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2013-05-09 - Council Agenda Packet
Agenda Corcoran City Council May 9, 2013 - 7:00 PM 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations - Corcoran Pioneer Society 6. Consent Agenda a. Draft Minutes of May 9, 2013 Council Meeting* b. Resolution 2013 -22 Amending Fire Contract with City of Rogers* c. Loretto Fire Contract* d. Set Dust Control Public Hearing Date (05/23/13) 7. Claims as Presented * a. Escrow Claims (Fund #500) b. All Other Financial Claims 8. Staff Reports / Memos /Commissions a. Draft Park and Trails Commission Meeting of April 23, 2013* 9. Planning Business / Landform 10. Unfinished Business a. PW Facility i. Ebert Construction Pay #5* b. TIF Project and Finance Discussion* i. Wenck, Northland, Barsness c. Maple Hill Community Center Update* d. Administrator Recruitment Process* i. Update ii. Setting Special Council Meeting for May 16, 2013 to review applicants 11. New Business a. Approval of Student Application to Parks and Trails Commission* b. Approval of July 5, 2013 City Hall Closure c. Corcoran MS4 Permit* 12. Unscheduled Items 13. Review of Upcoming Council Meeting Agenda 14. Proposed Closed Council Meeting to Review Litigation /Settlement of a Legal Matter 15. 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 May 9, 2013 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations - Pioneer Society. The Society would like to appraise the council on this summer's activities. They are going to make two requests of the city. The first is for the city to pay for a Porta- Potty at the old school house on Co. Rd 10. Cost of a handicap unit is $115.00 a month. The second request is for a sign to be temporarily placed near city hall along Co. Rd 116 advertising their big Pioneer Days event for August 16th (might have the date wrong but it is in August and will be the same dates as Corcoran Days). Not sure if this sign issue has come up before with the city. This is not for a variance or for a sign code related issue -it is to simply put on city property. I will look around and talk with the Police Department and PW Department about placement of the sign. If you will be considering the sign, we should get specific about placement, size, dates in place, and removable. As for the Porta- Potty, this obviously is not budgeted. 6. Consent Agenda a. Draft Minutes of April 25, 2013 Council Meeting b. Resolution Approving Amended Fire Contract with the Rogers Fire Contract. The changes will be explained in the draft letter to Rogers. Again, the SE Quadrant will not essentially be served by both Rogers and Loretto for fire services and the budget does not change for 2013. c. Loretto Fire 2013 Contract. I believe all of the glitches have been corrected. This amends the agreement with Loretto Fire for the remainder of 2013. Costs do not change as previously budgeted. d. Dust Control Program and Public Hearing. Staff is recommending we get this program underway and set May 23, 2013 for a Public Hearing. PW plans to begin spraying June 17tH We will have a presentation for the council on last year's program. Council needs to consider if the city contribution will be changing from 2013. 7. Claims as Presented * a. Escrow Claims (Fund #500). b. All Other Claims As Presented 8. Staff Reports / Memos /Commissions a. Parks and Trails Draft Minutes. You might want to look over the minutes as they pertain to comments about the Trailhead Project and their recommendations. Also included is the memo for Commissioner Anderson. 9. Planning Business -None 10. Unfinished Business a. PW Facility. Staff will provide a verbal update b. 2013 TIF Projects. See reports from Financial Advisor, and TIF Advisor. See memos in your packet from Ms. Omdal of Northland Securities and Ms. Barsness, TIF Consultant. On April 29th these two individuals, the city engineer, and the mayor met to discuss the overall pieces that need to be put into place regarding all of the TIF projects, community development projects, planning & design projects, identifying relationship of the projects to each other, timelines, scope of works for each player, etc. This really is getting to be complicated but I think staff will be able to package the pieces and give ideas on what has to be done and Administrator's City Council Meeting Agenda Memo May 9, 2013 when; and do so in order to maximize our investments and assets. I am really excited and a little sad I won't be in on putting this together and seeing lift off later this year. c. Maple Hill Community Center. See my report d. Administrator Recruitment Process Update. Information from Recruiter Richard Fursman is that there are 75 applications received for the administrator position. The council is also asked to set a Special Council Workshop for Thursday, May 16th to review the narrowed list of candidates Mr. Fursman will provide you for that night (around 12 or so candidates). The council is then asked to review and narrow that list down to the finalists you will then interview on May 31 and June 1St 11. New Business a. Student Application to Parks and Trails Commission. The P & T Commission passed a motion on April 23rd recommending that the city council appoint HS Student Camryn Monzo as a Student Commissioner. The application is in your packet. Ms. Monzo is unable to attend the council meeting due to a previous commitment. b. Close City Hall, Friday, July 5, 2013. I am requesting that the council allow me to close city hall on the Friday (07/05) after the July 4th Holiday. Staff proposes that each Administration employee would use 8 hours of Personal Time Off (PTO) if this were allowed. The council previously authorized the closing of city hall for this July 4th Holiday I believe in 2009 under similar circumstances. City business is expected to be minimal and proper notice will be given to the public. c. Annual MS4 Permit. See reports. Need to set a date for the annual public hearing. Suggest June 27th 12. Review of Upcoming Council Meeting Agenda 13. Upcoming Council Meetings 14. Closed Meeting. The city attorney will be asking the council to meet in a closed sessuib to discuss the litigation and a proposed settlement on a code compliance matter. You will be receiving a confidential memo from the city attorney on this matter Council Calendar Planning Commission 7/4/13 8/1/13 9/5/13 10/3/13 11/7/13 12/5/13 Asleson Lynch Cossette Thomas Guenthner Asleson Parks and Trails Commission 6/18/13 7/16/13 8/20/13 9/17/13 10/15/13 11/19/13 Asleson Lynch Cossette Thomas Guenthner Asleson 2 i North Hennepin Pioneer Society Burschville School House P.O. Box 391 Hanover, MN 55341 May 1, 2013 City of Corcoran 8200 County Rd 116 Corcoran, MN 55340 Dear Corcoran City Council, I am writing on behalf of the North Hennepin Pioneer Society. We are an organization that has maintained and cared for the Burschville School House since the society was founded in 1967. We are seeking a variance and approval of the council to use a structure, in the design of a school house, to uniquely publicize our Summerfest Event this August. We would like to place this structure in front of the City Hall building, near the road and 10 ft from the right -of -way. We plan to place signs on the north & south sides, facing the road to announce this event. The structure is 4 ft x 8 ft, with a height of 6 ft, but with the addition of the bell tower it is 7 %ft at the highest point. It has been previously used in parades, has no glass windows installed and has been stored in a dry building. We would adhere to the City's code to display this structure for 30 days before the event on August 18, 2013 and remove from the site 2 days after the event. Additional approval to display this structure on personal property at the corner of County Road 19 and County Road 10, in Burschville is requested. The structure would be placed on Betty & Danny Lange's land, in accordance to code, prior to being place in front of the Corcoran City Hall. Two photos have been enclosed with this letter to illustrate the size and style of the structure. It currently needs to be washed and is planned to be repainted before we display it at these sites. Thank you, 1 Bonnie Maue Secretary City of Corcoran City Council Meeting Minutes April 25, 2013 - 7:00 PM 6a. The Corcoran City Council met on April 25, 2013, at City Hall in Corcoran, Minnesota. Present were, Mayor Guenthner, Councilor Asleson, Councilor Cossette, Councilor Lynch, and Councilor Thomas. Also present were City Administrator Donahue, City Planner Lindahl, City Engineer Torve, Public Works Superintendent Meister, Director of Public Safety Gormley, and City Clerk Heinecke Mayor Guenthner called the regular meeting to order at 7:00 pm. 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval MOTION: made by Thomas, seconded by Lynch to approve the agenda as presented, with the following additions. Add 6f. Resolution 2013 -21 Support City of Dayton Grant Application Remove 9b. Petition - Shared Driveway, Schmid Hidden Valley Second Add 10d. Council Liaison Parks & Trails Report Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) 4. Open Forum George Gmach, 22600 Oakdale Dr. Mr. Gmach spoke in favor of passing agenda item 9e. Kohnen /Kothrade Minor CUP Amendment. 5. Presentations — Fire Service Annual Report presented by the following: Hanover — Fire Chief Dave Malewicki Hamel — Acting Fire Chief Neil Wolfe Loretto — Fire Chief Jeff Leuer Rogers — Fire Chief Brad Feist 6. Consent Agenda a. Draft Minutes of April 11, 2013 Council Meeting MOTION: made by Cossette, seconded by Thomas to approve April 11, 2013 Council Meeting Minutes with the addition of "staff to prepare a feasibility study looking at the broader area lift station" Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) b. Approve 2013 Loretto Fire Contract MOTION: made by Cossette, seconded by Thomas to table approval of the 2013 Loretto Fire Contract pending corrections. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) MOTION: made by Cossette, seconded by Asleson to approve the following consent agenda items: • Approval of 2013 Letter of Intent with Rogers City and Fire Department • Approve Seal Coating Bid and Contract, Resolution 2013 -14 • Approve Gravel Bid and Contract, Resolution 2013 -13 • Resolution 2013 -21 Support City of Dayton Grant Application Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. Page 1 of 4 City of Corcoran City Council Meeting Minutes April 25, 2013 - 7:00 PM 6a. (Motion carried 5:0) 7. Claims as Presented * a. Escrow Claims (Fund #500) - None b. All Other Financial Claims MOTION: made by Cossette, seconded by Asleson to approve all other financial claims as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) 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, no action required. d. Draft Planning Commission Minutes of April 4, 2013 received, no action required. 9. Planning Business / Landform a. Schmids Hidden Valley Second Addition Preliminary and Final Plat (12 -016) Verbal report by Planner Lindahl MOTION: made by Lynch, seconded by Thomas to approve Resolution 2013 -15 "Approving Preliminary Plat for Schmids Hidden Valley Second Addition ". Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas (Motion carried 5:0) MOTION: made by Thomas, seconded by Cossette to approve Resolution 2013 -16 "Approving Final Plat for Schmids Hidden Valley Second Addition ". Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) b. Heinz Second Addition Preliminary and Final Plat (13 -003) Verbal report by Planner Lindahl MOTION: made by Asleson, seconded by Thomas to approve Resolution 2013 -17 "Approving Preliminary Plat for Heinz Second Addition ". Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) MOTION: made by Thomas, seconded by Asleson to approve Resolution 2013 -18 "Approving Final Plat for Heinz Second Addition ". Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) c. Site Plan and Variance for Community Center at Maple Hills Estate (12 -022) Verbal report by Planner Lindahl MOTION: made by Asleson, seconded by Thomas to approve Resolution 2013 -19 "Approval of a Site Plan and Variance for the City of Corcoran for a Community Center at Maple Hill Estates on Lot 1, Block 1, Maple Hill Estates 2nd Addition" Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) d. Kohnen /Kothrade Minor CUP Amendment, 23240 County Road 30 (13 -005) Verbal report by Planner Lindahl. Council discussed. Page 2 of 4 City of Corcoran City Council Meeting Minutes April 25, 2013 - 7:00 PM 6a. MOTION: made by Asleson, seconded by Cossette to approve Resolution 2013 -20 "Approval of a Conditional Use Permit Amendment for Linda Kohnen at 23240 County Road 30, Corcoran MN." Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) e. Approval to Relocate Home - Funfar Verbal report by Code Compliance Official Pritchard. MOTION: made by Lynch, seconded by Asleson to approve the request to relocate a home to 22730 Wagon Wheel Lane. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) f. Lennar Feasibility Study (12 -025) and Request to Initiate EAW (13 -007) Verbal reports from Engineer Torve, Engineer Terhaar, and Planner Lindahl. MOTION: made by Thomas, seconded by Asleson to direct staff to prepare the recommended EAW. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) g. Sign Code Letter from Fish & LaBeau Signs. Staff memo received and discussed by council. Staff directed to review the ordinance and bring back to council. 10. Unfinished Business a. PW Facility i. Approve Issuance of Contracts. Administrator Donahue verbal report. MOTION: made by Thomas, seconded by Asleson to approve issuance of contracts and bids per the list presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) ii. Discussion on Additional Financing. Verbal report by Administrator Donahue. No council action required. b. TIF Project and Finance Discussion i. Downtown Design Guidelines. Verbal report by Engineer Torve and Planner Lindahl. Council discussed, no action required. Staff directed to create a timeline chart related to TIF projects. ii. Consulting Services MOTION: made by Asleson, seconded by Lynch to approve contracts with Northland Securities Inc. and Kirstin Barsness as presented. Voting Aye: Guenthner, Asleson, Cossette, Lynch and Thomas. (Motion carried 5:0) c. Rockford School Property Concept Plan for Development. Mayor Guenthner provided a verbal report and drawing of the current concept. d. Parks & Trails report by Councilor Thomas. Staff directed to include Commissioner Anderson's memo in the next council packet. Page 3 of 4 City of Corcoran City Council Meeting Minutes April 25, 2013 - 7:00 PM 6a. MOTION: made by Thomas, seconded by Lynch to adjourn. Voting Aye: Guenthner, Asleson, Cossette, Lynch, and Thomas. (Motion carried 5:0) Meeting adjourned at 10:16 pm 1\11'Jeanie Heinecke — City Clerk Page 4 of 4 CfY OF CORCORIU1 8200 COUNTY ROAD 116, CORCORAN MN 55340 763.420.2288 — OFFICE 763.420.6056 — FAX E -mail — general @ci.corcoran.mn.us / Web Site — www.ci.corcoran.mn.us 6b. April 16, 2013 Steven Stahmer City Administrator City of Rogers 22350 S. Diamond Lake Rd. Rogers, MN 55374 -4773 Re: 2013 Fire Services Agreement Dear Mr. Stahmer: I would like to apprise you of Corcoran's understanding of current fire services within our city and our desire to work with the City of Rogers as Corcoran goes forward in repositioning our agreements with fire service providers. We are extremely pleased with the City of Rogers and their service to the City of Corcoran. We are desirous of continuing this relationship and ask that you consider a slight modification in our current agreement for fire services. I would like to provide the following general and budget information for your review: • The City of Corcoran is currently served by four fire departments (Rogers, Hamel, Loretto, and Hanover) with each department providing fire service equally to one fourth of the area of the city. • The City of Corcoran has elected to end the contract for fire service with the Hamel Fire department which serves the SE quadrant of the city effective May 19, 2013 • Pending final approval by the Corcoran City Council, we (after consulting with the Loretto and Rogers Fire Officials) would like to propose the following: o For the remainder of 2013, the Rogers Fire Department will provide Automatic Response (Auto Aid) fire services to the SE quadrant formally served by the Hamel Fire Department o Loretto Fire Department will provide primary fire services to the SE quadrant of the city formally served by the Hamel Fire Department o The 2013 contract with the Hamel Fire Department was in the amount of $43,808.20 or $10,952.05 per quarter o The amount owed to the Hamel Fire department to May 19, 2013 is $16,849.32 leaving a balance of $26,958.89 o The City of Corcoran proposes to provide to the Rogers Fire Department for the period of May 20, 2013 to December 31, 2013, one third of the remaining balance of $26,958.32 or $8.986.30 for fire services in the area described above. City of Corcoran 2 June 14, 2010 o The City of Corcoran further proposes to work with the City of Rogers and their Fire Department to develop a long term agreement for fire services that would be effective beginning 2014 Thank you for considering this proposal. Our continued relationship in this critical area of city services is much desired. I look forward to your response. Sincerely, Daniel J. Donahue City Administrator CC. Bookkeeper City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2013 -22 Motion By: Seconded By: May 9, 2013 6b. A RESOLUTION AMENDMENDING ROGERS FIRE PROTECTION CONTRACT This Amendment to Fire Protection Contract ( "Amendment ") amends that Fire Protection Contract ( "Agreement ") dated 8 September 1994, entered into between the City of Roger and the City of Corcoran. WHEREAS, Rogers currently provides Corcoran with fire services for a portion of the City of Corcoran pursuant to the 8 September 1994 Agreement; and WHEREAS, Corcoran has terminated its fire service agreement with Hamel Fire Department effective May 19, 2013 and needs fire protection from Rogers for a portion of Corcoran that is currently covered by the Hamel Fire Department; and WHEREAS, the Loretto Fire Department is providing primary coverage for the southeast quadrant of Corcoran formerly served by Hamel; and WHEREAS, Rogers is willing to provide fire service for a portion of the Corcoran area serviced by Hamel commencing May 20, 2013; that the coverage and the area to be serviced by Rogers is described generally as Automatic Response "Auto Aide" fire service for Corcoran for the area general described as the southeast quadrant of Corcoran; and WHEREAS, Corcoran has offered to pay Rogers approximately one -third of the remaining amount contracted for with the Hamel Fire Department for the remainder of calendar year 2013 in exchange for the additional coverage by Rogers. NOW, THEREFORE, the parties hereto agree as follows: Page 1 of 2 City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2013 -22 May 9, 2013 6b. 1) Commencing May 20, 2013, Rogers will provide additional fire service for Corcoran for the area generally described as Automatic Response "Auto Aide" for Corcoran for the area general described as the southeast quadrant of Corcoran. 2) Corcoran will pay Rogers one -third of its remaining fire budget which is $8,986.30 for the additional coverage through the end of 2013. 3) Corcoran and Rogers will work during the remaining time in 2013 to develop a new, long term fire service contract for 2014 and into the future. Dated: Dated: Date Date CITY OF CORCORAN Ken Guenthner Its Mayor Jeanie Heinecke Its City Clerk CITY OF ROGERS Jay Bunting Its Mayor Stacy Scharber Its Clerk Page 2 of 2 LORETTO VOLUNTEER FIRE DEPARTMENT CONTRACT FOR FIRE SERVICE 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 "City" and collectively as "Cities "). WITNESSETH: WHEREAS, the Cities desire to contract with the Department for Contracted Services, as herein defined, 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. 1.3. "Budget" means the Department's 2013 expense budget contained in Exhibit B attached hereto and made a part hereof. -2- 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 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 that are not tax- exempt 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 Contracted 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. 3.2. 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, that calls for Contracted Services in the Fire Service Area of any Contracting City shall have no less priority than calls in the Fire Service Area of any other Contracting City. -3- 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. 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 of Contracted Services over the three (3) most recent calendar years will determine 50% of the cost allocated to each Contracting City. 4.1. The Department's 2013 Budget payable by the Contracting Cities is $360,000, allocable as follows: Corcoran $ 70,808 Greenfield $ 76,271 Independence $ 79,070 Loretto $ 37,314 Medina $ 96,537 4.2. The allocated costs of Contracted Services to each Contracting City shall be payable in monthly or, upon mutual agreement of the Department and the Contracting City, in quarterly installments. 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 that are not tax - exempt 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- 4.4. 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 Contracting 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 the policies, standard operating procedures, and historic levels of service provided by the Department. The delivery and performance of such services at all times shall remain within the sole direction and control of the Department, but shall be subject to periodic review by the Fire Advisory Board. 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. 5.4. 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- 5.5. 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 by written notice prior thereto pursuant to the following: (a) For any reason at Least one (1) year prior to date of termination; or (b) For cause at least ninety (90) days prior to date of termination. 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 the Fire Chief of the Department and city administrators and police chiefs or another 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, levels of service and performance, operating and capital budgets, future fire service needs, capital improvement plans, and pension funding requirements. 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. 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 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: With copy to: If to Cities: -6- 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: ileuerkei.loretto.mn.us James S. Lane, III, Attorney at Law 125 Lake Street West, Suite 208 Wayzata, Minnesota 55391 -1572 Telephone: 952- 473 -2241 Facsimile: 952- 4765957 E -mail: jameslane agwestoffice.net 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: jheinecke @ci.corcoran.mn.us City of Greenfield 7738 Commerce Circle Greenfield, Minnesota 55373 Attention: Kathryn E. McCullum, Administrator -Clerk Telephone: 763 - 477 -6464 Facsimile: 763- 477 -6472 E -mail: kmccullumta ci.2reenfield.mn.us If to Cities (continued: -7- 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: 763/473 -9359 E -mail: Scott.Johnson(dci.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. -8- 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. LOREI 10 VOUNTEER FIRE DEPARTMENT, INC. CITY OF CORCORAN By: By: Jeff Leuer, Fire Chief and Mayor and By: By: Assistant Fire Chief Its: -9- CITY OF GREENFIELD CITY OF INDEPENDENCE By: By: Mayor Mayor and and By: By: Its: lts: CITY OF LORETTO CITY OF MEDINA By: By: Mayor Mayor and and By: By: Its: Its: Exhibits: A — Fire Service Areas A -1 Corcoran A -2 Greenfield A -3 Independence A -4 Loretto A -5 Medina B — 2013 Loretto Fire Department (Operating) Budget C — Loretto Fire Department Capital Outlay Plan, 2013 -2023 D — Cost Allocation Data, 2009 -2011 m r 11 m 0 m 4 LORETTO FIRE DEPARTMENT \ I to I 8 p 0 arr OF GREFNFIELD 0 —23900V R 9 0�2` II RS / 01 ca HANOVER FIRE DEPARTMENT co an OF OREENF1ELD 0 00 23900 —23100 4 m — 22300`"1bp 13 23100 Ps n —21500 v —20700 m JL 0 00 21500 20700 7F —19900 Q--"`" 11 —I; - F ll" " —19100N 'a1 J .. or Off OF JAKE 0i0K co 0 / 8 8 8 ,.,> , `p ...4 ..- S,u.E GROW - E :; i! X V -1k I' 8 0 9900 - '49100 0 00 0) N 0a N HAMEL FRE DEPARTMENT ap- -aopvsqi),- -- ROGERS FIRE DEPARTMENT < 1140 0 9. Ill lei figiffigitgal Zia g8Selm iE ? EE biwY %Nr rr^.. ?Yv ;Es- iiaEEILln% eEwYEti as g MIRK P_ 00 / m 0 m 1 S co co m m 0 2 V R-- LL U¢ w LL w u 00wwo an oLL 6m W ▪ W 000 u 0 d o Co u 2.12200 mw oo 221g 22 • w o` i 1- lir6 - -g@ 81 Si IN i 2 Ya b; czd4y9205 2 gin `iag 0t, 0-2gat:ft I- P1° >cc;c,;ms[ m g fl HMI 2 m o ii,'n 59ii g it 6 an o& I. » ill 4LL w O ::::: Oa U :i;:: ILn OL iaU ; B3m s LL 11a9a9aa3133�'.3311a9a33a'am f° Nu t i Fir'mn �,t,of°w$9w, �c�Tmxn$ =ggggfuu EE5_EEEREzsgEEE< gg aggitIBS = EEti $ Ea zwwww ;:—Pf2 t^..�,°,mrmmmm R° meta 83000008 on mw 130. oo ixx P g y E k 195T1957maplgislavpigh 14. W D I 1 1 eft i a 1 w 1 w 1 / V I A , B C I_ D E F . I $$3� i*'d8 ■ K 11171 lip jj , �� _ 1 ?/J„ PI .,tea i ° -- 1 \}$� I 11 r4r� �a }yAf ls\t:v 1#Tifi Il( o r YL'3. �7,r�„'wo hi rqq(1 r r7�1 %� 11( (�i fj §k �t'� ?{ _L. n 0. r ,_ _ / 1 1 01 1 n 1 e I I 1 m I /1.- 3 Inds n Fire Distr Legery Actual Hou: Maple Plain Delano Fire Loretto Fire 0 0.35 0.7 Map Created: geptarnber '? 2( Pulse Land Gros by Rose Lorsunt Hennepin Count NAD 83, UTM Zt CITY OF LORETTO 11-11 Basemap Chippewa Road i® M0 County Road October 2007 Source: Hennepin County, Minnesota Department of Natural Resources and Northwest Assadated Consultants, Inc. 0 0.05 0.1 0.2 NNW Creekvlcvlane 11 Is AY Crestview Is e !Ii■IIHI i iii Rai El Beet th- s 'qN ore SPee eadowDrve iii • /\/ Loretto City Limits CI Loretto City Parcels 0.3 0.4 0.5 Miles :t[ ai 1 Wier; r agliii . L ritti:. r &MIS NE- r"- _� � ras a ..►l.._. — ,ca. SIMI& r triarnt Mil ar LORETTO FIRE DEPARTMENT BUDGET Code Description 2013 101 Staff Salaries 2013 Budget 170 Officers Pay 520,000.00 180 Training Drill Pay 57,000.00 185 Task Reimbursement (Points) $14,800.001 $3,290.0011 190 Salaries (Firefighters) 527,950.00 191 Meeting Salaries $2,570.00 121 FICA $15,000.00 151 Workers Comp. Insurance $8,500.00 200 Office Supplies $1,000.00 205 Computer Software 51,000.00 208 Training Supplies $17,000.00 210 Equipment Supplies 510,000.00 ' 211 PPE Supplies 515,000.00 212 Motor Fuels 55,000.00 216 Pancake Breakfast 53,000.00 217 Fire Prevention 54,000.00 218 Medical Supplies $3,500.00 219 Safety Supplies $1,000.00 300 Professional Services $1,500.00 305 Medical Services $10,000.00 321 Telephone 54,000.00 322 Postage $300.00 325 Pagers 331 Mileage 513,000,00 350 Printing $800.00 5200.00 361 General Liability $12,000.00 381 Electricity $3,000.00 383 Gas Service 54,000.00 384 Garbage $0.00 401 Office Rent 57,800.00 402 Budding Maintenance /Repair $12,000.00 409 Other Equipment Repair $15,000.00 418 Radio Rental $10,000.00 433 Dues & Subscriptions 52,000.00 434 Conferences & Schools $13,000.00 450 Donations/ Funerals 52,000.00 500 Capital Outlay 546,073.78 550 Property Expenses $5,000.00 580 Building Sinking Fund $0.00 590 Salaries - Sinking $0.00 600 Pension $55,000.00 610 Bank REC 700 Payroll Expense $17,000.00 Total Budget - All Expenses $303,283.78 LORETTO FIRE DEPARTMENT BUDGET - ALL OPERATIONS Income i 2013 $360,850.38 56,000.00 515,000.00 550.00 5250.00 55,000.00 City Contracts Donations Relief Assn Donation Interest Money Market Int. Rent Refunds Grants Total $8,465.00 $395,615.38 Eshb;4 -•$ • •• N p 0 0 0 0 0 0 0 0 O O O O 0 0 O N O 0 0 0 O 0 0 O N O O O O O O 0 0 0 p p O O O O 6' C9 l .O to 0 0 0O O N OM N • N in A A M to Ci CO 0 co M di W to 69 fA f9 W M H? jri N id r 0 0 O O O O O O pi M O 0 0 0 0 O 0 O 0 0 O V. N O O 0 0 O O O O O O O 0 0 o o O p p 0 O O N O O Q 0 0 O co 0 0 0 0 0 0 O N 0 0 0 N N 'd W o t0 N ttOO V 6 CO p h to M I N r O) M fR 19 Vi H! 4* Y} bt 44 a fA fN 69 43 45 V} R', O O O 0 0 0 0 0 O O O 0® O O N O . 0 0 0 0 0 0 N O O O O O O O 0 0 O O O O 0 O O 0 0 O O O O O O O N O 0 o o 10 O O p O O O O ra o N 61' 0 - N O O M CO N •,• N tt t0 O M N N h O In a. 64 MA 45 N O N R A V44 (A A N V f A r r r 4/0 t CO M >1 49 C p 0 0 O O O O O r 0 0 O �y� o O O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 t, N 0 O O O O N O N co O D N 0 0 O O O 0 N 6 - N n O) 0 IO ai M N°r 110 000o i° d' et' 1A to r r CO �% tN IH IA N? 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Og 0 p)�tYt��Yti c �y � C7 0,= F O +'r0)Qio 00 E E ((00 ° EO w.'9 a�NVmmmm iov Eo E v ° °� C m O 0) Os O O O d 7 0 0 O N N D O .c 0 m" m 01 O O O C ._ ^� U N r r N N N Q m S N V R' (m I- O F F- V N r. .0- 0 N N O ° p 0 0 W .E7 O .0 O 2013 Amount includes the differences split between cities. 3 n a O o n M m 3 3 a 0 3 o fD 0 0 0 Oft 02 s }uawned Ien 131/ O 0 • O a n o o n o a 1+ m Q • r. 3 0 5 03 o a 3 — m a 0 0 IA to to t/T i/r in to t/T t/f to in in I-1 3 N CO W W W U1 I-I CO W W W Ut I' O �I V 01 01 W C O V V 01 01 W o V A 10 W W 0 J A 10 W W O ID VD CO CA 01 0 t0 ID 00 CI 01 O A N N W V O A N I-+ W J O iD O1 in O Co O tD On in O 00 O 0 00 co N N 0 0 CO CO N N tn. in- CO A W A N O A O In n n O 0 I Ol W 0 V N = O N A 0 J A O A O1 tD CO O O N Co in a Co O 00 Ni W N In N tn to th to in 01 CO 01 V 0 ▪ W O N V O O 0o o A 'co LD l a 0I O I-+ W ID A 0 O LO LO N t, 00 C F+ 01 N A O1 o 00 0 Ni A V sieloj ETOZ tM in to to to ti. N 4 V V V NJ W O 01 in 00 01 N co N O A 00 0 V F+ V 01 V CO N O o W W O O O O 00 00 0 0 O 0 U1 in in in JA 01 V V V 10 W O l0 O n Sr' O O co N NI Cu 0 V 0 V W h+ O O 00 N 01 W C W00001 O co O O A W ea.iy Peatuop }uawAed anleA;a�laeLN N N N W F+ O O O v O 0o O 00 O 0 0 • L O. om o 0 O n o a 0 a o 3 3 ri • g 01 N . O a 3 - O a 3 0 o u to to to ifT tn. N 0 00 A W W A N D O A O in A cn 3 0 01 W 0 V IV 0 0 N A 0 V A C O A O1 ID 00 0 3 O N 00 01 A Co O 00 N W N In tunowy ETOZ VT 4.» VT to V1 I-I U1 J W J 01 O 03 N A W 01 W 0 A En ID I-1 N ✓ O O CO A W O O N N O 0000 ncrease/ Decrease from 2012 N t-+ N N H A 01 LO A A Co L0 it) O 0 0 0 0 easy peaauop n m x O 01 0 0 O W N eauapuadapul C ▪ m g r O n m c. m o 3 3 K d m 01 0 3 F. l0 In l0 CO UI U V N ID 00 I-I 01 W N U1 J to A CO N O1 O1 J W CO U1 J W N O1 A a 01 a O W N O a O N I-a O a NJ 1 N N F+ W to 00 W W F+ V Na N W o 0 V A O apuapuadapul n a g O r n 0 a v w 0 3 a 01 I-I. I-I - - N W N N ID A N O t0 A I-I on t0 In In W N F+ A tD A N LID CO N A O Ol U1 N LO 0 N 01 a N 'Go 0 t0 1-I, O1 0 0 0 U1 N ON N N W 0 NJ O O O O J 1-1 O O W O Co A 0 0 0 0 0 0 0 O N C d N - F-+ N Na N A 01 l0 A A Co t0 A t0 O 0 0 0 0 N I' F+ N V- NJ CO LO V O ID 00 V Co J 0 0 0 0 0 N O N W CO C ewe 0 eaaypeajuoD sanleA 1aVelnl ZTOZ 10 ZTOZ /8/8 Palepdfl nal ids • FINANCIAL CLAIMS CHECK RANGE 20708 - 20758 Agenda Item: Agenda Item: Agenda Item 7 a -b. Council Meeting Date: 5/9/2013 Prepared By: jheinecke 7a. FUND #500 Escrow Claims Paid to Amount Project name Landform 29.00 Heinz Topo 12 -027 203.00 Lennar Feasibility 12 -025 464.00 Heinz 2nd 13 -003 174.00 Sprint Antenna 13 -004 290.00 Schmid Hidden Valley 2nd 12 -016 Total 1,160.00 Total Fund #500 $ 1,160.00 (See attached Check Detail Register) 7b. ALL OTHER FINANCIAL CLAIMS $ 133,246.93 (See attached Check Detail Register) TOTAL AUTO DEDUCTIONS $ 60,272.00 TOTAL EXPENDITURES FOR APPROVAL $ 194,678.93 Auto Deductions / Electronic Fund Transfer / Other Disbursements Date Paid to Amount Net Payroll PRO8 4/19/13 Payroll Taxes 11,282.30 4/19/13 Paychex Fee 257.39 4/23/13 PERA 7,780.56 4/23/13 Citi Street - 457 Deferred Comp 2,897.00 4/24/13 Citi Street - Health Care Savings 1,501.32 US Bank - HSA - 4/30/13 Blue Cross Blue Shield 4,944.00 5/2/13 Net Payroll PROS 31,609.43 Total 60,272.00 * Total amount not reflected in Cash Balances Report $(92,207.21) H: \City Hall Information \CITY GOVERNMENT \Council, Commissions & Committees \Council Information \Council Claims\2013 Claims CITY OF CORCORAN CASH BALANCE REPORT APRIL 19, 2013 5/2/2013 Sc 1 Ace Cash GENERAL FUND G 100 -10100 RESERVES DONATION FUND G 201 -10100 POLICE DONATION FUND G 202- 10100 FIREARMS SAFETY G 204- 10100 G 205 -10100 Trent' B faric Yr YT FUND DRUG FORFEITURE FUND TRUCK SAFETY ASPHALT MAINTENANCE POLICE CAPITAL FUND D /S- EQUIPMENT CERTS CO. RD. 19 IMPROVEMENT 2012B PUBLIC WORKS BOND D/S TAX INCREMENT FINANCING INFRASTRUCTURE PLANNING FACILITY EXPANSION D/S PW CAPITAL FUND PUBLIC WORKS FACILITY PARK CAPITAL FUND CAPITAL - EQUIPMENT CERTS SHANNON LANE ESCROW HOLDING FUND G 206 -10100 G 207 -10100 G 305 -10100 G 308 -10100 G 309 -10100 G 310 -10100 G 311 -10100 G 401 -10100 G 402 -10100 G 407 -10100 G 410 -10100 G 411 -10100 G 415 -10100 G 416 -10100 G 417 -10100 G 500 -10100 CIVIC ORGANIZATIONS G 501 -10100 INVESTMENT CONTROL G 999 -10100 Total Cash Farmers Savings Acct PARK CAPITAL FUND G 415 -10102 Change in Market Value GENERAL FUND G 100 -10105 Grand Total 3,058.53 (365,844.30) 9,055.60 20,661.59 1,600.68 1,866.98 1,505.27' 3,343.40 12, 378.231 11,637.32! 1,168.21 1,167.18! 5,627.03 3,343.32 71,428.45 71,365.81 10,274.50 62,875.79 (14,716.77) (29,429.36): (2,356.76) 133,980.19: 74,165.63 0.00; 1,629,709 96 2,881,053.81 (640.25) (486.00); (14,056.33)` (16,900.87) 4.32 3.17' 3,449,412.25 0.00! 332,172.56 335,812.40 63,938.25 (265,696.70)] 3,522.75 (0.11) 33,203.36 35,930.56.: 6,000.09 6,000.09' (1,734.78) 65.991 5, 674, 720.78 2, 890, 750.26 10,669.25 11,715.26 (2,415.42) 6 168.30 5, 682, 974.61 2, 908, 633.82 CORCORAN, MN *Check Detail Register© 1 01 00 Farmers State Bank Paid Chk# 020708 5/972013 3DSPECIALTIES E 100 - 43100 -210 Operating Supplies (GENERAL) Total 3D SPECIALTIES Paid Chk# 020709 5/9/2013 A & S TRAINING LLC E 100- 42100 -208 Training and Instruction Total A & S TRAINING LLC Paid Chk# 020710 5/9/2013 ANDERSON, BRENT E 204 - 42100 -210 Operating Supplies (GENERAL) Total ANDERSON, BRENT May 2013 Check Amt Invoice Comment $232.57 441946 $232.57 $475.00 DSP131 $475.00 $109.42__ 2013 FAS $109,42 Paid Chk# 020711 5/9/2013 ASSURANT EMPLOYEE BENEFITS E 100 - 43100 -131 Employer Paid Health E 100 - 42100 -131 Employer Paid Health E 100-41300-131 Employer Paid Health E 100 - 41400 -131 Employer Paid Health E 100 -42102 -131 Employer Paid Health Total ASSURANT EMPLOYEE BENEFITS Pa- Chk# 025712 5/9/2013 a BANKWEST $85.70 $159.60 $29.18 $46.68 $12.74 $333.90 050113 050113 050113 050113 050113 RAIN GEAR USE OF FORCE TRAINING PLAQUES Insurance Premium Insurance Premium Insurance Premium Insurance Premium Insurance Premium E 309 - 47000 -610 Interest $235.75 0613 2006A DS Interest Pymt -Equip CIP Total BANKWEST $235.75 Paid Chk# 020713 5/9/2013 BURNS RYAN E 204 - 42100 -210 Operating Supplies (GENERAL) $1,393.28 050213 SUPPLIES Total BURNS RYAN $1,393.28 Paid Chk# 020714 5/9/2013 BUSINESS FORMS & ACCOUNTING E 100 - 41941 -210 Operating Supplies (GENERAL) Total BUSINESS FORMS & ACCOUNTING E 100 - 41941 -210 E 100 - 41941 -210 Paid Chk# 020716 E 100- 41951 -207 Paid Chk# 020717 E 100 - 45200 -321 Paid Chk# 020718 E 100- 42100 -223 E 100 - 42100 -223 Operating Supplies (GENERAL) Operating Supplies (GENERAL) Total CARTRIDGE WORLD 5/9/2013 CDW GOVERNMENT Computer Supplies Total CDW GOVERNMENT 5/9/2013 CENTURY LINK Telephone Total CENTURY LINK 5/9/2013 CINTAS -470 Building Repair Supplies Building Repair Supplies $479.73 47291 $479.73 ($29.50) 158797 $117.98 158797 $88.48 $120.81 BG42548 $120.81 $54.03 042113 $54.03 LASER UTILITY BILLS 25% OFF PRINTER CARTRIDGE SATA DRIVE & RAM LAND LINE $27.53 470222624 FLOOR MATS $27.53 470225929 FLOOR MATS 05/02/13 3:21 PM Page 1 CORCORAN, MN *Check Detail Register© fAIIMISIOMDDIDSHIESESICSISIMONSIDIMMINISIDIDISIISSODSIDISSISINIE E 100-42100-223 Building Repair Supplies E 100-41941-210 Operating Supplies (GENERAL) E 100-43100-417 E 100-42100-223 E 100-41941-210 E 100-43100-210 E 100-43100-417 Uniforms Building Repair Supplies Operating Supplies (GENERAL) Operating Supplies (GENERAL) Uniforms Total CINTAS - 470 Paki Chk# 61:716 COMCAST- 902943336 E 100-41941-321 E 100-43100-321 E 100-42100-321 Paid Chk# 020720 E 204-42100-210 Paid Chk# 020721 Telephone Telephone Telephone Total COMCAST- 902943336 May 2013 Check Amt Invoice nTrrw.i; 527.53 470229129 535.69 470229130 565.97 470229131 527.53 470232409 $35.69 470232410 572.86 470232411 $67.81 470232412 $388.14 $118.66 25041059 $118.66 25041059 $118.66 25041059 $355,98 5/9/2013 CORCORAN LOCKER Operating Supplies (GENERAL) $120.00 Total CORCORAN LOCKER $120.00 5/9/2013 EBERT CONSTRUCTION E 411-43100-300 Professional Srvs (GENERAL) Total EBERT CONSTRUCTION 8181 $3,391.51 PAY 5 $31391.51 Comment FLOOR MATS City Hall Scraper Mat PW Uniforms FLOOR MATS City Hall Scraper Mat PW Towels PW Uniforms LAND LINE LAND LINE LAND LINE FAS FOOD CM PAY #5 Paid Chk# 020722 5/9/2013 FARMERS STATE BANK OF HAMEL E 309-47000-610 Interest $235.75 0613-2006A INTEREST PMT Total FARMERS STATE BANK OF HAMEL $235.75 Paid Chk# 020723 5/9/2013 GORMLEY, SEAN E 100-42100-208 E 100-42100-212 Training and Instruction Motor Fuels Total GORMLEY, SEAN $436.83 043013 $30.00 043013 5466.83 TRAINING-LODGING FUEL Pale Chk# 020724 5/9/2013 GRAINGER E 100-41941-210 Operating Supplies (GENERAL) $148.66 9118777458 SUPPLIES Total GRAINGER $148.66 Paid Chk# 020725 5/9/2013 HAMILTON, JOHN E 100-42100-208 Training and Instruction 5436.83 0413 TRAINING-LODGING Total HAMILTON, JOHN $436.83 Paid Chk# 020726 5/9/2013 HEINECKE, JEANIE E 100-41400-130 Employer Paid FSA Total HE1NECKE, JEANIE $350.00 2013 FSA $350.00 Paid Chk# 020727 5/9/2013 HENN CO SHERIFF-MC129 E 100-42100-301 Prisoner Total HENN CO SHERIFF-MC129 $3,469.50 29792 $3,469.50 2013 FSA MARCH 2013 05/02/13 3:21 PM Page 2 CORCORAN, MN *Check Detail Register© May 2013 05/02/13 3:21 PM Page 3 Check Amt Invoice Comment 1 984 a X112 11S1919i1 S. r $.G•,. -la . ; v 081191 S iSSU kit „ -> , ,. -z R a.,, , „,,...... , a s „± SSM1 s >..T4,.. . ;!; . ,..419st, , 11 E 100 - 41910 -210 Operating Supplies (GENERAL) $25.00 2013 -21 FUNFAR 13 -009 Total HENN CO TAXPAYER SERVICES $25.00 Paid Chk# 020729 5/9/2013 - HENNEPIN COUNTY PUBLIC RECORDS E 100 - 41910 -210 Operating Supplies (GENERAL) $46.00 2013 -19 RECORD RES 2013 -19 la! HENNEPIN COUNTY PUBLIC RECORDS $46.00 Paid Chk# 020730 5/9/2013 HOLIDAY STATION STORES E 100 - 42100 -220 Repair /Maint Supply (GENERAL) Total HOLIDAY STATION STORES $53.64 3401051303 553.64 Paid Chk# 020731 5/9/2013 KOTHRADE SEWER & WATER E 100 - 42100 -223 Building Repair Supplies Total KOTHRADE SEWER & WATER Paid Chk# 020732 5/9/2013 LANDFORM G 500 -20302 Brent Heinz E 100 - 41910 -300 Professional Srvs (GENERAL) E 100 - 41910 -300 Professional Srvs (GENERAL) E 100 - 41910 -300 Professional Srvs (GENERAL) G 500 -20300 Lennar Family of Builders E 100- 41910 -300 Professional Srvs (GENERAL) G 500 -20304 Brent Heinz G 500 -20201 Unallocated G 500 -20294 Schmids Hidden Valley 2nd 12 -0 Total LANDFORM Paid,.aid ,. C hk# 020733 5/9/2013 LMCIT E 100 - 41900 -360 Insurance (GENERAL) $54,991.00 43229 Total LMCIT $54,991.00 .._ 01 ...- Paid Chk# 020734 5/9/2013 LOFFLER E 100 - 41951 -300 Professional Srvs (GENERAL) Total LOFFLER $320.00 14171K $320.00 $29.00 21367 52,651.14 21367 $58.00 21367 $4,057.75 21367 $203.00 21367 $174.00 21367 $464.00 21367 5174.00 21367 5290.00 21367 58,100.89 $300.00 1551335 $300.00 Paid Chk# 020735 5/9/2013 LORETTO FIRE DEPARTMENT E 100 - 42200 -300 Professional Srvs (GENERAL) $17,701.75 2 -2102 Total LORETTO FIRE DEPARTMENT $17,701.75 Paid Chk# 020 736 5/9/2013 LUBRICATION TECHNOLOGIES INC E 100- 43100 -212 Motor Fuels Total LUBRICATION TECHNOLOGIES INC Paid Chk# 020737 5/9/2013 MAPLE GROVE, CITY OF E 100 - 41900 -300 Professional Srvs (GENERAL) Total MAPLE GROVE, CITY OF $166.24 2197497 5166.24 57,746.00 PAY #1 57,746.00 Paid Chk# 020738 5/9/2013 MENARDS MAPLE GROVE E 416- 41941 -520 Buildings and Structures 5311.74 15038 PD CAR WASH FLOOR DRAIN MAINTENANCE HEINZ TOPO 12 -027 PLANNING ZONING ORDINANCE AMENDMENT MAPLE HILLS COMMUNITY CTR 12 -010 LENNAR FEASIBILITY 12 -025 PATNODE AG PRESERVE HEINZ 2ND 13 -003 SPRINT ANTENNA 13 -004 SCHMID HIDDEN VALLEY 2ND 12 -016 2013 MUNICIPAL INSURANCE MANAGED SERVICES 2ND QUARTER 2013 SUPPLIES WATER CONNECTION CHARGE CH CONFERENCE ROOM CORCORAN, MN *Check Detail Register© w>"7 a _,E Ltla;,7tu?u °', - „1aiSR ,-U „in- -, E 416 - 41941 -520 Buildings and Structures E 416 - 41941 -520 Buildings and Structures E 204 - 42100 -210 Operating Supplies (GENERAL) Total MENARDS MAPLE GROVE Paid Chk# 020739 5/9%2013 MIKES FIX IT - -� - E 100 - 42100 -220 Repair / Maint Supply (GENERAL) Total MIKES FIX IT May 2013 Check Amt Invoice Comment $276.93 15540 CH CONFERENCE ROOM $55.35 15602 CH CONFERENCE ROOM $66.56 15675 FAS PLYWOOD $710.58 $230.91 4296 $230.91 -- Paid Chk# 020740 5/912013 MINNESOTA DRIVELINE INC E 100 - 43100 -220 Repair /Maint Supply (GENERAL) Total MINNESOTA DRIVELINE INC #555 AC REPAIR $50.92 042313 SUPPLIES $50.92 E 201 -42100 -200 Office Supplies (GENERAL) $366.60 MM01305201 SUPPLIES Total MODERN MARKETING $366.60 Paid Chk# 020742 5/9/2013 NORTHLAND BUSINESS SYSTEMS E 100- 41941 -201 Postage /Shipping $107.25 43011 POSTAGE SUPPLIES Total NORTHLAND BUSINESS SYSTEMS $107.25 INTEREST PAYMENT Paid Chk# 020743 5/9/2013 NORTHLAND TRUST SERVICES E 309- 47000 -610 Interest $8,380.50 2008A 0613 Total NORTHLAND TRUST SERVICES $8,380.50 Paid Chk# 020744 5/9/2013 NW TRAILS ASSOCIATION E 100 - 45200 -530 Improvements Other Than Bldgs $9,055.30 Total NW TRAILS ASSOCIATION Paid Chk# 020745 5/9/2013 OFFICE DEPOT E 100- 41941 -210 E 100 - 42100 -200 E 100 - 42100 -200 E 100 - 42100 -200 E 100- 42100 -200 E 100 - 42100 -200 Operating Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Office Supplies (GENERAL) Total OFFICE DEPOT Paid Chk# 020746 5/9/2013 RANDYS SANITATION E 100- 43232 -300 E 100 - 43100 -210 E 100- 45200 -380 E 100- 41941 -380 Professional Srvs (GENERAL) Operating Supplies (GENERAL) Utility & Services (GENERAL) Utility & Services (GENERAL) Total RANDYS SANITATION $9,055.30 PAY #32013 20133RD BENCHMARK $163.51 651487631001 SUPPLIES $78.01 651487865001 SUPPLIES $8.12 651487866001 SUPPLIES $2.74 651487867001 SUPPLIES $36.09 653246744001 SUPPLIES $17.70 653249360001 SUPPLIES $306.17 $5,493.05 $139.68 $361.39 $5.61 $5,999.73 0413 RECYCLI MONTHLY RECYCLING 11013134 PUBLIC WORKS GARBAGE 11039134 PARKS GARBAGE 1280351134 CITY HALL GARBAGE Paid Chk# 020747 5/9/2013 ROLF ERICKSON ENTERPRISES INC E 100- 41550 -300 Professional Srvs (GENERAL) $4,107.00 042913 E 100 - 41550 -210 Operating Supplies (GENERAL) $204.56 042913 MONTHLY ASSESSING FEE FORMS AND SUPPLIES 05/02/13 3:21 PM Page 4 CORCORAN, MN *Check Detail Register® - i1td?dlalathll „�;tir2' �P 1Ya?�l. klu '1",`- WhihNhai1tCl`4:�u)lat e:,.tflt. Total ROLF ERICKSON ENTERPRISES INC Paid Chk# 020748 5/9/2013 SPRINT E 100 - 42100 -321 E 100 - 43100 -321 E 100- 41300 -210 E 100- 41920 -210 Telephone Telephone Operating Supplies (GENERAL) Operating Supplies (GENERAL) Total SPRINT Paid Chk# 020749 5/9/2013 SPRINT E 100- 42100 -323 Radio Units $156.00 193109814065 AIR CARDS MDC Total SPRINT $156.00 Paid Chk# 020750 5/9/2013 ST MICHAEL SPINAL REHAB CENTER E 100 - 43100 -210 Operating Supplies (GENERAL) $50.00 040813 RANDOM Total ST MICHAEL SPINAL REHAB CENTER $50.00 .,.. . . Paid Chk# 020751 5/9/2013 STITCH IT, INC. C E 201 - 42100 -417 Uniforms $15.00 30054 UNIFORM HAT Total STITCH -IT, INC. $15.00 May 2013 05/02/13 3:21 PM Page 5 Check Amt Invoice Comment ,x 331a.611166 ',3c „3u, "i111130r1t1 „ti ;'. r ..,,,.;.a t..:, ,i ,av:,,, in ,..,- ..,. $4,311.56 $244.67 391283315137 CELL SERVICE $190.12 391283315137 CELL SERVICE $17.51 391283315137 CELL SERVICE $17.51 391283315137 CELL SERVICE $469.81 E 100 - 42100 -417 E 100- 42100 -209 E 100 - 42100 -209 Uniforms Police Reserves Police Reserves Total STREICHER S POLICE EQUIPMENT $129.98 $17.08 11013596 $49.99 11014140 $197.05 Paid Chk# 020753 5/9/2013 SUBURBAN WHOLESALE TIRE E 100 - 42100 -220 Repair /Maint Supply (GENERAL) $505.69 10116922 Total SUBURBAN WHOLESALE TIRE $505.69 Paid Chk# 020754 5/9/2013 US BANKCORP EQUIPI E 100- 42100 -200 Office Supplies (GENERAL) 'otal US BANKCORP EQUIPMENT FINANCE Paid Chk# 020755 5/9/2013 VERIZON WIRELESS E 100 - 42100 -321 Telephone Total VERIZON WIRELESS $133.42 042613 $133.42 $52.67 9703197644 $52.67 Paid Chk# 020756 5/9/2013 WESTSIDE WHOLESALE TIRE E 100 - 42100 -220 Repair /Maint Supply (GENERAL) Total WESTSIDE WHOLESALE TIRE Paid Chk# 020757 5/9/2013 BURNS RYAN E 100- 42100 -321 Telephone Total BURNS RYAN Paid Chk# 020758 5/9/2013 WARRANTY STAR E 100 - 43100 -220 Repair /Maint Supply (GENERAL) $753.20 042313 $92.00 700252 $92.00 $125.88 050213A $125.88 PT UNIFORM RESERVE NAME TAG RESERVE UNIFORM #554 TIRES COPIER CELL SERVICE #554 MOUNT TIRES CHARGERS SUPPLIES CORCORAN, MN *Check Detail Register© Total WARRANTY STAR May 2013 Check Amt - :1$753.20� 10100 Farmers State Bank $134,406.93 Fund Summary 10100 Farmers State Bank 100 GENERAL FUND 201 RESERVES DONATION FUND 204 FIREARMS SAFETY 309 D /S- EQUIPMENT CERTS 411 PUBLIC WORKS FACILITY 416 CAPITAL - EQUIPMENT CERTS 500 ESCROW HOLDING FUND $118,288.54 $381.60 $1,689.26 $8,852.00 $3,391.51 $644.02 $1,160.00 $134,406.93 Invoice Comment 05/02/13 3:21 PM Page 6 Name City of Corcoran Consultant Summary 5/9/2013 Invoice Date Check # Amount Due Landform 04/22/13 20732 8,100.89 Rolf Erickson Enterprises Inc 04/29/13 20747 4,311.56 Total 12,412.45 H: \City Hall Information \CITY GOVERNMENT \Council, Commissions & Committees \Council Information \Council Claims\2013 Claims City of Corcoran 8200 County Road 116 Corcoran, Mwss34o N O F O R M m m INVOICE 21367 04/22/2013 Corcoran Planning Services:General COR12010/G2N Contract/P0#: For Services Rendered Through 3/31/2013 o16^ Schmid Hidden Valley 2nd Addition nd Waiver, PP and FP (City File 12^V1{) 90.Reports/Presentation Professional Services Employee Lindoh|. Kendra 8 r Hours Total Professional Services for 90 2.50 Rate Amount 116.00 $290.00 $290.00 Total Charges for 90 - Reports/Presentation $290.00 � Total Charges for .016 - Schmid Hidden VaIIey 2nd Addition - TopoetIand $290.00 /C/ Waiver, PP and FP (City File 12^V1G) .017 - City Initiated Zoning Ordinance Amendment for CUP (City file 12-017) . . . 90 - Reports/Presentation Professional Services Employee Undah|. Kendra S .50 110.00 $58.00 Totat Professional Services for 90 $58.00 Hours Rate Amount Total Charges for 90 - Reports/Presentation $58.00 Total Charges for .017 City Initiated Zoning Ordinance Amendment for CUP $58.08 (City file 12-017) .022' Maple Hills Estates Community Center Site Plan (city file 12^o22) 30^ Prepare Site Plan/Coordinate Application Professional Services Employee Hours Rate Amount Bultman, Michael G .25 7500 $18.75 Project COR12010.GEN Corcoran Planning Services:General Christman, Brittany Lindahl, Kendra S Sabraski, Steven E Trosen, Scott C Total Professional Services for 30 37.00 3.50 9.00 1.00 21367 65.00 $2,405.00 116.00 $406.00 115.00 $1,035.00 135.00 $135.00 $3,999.75 Total Charges for 30 - Prepare Site Plan /Coordinate Application $3,999.75 61 - Meetinq with Applicant Professional Services Employee Hours Rate Amount Lindahl, Kendra S .50 116.00 $58.00 Total Professional Services for 61 $58.00 Total Charges for 61 - Meeting with Applicant $58.00 Total Charges for .022 - Maple Hills Estates Community Center Site Plan (city file t` 4,057.75 ) 12 -022) .025 - Lennar Feasibility Study (city file 12 -025) 61 - Meetinq with Applicant Professional Services Employee Lindahl, Kendra S Hours Rate Amount 90 - Reports /Presentation Professional Services Total Professional Services for 61 1.50 116.00 $174.00 $174.00 Total Charges for 61 - Meeting with Applicant $174.00 Employee Hours Lindahl, Kendra S .25 116.00 $29.00 $29.00 $29.00 203.00) �• Total Charges for .025 - Lennar Feasibility Study (city file 12 -025) 500 • AO $ Rate Amount Total Professional Services for 90 Total Charges for 90 - Reports /Presentation .027 - Heinz Topo/Wetland Waiver at 20801 CR 117 (City file 12 -027) 30 - Review Application Professional Services Employee Hours Rate Amount .25 116.00 $29.00 Lindahl, Kendra S Total Professional Services for 30 $29.00 Total Charges for 30 - Review Application $29.00 Total Charges for .027 - Heinz Topo/Wetland Waiver at 20801 CR 117 (City file 12- b b o ' d o302- $29.00 027) v Page 2 of 3 Project COR12010.GEN Corcoran Planning Services:General 21367 Reimbursables Reimbursables Payee Landform Professional Services, LLC Quicksilver Express Courier, Inc. Invoice Unit Rate Qty Markup Amount March Plots & .25 204.00 1.00 $51.00 6474104 45.34 1.00 1.15 $52.14 Total Reimbursable for $103.14 Total Charges for $103.14 Total Charges for - $103.14 Invoice Amount $4,740.89 Please remit to: Landform, 105 South Fifth Avenue, Suite 513, Minneapolis, MN 55401 Page 3 of 3 Bill Review Report - Landform Professional Services, LLC As of Sunday, March 31, 2013 Project COR12010.GEN Corcoran Planning Services:General Client City of Corcoran P.O. # 8200 County Road 116 Prin. Lazan Darren B Corcoran MN, 55340 P.M. Lindahl, Kendra S Rate Schedule 2013 Corcoran City Rates Billing Description Unbilled Detail COR12010.GEN- .016 -90 Reports /Presentation Lindahl, Kendra S PC report Date Hrs /Units Rate Markup Labor Principal 3/28/2013 2.50 116.00 Total Labor 2.50 COR12010.GEN- .017 -90 Reports /Presentation Labor Lindahl, Kendra S Principal 3/1/2013 0.50 116.00 updates to ordinance based on council action Total Labor 0.50 COR12010.GEN- .022 -30 Prepare Site Plan /Coordinate Application Labor Christman, Brittany Designer 1 3/11/2013 3.75 65.00 Sheet setup and creating CNMP Christman, Brittany Designer 1 3/12/2013 1.75 65.00 XRet's and talked to Steve about some changes to sidewalk and grading. Christman, Brittany Designer I 3/18/2013 5.75 65.00 Site Plan Christman, Brittany Designer 1 3/19/2013 11.50 65.00 Site Plan, grading plan Christman, Brittany Designer 1 3/20/2013 11.25 65.00 Utilities, Landscaping, Grading plan Christman, Brittany Designer l 3/21/2013 3.00 65.00 Survey corrections, Final touches on plans and printed and submitted to the City. Lindahl, Kendra S Principal 3/9/2013 0.50 116.00 review and comment on rfp draft/easement doc /remind dan of missing items needed for plan Lindahl, Kendra S Principal 3/21/2013 1.00 116.00 site plan submittal /lease questions from jeff /talk to Dan Lindahl, Kendra S PC report Sabraski, Steven E Site plan application package. Sabraski, Steven E Principal 3/28/2013 2.00 116.00 Project Designer 3/18/2013 2.00 115.00 Project Designer 3/19/2013 2.00 115.00 Hold Charge 0.00 290.00 0.00 290.00 0.00 290.00 0.00 58.00 0.00 58.00 0.00 58.00 0.00 3,999.75 0.00 243.75 0.00 113.75 0.00 373.75 0.00 747.50 0.00 731.25 0.00 195.00 0.00 58.00 0.00 116.00 0.00 232.00 0.00 230.00 0.00 230.00 4/22/2013 1:40:26 PM 1 of 2 Bill Review Report - Landform Professional Services, LLC As of Sunday, March 31, 2013 Site plan application package. Sabraski, Steven E Project Designer 3/20/2013 Site plan application package. Sabraski, Steven E Project Designer 3/21/2013 Site plan application package. Trosen, Scott C Survey Department 3/18/2013 Manager Certificate of Survey for Maple Hills Estates Labor Code: Production Bultman, Michael G Designer!! 3/11/2013 looked at grading COR12010.GEN- .022 -61 Meeting with Applicant Labor Total Labor Lindahl, Kendra S Principal 3/6/2013 meeting with Dan on next steps Total Labor COR12010.GEN- .022 -99 Expenses Other Direct Charges Exp Code: Reimb Messenger Service Quicksilver Express Courier, Inc. 3/31/2013 delivery to the City of Corcoran Exp Code: In -House Plotting Bond (SF) 204.00 Landform Professional Services, LLC 3/31/2013 204.00 Maple Hills plans Total Other Direct Charges 4.00 115.00 1.00 115.00 1.00 135.00 0.25 0.25 50.75 75.00 0.50 116.00 0.50 1.00 1.00 COR12010.GEN- .025 -61 Meeting with Applicant Labor Lindahl, Kendra S Principal 3/6/2013 Lennar infrastructure meeting Total Labor COR12010.GEN- .025 -90 Reports /Presentation Lindahl, Kendra S EAW proposal 205.00 45.34 1.15 0.25 1.00 1.50 116.00 1.50 Labor Principal 3/9/2013 0.25 116.00 Total Labor 0.25 COR12010.GEN- .027 -30 Review Application Labor Lindahl, Kendra S Principal 3/11/2013 call from applicant about missing info Total Labor 0.25 116.00 0.25 0.00 460.00 0.00 115.00 0.00 135.00 0.00 18.75 0.00 18.75 0.00 3,999.75 0.00 58.00 0.00 58.00 0.00 58.00 0.00 103.14 0,00 52.14 0.00 52.14 0.00 51.00 0.00 51.00 0.00 103.14 0.00 174.00 0.00 174.00 0.00 174.00 0.00 29.00 0.00 29.00 0.00 29.00 0.00 29.00 0.00 29.00 0.00 29.00 4/22/2013 1 :40:26 PM 2 of 2 City of Corcoran 8200 County Road 116 Corcoran, MN 55340 0 D F OR M 0 INVOICE No 21367 04/22/2013 Corcoran Planning Services COR13011.GEN Contract/P0#: For Services Rendered Through 3/31/2013 4 meetings at $100/each Reimbursables Payee Landform Professional Sen/ices, LLC Invoice Unit Rate Qty Markup Amount March Pots & 1.00 60.00 1.00 $60.00 Total Reimbursable for Total Charges for - .001 - Beverly J. Patnode Trust Ag Preserve (city file 13-001) 90 - Reports/Presentation Professional Services Employee Total Charges for Hours $60.00 $60.00 $60.00 Rate Amount Lindahl, Kendra S 1.50 116.00 $174.00 Total Professional Services for 90 $174.00 Total Charges for 90 - Reports/Presentation $174.00 Total Charges for .001 - Beverly J. Patnode Trust Ag Preserve (city file 13-001) $174.00 Page 1 of 3 Project COR13011.GEN Corcoran Planning Services .003 - Heinz Second Addition PP and FP (city file 13 -003) 30 - Review Application Professional Services Invoice 21367 Employee Hours Rate Amount Lindahl, Kendra S 1.00 116.00 $116.00 90 - Reports /Presentation Professional Services Employee Total Professional Services for 30 $116.00 Total Charges for 30 - Review Application $116.00 Hours Rate Amount Lindahl, Kendra S 3.00 116.00 $348.00 Total Professional Services for 90 Total Charges for 90 - Reports /Presentation 5-00-A03 Total Charges for .003 - Heinz Second Addition PP and FP (city file 13 -003) .004 • Sprint Antenna SPA/AP at 23400 CR 101 (city lfile '13 -004) 90 - Reports /Presentation Professional Services Employee Lindahl, Kendra S Hours $348.00 $348.00 $464.00 Rate Amount 1.50 116.00 $174.00 $174.00 $174.00 $174.00 Total Professional Services for 90 Total Charges for 90 - Reports /Presentation Total Charges for .004 - Sprint Antenna SPA /AP at 23400 CR 10 (city file 13 -004) 90 - City Business Professional Services Employee Lindahl, Kendra S Hours Rate Amount Total Charges for 90 - City Business MTG - City Meeting Professional Services Employee Lindahl, Kendra S Total Professional Services for Total Charges for MTG - City Meeting 18.00 116.00 $2,088.00 $2,088.00 Total Charges for $2,088.00 Hours $2,088.00 Rate Amount Total Professional Services for 4.00 100.00 $400.00 $400.00 Total Charges for $400.00 $400.00 Page 2 of 3 Project COR13011.GEN Corcoran Planning Services Invoice 21367 Invoice Amount $3,360.00 Please remit to: Landform, 105 South Fifth Avenue, Suite 513, Minneapolis, MN 55401 Page 3 of 3 Bill Review Report - Landform Professional Services, LLC As of Sunday, March 31, 2013 Project COR13011.GEN Corcoran Planning Services Client City of Corcoran 8200 County Road 116 Corcoran MN, 55340 Billing Description 4 meetings at $100 /each P.O. # Prin. Schunicht, Robert G P.M. Lindahl, Kendra S Rate Schedule 2013 Corcoran City Rates Unbilled Detail COR13011.GEN- .001 -90 Reports /Presentation Lindahl, Kendra S staff report & resolution Date Hrs /Units Rate Markup Labor Principal 3/20/2013 1.50 116.00 Total Labor 1.50 COR13011.GEN- .003 -30 Review Application Labor Lindahl, Kendra S Principal 3/22/2013 1.00 116.00 send 2nd incomplete letter and talk to Brent Total Labor 1.00 CORI3011.GEN- .003 -90 Reports /Presentation Labor Lindahl, Kendra S Principal 3/28/2013 3.00 116.00 PC report Total Labor 3.00 COR13011.GEN- .004 -90 Reports /Presentation Labor Lindahl, Kendra S Principal 3/22/2013 1.50 116.00 review and draft approval Total Labor 1.50 COR13011.GEN -90 City Business Labor Lindahl, Kendra S Principal 3/1/2013 1.00 116.00 conversation with Mayor and discussions with Mike /zoning calls Lindahl, Kendra S Principal 3/5/2013 1.00 116.00 zoning questions Lindahl, Kendra S Principal 3/6/2013 2.50 116.00 office hours (1 misc. coordination /calls + 1.5 hour TIF discussion with staff and Barsness) Lindahl, Kendra S Principal 3/7/2013 2.00 116.00 zoning calls /prep for meeting Lindahl, Kendra S Principal 3/11/2013 0.50 116.00 Hold Charge 0.00 174.00 0.00 174.00 0.00 174.00 0.00 116.00 0.00 116.00 0.00 116.00 0.00 348.00 0.00 348.00 0.00 348.00 0.00 174.00 0.00 174.00 0.00 174.00 0.00 2,088.00 0.00 116.00 0.00 116.00 0.00 290.00 0.00 232.00 0.00 58.00 4/22/2013 1:36:07 PM 1 of 2 Bill Review Report - Landform Professional Services, LLC As of Sunday, March 31, 2013 zoning calls Lindahl, Kendra S Principal 3/12/2013 1.00 116.00 zoning calls/emails Lindahl, Kendra S Principal 3/18/2013 1.00 116.00 zoning calls Lindahl, Kendra S Principal 3/19/2013 1.00 116.00 zoning calls /DRC agenda Lindahl, Kendra S Principal 3/20/2013 3.00 116.00 office hours Lindahl, Kendra S Principal 3/21/2013 1.50 116.00 Lake jubert estates conservation easement questions/horse questions Lindahl, Kendra S Principal 3/22/2013 0.50 116.00 zoning calls Lindahl, Kendra S Principal 3/27/2013 3.00 116.00 office hours Total Labor 18.00 COR13011.GEN -99 City Expenses Other Direct Charges Exp Code: Color Copies 8 X 11 Landform Professional Services, LLC 3/31/2013 Color prints; Joint worksession handout Total Other Direct Charges COR13011.GEN -MTG City Meeting Lindahl, Kendra S joint meeting Lindahl, Kendra S office hours Lindahl, Kendra S Council meeting Lindahl, Kendra S Council meeting 60.00 60.00 60.00 1.00 1.00 Labor Principal 3/7/2013 1,00 100.00 Principal 3/13/2013 1.00 100.00 Principal 3/14/2013 1.00 100.00 Principal. 3/28/2013 1.00 100.00 Total Labor 4.00 0.00 116.00 0.00 116.00 0.00 116.00 0.00 348,00 0.00 174.00 0.00 58.00 0.00 348.00 0.00 2,088.00 0.00 60.00 0.00 60.00 0.00 60.00 0.00 60.00 0.00 400.00 0.00 100.00 0.00 100.00 0.00 100.00 0.00 100.00 0.00 400.00 4/22/2013 1:36:07 PM 2 of 2 STATEMENT 29- Apr -13 ROLF ERICKSON ENTERPRISES, INC. SOUTWEST ASSESSING P 0 BOX 47841 PLYMOUTH, MN 55447 CITY OF CORCORAN 8200 Co. Rd. 116 CORCORAN, MN 55340 APRIL 2013 ASSESSING FEE $4,107.00 COUNTY DATA FEE $14.19 APEX BUILDING DRAWING SUPPORT $190.37 TOTAL $4,311.56 Minutes Corcoran Parks and Trails Commission Tuesday, April 23, 2013 7:00 PM 8a. Present: Commissioners Trish Krueger, Val Nybo, Kevin Dale, Chad Robran, Tom Anderson, Rachel Tessmer, Judith Strehler, Deb Regan Absent: None Others attending: Council Liaison Ron Thomas, City Administrator Donahue, Council member Asleson, Student Camryn Monzo, City Planner Lindahl 1) Convene Regular Parks & Trails Commission Meeting — Chair Krueger called the meeting to order at 7:00 pm in the Corcoran Community Center. 2) Pledge of Allegiance 3) Approval of: a) Agenda i) Anderson requested an addition to provide information on this year's Tree Giveaway. Chair Krueger suggested that he provide the information under Presentation in the agenda ii) Motion by Anderson, seconded by Robran to approve the agenda with the suggested addition of item 5 Presentations. Voting Aye: All (Motion carried 8:0) b) Minutes of 02.19.13 Meeting. Not all Commissioners had received the minutes in their packet. Donahue said he would put them in the agenda packet for the May 21St meeting 4) Open Forum -None 5) Presentations - Anderson provided the Commission with information for the annual Tree Giveaway. It is to be held Saturday, May 4th at city hall starting at 10 am. Tree are to be reserved ahead of tim 6) Reports /Information a) Commissioners commented that they like the report from the Planner on Active Planning Applications and status of planning cases. They would like to see in every agenda 7) Old/Unfinished Business a) Rockford School Property Update. Donahue and Robran presented the concept drawing for the future development of the Rockford School property adjacent to the city park. The plan included a concept for this year's development of a varsity ball field on the plan. Commissioners stated they would like to be involved in the planning of the facility and asked to be notified when next meeting takes place b) Three rivers Park District and the proposed Trailhead facility along Co. Rd. 19. Donahue and Council Liaison Thomas discussed the council's position on the Trailhead development. The council is calling for more discussion about the maintenance and repairs to the facility if it is developed. The Commissioners commented that they would like something by way of a facility but do not like the idea of having it hooked up to the Public Works facility septic system. They also would like the city to explore developing a shell for the placement of Porta Potties that are maintained weekly by a service and thus avoiding any connexction to the cuty septic system. Motion by Dale and seconded by Tessmer supporting the construction or development of a Trailhead Facility, city should not spend tax dollars for maintenance, and more study needed on connecting to the city septic system. Voting Aye: all (motion carried 8:0) Parks and Trails Commission Minutes, April 23, 2013 8) New Business. a) Schmid's Hidden Valley 2nd Addition Preliminary Plat (City File 12 -016) i) Petitioners not present ii) City Planner Lindalh presented her report. She recommended that the city council accept her recommendations and accept $6.000 cash in lieu of land iii) Motion by Robran and seconded by Anderson to accept the Planner's recommendation to approve the planning case as presented and accept $6,000 in Park Dedication Fee for the two lots. Voting aye: All (Motion carried 8:0) iv) The commissioners wish to include in the minutes that the city should reserve the right to require land when Outlot A in NW corner is plated b) Heinze Second Addition Preliminary Plat (City File 13 -003) i) Petitioners not present ii) City Planner Lindahl presented her report. She recommends that the Commission accept her recommendations and accept $3,000 Park Dedication Fee in lieu of land iii) Motion by Robran and seconded by Nybo to accept the Planner's recommendation to approve the planning case as presented and accept $3,000 in Park Dedication Fee for the single lot. Voting aye: All (Motion carried 8:0) c) City Planner Presentation i) Reviewed upcoming possible Developments ii) Discussed the roles of the P & T Commissioners on the development process. Discussed private parks, extent of the authority of individual Commissioners and the Commission in general iii) Reviewed the Statement by Commissioner Anderson regarding his suggested Priorities and Principals iv) Planner fielded a variety of questions from Commissioners d) Student Applicant to Commission i) Discussed with student Monzo her interest in seeking appointment to the Commission. ii) Motion by Anderson and seconded by Regen to recommend to the city council the appointment of Camryn Monzo to the P & T Commission as a Student. Voting Aye: All (motion carried 8:0) 9) Subcommittee & Miscellaneous Reports a) City Liaison. Council member Thomas. He reported on: i) TIF Projects and options ii) Downtown visioning and the 2004 Design Study of downtown iii) Administrator search b) Corcoran Athletic Association (CAA). Dale discussed the following: i) Everything going smoothly regarding this year's ballteam registrrations ii) Web site working well iii) Mix of Corcoran youth to non - Corcoran youth about the same as the last several years 2 Parks and Trails Commission Minutes, April 23, 2013 c) Park dedication Fund -no discussion other than Nybo asked that the negative designation to revenues shown in the report was confusing. Perhaps this could be presented in a different way in the future. 10) Other Business -None 11) Announcements. None 12) Adjourn. Motion by Nybo and seconded by Robran to adjourn. Voting Aye: All (Motion carried 5:0) Meeting adjourned at 9:32 p.m. Next Meeting: May 21, 2013at 7:00 p.m. Respectfully Submitted, Daniel Donahue City Administrator 3 Corcoran Parks and Trails Development Priorities and Principles Our Goals: As Corcoran is developed it is our responsibility to make sure that our Parks and Trails System `keeps up' with development. Parks do not need to be developed right away. Land which is secured for Parks and Trails is a valuable asset to the entire City and all its residents when it fits into our master Parks and Trail Plan. When a new development is being planned in Corcoran how do we approach the land vs. cash issue? 1. Simple land division, property not near park or trail: We should take the money. 2. Simple land division, property on projected trail: Take trail easement over cash for as much land as is on the trail. 3. Simple land division, property near projected park: A more complex question. Can all or part of the projected park be located on this property? (Good land for a park, reasonable access). If the park land needed is larger than the allocation is the developer interested in a `deal', or is the potential park located on a boundary of the property where development by another land owned is possible? (Can we get part of the land now and the rest later) 4. Land division with `outlots', no park or trail near the developed lots: Take the money for the lots to be developed. When the rest of the property is developed we will do the Park and Trails allocation at that time. 5. Land division with `outlots', park and/or trail near property to be developed: We would like to secure as much land as possible for parks and trails. If developer wants to deal only with property being developed we should proceed the same as 3. If the property owner is agreeable it could be to the advantage of park development to take a property easement for the entire property now. Future development would not require additional land or money to Parks and Trails. 6. Large scale developments: Might well be a combination of public and private parks and trails which should advance the Parks and Trails development plan. One would expect some serious negotiating over details of such a development Some important keys to success: Negotiations with developers are not always easy. Developers are interested in creating a development which they can sell to potential buyers. We need to be strong advocates for the City and for the next several generations of Corcoran residents. We should negotiate hard, and in good faith to develop a plan which will work for both the city and the developer. What developers need from us is a plan which does not require extensive modification by the Planning Commission and the City Council. We need to work for a plan that will work for all concerned. Not so long ago every property had `development rights' associated with it which limited the number of housing units which could be developed on the property. That idea is valid only in We should not count on there being a fixed limit as to the number of housing units a property might have in the future. As we have seen in the last Comprehensive Plan density of development has increased in parts of Corcoran. With that increased density the need for parks and Trails will increase substantially. We should also remember that every park and trail that we develop is an ongoing obligation to the City and we should not create Parks and Trails which are going to cause an unwelcome burden on the City decades from now. Trail Haven Road Improvement Survey Results, May 2013 Trail Haven Foxline Treeline Other Total No. of surveys mailed* 20 22 7 4 53 No. of responses 13 17 5 2 37 Improve all at assessed values 0 3 0 1 4 Improve Trail Haven at assessed v; 2 1 1 0 4 Improve all at other value 0 5 1 0 6 Improve Trail Haven at other value 2 1 0 0 3 Do not improve 8 5 3 1 17 Other 1 2 0 0 3 Total 13 17 5 2 * Five mailings to vacant lots were returned and are not included. 0 a 0 0 c 0 w 0 0 0 0 0 0 9 a G m 0 s o mcr m c r' o a 0 a 0 0 0 49 0 Cr 7 w H a � L 0" ` 0 q an ._a a a 0 p'y a u. g W p 0 °ca°m z? o S. 0 a R- 0 `0 n N P 'c 5Q 0 R � 4 o n P N 1 v h O c0, 0 0 a c r z m F-) m ti o a 5zm h ui z n z 0 m c o: 0 D m 0 74 cr, cp a c " m o 2 m A Y ® ,O 0 O D n t>Z = D G do � z 0m w m D o y s o w „y 'o"' b o m m G� O 4, w °i M Y] IN o Cn ro, 0. m -. -i a ti t� `�. '. mm m h s +o m -i -WG '> o.a„Q `p w O o'+ o A m N o a o V O =-1 4 oY 7 1 ?? o 0 i n "' m �., w C -1 m Z° o w A o w Z..:-, 0 m '0 0 ,...r Z. 0 t O w r" .e o n t t m o q' o o N p ci D A m ti co Md > M _HE, “m �.; tro} », 0 v co 0 2 XI 0 - g C a A C 65 be p M D A m T Z N O N 53 f9 G9 E4 b3 2aR (D m 0 -0-1 A O O o 0 0 co O' ECP r 2 a t. N S'A m nb , f v b7 n m H a wV- p , o. ; ` z ?: yam "'n o p a . -' w A � a ap S i LC o m a -+ C) O n H n O' [> w G. ro !-'n �- a ry a s 7.71. :a m apmp '' a 1 Mme, O.»v. ssA mAi '6 n iie oR. via .�.. wV C5 ::.,a m fir, a- A n ca r0) ca. R' o m ❑ m� r]n s o � ,� CD in '�. :. m o C oG+ C r (2- cm2 o p O. O m 'Do S k a ! i� a MO r p (� C7 f) ”" o (c 0 " ° ",,O o `a' o w ^ ° u -zi --1 O 21 wu .'m �z �m a T:TIY \r 0 o"aa':Cam0 0 0 0 a a m O m O p T 0 o 9 b -, ^'-, d — 2 s n 5' w _ Ul D O ,�, Z oc � g A ,,, o_ .> p i:-.3 O M� �'p O F:p r''dU, ti b 0 PI w Cw ® a:n a ° o w Q a 0 o,�,F m 5= om v5 3 $,?ar" G10 5. O a w o rai. to �r'"r, p 4e� a .y .» o w E s w P' .. m 1 p V y a w a 0 a S 'p }' N a K rt, p 2 8" a �CDti sa� vM 1 :m �M om m o o .o 5- =3m oZ C � p 3D. o er- a- �a N a3 tit Y 0 w0a .P .0X.o _,, En a o M � o . r 1 A . a 3 6 a � o� F .G o o 0 H S ip m O o m °w 'C3 PcoCV µ q _ o o p 0 c O 1 A, - `..gy p 6 "' p 3 0 D R Dx E3< amen v 0 cp or c �h O 0 0 P.E. 1 CO 0 w a n w 0 0 m 3 0 W 0) CD 0) CO 0) m 0 -w a a �mD = ym 0 m z b 0 z 0) ID c N N) N N N -). -a -> > -s -+ -s -, -, -s 0 0 0 0 0 0 0 : 0 0 A CO N 0 CO CO 'V 0) 01 A`CO N 0 CO CO V 0) 01 A CO N Z M DESCRIPTION OF WORK •roject Management-PREBID 'reject Coordinator - PREBID • dmimstrative /Clerical PREBIE 'ROJ MGMT.- CONST, -ROJ. COORD.- CONST. IELD SUPT. CONST O6 TRAILER- CONST. 08 PHONE/COMM CONST •RINT. /CLERIC, SUPPL -CON ANITATION CONST. :uilding Permit .tate Plumbing Permit PCA Permit lectrical Services to Build. as Services to Buiding 'hone Service to Building ppliences ffice Furniture hone Communication emp Heat emp Utilities Jean Up Dumpster Builders Risk Insurance • GRAND TOTAL te: SCHEDULED V _ALI'E 10,000.00 2,000 00 500.00 40 000.00 5,000.00 60,000 00 3,000.00 1,000.00 2,500.00 1,500.00 28200,00 2,000 00 400,00 50 000,00 5 000.00 2,000,00 2,500.00 2,000,00 500,00 1,800,00 3,500,00 3,000.00 6,000.00 10 000.00 !et!! �.. FROM PREVIOUS APPLICATION (Thir EI 10,000 00 2,000 00 500.00 4,077 67 1,456.31 2,500.00 I z WOKKCOMFLEIED 0 THIS PERIOD 1,922 33 1,543 69 NIATERIALS PRESENTLY STORED (ro: u: D or E) ' N " CO 0) N 0: 0 00 0 o0 0 CJ J: 00000 ' 00000 TOTAL COMPLETED AND °.o STORED TO DATE (G.- C) (D± +F) tr oo 0.) 01 o <0 O 00 00 00 00 00 0 q W 0 O) W CO — N ,N N O1 0 N N+ -a W O N CO Y 0 0 0 0 01 W Ot 0 0 0 0 0'A O N OT. 0 0 0 0 0 1 0 0 0 .0 0 0 0 0 :0 0 0 0 '.0 0 0 0 0 0 0 0 0 I z 00.000000 00000000 00000 C; r" 0 0 0 0 0 0 0 0 0 0 0 0.. 0 0 0 0 0 0 '0 0 0 0 x RETATh.AGE III variable rate) 500.00 100,00 25.00 300 00 149.99 125,00 y.� 0 :n° m +*0 9 co cr= ek, Pit oN o z 0 Y y f g n p a f °� »"0 C 0. O; CD CD v_ g25▪ P4 N. 0 CD CD d CD n a P 0 w .j Y O b •7 6 V w 1 0 m o 13 73 -13 z 5 r r m o > > '1 • 0d0 rn z1z o m °' • m 0Y -1 O ON A A w N c, • C A N N w w iro G 0 H (0 > To z p C m . > > 0 ~O y, >y (n z -z o �i m m 0 — z Q O N A O N C 0) 0) A A a A A a a 0) W CO CO CO CO CO CO -0) CO N N) N N 0) 01 A.0) N '0 (O OD V.01 01 A CO N 0 (0 CO J 0) Totals GRAND TOTAL Y -, -n i ai (n * m ro -n (n Z 0 . r N. 0 0 0 G7 0 0 - H , = `G ; cn � to `. (d -0 ‘1)-01= _,. O M O) N— -ID o_C) F (0 = n O 5" (0 0 O (0 0 (D C .O `G N cn O O `D fD. (D o Q 0. z. C OW A N CO o 0 '.o - , N W N N 01::a CO 01 NcCO CO 0110)0 V N ,0) 0 i N V (n (O —s —s —s (0 0) —S — — W O N W (n 0) (0 0 0 W ;O A N 01 0) V CO 0 0) 01 is (O J N 0 0 W 0 W 0'W W CO a 01 0 Oa 0).. OD W OL 0) V 0 0 0 -A 0 0 0 (31 0 01 J'.0 0 W (31 (J1 CO (O'0 V 0) O :0 O 0 0 0 0 .0 0 0 0 !0 0 0 0' >:0 0 0 :0 0 0 0 -0 0 0 0 0 0 0 0 0 0 10 0 0 0 0 0 0 0 0 0 0 0 0 '. SCHEDULED VALUE r. 21,150 00 0) O 0 N FROM PREVIOUS APPLICATION + E) WORK COMPLETED D E CO 01 J O O 0 W W THIS PERIOD MATERIALS PRESENTLY STORED (Vetan I) or E) N V N '' V N TOTAL COMPLETED AMID.' STORED 10 DATE (D +L +1) 0 0 J C 4,009,563.00 N`01 -, N A. N A N. A N ".. 0 -` N C4 N N 01 A co O):N..W co 0).m O -` V N to o > N V _(n CO -A CO CO -A _(P O N CO A) (n j 0 0 CO 0 a N (n . W -.I co -.` 0 co 0 ..-• (O V N 0 0 0 CO 0 CO CO (0 a (n 0 O) 0) W CO CO 0) 'J 0 0 0 — 0 0 ;0 01 0 01 v: 0 O N 01 !n CO CO 0 V CO 0 ;0 0 o o 0 0 0 0 0 0 0 00 o 0 0 o 0 0 0 00 o o o 0 o O O .o o o :O 0 0 fO 0 0 0 0 0 0 0 0 BALANCE TO FINISH (C CO x: 1,236.00 W rn o 4 y H a Y o-z ' › a; m iro G 0 H (0 > To z p C m . > > 0 ~O y, >y (n z -z o �i m m 0 — z Q O N A O N C 0) 0) MEMORANDUM NORTHLAND STRATEGIES Special Projects Group To: Dan Donahue, City Administrator From: Tammy Omdal Date: May 1, 2013 Re: Financial Planning Project The purpose of this memorandum is to provide a follow -up to our recent discussion on the Utility Financial Planning Project. The City of Corcoran has hired Northland Strategies, the special projects group within Northland Securities, to assist with financial planning for municipal utility services and to complete an update to the City's adopted "Multi-Year Financial Management Plan Report", originally adopted September 13, 2012. This memorandum provides a preliminary timeline and details on the work to be completed. Background The following tasks have been identified and preliminary dates for completion are as follows: By May 31 Present information at a City Council Workshop on the financial planning work that will be completed and key decision points for the City Council. By June 28 Complete a Utility Study (update to the preliminary financial plan previously prepared by Northland Securities in year 2012.) Work will incorporate Wenck Associates' Regional Development Study, which will provide Trunk costs for infrastructure. By June 28 Prepare draft Policy for Utility Fees and Charges for consideration and adoption by the City Council (a preliminary draft of a policy was prepared by Northland Securities and Wenck in year 2012, but has not been finalized and adopted by the City Council). By July 31 Complete an update to the Multi-Year Financial Management Plan (inclusive of all City funds). By July 31 Work with the City Attorney to create a draft of a Water and Sanitary Sewer Ordinance and assist the new City Administrator on implementation. By July 31 Provide advice to the City on possible modifications to Tax Increment Financing (TIF) District No. 1 that may be necessary as a result of the update to the City's Financial Plans. It is recommended that any final modification to the l'IF Plan for the District should be completed no later than November 2013. Work shall include coordination with other City consultants. Northland Securities, Inc. 45 South 7th Street, Suite 2000, Minneapolis, MN 55402 Toll Free 1- 200 - 851 -2920 Main 612 - 851 -5900 www.northlandsecurities.com Member FINRA and SIPC Financial Planning Project May 1, 2013 Page 2 City Council Workshop We had discussed the idea of a scheduling a Council Workshop to discuss the utility financial planning effort and key decision points for the City Council. The following items would be covered at this meeting: • Review the available methods for financing capital and funding operations of water and sanitary sewer utility systems. These include for example: - Water and sewer availability charges (WAC and SAC) - Trunk -line charges - Connection charges - Lateral connection charges - Service availability fee (i.e., fixed dollar amount per billing cycle) - Usage (consumption) fee (i.e., $/1,000 gallons) - Special assessments (developers may request a special assessment process for a portion of development - public infrastructure costs) - Financial terms to be included in development agreements • Review in general terms the previously adopted multi-year financial plans, including the financial plan for the proposed Water and Sewer Fund. This would include, but not be limited to, a review of the prior assumptions for cash flow and fund balance goals for the City and a review of the prior assumptions for future growth in new utility customers and the need to modify the prior assumptions based on potential pending development. • Review a draft Policy for Water and Sewer Fees and Charges and seek preliminary direction from the City Council on methodology for fees and charges. Utility Study The purpose of the Utility Study is to update prior assumptions and estimates for fees and charges for the proposed new Water and Sewer Utility Enterprise Fund. While the City has been planning for the eventual establishment of a new utility fund(s), the City has not yet taken formal action to create the new utility. The Study will provide the City with updated and current information in order to proceed with necessary official actions; official actions will include adoption of Ordinances to establish the water and sanitary sewer utility services, including necessary fees and charges. Policy for Utility Fees and Charges The purpose of establishing a policy for utility fees and charges is to provide direction and guidance for the administrative implementation of the Ordinance that will be adopted to establish the water and sewer utility services. The policy will address such items as whether the City will require property owners to connect to municipal water and sanitary sewer when available to a property, types of fees and charges for usage of the utility systems, trunk line availability charges and connection charges, frequency of billing, etc. Financial Planning Project May 1, 2013 Page 3 Multi -Year Financial Plan The Multi-Year Financial Plan Report needs to be updated to reflect actual financial performance for fiscal year 2012 and for other changes to prior planning assumptions. The City adopted a fund balance policy in year 2012 that establishes a goal of maintaining a minimum fund balance in the General Fund at 35% of the operating budget. The fund balance policy also addresses level of balance goal for other City funds. Updates to the financial plan will evaluate the previously projected timeline for the City to achieve this goal. Water and Sanitary Sewer Ordinance The City will need to establish regulations and fees and charges for the water and sanitary sewer utilities by ordinance. The ordinance will need to address the following types of regulatory items (the list of items is intended to provide an example of the items to be covered in the ordinance and is not intended to be a comprehensive outline): • Installation of meters • Billing regulations • Public water system connection requirements • Faulty meters • Leak in service line • Liability for repairs • Prohibited discharge into sanitary sewer system • Installation of connections • Establishment and payment of charges Modification to Tax Increment Financing District No. 1 Northland has assisted the City with extensive review of'1IF District No. 1 and is knowledgeable about the allowable options and the City's desire to utilize available tax increment for funding 1'11x' eligible projects within the City. As part of the continued financial planning work that Northland will perform for the City, Northland will coordinate with other City consultants on what may be required for modification to the 111- Plan for TIF District No. 1 prior to the decertification date of December 31, 2013. The outcome of the financial planning work and pending Council decisions will determine whether modification to the 'I1F Plan will be necessary. Depending on what may be required for modification to the 1114 Plan, a public hearing may be required and if so advance notification to the county, school district, and public will be necessary. City of Corcoran TIF Utilization Preliminary Schedule of Activities Prepared By Kirstin Barsness May 2, 2013 May June July August September 2014 Tasks _ 9 16 23 30 6 13 20 27 4 11 18 25 1 H 15 22 29 5 12 19 26 City Council Meeting x x x \ x x \ x v Verify Year End TIF Balance Finalize Estimates for Downtown Infrastructure Authorize Update on Utility Study Authorize 5 Year Plan Update Confirm Projects for TIF Fund Use Utility Study Update Completion Finalize Source & Use Statement For Downtown 5 Year plan Update Completed Presentation on Downtown Finaning Options Decision on Level of TIF Participation in Downtown Meeting with Downtown Property Owners Prepare Utility Policy Prepare Utility Ordinance Modify TIF District Budget TIF Decertification Prepare Bid Docuements Award Bid Construct Improvements Jan -14 TBD TBD TBD Prepared By Kirstin Barsness May 2, 2013 Sheetl 44- Page 1 Item Description Expense Deposit Balance Comment Use of TIF — 70/30 Downtown Option 1 TIF available at end of 2013 $1,856,604 $1,856,604 Yr End = $1,856,604; Currently $1,629,710 2 HWY 55 planning reimbursement to general fund $73,000 $1,783,604 This amount may rise to $100,000 but use the more conservative amount here. 3 Transportation Planning (Refined) $60,000 $1,723,604 4 East/West Transportation Corridor $80,000 $1,643,604 5 Property Acquisition $175,000 $1,468,604 6 Lift Station in Park $500,000 $968,604 7 Stub sewer /water to downtown $40,000 $928,604 8 Downtown sewer/water: City pays lift station and stub (above) and 30% of actual downtown cost. $525,900 $402,704 After lift station and stub, remaining downtown project cost is $1,753,000. City pays 30% of that. (See NOTES 1 & 2) 9 Design Guidelines $20,000 $382,704 10 POTENTIAL: Additional general reimbursement from HWY 55 planning to general fund $27,000 $355,704 We may be able to do this but must stay within the 10% administrative cost. 11 Hope Church Road Assistance $125,000 $230,704 Total $1,625,900 Notes: 1 It is reasonable for the city to pay the full cost of the lift station since it wil also serve both the park and the Schendel property in addition to downtown. It also seems reasonable to me for the city to pay the $40,000 to bring the sewer stub to the downtown area. 2 The original survey of the downtown businesses was based on a 50/50 split of the overall cost between city and businesses Having the city provide the lift station and the stub to the downtown area and then using the 70% / 30% formula for the actual downtown part of the project as listed above is perhaps more in line with our assessment policy as it currently exists. Using this method the city would pay 80,600 less then the originally discussed half of the total project cost (half would be $1,146,500 instead of $1,065,900 as above). Thus the downtown businesses collectively would pay about $80,600 more then half the cost. 3 Downtown option cost summary: 1) Force = $1.062 M; 2) Gravity with 24' streets = $1.965 M; 3) Gravity with 32' streets = $2.293 M Page 1 Sheet 1 Page 2 Item Description Expense Deposit Balance Comment Use of TIF — 50/50 Downtown Option As Proposed in Survey 1 TIF available at end of 2013 $1,856,604 $1,856,604 2 HWY 55 planning reimbursement to general fund $73,000 $1 , This amount may rise to $100,000 but use the more conservative amount here. 3 Transportation Planning (Refined) $60,000 $1,723,604 4 East/West Transportation Corridor $80,000 $1,643,604 5 Property Acquisition $175,000 $1,468,604 6 Lift Station in Park $0 $1,468,604 7 Stub sewer /water to downtown $0 $1,468,604 8 Downtown sewer /water: City and businesses each pay half of total project cost $1,146,500 $322,104 9 Design Guidelines $20,000 $302,104 10 POTENTIAL: Additional general reimbursement from HWY 55 planning to general fund $27,000 $275,104 We may be able to do this but must stay within the 10% administrative cost. 11 Hope Church Road Assistance $125,000 $150,104 Total $1,706,500 Notes: Page 2 ADMINISTRATOR'S REPORT Agenda Item No. 10c. Council Meeting: May 9, 2013 Prepared By: Dan Donahue, Administrator Topic: Maple Hill Community Center -Going Out for Bids Action Required: Direction Summary: The Maple Hill Community Center development is at a point where decisions need to be made regarding how to proceed. At issue is whether the city should approach this as a: • Traditional city facility building process utilizing an architect first, and second, going out and seeking bids on the architect's plan • Seeking a package that includes a Design - Build- Manage process where one construction firm can do everything. The biggest constraints in making a process selection are limited dollars available for the development ($225,000) and the inherent problems with both processes that the city must overcome. The entire grant award is for $225,000. The vision of the Maple Hill Committee for a center that would meet their needs appears to cost well in excess of this award amount. Tentative plans drawn to date place this cost between $400,000 to $500,000 according to one contractor and one architect. The city on the other hand can only commit an amount as stipulated in the grant award There appears to be conflicting wants and needs by both the city and the committee. This will be a city owned facility. The city is the responsible owner and financial conduit to the grant makers (Hennepin County and the Federal Government). Anything developed costing more than $225,000 is the responsibility of the city and the taxpayers of the city. Pros and Cons to Both Development Approaches In the past several weeks I have had several discussions with Hennepin County officials, the Corcoran Building Official, a local contractor /builder, an architect, representatives of the Maple Hills Resident Committee (Mobile Hope), and several council members. Based on the advice from all of these stakeholders, I would like to present what I see as the best route to take: • The safest course of action for the city, its residents and taxpayers is to first hire an architect to design a community center facility: Administrator's Report— Agenda Item 10c., May 9, 2013 Council Meeting Page 2 o A facility could be designed that meets in their estimation the budget available. The city and all stakeholders would know what they could get for the available dollars. o The grant providers could sign off on the process once architectural plans and bidding plans are known. At this point all issues relating to problem areas (or potential problems) of grant administration could be put on the table. My big concern is to protect the city. One false move on our part means that we might not be able to recover any city costs expended to date. o Costs borne by the city to date and are expected to be reimbursed once contracts for construction are awarded is $9,965. o Principal reason for the architect is that this facility is to be accessible to the public and as such, the city has the responsibility to guarantee the health, safety, and welfare of each and every user of the facility. The architect assumes the responsibility of certifying to the owner (city) that all building and fire codes have been met, and that a structural engineer has signed off on the plans. o The architect is a front end cost that the city has to assume without a guarantee of being reimbursed. The county will not reimburse the city until after contracts for construction have been let. Typically, an architect will cost around 10% of the construction cost. If we could build a facility for $200,000, the architect will cost an additional $20,000. • My original approach was to recommend an Request for Proposal (RFP) be authorized for a Design - Build- Manage process to develop the community center: o The city and the committee could pick the best proposals from those submitted. It is a cheaper overall process and the city would not have to front the design costs. o A contractor who won the bid could work with the city and the committee to design the facility to meet the overall budget. o Concerns are that the city may not be getting best design and probably not one that would assure all health, safety, and welfare concerns mentioned above were met. o I have been advised that no reputable contractor would bid on a project for a public facility if the design were not done and signed by an architect and a structural engineer. Course of Action • The next step the council must authorize is design. It is possible that the committee could recruit an architect at a lower cost than is the norm of around 10 %. The city could solicit quotes from couple of architects and compare. The search for an architect need not be advertised nor would we have to publish notice. • Regardless of how an architect is chosen, there will be a cost for design and that cost would have to be guaranteed by the city. Reimbursement would not come until after award of construction contract Administrator's Report— Agenda Item 10c., May 9, 2013 Council Meeting Page 3 • The budget for the city is essentially in the grant award amount of $225,000. Cost to date is $9,965 for the upfront site /legal work the council has already approved. Add to this the cost of architectural fees and the construction budget is now approximately $30,000. • I don't think it is possible to construct a building as visioned by the city and the committee on this small of a construction budget • To increase the construction fund: o The committee will be asking the city to contribute to the project by covering the soft costs expended to date ($9,965) and perhaps the architect costs o The committee will attempt to solicit additional funds in the community to add to the construction fund • Staff and the committee will obtain two to three architect quotes and present to the council at the May 23`d council meeting. CITY ADMINISTRATOR SEARCH Process Map and Agenda (Brief Overview) Position Profile March 28 Council Approval of Profile Activities: • March 14: Kickoff meeting with Council (30 -45 minutes) o Review process o Confirm dates o Answer questions • (March 13,14,15) Interview elected officials and staff • Draft profile • March 28 Council approves profile at regular meeting. • March 29— Begin recruiting Expectations: PHASE II PHASE 111 J Recruitment and Screening May 16 Council Selects Finalists Activities: • March 29 — Begin recruiting • Direct and indirect recruitment of candidates • Collect resumes and acknowledge applicants • Apri128: Deadline for application materials to be sent to consultant • Screen applicants and select top 20 ( + / -) for consultant interview and review • Prepare Progress report on Top 10 -12 to full council • May 16: Council selects Top 5 finalists • May 17: Consultant to notify finalists and others of status Deliverables: Progress Report: 10 -12 semi- finalists portfolio Final Interviews May 31 /June1 Council Interviews Candidates Activities: • May17 -27: Consultant conduct finalists' background and reference check • Consultant prepares interview questions for various panels • Consultant assist the City in preparing for the final interviews • Facilitate two day interview process • Assist in selection of the next City Administrator, contract draft and negotiations Deliverables: 1. Interview Packets (including background reports, reference reports, and interview questions) 2. Agreement / Contract • We will communicate throughout the process with the interim administrator, all the information should be shared with the Council as appropriate • We will update all the candidates of their status as the search process progresses • We will assist with press relations as appropriate Please complete the information below: Name: Camryn Monzo Address: 21510 Treeline Drive Corcoran, MN Phone: (h)763- 420 -3914 (w) (c) Fax: E -mail: cmonzo @embargmail.com Please answer the following questions (use the back side if more space is needed): 1) How long have you been a Corcoran resident? 13 years 2) Please list any city committees/ commissions you have served on in the past, either for the City of Corcoran or another community. Please include the dates of service and if you held any positions such as Chair or Secretary. NA 3) Please describe why you feel qualified to serve on the Commission for which you are applying, including any other relevant experience with the issues faced by the Commission. I am a Corcoran resident and I am a teenager. 4) Why are you interested in serving on this Commission? I would like to be involved in my local government specifically to see how important decisions are made. H: \City Hall In formation\Forms\Administrative Applications information \2012 Commission Application.doc If appointed, I agree to disclose any conflict of interest I might have in reviewing or approving any contract, license, permit, application, appointment, land use decision, public improvement, or other matter that comes before me? Please sign and date this Application and return to: City of Corcoran 8200 County Road 116 Corcoran MN 55340 Applicant Signature - - Date 2" l 3 H: \City Hall I, nformation\Forms\Administrative Applications Information\2012 Commission Application.doc CTTY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763.420.2288 — Office 763.420.6056 — Fax E- mail - generaIro�ci.corcoran.mn.us / Web Site - www.ci.corcoran.mn.us COMMISSIONS APPLICATION Please indicate by order which of the following you are interested in (1,2,3, etc.): X Parks and Trails Commission Meets the 3rd Tuesday of the month at 7:00 p.m. - City Hall Planning Commission Meets the 1s1 Thursday of the month at 7:00 PM - City Hall Watershed Commission Meets the 2nd Wednesday of the month, 11:30 AM — Maple Grove City Hall Other We welcome you as an applicant for one of the City's commissions. Residents of Corcoran are eligible for nomination to any of the City's commissions as established by the City Council. Please complete the following information, attach extra sheets if necessary, and return. Accommodations will be provided, upon request, to allow individuals with disabilities to participate in the application process. DATA PRACTICES ADVISORY We are required to provide the following information to you. Under Minnesota law, your name and home address are public information, which must be provided to anyone who requests it. If appointed to a commission, the following information will also be public: education and training background, previous work experience, work location, a work telephone number, and any expense reimbursement. The other information requested below is classified as private. This information will be used by the Commissioners, and the City Council in determining whether you should be appointed to a commission. Therefore, all of the information will be provided to the Commissioners and City Council in a public forum and will be reviewed in public. Failure to provide the requested information may result in your not being considered for an appointment. H: \City Hall Information \Fonns\Administrative Applications Information \2012 Commission Application.doc CITY OF CORCORAN REQUEST FOR ACTION Department Head Kent Torve, City Engineer City Council Date May 9, 2013 Agenda Item 11c. Motion to authorize a public meeting of Corcoran's Storm Water Pollution Prevention Plan (SWPPP) on June 27, 2013, and publication of the required notice. ACTION REQUESTED Motion to authorize a public meeting of Corcoran's Storm Water Pollution Prevention Plan (SWPPP) on June 27, 2013 and publication of the required notice. BACKGROUND The Minnesota Pollution Control Agency requires the City of Corcoran to prepare and submit an annual report for the city's Municipal Separate Storm Sewer System Permit (MS4). The annual report for 2012 is due no later than June 30' 2013. The current permit requires the city to hold a public informational meeting at least once per year addressing the city's Storm Water Pollution Prevention Plan (SWPPP), a required component of the permit. Notice of the meeting must be published at least 30 days before it occurs. Recommendation It is recommended that the Council approve a public meeting to be held at the regular Council meeting on June 27, 2013. It is further recommended that a notice of the meeting be published in the Crow River News on Thursday, May 23, 2012. ATTACHMENTS Notice of Public Meeting 11c. CITY OF CORCORAN NOTICE OF PUBLIC MEETING TO ADDRESS STORM WATER POLLUTION PREVENTION PROGRAM The City of Corcoran invites all interested parties to attend a public informational meeting on June 27, 2013, at the Corcoran City Hall. This meeting will be conducted as part of a regularly scheduled Council Meeting, which begins at 7 p.m. The purpose of the meeting is to present and discuss the Storm Water Pollution Prevention Program (SWPPP). Information will be presented and discussed regarding the activities the City is undertaking to implement the SWPPP, status of compliance regarding Permit conditions, progress toward achieving measurable goals, and planned activities for the next year. A copy of the SWPPP is available for review at City Hall. Please submit written comments to City of Corcoran, Attn: Dan Donahue, City Administrator, 8200 County Road 116, Corcoran, MN 55340. A copy of the Municipal Separate Storm Sewer System (MS4) General Permit is available at the City Office and online at http: / /www.pca. state. mn. us /publications /wq- strm4- 51.pdf.