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2015-04-09 - Council Agenda Packet
Agenda Corcoran City Council April 9, 2015 - 7:00 PM 1. Call to Order/ Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations - Annual Fire Department Reports a. Hanover* b. Loretto* c. Rogers* 6. Consent Agenda a. Draft Minutes of March 26, 2015 Council Meeting* b. Draft Minutes of March 28, 2015 Council Work Session* c. Forklift Purchase* 7. Claims as Presented * a. Escrow Claims (Fund #500) b. All Other Financial Claims 8. Staff Reports / Memos /Commissions a. City Council Goal Setting Session Recap* 9. Planning Business / None a. Lake Independence Regional Trail Trailhead — Site Plan Amendment (City file 14 -010)* 10. Unfinished Business a. Administration Department Organization* 11. New Business a. Conditional Offer to City Clerk /Administrative Services Coordinator* 12. Unscheduled Items 13. 2015 Council Schedule* 14. Council Liaison Calendar Planning Commission 04/02/15 05/07/15 06/04/15 07/02115 08/06/15 09/03/15 Keefe Hank Thomas Guenthner LaFave Keefe Parks and Trails Commission 04/21/15 05/19/15 06/16/15 07/21/15 08/18/15 09/15/15 Hank Thomas Guenthner LaFave Keefe Hank 15. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. Hanover Fire and Rescue 2014 Year End Report City 1 Township 2013 Runs 2014 Runs 2014 Fires 2014 2014 2014 Accident Medical Rescue 2014 FA 2014 CO 2014 W Canceled rails Average On Scene Response Time Total Man Percent of Hours Calls Percent of Man Hours Corcoran 24 34 9 3 9 2 9 2 0 8 0:08 332.20 21.4% 18.1% Greenfield 13 12 5 1 5 0 1 0 0 0 0:11 126.97 7.5% 6.9% Hanover 77 73 8 4 54 3 2 0 2 7 0:07 894.43 45.9% 487% Rockford Township 22 28 7 0 17 1 0 3 0 4 0 :11 236.30 17.6% 12.9% St. Michael 1 0 0.0% Mutual Aid 1 Other 19 12 12 0 0 0 0 0 0 4 246.92 7.5% 13.4 °k Total Calls 156 159 41 8 85 6 12 5 2 23 0:09 1836.82 100.0% 100.0% Average Time from Page to in Service: 0:04 Minutes Mutual Aid Calls Provided Mutual Aid 13 Received Mutual Aid 4 Total Time in Service - All Calls 123.25 Hours Average Call Duration -All Calls 47 Minutes Average Number of Responders - All Calls 14 Total Time in Service - Fire Calls Average Call Duration - Fire Calls Average Number of Responders - Fire Calls 56.55 Hours 83 Minutes 15 Total Time in Service - Medical /Accident /Rescue Calls 6670 Hours Average Call Duration - Medical/Accident/Rescue Calls 34 Minutes Average Number of Responders - MedicallAccident /Rescue Calls 13 Total Number of Man Hours in Service 1836.82 Hours Total Number of Individual Responses 2157 Finalized and submitted on 2!8115 Hanover F hief� Page 1 City of Hanover Budget 2015 2014 2011 2012 2013 Actual 2014 % of 2015 `% DOPl Account Description Actual Actual Actual 7/31/14 Budget Budget Budget Chzn& Change Expenditures Public Safety 100 -42101 -310 HC SHERIFF: OTHER PROF SVCS 63,443 64,977 65,503 41,341 67,974 61% 69,335 2% 1,361 100 -42102 -310 WC SHERIFT: OTHER PROF SVCS 86,140 87,474 88,330 45,625 91,250 50% 94,170 3% 2,920 100- 42210 -103 FIRE: PART -TIME WAGES 20,068 18,420 29,404 0 34,340 0% 34,340 0% 0 100- 42210 -122 FIRE: FICA 1,244 1,142 1,823 0 2,129 0% 2,129 0% 0 100- 42210 -123 FIRE: MEDICARE 291 267 426 0 515 0% 515 0% 0 100- 42210 -142 FIRE: UNEMPLOYMENT BENEFITS 0 0 0 0 0 #DIV /0! 0 #DIV /0! 0 100- 42210 -150 FIRE: WORKERS COMP 5,556 6,731 7,042 16,062 10,000 161% 10,000 0"% 0 100- 42210 -200 FIRE: OFFICE SUPPLIES 301 0 359 167 200 83% 200 0°% 0 100- 42210 -305 FIRE: MEDICAL /PHYSICAL FEE 1,917 363 3,975 830 4,000 21% 4,000 0% 0 100- 42210 -306 FIRE: DUES /SUBSCRIPTIONS 2,961 1,042 884 562 950 59% 950 0% 0 100 -42210 -361 FIRE: GENERAL LIABILITY INSURANCE 6,747 10,108 6,875 13,968 0 #DIV /01 0 #DIV /O! 0 100-42210-437 FIRE: OTHER MISCELLANEOUS 0 0 0 551 10,000 6% 10,000 0% 0 100 -42210 -700 FIRE: TRANSFERS TO OTHER FUNDS 0 0 0 0 0 #DIV /01 0 #DIV /Oi 0 100 -42220 -221 FIRE EQUIP: EQUIPMENT PARTS 5,424 7,812 3,665 5,485 S,S00 100°% 5,500 0% 0 100 -42220 -228 FIRE EQUIP: MEDICAL SUPPLIES 0 0 0 0 0 #DIV /O! 1,500 #DIV /O! 1,500 100 -42220 -240 FIRE EQUIP: SMALL TOOLS /EQUIPMENT 765 581 718 0 850 0% 850 0% 0 100 -42720 -260 FIRE EQUIP: UNIFORMS 11,315 7,551 8,599 S30 4,500 12% 4,500 0% 0 100 - 42220 -580 FIRE EQUIP: OTHER EQUIPMENT 5,942 4,959 4,315 511 5,000 10% 5,000 0% 0 100 - 42240 -208 FIRE TRG: TRAINING /INSTRUCTION 5,400 3,558 3,401 1,520 7,500 20% 7,500 0% 0 100 -42240 -331 FIRE TRG: TRAVEL EXPENSES 1,101 1,468 1,099 576 1,500 38% 1,500 0% 0 100 - 42260 -212 FIRE VEH: MOTOR FUELS 4,365 4,243 5,428 1,088 5,000 22% 5,000 0% 0 100- 42260 -220 FIRE VEH: REPAIRS /MAINT SUPPLIES 3,071 4,985 7,438 2,388 9,000 27% 9,000 0% 0 100 - 42260 -240 FIRE VEH: SMALL TOOLS /EQUIPMENT 386 1,845 2,335 0 2,000 0% 2,000 0% 0 100 -42260 -323 FIRE VEH: RADIO UNITS 2,025 2,250 1,107 2,541 7,465 34% 7,465 0% 0 100 -42280 -215 FIRE BLDG: SHOP SUPPLIES 402 1,220 1,121 216 1,650 13% 1,650 0% 0 100 - 42280 -220 FIRE BLDG: REPAIRS /MAINT SUPPLIES 3,163 4,958 0 522 3,500 15% 3,500 0% 0 100- 42280 -321 FIRE BLDG: TELEPHONE 490 458 1,002 288 800 36% 800 0°% 0 100- 42280 -325 FIRE BLDG: REAL ESTATE TAXES 172 165 138 0 175 0% 175 0% 0 100 -42280 -381 FIRE BLDG: ELECTRIC UTILITIES 5,207 4,450 4,696 2,434 5,000 49% 5,000 0% 0 100 - 42280 -383 FIRE BLDG: GAS UTILITIES 2,298 1,483 2,569 1,951 2,600 7S% 2,600 0% 0 10D- 42290 -124 FRA: PENSIONS 27,922 27,621 41,704 0 29,500 0% 29,500 0% 0 100- 42290 -301 FRA: AUDITING & ACCTG FEES 4,475 0 10,683 0 5,000 D% 6,000 20% 1,000 100 -42401 -310 BLDG INSP: OTHER PROF SVCS 17,719 17,271 72,360 8,140 20,000 41% 25,000 25% 5,000 100 -42700 -310 ANIMAL CTRL: OTHER PROF SVCS 688 0 189 180 850 21°% 500 -41% -350 100 - 42800 -310 CEMETERY: CONTRACTED SERVICES 0 0 0 100 150 67% 150 0% 0 Total Public Safety 290,998 28 7,40 1 377,186 147,575 338,898 44% 350,330 3% 11,431 OR�El",TTO VOL----,UNTE,' f DE-1--/PARTMENT 2014 YEAR END RE-1-TORT PREPARED BY lLOREO IRE CHIEF JEFF, SUER 0 r DRRE,T '0 FIRR ' BOARD OFFICER 2 014 VICE PRESIDE SECRETARY TREASURER TRUSTEE TRUSTEE JEFF LEURR TLM RYAN E'RE-EiEi JOHNSON TERRY RYAN BIUL ROS TI RICK ALTENDORF TRUSTEE SCOTT WENIDL D GROUND 0F"F'lCERS 2014 CHIEF JEFF LEUER SST. 'AIM VAN (CHIEF SST. CHIEF RICK ALTENDORF CAPT. I TERRY RYAN CAPT. 2 GREG VANIBUREN CAP'S. 3 MATE SCH L OSSER CA T. 4 SCOT" WENDLAND LT. 1 BRAN DON SCANLON LT.2 TIM DODOS NSK LT. 3 CALVIN CASTONGUAY MEDICAL OFFICER CAROL DART SAFETYOFFICER GREGG JOHNSON 6 � CK ALTENDORT 34 YEARS TIM DOBOSZENSKI 26 YEARS SCOTT WENDLAND 27 YEARS JEFF LEUER, 22 YEARS 'FERRY RYA 19 YEARS TIM CYAN 16 YEARS BRANDON SCANLON 16 YEARS N TEE SCHLOSSER 10 YEARS GREG VANBUREN 7 YEARS GREGG JOHNSON 7 YEARS (CALVIN CASTONGUAY 7 YEARS DAVE KOTTKE, 6 YEARS BILL ROSATI 6 YEARS NOAH PATNODE 5 YEARS (CAROL DARE' 5 YEARS NICOLE WET 5 YEARS KYLE KOSTKA 4 YEARS SCOT PIVEC 4 YEARS QUOIN LUCKING 4 YEARS BRADEN BROEKEMA 4 YEARS ANDREW PTNODE 3 YEARS CHRIS VAEMELT 3 YEARS JAKE SUER 2 YEAS BRJTTANY GUTNECHT 2 YEARS MAKE JOHNSON 2 YEARS RANDYBAUDLER 1 YEAR PvY N GREGOR I YEAR CORY ELLOS I YEAR CHRIS LEONARD 1 YEAR FIREFIGHTER CADETS MICHAEL COSSTTE LFD MEMIBER - �UDC� • L QIR�T'PO • C 0RC f?R AN • INDE-1-TENDENCE • DELANO (woptics iNj L---,oftE---,,TTo) • HANOVE-1,R (WoRacs iNj L---,ou=lo) • ROCKFORD woRmus wr L--,optE---,TTo) • ME---,,'DINIA 9 MEMBERS 9 MEMBERS 6 MEMBERS 3 MEMBERS 1 MEMBER 1 MEMBER 1 MEMBER 0 MEMBERS LIFD� 2`�014 CALLS-FZO#� CITV 2DD8 2009 2010 2011 2012 2413 2014 .ORE O 20 36 21 37 26 34 21 MEDINA 60 45 46 43 48 55 52 INDEPENDENCE 65 71 66 55 58 69 53 CORCORAN 24 28 36 35 39 67 49 GREE ENFIELD 36 48 28 33 30 11 23 MUTUAL AID N/A 7 15 14 9 9 11 TOTAL CALLS 205 235 212 217 212 245 209 LIFD� 2`�014 CALLS-FZO#� CAS MEDICAL FIRE ALARX MlS C 1 ORE17 0 14 0 2 5 ME---,,',DINIA 17 13 5 17 INDEPE 1D E ICE 49 D 1 COR ORAN1 20 14 3 12 (i R �' SF"I �D 13 4 m 6 MUTUAL AID D 5 m 6 1 YZ D 2 0 14 S;,'5Tl Ai FF FF H 0 U R�S'-" • CITY CALLS % STAFF HOURS % • 1LORETTO 21 10 223 10 • MEDINA 52 25 590 24 • INDEPENDENCE 53 26 599 24 • CORCORAN 49 23 566 23 • GREENFIELD 23 11 255 10 • MUTUAL AID 11 5 212 9 • TOTAL CALLS 209 100 2145 100 LF" 2014 MUTUAL AID CALLS DEPART. GIVEN RECEIVED HAM EL 24 4 HANOVER, 2 2 MAPLE PLAIN 2 4 MOUND 2 1 mY OUTH 2 2 ROGERS 1 1 DE NO 0 1 LONG LKEE 0 1 VICTORIA 0 1 ST. LUIS PARK 0 1 W YZ T 0 1 1! DJ 2014 DAY.) OF WEB DAY ®F 'WEEK CALLS SUNDAY 31 MONODY 24 TUESDAY 29 WEDNESDAY 34 THURSDAY 17 FRJDAY 42 SATMD Y 32 TOTAL CALL 0 9 U'D 2014 TIMES OF DAY CALL, TIMES CAS QQ 60:00 29 v 0 Q 16-0:00 23U59 65 U'D 2014 RESPONSE T / UNJDDER 5 MINUTES 142 CALL 66% 6 - 10 MINUTES 56 CALLS 27% 10+ MINUTES 11 CALLS 5 'DO 14 �D INFDRMATI N 1 I INING HOURS: 1667 (IN HOUSE, SECTIONAL SCHOOLS, FIRE CHIEF AND OFFICERS CON F E ENCES, EC` ... ) I O'll r I � i r, (MONTHLY TRUCK AND EQUIPMENT CHEC AND REPAIRS TO EQUIPMENT) imam 1� •p y a ti r •`\ 7Mk 21014 B UES' V�� DONATIONS GAMBLING VENTS 390,)849.6 $6'1,179.98 MTE-l-'REST AND RENT 2t6O22 31 RANI S $61,200.00 TOIL $449,693.61 2&,E---,.AIO 14 B OER ATING 2014 $337t631,00 2013 $352t3l4I,26 CAPITAL EXPENSES 2014 44t 1 271,79 2013 $64t939I,44 P E S-RON EXPENSES 2014 $55tOOO,OO 2013 $55tOOO,OO 2014 TOTAL $4361,958.79 2013 TOTAL $492p253.70 w N � Q 2&,!---,.WIO 15 LF'D-J BUDEiE---,-',T ESTIMIATE-l', • Z� /E UE/ CITY CONTRA (71S) DONATION RENT OTHE R If NCOMEE GRANTS $361,500.00 $4,600.00 $51,1 00600 �`�I I� • PENS)E Mrr , M CAPITAL PENSION 1(1 � <<�� _ 17r/ -T' 0 DE---,-',,PT,, CIP L LL �, 0 -R� EA- jl',,, Category 2015 2016 2017 2018 2019 2020 2012 utility 11 $ 23,000.00 $ 23,000.00 $ 23,000.00 $ 23,000.00 $ 23,000.00 $ 23,000.00 1992 Rescue 11 $ 45,000.00 $ 45,000.00 $ 45,000.00 $ 45,000.00 $ 45,000.00 $ 45,000.00 1996 Saber Pumper 2000 Dash Pumper 2006 Kenworth Tanker 11 2006 Ford F250 $ 8,000.00 $ 8,000.00 $ 8,000.00 $ 8,000.00 $ 8,000.00 Aerial Ladder 100ft Building Improvements $ 23,500.00 $123,500.00 $123,500.00 $ 123,500.00 $ 123,500.00 $ 123,500.00 Homotro Rescue Tool 2006 Scott SCBA's $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 Command Vehicle $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 Confined Space Trailer Rescue Boat Gator Grass Rig OHV Turnout Gear (5) $ 12,000.00 $ 12,000.00 $ 13,000.00 $ 13,000.00 $ 14,000.00 $ 14,000.00 800 Mhz Radios $ 11,000.00 $ 11,000.00 $ 11,000.00 $ 11,000.00 $ 11,000.00 $ 11,000.00 Thermal imager $ 7,500.00 Totals $ 91,500.00 $205,500.00 $210,500.00 $ 210,500.00 $ 210,500.00 $ 210,500.00 Category 2021 2022 2023 2024 2025 2026 2012 utility 11 $ 23,000.00 $ 23,000.00 1994 Rescue 11 $ 45,000.00 $ 45,000.00 $ 45,000.00 $ 45,000.00 $ 45,000.00 $ 45,000.00 1996 Saber Pumper $ 50,000.00 $ 50,000.00 $ 50,000.00 $ 50,000.00 $ 50,000.00 $ 50,000.00 2000 Dash Pumper $ 50,000.00 $ 50,000.00 2006 Kenworth Tanker 11 2006 Ford F250 $ 8,000.00 $ 8,000.00 Aerial Ladder 100ft $ 80,000.00 $ 80,000.00 $ 80,000.00 $ 80,000.00 $ 80,000.00 $ 80,000.00 Building Improvements $123,500.00 $123,500.00 $123,500.00 $ 123,500.00 $ 123,500.00 $ 123,500.00 Homotro Rescue Tool 2006 Scott SCBA's $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 Command Vehicle $ 6,000.00 Confined Space Trailer Rescue Boat Gator Grass Rig OHV $ 15,000.00 Turnout Gear $ 15,000.00 $ 15,000.00 $ 16,000.00 $ 16,000.00 $ 17,000.00 $ 17,000.00 800 Mhz Radios $ 11,000.00 $ 11,000.00 $ 11,000.00 Thermal imager Total $340,500.00 $349,500.00 $303,500.00 $ 303,500.00 $ 353,500.00 $ 353,500.00 QUESTIONS Rogers Fire Department 21201 Memorial Drive Rogers, MN 55374 Phone: 763 - 428 -3500 CfTY OF ROGERS r Fax: 763 - 428 -2534 Dear Ladies and Gentlemen, As Fire Chief of the Rogers Fire Department, I proudly present to you this summary of activities for the year 2014. 2014 Call History: The Rogers Fire Department responded to 595 calls for emergency and non - emergency assistance, which is a decrease of less than 1% from 2013. There were 351 medical calls and 244 calls for Fire /P.I. Accidents /Calls for Service. Attached are charts showing Average Response Times, Calls by event Type, Calls by Day of Week, and Total Calls by Year. Fire Contract: The 2015 Rogers Fire Department service contract rate for the City of Corcoran will remain the same as the current contract on file from 1994. The contract amount is calculated by multiplying the 2014 Market Value times .00044. Based on the current rate, the 2015 Fire Contract for the City of Corcoran will be $101,819. Training: In 2014, Rogers Firefighters participated in approximately 1600 hours of training activities. Firefighters trained on structure fire response, fire pumps, forcible entry, auto & bus extrication, ice rescue, confined space, hazardous materials, and other emergency related training activities throughout the year. 2015 Budget: Description Budget Description Budget Payroll, Health Insurance, Workers Comp $338418 Fire Prevention $3350 Office Supplies $2100 Communication $36000 Computer Supplies /Equipment $6740 Printing $900 Training Supplies $900 Insurance $18900 Operation Supplies $9750 Electric $5000 Tools /Equipment $53000 Water $175 Protective Gear $20350 Gas $3250 Fuel /Lubricants $8400 Refuse Disposal $300 Medical Supplies $6000 Sewer $50 Clothing $4850 Security System $200 Legal Fees $1000 Building Repairs $10000 Contracted Services $1500 Vehicle Repairs $24000 Computer Services $6000 Cleaning Service $2350 Telephone $2000 Testing $12500 Vehicle /Equipment Parts $75 Equipment Leases $3400 Dues /Subscriptions $2750 Training /Conferences $18750 Emergency Management $20525 Fire Apparatus /Equipment: Rogers Fire apparatus consist of three 1250 GPM pumpers, a 1000 GPM pumper, heavy rescue w /mobile air cascade system, 3500 gallon water tanker, 100' ladder truck, Life Safety Trailer for Rehab, two rescue vehicles, a grass rig, inspector vehicle and a Fire Chief vehicle. Specialized equipment includes automatic defibrillators, three sets of Jaws of Life equipment, water /ice rescue equipment, confined space equipment, and hazmat supplies. New Hires: In March of 2015, four (4) firefighters were hired, which brought the Fire Department to full staffing levels of 41 active firefighters. The four new firefighters are required to pass the Agility Test, Health Physical, Background Check, and Psychological Exam. After completing the hiring requirements, the four new firefighters begin their firefighter I, II, Hazmat Operations, and First Responder Training. The new firefighters have 2 years to complete the training. New Heavy Rescue: In October of 2014, Rogers Fire took delivery of a New Heavy Rescue that will provide storage space for Rescue Equipment, Hazmat Equipment, Spill Containment Supplies, 4500psi Cascade System and Fill Station, Scene Lighting Equipment, water /Ice rescue supplies, and an Incident Command Center. Self- Contained Breath Apparatus (SCBA) Project: In 2014, the Rogers City Council approved a five year project to replace the fire departments existing 2216psi SCBA equipment. Per NFPA /OSHA requirements, SCBA equipment is required to be replaced after 15 years of service. The new 4500psi bottles are smaller, lighter, and meet all NFPA standards. The total cost of the project is approximately $135,000. Car Fire on 1 -94 I want to thank all firefighters of the Rogers Fire Department for their commitment to excellence and dedication to our communities. Respectfully yours, &Uuffey 2U. 7ew Bradley W. Feist Fire Chief /Fire Marshal /Emergency Manager CITY OF ROGERS 1D. CFTY 0 2014 Activity Summary F I R C 595 Total Calls E W Call Type Rogers Corcoran Otsego Dayton Plymouth Brooklyn Park Rockford Maple Grove New Hope Elk River Fire 100 20 3 3 1 1 Fire Alarm 97 5 Medical 212 17 14 1 PI Accident 60 4 1 Hazardous Condition 23 2 1 Service Call 16 3 2 3 4 1 1 Total: 508 51 20 4 3 4 1 2 1 1 12 10 Rogers Fire Department Average Response Time 2014 2013 2012 2011 2010 2009 • Rogers • Corcoran Otsego Rogers Fire Department 2014 Call Type Breakdown Hazardous Service Calls Condition A S% Accident /Rescug a 11% Fire Alarm 17% Medicals 41% Rogers Fire Department Total Calls by Year 595 369 2014 2013 2012 2011 2010 2009 2008 700 600 500 400 300 200 100 0 Rogers Fire Department Incidents by Day of the Week 88 94 89 80 82 77 85 Monday Tuesday Wednesday Thursday Friday Saturday Sunday Rogers Fire Department Number of Calls by Time of Day 12 13 13 12 14 8 8 19 16 00:00 01:00 02:00 03:00 04:00 05:00 06:00 07:00 08:00 09:00 10:00 11:00 12:00 13:00 14:00 15:00 16:00 17:00 18:00 19:00 20:00 21:00 22:00 23:00 43 40 40 36 34 32 32 31 32 31 31 27 23 23 25 12 13 13 12 14 8 8 19 16 00:00 01:00 02:00 03:00 04:00 05:00 06:00 07:00 08:00 09:00 10:00 11:00 12:00 13:00 14:00 15:00 16:00 17:00 18:00 19:00 20:00 21:00 22:00 23:00 00:00 01:00 02:00 03:00 04:00 05:00 06:00 07:00 08:00 09:00 10:00 11:00 12:00 13:00 14:00 15:00 16:00 17:00 18:00 19:00 20:00 21:00 22:00 23:00 2014 Alarm Time Analysis Mondav Tuesdav Wednesday Thursdav Fridav Saturday Sundav Total 0000 © ©0® City of Corcoran City Council Meeting Minutes March 26, 2015 - 7:00 PM The Corcoran City Council met on March 26, 2015, at City Hall in Corcoran, Minnesota. Present were, Mayor Guenthner, Councilor Hank, Councilor Keefe, Councilor LaFave, and Councilor Thomas. Also present were City Administrator Martens, City Planner Lindahl, Director of Public Safety Gottschalk, and City Clerk Heinecke. 1. Call to Order / Roll Call Mayor Guenthner called the meeting to order at 7:00 pm. 2. Pledge of Allegiance Mayor Guenthner invited all in attendance to rise and join in the Pledge of Allegiance. 3. Agenda Approval MOTION: made by LaFave, seconded by Thomas to approve the agenda as presented with the following addition: 11 c. May council schedule Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4. Open Forum -None �- 5. Presentations a. Resolution 2015 -15 Honoring Lieutenant John Hamilton MOTION: made by LaFave, seconded by Thomas to approve Resolution 2015 -15 "Honoring John Hamilton Upon His Retirement" as read by Mayor Guenthner. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 6. Consent Agenda a. Draft Minutes of March 12, 2015 Council Meeting b. Resolution 2015 -11 Awarding Asphalt Maintenance Contract c. Resolution 2015 -12 Awarding Seal Coating Contract d. Resolution 2015 -13 Accepting NW Area Jaycees Donation e. Resolution 2015 -14 Sponsoring NW Trails (2015 -2016) MOTION: made by Thomas, seconded by Hank to approve the consent agenda items 6a, 6b, and 6e as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) MOTION: made by Thomas, seconded by Keefe to approve the consent agenda item 6c as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) MOTION: made by Thomas, seconded by Hank to approve the consent agenda item 6d as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Thomas, seconded by Hank to approve escrow claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Page 1 of 3 City of Corcoran City Council Meeting Minutes March 26, 2015 - 7:00 PM b. All Other Financial Claims MOTION: made by LaFave, seconded by Keefe to approve all other financial claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos /Commissions a. Planning Update Report received, no action required. b. Code Compliance Report received, no action required. c. Truck Safety Seminar Report received. MOTION: made by LaFave, seconded by Thomas to approve Resolution 2015 -16 "Commendation of Truck Safety Seminar and Approval of Donated Funds" as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) d. Public Works Facility Budget Update received, no action required. e. Correspondence From March 12, 2015 Open Forum received, no action required. 9. Planning Business / Landform a. Fehn Sketch Plan at 20901 County Road 117 (PID 03- 119 -23 -13 -0001) (City File 15 -005). Report presented by City Planner Lindahl. Council discussed, no formal action taken. 10. Unfinished Business a. Hope Center Change Request #5 MOTION: made by Thomas, seconded by Keefe to approve Hope Center change request #5 presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. Hope Center Pay Request #5 and Release of Retainage MOTION: made by Keefe, seconded by LaFave to approve Hope Center pay request # 5 and release of retainage as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 11. New Business a. Elected Officials Emergency Management Handbook report presented by Director of Public Safety Gottschalk. No action required. b. Forklift Purchase report presented by City Administrator Martens. Council discussed and directed staff to provide additional information. c. May Council Schedule MOTION: made by Hank, seconded by Keefe to reschedule the May 14, 2015 council meeting to Monday May 11, 2015. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 12.2015 Council Schedule Schedule received, no action required. MOTION: made by LaFave, seconded by Hank to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave and Thomas (Motion carried 5:0) Meeting adjourned at 8:13 pm. Page 2 of 3 City of Corcoran City Council Meeting Minutes March 26, 2015 - 7:00 PM Jeanie Heinecke — City Clerk Page 3 of 3 City of Corcoran City Council Work Session Minutes March 28, 2015 - 8:30 AM The Corcoran City Council met on March 28, 2015 in work session, at City Hall in Corcoran, Minnesota. Present were, Mayor Guenthner, Councilor Hank, Councilor Keefe, Councilor LaFave, and Councilor Thomas Also present were City Administrator Martens, Director of Public Safety Gottschalk, and Public Works Superintendent Meister. 1. Call to Order / Roll Call Mayor Guenthner called the meeting to order at 8:34 am. 2. Goal Setting Council discussed challenges and opportunities facing the City of Corcoran. Staff was directed to bring a summary of the discussion to the April 9, 2015 City Council meeting 3. Adjournment MOTION: made by Thomas, seconded by Hank to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas Meeting adjourned at 3:12 pm. Brad Martens — City Administrator STAFF REPORT Agenda Item 6c. Council Meeting: Prepared By: April 9, 2015 Brad Martens Pat Meister Topic: Action Required: Forklift Purchase Approval Summary: At the March 26, 2015 City Council meeting, staff requested approval from the City Council to purchase a used forklift for the Public Works facility from a government surplus program in an amount not to exceed $7,000. The goal would be to purchase a forklift closer to $3,500. A similar new forklift on the State contract was quoted at $27,797. The City Council had considerable discussion on the need for a forklift and asked staff to look into the item further and bring additional information back to the Council for discussion. The following is an attempt to answer questions brought to staff: • Why would a diesel be considered, is an electric or propane forklift an option? o Any option would be considered; the diesel option was what the City of St. Michael purchased and was simply used as an example. Staff would prefer a propane option. • How high are the platforms we need to access? Can't we use a skid loader or front end loader? • The mezzanine is 12 feet high; the cantilevered shelves are also 12 feet high. • The skid loader can reach a height of nine feet six inches. • The front end loader is too clumsy to use in the tight spaces. It is likely that damage would take place. Additionally the cost of forks for the front end loader would be similar in price to the forklift. How much weight can be stored on the mezzanine? o 125 pounds per square foot. This works out to be one ton for the size of a pallet. Don't we have room to store the items on the ground or at old site? o Items stored at high areas around the facility mostly require dry conditions making exterior storage not acceptable. The old facility at Cain Road is currently full with several pieces of equipment from the Police Department. It is possible that equipment could be moved outside to make room for items to be placed on the floor; staff feels that is not a good option or use of the facility as it was designed to use overhead storage. Can we rent one? o Yes. The cost to rent a forklift is $930.00 per month. Page 2 • Can we borrow St. Michael? How often do we really need it? o St. Michael is not interested in lending their lift to the City of Corcoran due to how often it would be needed and the time it would take to transport back and forth. o The forklift currently borrowed from Ebert Construction is used on average 12 times a month (removal of snowplow blades, loading /unloading crack sealing materials, unloading pallets of seed /fertilizer, etc.) Can we wait on this purchase? o Yes, however we would need to continue borrowing a forklift from Ebert Construction or renting as needed. The City has been borrowing the equipment from Ebert Construction for over one year off and on. Staff continues to strongly recommend moving forward as recommended at the March 26, 2015 meeting. The government surplus purchase program would allow for an affordable, used piece of equipment which would hopefully last for many years. Staff is unaware of a cheaper way to obtain this piece of equipment. It is requested that any further questions on this item be sent to the City Administrator prior to the meeting so answers can be prepared. It is further requested that individuals take the opportunity to contact Public Works Superintendent Pat Meister to tour the facility or ask questions in order to be prepared to make a decision. Financial /Budget: Staff is recommending using remaining funds from the 2014 -2015 Equipment Certificate bonds. A balance of $18,000 is projected as several items have come in under budget. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Council Action: Authorize staff to purchase a used forklift not to exceed $7,000 as presented. Attachments: N/A FINANCIAL CLAIMS CHECK RANGE 22966 - 23001 CITY OF CORCORAN FINANCIAL CLAIMS REPORT Agenda Item 7a -b. Council Meeting Date: 4/9/2015 Prepared By: jheinecke Agenda Item: 7a. FUND #500 ESCROW CLAIMS Paid to Amount Project name Carson,Clelland & Schreder 308.75 Lennar 13 -026 Total 308.75 Total Fund #500 = $ 308.75 (See attached Check Detail Register) Agenda Item: 7b. ALL OTHER FINANCIAL CLAIMS $ 74,048.48 (See attached Check Detail Register) Total of Auto Deductions $ 71,426.48 TOTAL EXPENDITURES FOR APPROVAL $ 145,783.71 Auto Deductions 1 Electronic Fund Transfer / Other Disbursements Date Paid to Amount 3/19/15 Net Payroll PR06 31,284.64 3/19/15 Payroll Taxes 12,050.44 3/20/15 Paychex Fee 266.60 3/20/15 PERA 9,054.62 3/20/15 Citi Street - 457 Deferred Comp 1,464.97 3/20/15 Citi Street - Health Care Savings 2,610.68 3/23/15 US Bank - H S A 1,646.17 3/31/15 Blue Cross Blue Shield 13,048.36 Total 71,426.48 Total amount not reflected in Cash Balance Report $ H:1City Hall Inform atioMClTY GOVERNMENMouncil, Commissions & Committees\Council Information\Council Claims12015 Claims.xls CITY OF CORCORAN CASH BALANCE REPORT April 2, 2015 L+ GENERAL FUND G 100 -10100 570,762.90 241,165.95 RESERVES DONATION FUND G 201 -10100 17,225.16 14,660.10 POLICE DONATION FUND G 202 -10100 514.77 1,603.37 FIREARMS SAFETY G 204 -10100 4,616.41 (301.67) DWI FORFEITURE FUND G 205 -10100 16,208.68 12,429.16 DRUG FORFEITURE FUND G 206 - 10100 1,170.94 1,170.23 TRUCK SAFETY G 207 -10100 2,719.21 5,887.02 ASPHALT MAINTENANCE G 305 -10100 71,595.36 71,552.40 D /S- EQUIPMENT CERTS G 309 -10100 16,863.56 3,127.93 CO. RD. 19 IMPROVEMENT G 310 -10100 10,046.27 10,038.61 2012B PUBLIC WORKS BOND D/S G 311 -10100 (16,149.53) 18,887.86 TAX INCREMENT FINANCING G 401 -10100 1,798,261.46 1,813,972.82 FACILITY EXPANSION D/S G 407 -10100 (10,312.53) (12,224.86) PUBLIC WORKS FACILITY G 411 -10100 87,650.35 146,709.67 PARK CAPITAL FUND - DEDICATION G 415 -10100 355,191.13 357,901.58 CAPITAL - EQUIPMENT CERTS G 416 -10100 112,411.97 5,243.18 SHANNON LANE G 417 -10100 6,684.98 (5.73) HACKAMORE UPGRADE (LENNAR) G 419- 1.0100 285,171.10 0.00 WETLAND RESTORATION G 420 - 10100 100,060.04 0.00 ESCROW HOLDING FUND G 500 -10100 166,253.91 626,823.72 CIVIC ORGANIZATIONS G 501 -10100 6,000.09 6,000.09 WATER G 601 -10100 1,029,135.57 (49,564.86) SEWER G 602 -10100 458,633.54 (27,846.14) INVESTMENT CONTROL G 999 -10100 1,511.43 20.24 Total Cash 5,092,226.77 3,247,250.67 Farmers Savings Acct PARK CAPITAL FUND - MEMORIAL G 415 -10102 10,644.95 9,166.35 Change in Market Value GENERAL FUND G 100 -10105 (605.07) 0.00 Grand Total Cash 5,102,266.65 3,256,417.02 Due to Other Funds CORCORAN,MN 0410211512:01 PM Page I *Check Detail Register@ April 2015 E 601-49400-208 Training and Instruction $50-00 152698 UB TRAINING E 602-49450-208 Training and Instruction $50.00 152698 UB TRAINING Total BANYON DATA SYSTEMS $100.00 Paid Chk# —022746'-8-4T972-6-16 -BRAD E 100-41300-210 Operating Supplies (GENERAL) $50.00 033115 CELL PHONE E 100-41900-210 Operating Supplies (GENERAL) $43.89 033115 SUPPLIES E 100-41300-210 Operating Supplies (GENERAL) $50.00 033115 CELL PHONE $37.76 Total BRAD MARTENS _$143.89 $71.25 040115 Paid Chk# 022969 4/912015 BROCK WHITE $52.57 E 100-43100-227 Crack Filling $1,260.00 12503801 ROADSAVER E 100-41941-210 Total BROCK WHITE $1,260,00 470552620 CITY HALL RUGS Paid Chk# 022970 4/9/2015 CALIBRE PRESS $32.75 470552621 FLOOR MATS E 100-42100-208 Training and Instruction $209.00 26456 TRAINING-PT E 100-43100-417 Total CALIBRE PRESS $209.00 470552623 PW UNIFORMS Paid Chk# 022971 4/9/2015 CARSON, CLELLAND & SCHREDER 470555944 CITY HALL RUGS E 601-49400-304 Legal Fees E 100-41600-300 Professional Srvs. (GENERAL) E 100-42100-304 Legal Fees E 205-42100-304 Legal Fees G 500-20320 Lennar Design E 602-49450-304 Legal Fees E 100-41600-300 Professional Srvs (GENERAL) Total CARSON, CLELLAND & SCHREDER Paid Chk# —022972-4/9-1201-5CDW GOVERNMENT $33.49 040115 CIVIL-LEGAL $1,436.88 040115 CIVIL -LEGAL $1,849.41 040115 CRIMINAL-LEGAL $154.38 040115 VEHICLE FORFETURE-LEGAL $308.75 040115 LENNAR 13-026 $37.76 040115 CIVIL-LEGAL $71.25 040115 KREPS-LEGAL $3,891,92 EIOO-41951-210 Operating Supplies (GENERAL) $52.11 TH98918 SUPPLIES Total CDW GOVERNMENT $52.11 Paid Chk# 022973 4!912015 CENTU R" _YLINK E 100-45200-321 Telephone $52.57 032115 LAND LINE Total CENTURY LINK $52.57 Paid Chk# 022974 4/9/2015 CINTAS - 470 E 100-41941-210 Operating Supplies (GENERAL) $42.62 470552620 CITY HALL RUGS E 100-42100-223 Building Repair Supplies $32.75 470552621 FLOOR MATS E 100-43100-210 Operating Supplies (GENERAL) $18.28 470552622 PW RUGS E 100-43100-417 Uniforms $93.12 470552623 PW UNIFORMS E 100-41941-210 Operating Supplies (GENERAL) $42.62 470555944 CITY HALL RUGS CORCORAN, MN 0410211512:01 PM Page 2 'Check Detail Register@ April 2015 Paid Chk# 022976 4/9/2015 DIAMOND MOWERS E 100-45200-210 Operating Supplies (GENERAL) $68.05 96254 PARTS Total DIAMOND MOWERS $68.05 Paid Chk# 022977 4!912015 ECM PUBLISHERS INC E 100-41941-210 Operating Supplies (GENERAL) Check Amt Invoice Comment E 100 -42100 -223 Building Repair Supplies $32.75 470555945 FLOOR MATS E100-43100-210 Operating Supplies (GENERAL) $49.98 470555946 PW RUGS E 100 - 43100 -210 Operating Supplies (GENERAL) $44.30 470555947 PW TOWELS E 100 - 43100 -417 Uniforms $95.08 470555948 PW UNIFORMS Paid Chk# 022980 Total CINTAS -470 $451.50 E 100 -42100 -220 RepairlMaint Supply (GENERAL) Paid Chk# 022975 4/9/2015 COMCAST- 902943338�� Total HOLIDAY STATION STORES $50.00 -�� E 100 -42100 -321 Telephone $107.17 34429091 LAND LINE E 100 -43100 -321 Telephone $107.17 34429091 LAND LINE E 100- 41941 -321 Telephone $107.18 34429091 LAND LINE Total COMCAST- 902943336 $321.52 $64.00 1948967 SUPPLIES Paid Chk# 022976 4/9/2015 DIAMOND MOWERS E 100-45200-210 Operating Supplies (GENERAL) $68.05 96254 PARTS Total DIAMOND MOWERS $68.05 Paid Chk# 022977 4!912015 ECM PUBLISHERS INC E 100-41941-210 Operating Supplies (GENERAL) E100-41910-210 Operating Supplies (GENERAL) E601-49400-210 Operating Supplies (GENERAL) E602-49450-210 Operating Supplies (GENERAL) LEGAL NOTICE Total ECM PUBLISHERS INC Paid Chk# 022978 4/9/2015 FORCE AMERICA $43.54 198861 LEGAL NOTICE $35.62 198862 PUBLIC HEARING NOTICE $23.75 198863 LEGAL NOTICE $23.74 198863 LEGAL NOTICE $126.65 E 100- 43100 -220 RepairlMaint Supply (GENERAL) $429,56 1443547 PARTS Total FORCE AMERICA $429.56 Paid Chk# 022979 4/9/2015 HEINECKE, JEANIE Mww� "�M m mW MMwmW- M M M E100-41400-210 Operating Supplies (GENERAL) $37.95 033115 MILEAGE E100-41900-210 Operating Supplies (GENERAL) $23.28 033115 SUPPLIES Total HEINECKE, JEANIE $61.23 Paid Chk# 022980 4/9/2015 HOLIDAY STATION STORES E 100 -42100 -220 RepairlMaint Supply (GENERAL) $50.00 3401041501 PRE PAID CAR WASH Total HOLIDAY STATION STORES $50.00 Paid Chk# 022981 419/2015 - IACP -- ----- E 100- 42100 -433 Dues and Memberships $150.00 1001139800 ANNUAL IDUES Total IACP $150.00 Paid Chk# 022982 4/9/2015 LOFFLER� E 100 -41941 -200 Office Supplies (GENERAL) $64.00 1948967 SUPPLIES Total LOFFLER $64.00 Paid Chk# 022983 4/9/2015 LORETTO FIRE DEPARTMENT E 100 - 42200 -300 Professional Srvs (GENERAL) $30,689.41 22155 FIRE PROTECTION -2ND QTR 2015 Total LORETTO FIRE DEPARTMENT $30,689.41 Paid Chk# 022984 4191201.5 MEDINA, CITY OF CORCORAN, MN 0410211512:01 PM Page 3 *Check Detail Register© April 2015 Check Amt Invoice Comment E 100 -42100 -208 Training and Instruction $128.00 5051 RESERVE TRAINING Total MEDINA, CITY OF $128.00 Paid Chk# 022985 419!2015 METRO WEST INSPECTION SERVICES E 100- 42400 -300 Professional Srvs (GENERAL) $3,729.21 031015 MARCH 2015 otal METRO WEST INSPECTION SERVICES $3,729.21 Paid Chk# 022986 4/9/2015 MINNESOTA EQUIPMENT������ " -'�" E100-45200-210 Operating Supplies (GENERAL) ($1,237.72) 3/31115 STMT PARTS CREDIT E 100.45200 -210 Operating Supplies (GENERAL) $70.68 P70031 PARTS E 10045200 -210 Operating Supplies (GENERAL) $1,258.54 P70186 PARTS Total MINNESOTA EQUIPMENT $91.50 Paid Chk# 022987 4/9/2015 — MN BUREAU OF'CRIMINAL APPREH-- ,- "- - --- - 1- 1 "—'-- -- -- l- ".-- ,- ---- - - --` " °" E 100 -42100 -208 Training and Instruction $120.00 7181 TRAINING E 100 - 42100 -208 Training and Instruction $150.00 7249 TRAINING Total MN BUREAU OF CRIMINAL APPREH $270.00 Paid Chk# 022988 4/9/2015 NAPA AUTO PARTS - CORCORAIMaa E 100- 43100 -210 Operating Supplies (GENERAL) ($15.27) 000037 SUPPLIES E 100- 43100 -210 Operating Supplies (GENERAL) $18.28 000068 SUPPLIES E 100 -43100 -210 Operating Supplies (GENERAL) $13.46 996318 SUPPLIES E 100 -43100 -210 Operating Supplies (GENERAL) $39.99 996879 SUPPLIES E 100 -43100 -210 Operating Supplies (GENERAL) $51.10 998581 SUPPLIES E 100 - 43100 -210 Operating Supplies (GENERAL) $8.69 998583 SUPPLIES E 100- 43100 -210 Operating Supplies (GENERAL) $82.07 999529 SUPPLIES E 100- 43100 -210 Operating Supplies (GENERAL) $25.58 9995550 SUPPLIES E 100 -43100 -210 Operating Supplies (GENERAL) $53.89 999711 SUPPLIES E 100 -43100 -210 Operating Supplies (GENERAL) $256.38 999850 SUPPLIES E 100 - 43100 -210 Operating Supplies (GENERAL) ($41.84) 999857 SUPPLIES E 100 - 43100 -210 Operating Supplies (GENERAL) $143.90 999993 SUPPLIES E 100 -43100 -210 Operating Supplies (GENERAL) $3.57 999996 SUPPLIES Total NAPA AUTO PARTS - CORCORAN $639.80 Paid Chk# 022989 41912015- NEXTERA E 100 -43100 -321 Telephone $1_44.00 040115 INTERNET SERVICE Total NEXTERA $144.00 Paid Chk# 022990 NUSS TRUCK & EQUIPMENT E 100 -43100 -220 Repair /Maint Supply (GENERAL) $2,338.45 333395 PARTSILABOR - PAID IN FULL Total NUSS TRUCK & EQUIPMENT $2,338.45 Paid Ch W 022991 4/9/2045 OFFICE DEPOT E 207 - 42100 -210 Operating Supplies (GENERAL) $8.50 759927269001 SUPPLIES E 100- 42100 -200 Office Supplies (GENERAL) $151.89 759927269001 SUPPLIES E 100 -42100 -200 Office Supplies (GENERAL) $37.25 759927428001 SUPPLIES E 100 -41941 -200 Office Supplies (GENERAL) $138.66 760404666001 SUPPLIES E 100-41941-200 Office Supplies (GENERAL) $49.54 761809166001 SUPPLIES CORCORAN, MN 041021151.2:01 PM Page 4 *Check Detail Register@ April 2015 „� «�� .ate ,,.�„. �� v�.�. �W..,.�.,��,.,.,v.. Paid Chk# 022993 4/9/2015 ROGER NICKLAS R 100 -43232 -34400 Recycling $12,50 RECYCLE PAYMENT REFUND Total ROGER NICKLAS $12.50 E 1 00 -41 550 -21 0 Operating Supplies (GENERAL) $52.15 033015 FORMS AND SUPPLIES E 100 -41550 -300 Professional Srvs (GENERAL) $4,677.19 033015 MONTHLY ASSESSING FEE Total ROLF ERICKSON ENTERPRISES INC $4,729.34 PaidChk# 022995 4/9/2015 RYAN BURNS. �a. �a m, ��,,,.,,.. ��,-. �. �,..,., M, ��._: M,..,., �: µ,„ MV. M._.:- w.,_. �,. �.,,_,_ �,,,.. M.,,-,.... �,,. �_ �, �._..: �u.,.-.:,__ w...... n...,.:., �:,,...,- .:..:�,..w��.....�,....w.w.:..� ,,...: . E 100-42100-433 Dues and Memberships Check Amt Invoice Comment DUES -MN FOP LDP Total OFFICE DEPOT $385.84 $150.00 Paid Chk# 022992 4/9/2015 - RANDYS SANITATION— -- E 100 -45200 -380 Utility & Services (GENERAL) $197.34 110391503 PARKS GARBAGE 11039 E100-43100-210 Operating Supplies (GENERAL) $162.00 121121491503 PUBLIC WORKS GARBAGE (9100) 12 E 100 -43232 -300 Professional Srvs (GENERAL) $5,853.25 12803511503 MONTHLY RECYCLING E 100 -41941 -380 Utility & Services (GENERAL) $210.39 12803511503 CITY HALL GARBAGE 1280351 E 100-42100-417 Total RANDYS SANITATION $6,422.98 11143253 UNIFORM -FT „� «�� .ate ,,.�„. �� v�.�. �W..,.�.,��,.,.,v.. Paid Chk# 022993 4/9/2015 ROGER NICKLAS R 100 -43232 -34400 Recycling $12,50 RECYCLE PAYMENT REFUND Total ROGER NICKLAS $12.50 E 1 00 -41 550 -21 0 Operating Supplies (GENERAL) $52.15 033015 FORMS AND SUPPLIES E 100 -41550 -300 Professional Srvs (GENERAL) $4,677.19 033015 MONTHLY ASSESSING FEE Total ROLF ERICKSON ENTERPRISES INC $4,729.34 PaidChk# 022995 4/9/2015 RYAN BURNS. �a. �a m, ��,,,.,,.. ��,-. �. �,..,., M, ��._: M,..,., �: µ,„ MV. M._.:- w.,_. �,. �.,,_,_ �,,,.. M.,,-,.... �,,. �_ �, �._..: �u.,.-.:,__ w...... n...,.:., �:,,...,- .:..:�,..w��.....�,....w.w.:..� ,,...: . E 100-42100-433 Dues and Memberships $150.00 033115 DUES -MN FOP LDP Total RYAN BURNS $150.00 Paid Chk# 022996 4/9/2015 SPRINT E 100 -43100 -321 Telephone $244.47_391283315160 CELL SERVICE Total SPRINT $244.47 Paid Chk# 02299F--419120 C—' STREICHER S POLICE EQUIPMENT, . �r„ w ... .. ...........W... ,,, .w.,. ,... ._,.,.,,,......::,..,_ E 100-42100-417 Uniforms $64.99 11142761 UNIFORM -PT E 100-42100-417 Uniforms $11.98 11143253 UNIFORM -FT Total STREICHER S POLICE EQUIPMENT $76.97 Paid Chk# 022998 4I9I2015 SUN LIFE FINANCIAL E 100 - 41400 -131 Employer Paid Health $110.25 237687 -04 EMPLOYER PAID HEALTH E 100 - 41300 -131 Employer Paid Health $20.90 237687 -04 EMPLOYER PAID HEALTH E 100-43100-131 Employer Paid Health $37.70 237687 -04 EMPLOYER PAID HEALTH E 100-42102-131 Employer Paid Health $46.15 237687 -04 EMPLOYER PAID HEALTH E 100 - 42100 -131 Employer Paid Health $315.85 237687 -04 EMPLOYER PAID HEALTH E 100- 41920 -131 Employer Paid Health $25.90 237687 -04 EMPLOYER PAID HEALTH Total SUN LIFE FINANCIAL $556.75 Paid Chk# 022999 4!9!2015 TEGRETE E 100 -41941 -400 Repairs & Maint Cont (GENERAL $365.00 54229 MONTHLY CITY HALL CLEANING Total TEGRETE $365.00 Paid Chk# 023000 41912015r � .,THEDOBOSd, E 207- 42100 -210 Operating Supplies (GENERAL) $3,1_56.77 1_0.148 SUPPLIES Total THE DOBO S $3,156.77 Paid Chk# 023001 4l9I2015 XCEL ENERGY CORCORAN, MN 04/02/15 12 :01 PM Page 5 `Check Detail Register@ April 2015 Check Amt Invoice Comment E100-43100-380 Utility & Services (GENERAL) $794.24 449983220 UTILITIES -9100 Total XCEL ENERGY $794.24 10100 Farmers State Bank $74,357.23 Fund Summary 1.0100 Farmers State Bank 100 GENERAL FUND $70,510.09 205 DWI FORFEITURE FUND $154.38 207 TRUCK SAFETY $3,165.27 500 ESCROW MOLDING FUND $308.75 601 WATER $107.24 602 SEWER $111.50 $74,357.23 City of Corcoran Consultant Summary April 9, 2015 Name Invoice Date Check # Amount Due Carson Clelland & Scherder 04/01/15 22971 3,891.92 Metro West Inspection 03/10/15 22985 3,729.21: Rolf Erickson Enterprises Inc 0313011.5 22994 4,729.34 Total 12,350.47 HACity Hall lnformation\CITY GOVERN MENT1Council, Commissions & Committees\Council lnformation\Council Claims12015 Claims.xis Carson, CIelland & Schreder -- --- ATTORNEYS AT LAW- --- - 6300 SHINGLE CREEK PARKWAY STE 305 MINNEAPOLIS, MN 55430 -2190 (763) -561 -2800 April 01, 2015 CITY OF CORCORAN 8200 CO RD 116 CORCORAN, MN 55340 Professional Services Amount ..Civil 3/5/2015 Review question from Brad /Jeanie relating to ordinance amendment relating to watershed 71.25 and other agency costs and comment to Jeanie Review ordinance amendment, correspond with City 35.63 3/10/2015 Review RFP for recycling and correspondence to Jeanie 95.00 3/13/2015 Review of code for proper section to amend (assessing of costs) and memo to John 142.50 regarding drafting amendment in my absence 3/19/2015 Conference with attorney Carson regarding ordinance amendments, research statutory 142.50 authority, review code 3/20/2015 Research assessment authority, watershed management commission assessment authority, 356.25 correspond with City, draft cost recovery ordinance, update file 3/23/2015 Correspond with City, research assessment authority, update file 71.25 SUBTOTAL: j 914.381 +� Xreos 2/26/2015 Review of Kreps order and memo 71.25 SUBTOTAL: [ 71.25] .Lennar & Sewer and Water - e 3 � 0 2/26/2015 Review Lennar correspondence, send to Kendra and review response 71.25 3/9/2015 Review issues relating to right of way for Gleason Road; conference with Kendra and review 190.00 of easement vacation documents 3/14/2015 Correspondence to attorney Wilson regarding vacation of Gleason Road 47.50 SUBTOTAL: [ �, r 308.75] V CITY OF CORCORAN Page 2 2/27/2015 Preparation of one complaint Amount .Personnel 24.38 3/10/2015 Review of memorandum of understanding, City and Hamilton, and conference with Brad 7125 3/11/2015 Conference with Brad regarding personnel issues and review of Hamilton MOIL 95.00 SUBTOTAL: 166.25] t/ .Re- organization 40.00 2/26/2015 Review re- organization research, prepare for and attend City Council meeting, update files 356.25 SUBTOTAL: ( 356.25] .Sewer and Water 3!412015 Review sanitary sewer fee amendmentlordinance and correspondence to Jeanie 71,25 SUBTOTAL: { 71 25] / Criminal 2/26/2015 Email police department and defense attorneys, phone call with defense attorneys 7313 2/27/2015 Preparation of one complaint 40.00 Phone call regarding open criminal files 24.38 Review and sign complaints 32.50 Preparation of one complaint 40.00 3/2/2015 Phone call with defense attorney and review of file 32.50 Preparation of one complaint 40.00 3/3/2015 Attend arraignment, pretrial, probation violation and restitution hearings at Brookdale court 48.75 Prepare disposition letter regarding 2124 cases, follow up instructions to assistants and 24,38 prepare memorandums to files Review and sign complaints 32.50 Review police reports, watch videos, correspond with attorneys in preparation for 314 48.75 calendar at Brookdale court 3/4/2015 Prepare disposition letter regarding 313 cases, prepare memorandums to files, review cases 24.38 in MNCIS and prepare follow up instructions to assistants Attend arraignment and pretrial hearings at Brookdale 48.75 3/6/2015 Sign and revise complaints 24.38 3/1312015 Correspond with defense attorneys, note files 24,38 3/16/2015 Correspond with defense attorneys, defendants, witnesses, court, review discovery, note files 48.75 3/17/2015 Correspond with court, defense attorneys, review defense brief, correspond with witnesses, 48.75 review discovery, note files, review files in preparation for 3118 arraignment/pretrial calendar at Brookdale court Edit and sign disposition letters 1625 3/1812015 Review voicemails regarding criminal cases 16.25 Handle arraignment/pretrial/in-custody calendar at Brookdale court 97.50 Preparation of one complaint 40.00 3/20/2015 Review, edit and sign complaints 16.25 CITY OF CORCORAN Page 3 Amount 3/23/2015 Correspond with defense attorneys, defendants, witnesses, court, review motion documents, 48.75 discovery, note files, review files in preparation for 3124 arraignmentlpretrial calendar at Brookdale court 3/24/2015 Handle arraignment/pretrial /court trial calendar at Brookdale court 97,50 Review and respond to emaiis from defense attorney 32.50 Preparation for 3125 cases 16.25 3125/2015 Preparation of one complaint 40.00 Attend arraignments, pretrial, probation violation and settlement conference hearings 48.75 Review and respond to emaiis from defense attorney 24.38 3/26/2015 Correspond with court, defense attorneys, review discovery, jury trial preparation, note files 48.75 3/27/2015 Correspond with defense attorneys, defendants, court, review discovery, note files, dictate 48.75 disposition letters, letters to victims, witnesses Preparation of one complaint 40.00 Research dog statutes, ordinances 48.75 Open criminal files, preparation of criminal complaints; preparation of cases for court 131.25 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 100,00 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 281,25 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests, complete incoming discovery requests for monthly period SUBTOTAL: [ 1,849.41] Vehicle Forfeiture: 2/26/2015 Corcoran vs. Piekarski -- Prepare release agreement and email defense attorney 73.13 Review status of forfeiture cases, review cases in MNC1S 48,75 3/24/2015 Review correspondence regarding forfeiture matter and email police department 32.50 SUBTOTAL: [ 154.381 V/ For professional services rendered $3,891.92 Previous balance $3,415.66 3/20/2015 Payment - thank you ($3,415.66) Total payments and adjustments ($3,415.66) Balance due $3,894,92 CITY OF CORCORAN Page i hereby declare under the penalties of perjury that the foregoing statement for legal services is just and correct and that no part thereof has been paid. Je y A. Carson, City Attorney PLEASE OEIACH AND RETURN WITH YOUR REMITTANCE DATE CHARGES AND CREDITS BALANCE BALANCE FORWARD 13 157 9425 CR 101 175 99 162 166 9425 CR 101 2onn 04rehler- 17 50 175 30175 CR 50 593 52 99 50 211 232 6300 Horseshoe 7,,n maple Bend 26 25 247 Hill 22085 Oakdale 52 50 14 246 7559 CR 116 337 58 258 6507 Carriage 1727 63 212 213 23185 CR 10 9205- 19 31 50 15 15 CR 6507 Carriage 31 95 50 14 17 6507 Carriage 3500 21 23850 Pioneer 52 50 INVOKE TOTA -L: 3729 21 240732 METRO WEST INSPECTION PAYLASTAMOUNT SERVICES, INC. IN THIS COLUMN STATEMENT 30- Mar -15 ROLF ERICKSON ENTERPRISES, INC. SOUTWEST ASSESSING P O BOX 47841 PLYMOUTH, MN 55447 CITY OF CORCORAN 8200 Co. Rd. 11.6 CORCORAN, MN 55340 MARCH 2014 ASSESSING FEE COUNTY DATA FEE REVALUATION SUPPLIES TOTAL MAR 3 0 20 $4,663.00 $14.19 $52.15 $4,729.34 CORCORAN, MN 04/09/153:14 PM Page 1 *Check Detail Register© April 2015 Check Amt Invoice Comment 10100 Farmers State Bank Paid Chk# 023002 4/9/2015 WRIGHT COUNTY SOIL & WATER __.„.__..,...,..,, w ..............._................ .�...A...,.._- .,_._�._..._a.�,- E 100 - 45200 -300 Professional Srvs (GENERAL) $470.26 2015 TREES Total WRIGHT COUNTY SOIL & WATER $470.26 10100 Farmers State Bank $470.26 Fund Summary 10100 Farmers State Bank 100 GENERAL FUND $470.26 $470.26 STAFF REPORT Agenda Item 8a. Council Meeting: Prepared By: April 9, 2015 Brad Martens Topic: Action Required: City Council Goal Setting Work Session None Recap Summary: On Saturday, March 28, 2015 the City Council met in a work session to discuss goals for the organization. The City Council discussed opportunities and challenges facing the City and grouped topics into three categories: projects, request for more information, and concepts /policies for further discussion. Projects: • Complete downtown utility and street improvement project • Pave gravel collector roads • Update park dedication ordinance • Improve the CR 10 /CR 50 intersection • Plan for the regional recreation amenity (Roehlke park) • Improve traffic safety at intersections • Mitigate distressed property at CR 10 /CR 50 intersection • Establish business group (chamber, downtown owner group) • Revive economic development authority • Establish neighborhood meetings /annual meeting • Establish Night to Unite program • Purchase and install message board signs at City Hall and Public Works • Use social media for communication • Improve technology to move towards electronic packets • Update sign ordinance • Improve Council chamber (technology, safety, televising) • Increase marketing of community room /memorial garden • Design improvements to CR 116/CR 10 intersection Request more information: • Capital improvement plan • Ag preserve program • Fire service (coverage /response /future needs) • Unfunded liability from previous development • Public Works time allocation by job duty • Municipal state aid funds • How traffic control decisions are made (speed, lighting, etc.) • Hope Center activities • Post office requirements for locating new office • Comprehensive plan, financial management plan Page 2 • Franchise fees Consultant staff; when does it make sense to bring "in- house" Gambling ordinance Concepts /policies for further discussion • MUSA /non -MUSA standards (park dedication, animals, building rights, public /private street • Ownership of trails • City recreation department • Employee compensation • Collaboration opportunities with Hope Center • Waste removal issues After consideration the City Council chose to focus on the following priorities: • Complete downtown utility and street improvement project • Pave gravel collector roads • Plan for the regional recreation amenity (Roehlke park) • Establish business group (chamber, downtown owner group) • Establish Night to Unite program • Update sign ordinance • Improve City Council chamber (technology, safety, televising) Staff is currently developing a work plan to accomplish the Council priorities. This work plan will be presented at the April 23, 2015 City Council meeting for approval. The requests for more information and policy /concept discussions will be incorporated into future City Council meeting agendas. Financial /Budget: N/A Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost - effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: N/A Recommendation: N/A Page 3 Council Action: N/A Attachments: N/A • • • s L A N D F From Site to Finish 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 TO: City Council FROM: Kendra Lindahl, Landform DATE: April 2, 2015 for the April 9, 2015 City Council Meeting Agenda Item 0 R M • Tel: 612 - 252 -9070 Fax: 612 - 252 -9077 www.landform.net RE: Lake Independence Regional Trail Trailhead. Application for Site Plan Amendment for gravel parking lot and bathroom at 23475 County Road 10 (city file no. 14 -010) REVIEW DEADLINE: N/A 1. Application Request Three Rivers Park District is requesting city approval of a site plan amendment to modify the approval conditions for the temporary installation of a gravel parking lot and bathroom at 23475 County Road 10. 2. Analysis The original application materials showed an "optional" urinal in the bathroom. The Planning Commission recommended that the optional urinal be required and the City Council included that as a condition of approval. Three Rivers has submitted a building permit application that does not include the required urinal. Staff contacted the applicant and learned that a new ADA requirement requires 60- inches of clear space for the toilet and the space is not large enough to accommodate both the toilet and the urinal. They have asked that the condition be removed. Staff has reviewed the materials and recommends approval of the requested modification. 3. Action Move to adopt the following resolution approving the site plan amendment. Attachments a. Resolution 2015 -18 approving a site plan amendment b. Aerial Location Map c. Original 2014 plan Landform', SensiblyGreen and Site to Finish® are registered service marks of Landform Professional Services, LLC. City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2015 -18 Motion By: Seconded By: April 9, 2015 APPROVAL OF A SITE PLAN AMENDMENT FOR THE LAKE INDEPENDENCE REGIONAL TRAIL TRAILHEAD AND BATHROOM AT 23475 COUNTY ROAD 10 (PID 18- 119 -23 -12 -0002) (CITY FILE 14 -010) WHEREAS, Three Rivers Park District has requested approval of an amendment to the site plan approval conditions for a gravel parking lot and bathroom on property legally described as follows: That part of the Northwest X of the Northeast % of Section 18, Township 119 North, Range 23 West of the 5th Principal Meridian, described as follows: Beginning at the Section Post between Section 7 and Section 18 in Township 119, Range 23; thence South along % Section line 23 rods; thence East 7 rods 13 % feet; thence North 14 rods; thence West 2 rods and 3 feet; thence North 8 % rods; thence West 5 % rods and 2 feet to place of beginning, EXCEPTING therefrom the South 8 rods thereof. And that part of the Northeast % of Section 18, Township 119, Range 23, described as follows: Commencing 92.75 feet East of the Northwest corner of Northeast % of Section 18, Township 119, Range 23; thence South 8 rods; thence East 88.5 feet; thence North 8 rods; thence West 88.5 feet to place of beginning. Subject to road. And all that part of the Northeast % of Section 18, Township 119, Range 23, described as follows: Commencing at a point on the North line of said 1/4 Section distant 10 rods and 16 Y feet East of the Northwest corner of said X Section; thence South 8 rods; thence East 7 % rods; thence North 8 rods to the North line of said % Section; thence West along said North line 7 % rods to the point of beginning, subject to road. WHEREAS, the site plan and variance were approved on July 24, 2014; WHEREAS, the approvals required the applicant to include the "optional" urinal in the bathroom; WHEREAS, the applicant delayed construction until 2015; WHEREAS, the applicant has indicated that there are new ADA requirements and the facility is no large enough to provide the required 60 -inch clear space for the toilet and the urinal within the bathroom facility; WHEREAS, the applicant has requested that the urinal requirement be removed; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF CORCORAN, MINNESOTA, that it should and hereby does approve the request for a site plan amendment, subject to the following findings and conditions: All conditions of the final site plan and variance approvals in Resolution 2014 -40 remain in place except as modified by deleting condition 5.g: Page 1 of 2 City of Corcoran April 9, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015 -18 The "optional" urinal in the restrenm must be nctn i as shown on the site �. F- 1- I�vpti8 the ri plan The applicant she ld revise the plans to roflens hange. 2. Approval shall expire within one year of the date of approval unless the applicant commences the authorized use. VOTING AYE ❑ Guenthner, Ken ❑ Hank, Pat ❑ Keefe, Mike ❑ Lafave, Tonya ❑ Thomas, Ron VOTING NAY ❑ Guenthner, Ken ❑ Hank, Pat ❑ Keefe, Mike ❑ Lafave, Tonya ❑ Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 9t" day of April 2015. Kenneth Guenthner - Mayor ATTEST: City Seal Jeanie Heinecke — Clerk Page 2 of 2 6/17/2014 Hle�n,r,,-,n i Hennepin County GIS - Printable Map 1 Parcel Map Scale: 1 "= 100 ft. N 18- 119 -23 -12 -0002 A -T -B: Abstract ID: Print Date: 6/17/2014 Owner Hennepin County Market $0 Name: Total: Parcel 23475 Co Rd No 10 Tax $0.00 Address: Corcoran, MN 55357 Total: (Payable: 2014) Property Vacant Land - Residential Sale $165,500 Type: Price: This map is compilation of data from various sources and is furnished "AS IS" with Home- Sale no representation or warranty expressed or stead: Non - Homestead Date: 12/1999 implied, including fitnessof any particular purpose, merchantability, orthe accuracy and completeness of the information shown. Parcel 0.85 acres Sale Area: 37,000 sq ft Code: COPYRIGHT © HENNEPIN COUNTY 2014 AL 7!H;. 6 f_ -I http: //g is.co.hennepi n.mn.us /Property /pri nt/default.aspx?C= 450094 .69098636124,4996797.811791581 &L =8 &T= hybrid &D = true &LI D =0 &F ID= 1811923120002 &VIS... 1/2 15' -1 3/4° lo ol 14' -7 1/2" 100, 2 12' -3 112" ol ❑PTI❑NAL URINAL 7'-3 1/2" 5' M❑UNT RIM 17" OFF FINISHED FLOER—\ (SEE MI) 4" 4" 4" 1' 4" W 1 I 1' -2" I r � I I I XXXXXXXXX 60" DIA TURNING CIRI LE XXX XXXXXX I I 8'— 6" 6/-6// 5' -10" XXXXXXXXX z r XXXXXXXXX XXXXXXXXX J XXXXXXXXX / L� X X X X X X X X � X XXXXXXX X XXXXXXX � � Y CAT 3' -6" XXXXXXXXX XXXXXXXXX 4,_5' Precast Products XXXXXXXXX I XXXXXXXXX � XXXXXXXXX XXXXXXXXX \ _ _ f PROJECT TITLE � - M GUNNISON RIGHT HAND 3: CXT STANDARD BUILDING W 2 NOTICE q N F 1 The information contained herein is proprietary and the 1 exclusive property of CXT Incorporated. The information L — — — — — — may only be used by the original recipient for the purpose intended. Reproduction or distribution of this information is strictly prohibited without the prior written consent of CXT Incorporated. By allowing use of this information, 1, CXT Incorporated grants no warranty, express or implied, ❑ P T I❑ N A L WASTE PAPER B A S i� E T including a warranty of merchantability or of fitness for a M❑UNT BTM 12" ❑FF FINISHED FL❑ ❑R particular purpose. 2/-4' CXT Incorporated (SEE MI) oe 4' -6 1/2" REV. I DESCRIPTION I APPROVAL I DATE SCALE 1/2 " =1' -0" DATE 03 -28 -05 DRAWN FILE NO. PD —G04 CHECKED IPLOT 124 FLOOR PLAN DWG NO. SHEET REV. G -04 STAFF REPORT Agenda Item 10a. Council Meeting: Prepared By: April 9, 2015 Brad Martens Topic: Action Required: Administration Department Reorganization Approval Summary: At the February 26, 2015 City Council meeting, staff was directed to proceed with a reorganization of the Administration Department. A nine step process was presented in which the entire reorganization would be complete. Step three of the process is scheduled for the April 9, 2015 City Council meeting which includes the following: • Approve conditional offer to the City Clerk /Administrative Services Coordinator • Eliminate the City Clerk and Administrative Support /Payroll and Benefit Coordinator positions effective May 12, 2015 • Approve job description and authorize the City Administrator to post the new position of Deputy Clerk internally. A resolution authorizing two of the items above is attached to this report. Step four will take place next which includes the application process for the Deputy Clerk position. Step five will be the appointment to the position. Staff is adjusting the schedule slightly to allow for a decision to take place at the April 23, 2015 City Council meeting as shown below: • April 10, 2015: Post new Deputy Clerk position internally for hire • April 20, 2015: Applications due by 4:00 pm • April 21, 2015: Interviews • April 23, 2015: Appoint Deputy Clerk to position effective May 13, 2015. The change in schedule above does not change the elimination day for the positions as described in the previous paragraph. Staff requests the City Council approve the attached resolution as presented. Financial /Budget: The details of the financial impact will depend on the candidate selected. An overview of the reorganization budget can be viewed in the report from the February 26, 2015 City Council meeting. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost - effective, and friendly manner. Page 2 FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Approve resolution 2015 -17 approving the reorganization of the administration department. 2. Send back to staff for further review. Recommendation: Approve resolution 2015 -17 approving the reorganization of the administration department. Council Action: Consider a motion to approve resolution 2015 -17 approving the reorganization of the administration department. Attachments: Resolution 2015 -17 City of Corcoran April 9, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015 -17 MOTION BY: SECONDED BY: RESOLUTION APPROVING THE REORGANIZATION OF THE ADMINISTRATION DEPARTMENT WHEREAS, the City of Corcoran, Minnesota (the "City ") has the authority to hire, fire, promote, demote and transfer all employees of the City and to establish the organizational structure of the City; and WHEREAS, the City has reviewed the organizational structure of the Administration Department and recommends changes to improve the overall service and efficiency of the City; and WHEREAS, the proposed reorganization is intended solely to improve the efficiency of the department and services to the public and is not due to any deficient performance by employees holding the current positions; and WHEREAS, the impacted employees have been provided verbal notice of the proposed reorganization and informed that the action is not due to any deficient performance on their part; and WHEREAS, the reorganization was discussed at the February 26, 2015 City Council meeting and staff was directed to proceed as presented and the new position of City Clerk /Administrative Services Coordinator was approved. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF CORCORAN, MINNESOTA, that it should and hereby does approve the following: 1. The above - referenced recitals are incorporated herein to this Resolution; 2. Effective May 13, 2015 the existing City Clerk position is eliminated; the last working day will be May 12, 2015. 3. Effective May 13, 2015 the existing Administrative Support/Payroll and benefits Coordinator position is eliminated; the last working day will be May 12, 2015. 4. A new position of Deputy Clerk is established as outlined in the attached job description; the City Administrator is authorized to advertise the position internally. 5. The City approves the revised organizational structure as outlined in the attached document. Page 1 of 2 City of Corcoran County of Hennepin State of Minnesota VOTING AYE ❑ Guenthner, Ken ❑ Hank, Pat ❑ Keefe, Mike ❑ LaFave,Tonya ❑ Thomas, Ron RESOLUTION NO. 2015 -17 VOTING NAY ❑ Guenthner, Ken ❑ Hank, Pat ❑ Keefe, Mike ❑ LaFave,Tonya ❑ Thomas, Ron April 9, 2015 Whereupon, said Resolution is hereby declared adopted on this 91" day of April 2015. ATTEST: Jeanie Heinecke — City Clerk Ken Guenthner - Mayor Page 2 of 2 City Seal �y Of Co-rc,n-ra.w Job Summary: Department: Administration Reports To: City Clerk /Administrative Services Coordinator Points: 237 Grade: S FLSA: Non - Exempt Bargaining Unit: NA Revision Date: February 2015 The Deputy Clerk is responsible for administrative duties of an accounting nature. Duties include claims, accounts receivable, accounts payable, utility billing, payroll, benefits administration, and insurance administration. Additionally the Deputy Clerk assists the City Clerk /Administration Services Coordinator with elections and the annual audit and serves as a backup to the that position. Scope of Impact: The Deputy Clerk is responsible for tasks that have an impact on the revenue received by the city. Work is guided by the City Clerk /Administration Services Coordinator. The Deputy Clerk performs relatively complex clerical duties involving the application of general computational and customer service skills; follows established procedures, yet must exercise judgment in analyzing transactions, determining entries, and conducting customer relations. Work is performed with limited supervision of routine daily activities. Has no supervisory responsibility. Essential Duties and Responsibilities: • The Deputy Clerk performs technical accounting activities. • Prepares monthly financial performance report for City Council; keeps the Administrator and City Council informed of all financial activities and concerns; • Prepares accounts payable and receivable transactions and posts information to general ledger journal, verifies account information, and generates checks for bill payments; • Inputs payroll information in to accounting system software, and reconciles related accounts; • Prepares Federal, State accounting and tax reports and prepares payments; • Processes billing and special assessments invoicing for dust control, recycling and property maintenance; certifies unpaid special assessments to Hennepin County; • Maintains property address and resident information in Banyon Utility Billing software; • Processes general insurance claims and employees FSA health claims; • Deposits and transfers money between accounts and reconciles accounts; • Manages escrow accounts; alerts the Administrator of shortfalls in escrow accounts so that exposure to unpaid services can be managed; • Maintains Investment payments; • Tracks balances in the memorial park fund, park fund, utility fund and other dedicated funds. @City of Corcoran 2015 • Performs permit issuance and other business transactions for the City. • Receives liquor license applications & issues licenses upon determination of qualifications; • Administers crop land rentals; • Issues over - the - counter building permits; • Coordinates utility billing for the City • Coordinates all utility billing and recording functions — including automated and manual meter readings, calculation of both automated and manual bills; • Processes and prepares all utility bills, balances utility entries for billing; • Records all utility payments and posts to customer history accounts; • Discusses billing matters with customers and property answers questions and concerns relating to rates, usage, and billing procedures; o Maintains all utility billing records including setting up new accounts as needed, keeping customers up to date, and arranging for special meter readings and billings when customers move in or out; • Prepares certification of delinquent utility bills; • Monitors data to identify consumption irregularities and reports findings to appropriate staff • Attends meetings and seminars in order to remain current with administrative duties and informs City Administrator /City Council of new developments. • Performs other duties and activities as assigned. Minimum Qualifications: The job requires an associate's degree and three or more years of general accounting and customer service experience, or equivalent. Desired Qualifications: Additional desired qualifications include knowledge of governmental practices and policies, including working with boards and commissions; experience with Banyon software; qualifications as a Certified Municipal Clerk of Minnesota or progress toward certification. Knowledge, Skills and Abilities Required for Successful Job Performance: • Customer service skills including demonstrated ability to build positive relationships with employees and managers; • Knowledge of the functions and responsibilities of City Departments, staff, and key community members; • Knowledge of public information laws, rules, and regulations applicable to City government; • Knowledge of and ability to operate accounting software and standard office software, including strong Excel skills sufficient to manipulate data, draft reports and maintain records; • Ability to analyze and resolve problems; @City of Corcoran 2015 • The ability to work independently and to prioritize work requests; ability to plan coordinate and prioritize workload to meet project deadlines; • Verbal and high -level written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work - related materials; • Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information. Physical and Mental Requirements: Physical effort is light, with lifting or carrying up to 25 pounds intermittently. Report preparation and word processing will at times require extended use of a keyboard. Work interruptions are frequent. The Deputy Clerk must be able to use judgment to respond to situations occurring during the absence of the Administrator. Working Conditions: Work is performed in a normal office environment. Attendance at evening meetings is required intermittently. Work may involve dealing with and calming individuals who are emotionally charged over an issue. Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time. Employee Signature and Date: Supervisor and / or Department Head Signature and Date: @City of Corcoran 2015 City of Corcoran Proposed Organizational Chart STAFF REPORT Agenda Item 11 a. Council Meeting: Prepared By: April 9, 2015 Brad Martens Topic: Action Required: Conditional Offer — City Clerk /Administrative Approval Services Coordinator Summary: At the February 26, 2015 City Council meeting, staff was directed to proceed with a reorganization of the Administration Department and approved the new position of City Clerk /Administrative Services Coordinator. Since that time the position was advertised and staff has been reviewing candidates. A total of 21 applications were received of which the top nine candidates were interviewed. The second round interviews are scheduled for Tuesday, April 7, 2015 and staff anticipates that a preferred candidate will be selected. If a preferred candidate is selected, the City Administrator will bring a conditional offer to the City Council for approval at the April 9, 2015 meeting. The conditional offer will be subject to confirmation of employment history, satisfactory professional reference checks, satisfactory background check, credit check, confirmation of educational credentials, and evidence of eligibility to work in the U.S. The conditional offer as well as a brief summary of the candidate will be sent to the Council in advance of the meeting. Financial /Budget: The details of the contingent offer will include items related to salary and benefits. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost - effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Approve a conditional offer with the preferred candidate as presented at the meeting. 2. Send back to staff for further review. Page 2 Recommendation: Staff will negotiate in good faith with the candidate in a manner that protects the finances of the City while providing adequate financial compensation for the work required of the position. Staff will recommend approval of the conditional offer as presented at the meeting. Council Action: Consider a motion to approve a conditional offer with the preferred candidate as presented at the meeting. Attachments: N/A April 10, 2015 Jessica Beise 2391 Fairview Lane Mound, MN 55364 Dear Ms. Beise, This is a conditional job offer for the City City of Corcoran. This offer is subject to professional reference checks, satisfactc confirmation of educational credentials. The terms of this F 1. This is a ful Your typical expectation weekend he 2. Your beainr upon as ^ative Services position with the employment history, satisfactory check, credit check, eligibility to work in the U.S. exempt, not eligible for overtime) non -union position. be Monday - Friday 8:00 am to 4:00 pm with an rigs of the City Council and other evening and ay will be $27.31 per hour which is the Start Step for this 1. You will be paid according to the City's normal payroll 26 bi- weekly pay periods. You will be eligible for a step >n of your six month probationary period and on future if approved by the City Council. Hourly Pay Rate — 2015 Start 6 Months Year 1 Year 2 Year 3 Year 4 Year 5 $27.31 $28.31 $29.31 $30.31 $31.31 $32.31 $33.31 3. You will be provided with 20 hours of PTO upon employment and will be provided a one year service credit towards PTO accrual, other benefits are as established in the City of Corcoran Employee Handbook. 4. Your first day of work is scheduled for Monday, 2015, 5. The City has a six month probationary period for this position. You will receive a performance review from your supervisor at the conclusion of your probationary period. 6. This letter is not intended nor should it be considered as an employment contract for a definite or indefinite period of time. Assuming favorable results are received, and you choose to accept our offer, we will remove the conditional portion of the offer in writing. Please feel free to contact me in the interim should you have any questions at 763- 400 -7030 or bmartens(a)ci.corcoran.mn.us. If you choose to accept the conditional offer, please sign, date, and return page three of this document indicating you agree to the terms and the date you will be starting your employment with the City of Corcoran. Congratulations, Brad Martens City Administrator Enclosure: Conditional Offer Agreement Release and Waiver 2 Conditional Offer Agreement Conditional Offer for Jessica Beise City Clerk/Administrative Services Coordinator Full -time, Salaried Start Date: June I agree to the terms outlined in the above letter. Candidate Date City of Corcoran 2015 City Council Schedule Agenda Item 13. April 23, 2015 • Quarter one performance report • Ravinia 2nd Addition Final Plat and Final PUD Plan (City file 15 -003 • Report on Open Book Meeting • Appoint Deputy Clerk • Strategic Goal Work Plan • Sign Ordinance Update Plan • Report on rules governing hauling dirt into the City May 11, 2015 (Monday) • Consider offer to purchase distressed property (Closed session) • Waste Removal Contract • 2014 Audit May 28, 2015 • Street Naming Policy • Possible check -in on Water /Sewer Ordinance June 11, 2015 June 25, 2015 July 9, 2015 July 23, 2015 August 13, 2015 August 27, 2015 September 10, 2015 • Adopt Preliminary Levy September 24, 2015 Page 1 of 2 City of Corcoran 2015 City Council Schedule October 8, 2015 (also hold Charter commission meeting) October 22, 2015 November 12, 2015 November 23, 2015 (Monday) December 10, 2015 • Truth -in- Taxation Hearing December 21, 2015 (Monday) • Adopt 2015 Budget and Levy Page 2 of 2 Agenda Item 13.