewer Information from Comprehensive I�1 APPENDIX C - ULTIMATE SYSTEM DESIGN FLOWS (MGD) SE DISTRICT SE -A MG' SE -A Average Total 4.0 0.02 From Design SE -30 To Point Area Added Flow Average PFF 0.46 Point SE -28 SE -AI 0.12 0.24 3.8 Flow SE -28 SE -1 SE -AJ Added Flow 3.6 1.21 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 1 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 1 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 1 0.01 1 0.28 3.7 1.04 SE -27 SE -26 SE -AE 0.10 0.10 1 4.0 0.41 APPENDIX C - ULTIMATE SYSTEM DESIGN FLOWS (MGD) SE -26 SE -22 Average Total 3.6 1.38 From Design SE -22 To Point Area Added Flow Average PFF 3.68 Point Flow Added Flow SE -26 SE -22 0.00 1 0.38 3.6 1.38 SE -22 I ECI2 SE -Z 0.06 1.19 3.1 3.68 1 Intercommunity connection to Maple Grove 2 MCES Elm Creek Interceptor MEMORANDUM To: Dan Donahue, City Administrator — Corcoran From: Kirstin Barsness, Development Consultant Date: March 21, 2013 RE: Phase I -TIF District No. 1 Review Background The City of Corcoran requested an initial review of the TIF Plan and associated budget for District No. 1. The purpose of the review was to determine if the budget categories are sufficient to meet the needs of the proposed 2013 TIF activities, highlight areas the need to be addressed administratively, and to recommend a course of action. Additionally, Phase I included two meetings: the first with City Staff and the second to assist the City Council in developing a program for potential TIF use. This report is represented in two sections. I will outline my finding of the TIF Plan review and itemize considerations for moving forward. Secondly, the preliminary list of proposed uses will categorized according to timeline, budget and statutory constraints. Phase II will evaluate each activities aptitude for success. TIF Plan Review and Findings To determine the status of the Budget, I examined the existing proposed budget within the last modification (No. 4) completed in February 2007. These categories were compared to the TIF Report prepared for the Office of the State Auditor (OSA) in 2011 to determine if funds needed to be re- allocated within the Budget to reflect actual expenditures. Findings for the review include: There are sufficient funds in the budget and corresponding categories to accomplish any proposed activities. The budget number does differ from the actual TIF revenue receipted. The budget was an estimate based on the project proposed back in 2007. This is typical in TIF plans and not an area of concern. The exception to the above statement is in the administration category. The Budget needs to be amended to be reflective of both actual expenditures to date and the anticipated end of the term administration total. Under statute, administration includes bond counsel, planning, staff time, economic development consultants and a portion of legal (related to everything, but property purchase). Cities are allowed up to io% for administration of TIF Districts, with the io% calculated as a percentage of the actual increment expended. Actions needed: 1. Amend the budget to increase the administration to lo% of TIF collected and expended or approximately $304,500. 2. According to the table below $231,429 has already been expended for administration. This leaves approximately $73,000 in remaining in the budget category. This amount is insufficient to pay for the Highway 55 Planning reimbursement and the proposed Design Guideline updates which equate to $120,000 collectively. 3. One course of action is to determine if engineering or certain legal activities were charged to administration and re- position them to their appropriate line item. 4. Budget changes can be handled administratively, as long as the amount of the budget is not increased. Corcoran TIF Comparision Activity Current Budget OSA 2011 Report Proposed Staff List Land Acquisition $ 4,720,000 $ 185,000 $ 175,000 Site improvements /prep $ 21,247 Sanitary /Water Supply (utilities) $ 3,218,000 $ 292,609 $ 540,000 Storm Water $ 162,000 Other public improvements (1) $ 555,955 County Road Improvement $ 3,830,000 Local Road Improvement $ 542,500 $ 140,000 Other County Road Improvements $ 5,351,000 Legal /Bonding $ 100,000 Planning/ Administration (2) $ 200,000 $ 231,429 $ 120,000 Capitalized Interest $ 200,000 TOTAL $ 18, 323, 500 $ 1,286,240 $ 975,000 ACTUALTIF BALANCE (2013) $ 1,856,604 Difference $ 881,604 TOTALTIF Collected $ 3,045,637 Potential TIF Projects The Corcoran City Council, in conjunction with staff and members of the public, identified numerous TIF projects for consideration. Currently, the list offers an overview of possibilities and has been framed in the context of activities permitted within the existing TIF Plan and Budget. Additional work on evaluating the successful completion of each potential activity within the timeline constraint will be addressed in Phase Il. A tabular reference is included on the next page. The purpose to is provide a foundation for future discussions as the City Council moves forward with developing and implementing an action plan for expenditure of the remaining TIF funds. CIO E j \ r f \ _ _ _ _ - - - - - _ aj U u w k a) _ w w w CL _ ) { ) ) 2 to 2 [ ) /- c [ $ f \ $ [ ] o j / k f \ § - - - §) § § \ § § | \ 2 k k § k) { ) ƒ )) \ ) / / /) iz i }) ) In | \ m § 3 , , \ - , - , , , , §/ f f a f a» a f f* f 7 7 f \ / M a o z o z o$ z 0 m$£ W � o z m$:£ » }on § G 7 = _ > E ) ) ] k G ) ■ G ] i 2) ■ d ƒ) ■ % � ® /j / \ k \ \�� \ \u LU : » < c �L » Q) _ _ < w w f 2 ± 2 » / ± A $ 2 2 = _ _ = 2 m< m 2<§ 5 r 5 5< 3 5§ 5§ k \ k -� { ® \ 0 3 / \ ; \ k f = \ 0 3 § } CU r \ \) — j f A & }) \ \ \ \ \ \ \ / \ \ / a � ` W ° \) < m k 2 § 7 # & t % > t) \ - < t # k ) ` & * ` ` k - _ , / / \ X \ j \ \ § \ \) ƒ 2 f) 6 PROPOSAL FOR SERVICES - CITY OF CORCORAN TAX INCREMENT DISTRICT NO. 1 OBJECTIVES To provide profession technical assistance to the City Council in the execution of a financing plan for funds in Tax Increment District No. 1. Implement the necessary requirements to comply with Minnesota Statutes. Manage the critical timelines to achieve the desired outcomes for the tax increment utilization. SCOPE OF SERVICES 1. Manage the implementation and financial aspects of prescribed TIF Projects A. For TIF projects that are development based (not engineering or planning in orientation) • Work with City staff to ascertain project budgets /costs • Identify additional funding sources to augment TIF contributions • Evaluate projects for sustainability such as revolving loans, enterprise fund contributions, private investment; recommend proposed structures for maximizing the City's investment • Determine timeline for implementation including critical steps, public process, and any statutory requirements that precipitate TIF Plan amendments • Manage the execution of the TIF activities as determined by the City Council B. Amend Tax Increment Financing District No. 1 (if needed) to reflect revised TIF program 2. Public Process A. Attend meetings of the City Council as requested B. Coordinate with City staff for the gathering and dissemination of information including agendas, reports, work session materials, etc. C. Meet with general public to address questions, if requested by the City Council 3. TIF Plan Amendments A. Restructure Budget to represent actual expenditures in categories specified by the Office of the State Auditor. B. Assist staff in evaluating prior TIF administration expenses and reallocating funds to appropriate line items if necessary. C. Manage the public process including the drafting of any required notices, resolutions, reports, etc. PROFESSIONAL FEES All services detail in this proposal and associated travel will be billed at an hourly rate of $175 per hour. Payments are due within 30 days of submittal or a 10% administrative fee is charged. RESPONSE The Scope of Services detailed in the attached letter is in accordance with the understanding of the City of Corcoran. Accepted by: Title: Date: Kirstin Barsness Development Consultant April 4, 2013 Accepted by: Title: Date: Wencl< TO: Dan Donahue, City Administrator FROM: Vince Vander Top, P.E. DATE: April 2, 2013 SUBJECT: Street Improvement District Legislation 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 Council Action Requested Motion to approve a resolution supporting legislation for the formation of street improvement districts. Background The State Legislature is considering legislation to enable cities to create Street Improvement Districts. Fees could be charged to properties within the District toward the improvement and maintenance of streets. This would provide cities another mechanism outside of general property taxes, assessments and municipal state aid to fund street improvements. As we have experienced, these sources are often not sufficient to maintain all streets. The following key points were extracted from the League of MN fact sheet followed by comments from a Corcoran perspective. Key Messages • This is enabling legislation. No city would be required to create a municipal street improvement district. This authority would provide a funding mechanism that is fair. It establishes a clear relationship between who pays fees and where projects occur, but stops short of the benefit test that sometimes makes special assessments vulnerable to legal challenges. It also does not prohibit cities from collecting fees from tax exempt properties within a district. o Corcoran would likely implement improvement districts over time. We may start by looking at the rural collector roads and start collecting fees now to help mitigate future paving improvements. We could also convert the "dust control" assessment process to an improvement fee. This would eliminate the annual hearing and enable the costs to be spread to all Corcoran properties in some fashion. • The street improvement district authority legislation is modeled after Minn. Stat. 435.44, which allows cities to establish sidewalk improvement districts. o Corcoran would likely collect fees along with recycling fees from properties within improvement districts. • Fees paid under a street improvement district would be deductible just as property taxes are. o Corcoran's dust control and improvement assessments are not deductible which does not benefit property owners. • This tool allows cities to perform maintenance and reconstruction on schedule. Timely maintenance is essential to preserving streets and thereby protecting taxpayer investments. o A street improvement fee would better fund maintenance as well as improvements. This tool would allow property owners to fund expensive projects by paying relatively small fees over time. The tool could be used to mitigate or eliminate the need for special assessments. o Corcoran's assessments would likely not go away; however, the magnitude of assessments could be limited if another funding sources such as this were available. • Street Improvement District funds could be utilized on all City streets within the specific district. They will not be limited to certain streets as is the case with MSA funds. • These fees would help fund larger collector road improvements where street improvement standards carry a higher cost and where less benefitting property per lane -mile exists for assessments. Again, this would provide a much needed additional funding mechanism for street improvements. The mechanisms currently available to Corcoran include: General Fund, assessments to benefitting properties (and assessments /charges to new development), Municipal State Aid and now Street Improvement District fees. We would recommend the City pass a resolution of support. O� LEAGUE OF MINNESOTA CITIES Briefing paper -- -2013 CONNECTING & INNOVATING SINCE 1913 Minnesota cities and street improvement districts League position The League supports HF 745 (Erhardt, DFL- Edina) and SF 607 (Carlson, DFL- Eagan), legislation that would allow cities to create street improvement districts. This authority would allow cities to collect fees from property owners within a district to fund municipal street maintenance, construction, reconstruction, and facility upgrades. If enacted, this legislation would provide cities with an additional tool to build and maintain city streets. Supporters HF 745/SF 607 is also supported by the following organizations: • Association of Metropolitan Municipalities • Coalition of Greater Minnesota Cities • Minnesota Association of Small Cities • North Metro Mayors • Minnesota Transportation Alliance • City Engineers Association of Minnesota • Minnesota Chapter of the American Public Works Association Background Just as the state has fallen behind in making transportation investments, some cities faced with budget challenges have made the difficult decision in recent years to hold off on scheduled street improvement projects. Maintenance projects, such as seal coating and overlays, can prolong the lifecycle of streets to 50 to 60 years. Without ongoing maintenance, the average life expectancy of local streets is approximately 25 to 30 years. For every $1 spent on maintenance, a road authority saves $7 in repairs. But this maintenance requires a reliable dedicated funding source other than the current volatile property tax system. For the same reasons, cities are also falling behind on the reconstruction projects necessary to help keep property values stable; and, cities lack viable options for building new transportation infrastructure to attract and retain the investments by businesses that keep Minnesota's economy strong. Existing funding mechanisms for street maintenance and reconstruction are inadequate. Special assessments can be onerous to property owners and are difficult to implement for some cities. Special assessments are not always useful for funding collector streets and other streets that do not abut private property. Property tax dollars are generally not dedicated and are sometimes diverted to more pressing needs such as public safety, water quality and cost participation in state and county highway projects. Municipal state aid (MSA) is limited to cities over 5,000 population - -147 145 UNIVERSITY AVE_ WEST PHONE: (651) 281 -1200 FAX: (651) 281 -1299 ST. PAUL, MN 55103 -2044 TOLL FREE: (800) 925 -1122 WEB: WWW.LMC.oRG of 853 cities in Minnesota- -and cannot be applied to more than 20% of a MSA city's lane miles. Existing MSA is not keeping up with needs on the MSA system. Key messages • This is enabling legislation. No city would be required to create a municipal street improvement district. • The street improvement district authority legislation is modeled after Minn. Stat. 435.44, which allows cities to establish sidewalk improvement districts. • This authority would provide a funding mechanism that is fair. It establishes a clear relationship between who pays fees and where projects occur, but stops short of the benefit test that sometimes makes special assessments vulnerable to legal challenges. It also does not prohibit cities from collecting fees from tax exempt properties within a district. • Fees paid under a street improvement district would be deductible just as property taxes are. • This tool allows cities to perform maintenance and reconstruction on schedule. Timely maintenance is essential to preserving streets and thereby protecting taxpayer investments. • This tool would allow property owners to fund expensive projects by paying relatively small fees over time. The tool could be used to mitigate or eliminate the need for special assessments. LMC Contact: Anne Finn, Assistant IGR Director, 651- 281 -1263, of nn&lmc. org Updated March 13, 2013 11 b. TRANSITION AND CONSULTING AGREEMENT This Transition and Consulting Agreement ( "Agreement ") is made by and between Dan Donahue ( "Employee ") and the City of Corcoran ( "City "). WHEREAS, employee has been employed as the City Administrator since April 27, 2009 and Employee has recently announced his intention to retire effective September 30, 2013; and WHEREAS, Employee has offered to use some of his earned benefits and personal time ( "PTO ") and effectively end his day to day administrative duties on July 1, 2013 so that the City can bring a new administrator on board July 1, 2013; and WHEREAS, Employee has agreed, as part of the transition, to remain employed and to serve as a consultant to the city council and new city administrator from July 1, 2013 to September 30, 2013; and WHEREAS, both parties believe that this Agreement is in the best interest of the City and the Employee. NOW, THEREFORE, in consideration of the recitals and promises made herein, the parties agree as follows: 1) Transition Agreement. Employee agrees to work on a full -time basis as City Administrator until July 1, 2013, at which time his role will transition to one of consultant. During the period of time from July 1, 2013 to September 1, 2013, Employee will use accumulated earned PTO. Employee will receive existing employee benefits during the period from July 1, 2013 to September 1, 2013. 2) Consultation Agreement. From the period of July 1, 2013 to September 30, 2013, Employee shall consult with the City Council and the City Administrator so that the transition period for the City is as seamless as possible.. 3) Compensation to Employee. City agrees to provide Employee with the following payments and benefits for the period from September 1, 2013 to September 30, 2013 : City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2013 -11 Motion By: Seconded By: A RESOLUTION SUPPORTING LEGISLATION AUTHORIZING THE ESTABLISHMENT OF MUNICIPAL STREET IMPROVEMENT DISTRICTS WHEREAS, Minnesota contains over 135,000 miles of roadway, and over 19,000 miles —or 14 percent - -are owned and maintained by Minnesota's 853 cities; and April 11, 2013 WHEREAS, 84 percent of municipal streets are ineligible for dedicated Highway User Tax Distribution Fund dollars; and WHEREAS, the more than 700 Minnesota cities with populations below 5,000 are ineligible for dedicated Highway User Tax Distribution Fund dollars; and WHEREAS, city streets are a separate but integral piece of the network of roads supporting movement of people and goods; and WHEREAS, existing funding mechanisms, such as Municipal State Aid (MSA), property taxes and special assessments, have limited applications, leaving cities under - equipped to address growing needs; and WHEREAS, maintenance costs increase as road systems age, and no city - -large or small —is spending enough on roadway capital improvements to maintain a 50 -year lifecycle; and WHEREAS, for every one dollar spent on maintenance, a road authority saves seven dollars in repairs; and WHEREAS, the Council of the City of Corcoran finds it is difficult to develop adequate funding systems to support the City's needed street improvement and maintenance programs while complying with existing State statutes; and WHEREAS, cities need flexible policies and greater resources in order to meet growing demands for municipal street improvements and maintenance. NOW, THEREFORE, BE IT RESOLVED THE COUNCIL OF THE CITY OF CORCORAN supports enabling legislation that would authorize cities to establish street improvement districts to fund municipal street maintenance, construction and reconstruction. Page 1 of 2 City of Corcoran County of Hennepin State of Minnesota VOTING AYE ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Lynch, Diane ❑ Thomas, Ron RESOLUTION NO. 2013 -11 VOTING NAY ❑ Guenthner, Ken ❑ Asleson, Rich ❑ Cossette, Tom ❑ Lynch, Diane ❑ Thomas, Ron April 11, 2013 Whereupon, said Resolution is hereby declared adopted on this 11th day of April 2013. ATTEST: Jeanie Heinecke — City Clerk Kenneth Guenthner - Mayor Page 2 of 2 City Seal a) Compensation of $7,833 and Public Employee Retirement Account (PERA) employer contribution b) No PTO or holidays time shall accrue during this period c) Health and Dental insurance premiums paid monthly by the city as stated below: o Employee remains on city health plan for current coverage until September 30, 2013 o Employee's spouse to remain on City health insurance plan for single coverage (under COBRA) from October 1, 2013 through February 1, 2014 (five months of coverage); o Both Employee and spouse to remain on existing City Dental Plan (under COBRA) until February 1, 2014 (six months of coverage). After that date, employee and eligible beneficiaries can remain on Dental Plan (under COBRA) but at his own expense. d) Employee will be reimbursed for any accumulated and unused PTO or benefits remaining as of September 30, 2013 and which are routinely paid to departing employees according to the City Employee Handbook. Payment shall be made on the first payroll date following September 30, 2013. 4) Employee Release of Claims. In exchange for the above payments, Employee, for himself, his heirs, administrators, representatives, successors and assigns, hereby releases and forever discharges the City of Corcoran from any and all demands, debts, obligations or claims that were or could have been raised by Employee and that arise from or relate in any way to Employee's employment with the City. 5) Employee Representations. Employee represents and agrees that: a) He has received a copy of this Agreement for review and study and has had adequate time to consider the Agreement before signing it; b) He has been given a fair opportunity to discuss and negotiate the terms of this Agreement; c) He has been advised by the City to consult an attorney before signing this Agreement; d) He understands and fully agrees to the agreement, provisions and is voluntarily and without duress entering into this Agreement. 6) Entire Agreement. This Agreement constitutes the entire agreement of the parties and there are no unrecorded inducements or representations leading to its execution. Parties have no other written or oral agreements. This Agreement supersedes any and all prior agreements. Any amendments or modifications of this Agreement, or any subsequent agreement between the parties must be in writing. 7) Governing Law and Severability. Interpretation and construction of this Agreement shall be governed by the laws of the State of Minnesota. Any term or condition of this Agreement found to be invalid, illegal or unenforceable shall not render this Agreement 2 void or unenforceable and the remaining provisions thereof to be valid and enforceable to the fullest extent allowed by the law and/or public policy. IN WITNESS WHEREOF, the City of Corcoran and Dan Donahue have approved and executed this Transition and Consulting Agreement. Date: Date: Date: EMPLOYEE Dan Donahue CITY OF CORCORAN Mayor Clerk