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HomeMy WebLinkAbout2015-08-27 - Council Agenda PacketAgenda Corcoran City Council August 27, 2015 - 7:00 PM 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations 6. Consent Agenda a. Draft Minutes of the August 13, 2015 Work Session* b. Draft Minutes of August 13, 2015 Council Meeting* c. Resolution 2015-47 Accepting Northwest Area Jaycees Donation* d. Resolution Approving Temporary Charitable Gambling License 2015-45* 7. Claims as Presented a. Escrow Claims (Fund #500)* b. All Other Financial Claims* 8. Staff Reports / Memos/Commissions a. Planning Update* b. Code Compliance Report* c. Night to Unite Recap* 9. Planning Business / Landform 10. Unfinished Business a. City Council Minutes* b. Public Works Facility Update* c. Paving Gravel Collector Roads* d. Capital Improvement Plan* e. 2016 Budget* 11. New Business a. Design Guideline Update* b. Conditional Offer – Administrative Assistant* c. Labor Agreement Negotiation Process* 12. Unscheduled Items 13. 2015 Council Schedule* 14. Council Liaison Calendar Planning Commission 09/03/15 10/01/15 11/05/15 12/03/15 Keefe Guenthner Thomas Guenthner Parks and Trails Commission 09/15/15 10/20/15 11/17/15 12/15/15 Hank Thomas Guenthner LaFave 15. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. 'i z \ l 1v tll va \a 3 O�EORl�t� \`SIGN'S SHEET 77, \� �,v�.kS x \. ,�}..��:1 \� �Yti �wq \�Y l,:t�l v�1�. Y3C Vfyiiv `fit Meeting Date 4`R"�aAY ul ilv a n ai �•��pa��l E u v001 O�l ©x L Page l of 1 City of Corcoran City Council Work Session Minutes August 13, 2015 - 5:30 PM 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 LaFave, and Councilor Thomas. Councilor Keefe arrived at 6:00pm. Also present were City Administrator Martens, Public Works Superintendent Meister, Lieutenant Burns, Director of Public Safety Gottschalk, and City Clerk/Administrative Services Coordinator Beise. 1. Call to Order / Roll Call Mayor Guenthner called the meeting to order at 5:31 pm. MOTION: made by LaFave, seconded by Hank to approve the agenda as presented. Voting Aye: Guenthner, Hank, LaFave, and Thomas (Motion carried 4:0) 2. 2016 Budget Council discussed the 2016 Budget specifically addressing the City staff compensation. Staff was directed bring a project proposal for a compensation study to a future Council meeting. 3. Unscheduled Items No unscheduled items were presented. 4. Adjournment MOTION: made by Thomas, seconded by LaFave to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 6:48 pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator 6a. City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM The Corcoran City Council met on August 13, 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 Engineer Torve, Director of Public Safety Gottschalk, Lieutenant Burns, Public Works Superintendent Meister and City Clerk/Administrative Services Coordinator Beise. 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 City Administrator Martens noted that under presentations the oath of office for police officer Pete Ekenberg is to be added. MOTION: made by Keefe, seconded by Thomas to approve the agenda with the amendment. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4. Open Forum Jonathan Bottema, 10500 Trail Haven Road, addressed the Council on his concerns related to the possible proposal to pave Trail Haven Road. Sara Harvey, 8850 Trail Haven Road, addressed the Council on here concerns related to the possible proposal to pave Trail Haven Road. 5. Presentations a. Oath of Office – Pete Ekenberg The Police Officer’s Oath of Office was administered to Pete Ekenberg by City Clerk/Administrative Services Coordinator Beise. Council members congratulated Mr. Ekenberg. 6. Consent Agenda a. Draft Minutes of July 23, 2015 Council Meeting b. Resolution Approving a Tobacco License 2015-44 c. Resolution Approving Temporary Charitable Gambling License 2015-45 d. Resolution Authorizing Amendment to Hennepin County Recycling Agreement 2015-46 Mayor Guenthner noted there was one clerical error in the minutes and directed City Clerk/Administrative Services Coordinator Beise to correct that. Mayor Guenthner asked that items c. and d. be removed from the consent agenda to receive clarification. MOTION: made by LaFave, seconded by Thomas to approve consent agenda items a. and b. as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Mayor Guenthner asked that item c. be withdrawn and brought back at the next City Council meeting as the resolution did not list the address of the licensee. Mayor Guenther asked about the organics recycling component of the Recycling agreement, item d. City Administrator Martens responded that it did not change the City’s program. MOTION: made by Thomas, seconded by Keefe to approve consent agenda item d. as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 6b. City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM 7. Claims as Presented * a. Escrow Claims (Fund #500) MOTION: made by Thomas, seconded by Keefe to approve the financial claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. All Financial Claims MOTION: made by LaFave, seconded by Hank to approve all other financial claims as presented. Council discussed the claim related to Ebert Construction’s final payment. Staff will provide an update of the Public Works Building issues at the next meeting. MOTION: made by Hank, seconded by LaFave to pull the Ebert Construction claim from the claims roster. Second motion: Voting Aye: Hank and LaFave Voting Nay: Guenthner, Keefe, and Thomas (Motion defeated 2:3) Original motion: Voting Aye: Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Financial Performance Report City Administrator Martens presented the report. Council discussed. No action was taken. b. Use of Consultants in Lieu of City Staff City Administrator Martens presented the report. Council discussed. No action was taken. c. Squad Car Replacement Lieutenant Burns presented the report. Council discussed. No action was taken. 9. Planning Business / Landform - None 10. Unfinished Business a. Strategic Goal Update City Administrator Martens presented the report. Council discussed. Council directed to modify the strategic goal related to a regional recreation facility as presented. b. CSAH 101 Turn Lanes Pay Request #3 Report presented by City Administrator Martens. Council discussed. MOTION: made by Hank, seconded by Thomas to approve Pay Request #3 and claim as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 11. New Business a. Paving Gravel Collector Road Report presented by City Administrator Martens. Council discussed and directed staff to bring additional information to a future City Council meeting. b. Parks and Trails Commission Recommendation- Parks and Recreation Employee Report presented by City Administrator Martens. Council discussed. Council requested additional information on unemployment for this position. MOTION: made by LaFave, seconded by Keefe to include a parks and recreation employee in the 2016 budget and to draft a job description and hiring plan. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 6b. City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM c. Parks and Trails Commission Recommendation - Scoreboard Purchase Report presented by City Administrator Martens. Council discussed. Per consensus, directed staff to continue as directed at the August 14, 2014 City Council meeting. d. City Council Minutes Report presented by City Clerk/Administrative Services Coordinator Beise presented. Council discussed. Staff was directed to complete the minutes in two formats, the current limited detail style and a more detailed summary style. 12. Unscheduled Items – None 13. 2015 Council Schedule City Administrator Martens reviewed the upcoming items listed on the draft Council schedule. Tonya LaFave noted Country Daze is happening August 14-15, 2015 and encouraged persons to stop by. Mayor Guenthner called for a budget work session at 5:30pm on August 27, 2015. 14. Council Liaison Calendar 15. Adjournment MOTION: made by Keefe, seconded by Hank to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 9:10 pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator 6b. City of Corcoran August 27, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-47 Page 1 of 1 Motion By: Seconded By: A RESOLUTION ACCEPTING THE NORTHWEST AREA JAYCEES DONATION WHEREAS, the City of Corcoran supports the efforts of the Northwest Area Jaycees; and WHEREAS, the Northwest Area Jaycees made a financial donation to the City of Corcoran to purchase picnic tables in the amount of $5,300.00; WHEREAS, The City Council finds that it is appropriate to accept the donation as offered for the benefit of City Park. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Corcoran acknowledges the generosity of the Northwest Area Jaycees and graciously accepts the donation. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 27th day of August, 2015. ________________________________ Ken Guenthner – Mayor ATTEST: ___________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator City Seal City of Corcoran August 27, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-45 Page 1 of 1 Motion By: Seconded By: A RESOLUTION APPROVING CHARITABLE GAMBLING IN THE CITY OF CORCORAN, MINNESOTA BE IT RESOLVED, by the City Council of the City of Corcoran that the following Charitable Gambling License is granted effective for the dates as indicated, to the following Licensee, provided appropriate application and insurance documents are submitted and satisfactory background check completed by the Corcoran Police Department. LICENSEE LICENSE LICENSE EFFECTIVE DATE Hope Chest for Breast Cancer Breastfest 2015 Organization located at 2500 Bloomington Ave., Minneapolis, MN Charitable Gambling September 19, 2015 (One day license) Event located at 20439 County Road 10, Corcoran, MN VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 27th day of August 2015. ________________________________ Ken Guenthner - Mayor ATTEST: ____________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator 6d. Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. 1 MEMORANDUM 105 South Fifth Street, Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net DATE August 17, 2015 TO Brad Martens CC City Council, Planning Commission, Parks & Trails Commission FROM Kendra Lindahl, City Planner RE Active Corcoran Planning Applications The following is a summary of project status for current, active projects: 1. “Strehler Estates” Preliminary Plat and Ordinance Amendment (PID 17-119-23-32-0004) (city file no. 15-017). The applicant submitted a request for approval of a preliminary plat to create 4 lots and an ordinance amendment to allow a private drive for property at 22900 Strehler Road. The item is scheduled for a public hearing at the September 3rd Planning Commission meeting and City Council action on October 8th. 2. “Fehn Meadows” Preliminary Plat and Final Plat at 20909 County Road Number 117 (PID # 03- 119-23-12-0002 and PID 03-119-23-13-0001) (city file no. 15-018). The applicant is requesting approval of a plat to readjust the lot lines between two parcels to create one lot and one outlot. The item is scheduled for a public hearing at the September 3rd Planning Commission meeting and City Council action on October 8th. Also, there are a number of projects that have been approved, but are still not filed and closed out: 1. Corcoran Business Park (City file 06-005). The City Council granted a one year extension to the final plat approval, which expired on April 12, 2011. Staff has spoken to the applicant and is still working to close out this project. Staff has spoken to the applicant and will schedule a meeting when more information is available on the Loretto sewer project. 2. Hope Ministries Conditional Use Permit for Cemetery and Vacation of Drainage & Utility Easement at 19951 Oswald Farm Road (City file 12-002). Hope Ministries submitted a request for a conditional use permit to allow a cemetery west of the existing church. The application was approved by the City Council on March 22nd and site work had begun. The letter of credit for site improvements has been released but we are holding the escrow pending completion of the approved landscaping. The applicant has indicated that they are considering a site plan amendment application to modify the approved plans. Staff met again with Pastor Brian Lother in December to try to finalize this issue and address some other questions or concerns from him . We hope to be able to wrap this up in the near future. 3. Lano Equipment at 23580 Highway 55 Site Plan Modifications for Cold Storage Building. (31- 119-23-34-0007) (13-006). This item was approved by the City Council on July 11th. The building permit has been issued, but staff has determined that the building was not being built according the approved plans. The applicant submitted revised plans and the City Council approved a site plan modification at the June 12th meeting. The only outstanding issue is the completion of the required landscaping. An inspection was conducted on August 13, 2015 and the applicant was notified of the outstanding items. The City has a letter of credit in place to ensure the work is completed as approved. Agenda Item 8a. MEMORANDUM 2 4. Ess Brothers Site Plan Amendment and Conditional Use Permit Amendment for an accessory building at 9350 County Road (PID # 07-119-23-43-0004) (City File No. 13-031) The applicant requested approval of a 5,500 square feet detached, accessory building with 20-foot sidewalls. The City Council approved this item on January 23rd. The applicant must comply with all conditions of approval (which require landscaping improvements) and then staff will inspect before refunding any remaining escrow. The landowner recently contacted staff and is working to address the outstanding landscape requirements. 5. Fox Ridge 2nd Addition Final Plat at 9495 Trail Haven Road (PID 09-119-23-41-0011) (City File 14- 006). This final plat application for a final plat of Outlot A, Baumeister 3rd Addition was approved by the City Council on May 22nd. The applicant will prepare mylars for signature and filing. After the documents are filed, the remaining escrow can be released. 6. Sawgrass Preliminary Plat, Preliminary PUD Development Plan and Rezoning for Peachtree Partners LLC on Schendel property at 20400 County Road 10 (City file 14-027). The City received the application materials and is currently reviewing for completeness. The Parks and Trails Commission reviewed this request on November 18th and recommended acceptance of a combination of land and cash. The Planning Commission held a Public Hearing on December 4th and the City Council approved the request on December 11th. The next step would be for the applicant to submit a final PUD plan and plat prior to expiration of the approvals on December 11, 2015. 7. Corcoran Public Works Site Plan Amendment and Variance (city file 15-006). The site plan amendment and variance are to grant after-the-fact approvals for changes to the approved site plan that were made in the field and generally authorized by the subcommittee. The gravel drive and storage area that was added on the south area of the fenced yard requires a variance. The item was reviewed at a public hearing at the April 2nd Planning Commission meeting and Council approved the request at the April 23rd meeting. Final landscaping and close out issues will occur this summer. 8. Ravinia 3rd Addition Final Plat and Final PUD Plan (City file 15-007) The Planning Commission reviewed the final PUD plan at their June 4th meeting and recommended approval. The City Council approved the final plat and final PUD plan for the 3rd phase at their June 25th meeting. The applicant is working to address the remaining issues so that the plat can be released for filing. 9. Commercial Door Addition at 7670 Commerce Street (City file 15-010) The City received an application for approval of a building addition, which required a conditional use permit, interim use permit, variance and site plan approval. The project was reviewed at a public hearing at the June 4th Planning Commission meeting and was approved by the City Council on June 25th. The applicant is working to address the approval conditions. 10. Sign Ordinance Update (city file 15-012). At the April 23rd meeting, the City Council directed staff to prepare the update. A draft was be prepared for the June 11th Council meeting. The Council reviewed the document, provided feedback and directed staff to schedule for a public hearing at the Planning Commission. The public hearing was held at the Planning Commission on July 7th and they voted unanimously to recommend approval. The City Council adopted the ordinance on July 23rd. The new ordinance is now in effect. 11. Ordinance Amendment to Allow Creation of Lots without Development Rights (city file 15-014). At the May 11th meeting, the City Council directed staff to prepare an ordinance amendment that would allow creation of parcels without development rights. The City Attorney and City Planner will work together to craft a legally defensible ordinance. The public hearing was held at the Planning Commission on July 7th and they voted unanimously to recommend approval. The City Council adopted the ordinance on July 23rd. The new ordinance is now in effect. 12. Site Plan and Conditional Use Permit for a new Verizon Monopole at 23605 Co Rd 50 (PID30- 119-23-21-0001) (City File 15-016). Verizon has requested a conditional use permit and site plan for a new telecommunications tower on the Gleason property located at the southwest corner of County Roads 19 & 50. The public hearing was held at the Planning Commission on July 7th and they voted unanimously to recommend approval. The City Council approved this item on July 23rd. The applicant is working to address the conditions of approval and then will apply for a building permit. MEMORANDUM 3 Finally, there are a few projects that have not yet been started but have been identified as action items or future projects. The City Council did not identify these items as 2015 priority projects: 1. Design Guideline Update for Southeast District/Downtown. The Council approved a Landform proposal to update the existing design guidelines for this area. The design guidelines are adopted as part of the Zoning Ordinance and will be enforced as new development is proposed, consequently, the City Council wishes to revisit that planning effort to ensure it is still consistent with the City’s goals. The City Council appointed a subcommittee, but the City Council has decided to delay kickoff as we work through some associated issues as part of some new development plans. The subcommittee has been disbanded and the Council will reconsider this project in 2015. Staff is working with Hennepin County to pursue grant funding for this work. 2. City-Initiated Park Dedication Ordinance Update (City File 14-007). Staff was directed to bring back other potential amendments for consideration in 2015, including revisions to clarify whether or not existing homes are subject to park dedication when part of a plat, how to ensure that land dedication in the rural areas is fairly required and a review of our park dedication requirements. STAFF REPORT / Code Compliance Agenda Item: 8 b. Council Meeting: August 27, 2015 Prepared By: Mike Pritchard Topic: CODE COMPLIANCE REPORT – July 2015 Action Required: Information Only Code Enforcement Issues: Complaint 15-010 (11/13/2014): Exterior Storage, Junk/Debris at 8XXX Garrison Lane. The City has been working with the property owner for some time to resolve exterior storage and junk issues but progress ceased and multiple deadlines were missed, including a request for a plan of action. The matter has been referred to the City Attorney for review. Complaint 15-066 – 15-088 (6/26/2015): Multiple Violations at multiple lots at 78XX Maple Hill Rd. The City conducted a site visit at Maple Hill Estates. We focused on junk vehicles and general junk/debris. In all, 21 code violation notices were sent. The City will be following up over the next couple weeks. Complaint 12-031 (6-11-2012): Hazardous Building at 20XXX County Road 10. The building remains secure. No Update. Complaints Concerns Total Nuisiance Junk/Junk Vehicles Grass & Weed Control Animal Violations Home Occupations Signs Referred to Public Works, Metro West, or City Engineer Misc. Compaints Concerns Cases Referred to City Attorney Building Permits - Zoning review Building Permits Grading or Driveway Permits Misc. Permits Overweight /Ag Vehicle Permits 6 2 1 1 0 0 2 2 0 16 36 2 5 1 Complaints and Concerns Permits and Zoning STAFF REPORT Agenda Item 8c. Council Meeting: August 27, 2015 Prepared By: Director Matt Gottschalk Topic: 2015 Night to Unite Program Action Required: Information Summary: During the Goal Setting Work Session on March 28, 2015 the Council identified City participation in Night to Unite as a priority. City involvement has been limited in the past and the plan was to gradually build up City and community participation in order to meet staffing and budget considerations as the program grows. The Police Department signed up with the Minnesota Crime Prevention Association and registered the City as a Night to Unite participant. The event was published on the City website, City newsletter, and the Police Department Facebook and Twitter feeds. Police Department Administrative Assistant Steelman, Lieutenant Burns, and Director Gottschalk coordinated the schedule, registrations, personnel, participating agencies, equipment, and supplies for the event. The Corcoran Police Reserve Unit graciously donated funds to purchase City of Corcoran Night to Unite handouts and party supplies. On August 4, 2015 the City put all of the planning into action. Participants in the Corcoran 2015 Night to Unite were: City Council City Staff Police Department Staff Fire Departments Mike Keefe Brad Martens Matt Gottschalk Loretto Pat Hank Jessica Beise Ryan Burns Rogers Tonya LaFave Paula Steelman Hanover Joleen Pitts Kevin Wagman There were four Night to Unite parties attended by the participants and a few informal neighborhood gatherings attended by the Police Department throughout the week. The City received a significant amount of positive feedback from the community about the event and several residents have already expressed interest in hosting block parties next year. The 2015 Night to Unite agenda is attached to this report. In future years, staff expects community participation to increase due to the positive experiences of the community with Night to Unite, increased publication, and an increase in higher density neighborhoods. Strong participation from City staff and elected officials will continue to be important for a successful and sustainable program. Financial/Budget: There was notable City staff time attributed to the event. The Police Reserve Unit donated nearly $600 worth of supplies from their fund. These expenses were based on attendance at four neighborhood parties and no City sponsored site. Staff Report—August 27, 2015 Council Meeting Prepared by Director Gottschalk Page 2 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. ETHICS AND INTEGRITY We believe that ethics and integrity are the foundation blocks of public trust and confidence and that all meaningful relationships are built on these values. OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. PROFESSIONALISM We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees. EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: N/A Recommendation: N/A Council Action: None Attachments: 2015 Night to Unite Agenda City of Corcoran August 4, 2015 Thank you for participating in Corcoran’s 2015 Night to Unite! We have four parties in the City this year. The Mobile Hope site is considered the City’s flagship location for 2015. We have worked out a rotation and outlined it below. Please try to stick to it if possible, but there is some flexibility built in if you get some good dialogue going with community members. Please bring the box of party supplies to your first assigned location. Please let staff know if you receive any information that requires follow-up. Blue Team: Matt Gottschalk, Mike Keefe White Team: Ryan Burns, Tonya LaFave, Brad Martens Red Team: Kevin Wagman, Pat Hank, Jessica Beise Schedules: Blue Team White Team Red Team 6:00-6:30 19730 Jackie Lane 6:00-6:30 Mobile Hope 6:00-6:30 20026 Hillside Drive 6:45-7:15 Mobile Hope 6:45-7:15 20026 Hillside Drive 6:45-7:15 19730 Jackie Lane 7:30-8:00 9945 Sundance Lane 7:30-8:00 19730 Jackie Lane 7:30-8:00 Mobile Hope 8:15-8:45 20026 Hillside Drive 8:15-8:45 Sundance Lane 8:15-8:45 Sundance Lane (Remaining Team Members) (Remaining Team Members) STAFF REPORT Agenda Item 10a. Council Meeting: August 27, 2015 Prepared By: Jessica Beise Topic: City Council Minutes Action Required: Direction Summary: At the August 13, 2015 City Council meeting staff provided options on different types of minutes. Per Council direction staff completed minutes in two formats, the traditional limited-detail and summary. It took staff approximately 30 -45 minutes longer to complete the summary minutes. An alternative means of taking minutes such as typing during the meeting, may lessen the additional time summary minutes may take to compile. Staff would like to get feedback on how the Council would like to see the minutes taken going forward. Financial/Budget: The cost to change the minute format may vary slightly due to an increase in staff time depending on the selected minute style. 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 striv e to deliver quality services in a highly professional, cost-effective, and friendly manner. OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: 1. Review the minute options and direct staff to move forward with a particular style of minutes. 2. Maintain the current style of limited-detail City Council minutes. Page 2 Recommendation: Review the minute options and direct staff to move forward with a particular style of minutes. Council Action: Review the minute options and direct staff to move forward with a particular style of minutes. Attachments: 1. City Council Minutes Example – Limited Detail 2. City Council Minutes Example – Summary City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM The Corcoran City Council met on August 13, 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 Engineer Torve, Director of Public Safety Gottschalk, Lieutenant Burns, Public Works Superintendent Meister and City Clerk/Administrative Services Coordinator Beise. 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 City Administrator Martens noted that under presentations the oath of office for police officer Pete Ekenberg is to be added. MOTION: made by Keefe, seconded by Thomas to approve the agenda with the amendment. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4. Open Forum Jonathan Bottema, 10500 Trail Haven Road, addressed the Council on his concerns related to the possible proposal to pave Trail Haven Road. Sara Harvey, 8850 Trail Haven Road, addressed the Council on here concerns related to the possible proposal to pave Trail Haven Road. 5. Presentations a. Oath of Office – Pete Ekenberg The Police Officer’s Oath of Office was administered to Pete Ekenberg by City Clerk/Administrative Services Coordinator Beise. Council members congratulated Mr. Ekenberg. 6. Consent Agenda a. Draft Minutes of July 23, 2015 Council Meeting b. Resolution Approving a Tobacco License 2015-44 c. Resolution Approving Temporary Charitable Gambling License 2015-45 d. Resolution Authorizing Amendment to Hennepin County Recycling Agreement 2015-46 Mayor Guenthner noted there was one clerical error in the minutes and directed City Clerk/Administrative Services Coordinator Beise to correct that. Mayor Guenthner asked that items c. and d. be removed from the consent agenda to receive clarification. MOTION: made by LaFave, seconded by Thomas to approve consent agenda items a. and b. as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Mayor Guenthner asked that item c. be withdrawn and brought back at the next City Council meeting as the resolution did not list the address of the licensee. Mayor Guenther asked about the organics recycling component of the Recycling agreement, item d. City Administrator Martens responded that it did not change the City’s program. MOTION: made by Thomas, seconded by Keefe to approve consent agenda item d. as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Attachment 1 City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM 7. Claims as Presented * a. Escrow Claims (Fund #500) MOTION: made by Thomas, seconded by Keefe to approve the financial claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. All Financial Claims MOTION: made by LaFave, seconded by Hank to approve all other financial claims as presented. Council discussed the claim related to Ebert Construction’s final payment. Staff will provide an update of the Public Works Building issues at the next meeting. MOTION: made by Hank, seconded by LaFave to pull the Ebert Construction claim from the claims roster. Second motion: Voting Aye: Hank and LaFave Voting Nay: Guenthner, Keefe, and Thomas (Motion defeated 2:3) Original motion: Voting Aye: Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Financial Performance Report City Administrator Martens presented the report. Council discussed. No action was taken. b. Use of Consultants in Lieu of City Staff City Administrator Martens presented the report. Council discussed. No action was taken. c. Squad Car Replacement Lieutenant Burns presented the report. Council discussed. No action was taken. 9. Planning Business / Landform - None 10. Unfinished Business a. Strategic Goal Update City Administrator Martens presented the report. Council discussed. Council directed to modify the strategic goal related to a regional recreation facility as presented. b. CSAH 101 Turn Lanes Pay Request #3 Report presented by City Administrator Martens. Council discussed. MOTION: made by Hank, seconded by Thomas to approve Pay Request #3 and claim as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 11. New Business a. Paving Gravel Collector Road Report presented by City Administrator Martens. Council discussed and directed staff to bring additional information to a future City Council meeting. b. Parks and Trails Commission Recommendation- Parks and Recreation Employee Report presented by City Administrator Martens. Council discussed. Council requested additional information on unemployment for this position. MOTION: made by LaFave, seconded by Keefe to include a parks and recreation employee in the 2016 budget and to draft a job description and hiring plan. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Attachment 1 City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM c. Parks and Trails Commission Recommendation - Scoreboard Purchase Report presented by City Administrator Martens. Council discussed. Per consensus, directed staff to continue as directed at the August 14, 2014 City Council meeting. d. City Council Minutes Report presented by City Clerk/Administrative Services Coordinator Beise presented. Council discussed. Staff was directed to complete the minutes in two formats, the current limited detail style and a more detailed summary style. 12. Unscheduled Items – None 13. 2015 Council Schedule City Administrator Martens reviewed the upcoming items listed on the draft Council schedule. Tonya LaFave noted Country Daze is happening August 14-15, 2015 and encouraged persons to stop by. Mayor Guenthner called for a budget work session at 5:30pm on August 27, 2015. 14. Council Liaison Calendar 15. Adjournment MOTION: made by Keefe, seconded by Hank to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 9:10 pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator Attachment 1 City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM The Corcoran City Council met on August 13, 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 Engineer Torve, Director of Public Safety Gottschalk, Lieutenant Burns, Public Works Superintendent Meister and City Clerk/Administrative Services Coordinator Beise. 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 City Administrator Martens noted that under presentations the oath of office for police officer Pete Ekenberg is to be added. MOTION: made by Keefe, seconded by Thomas to approve the agenda with the amendment. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4. Open Forum Jonathan Bottema, 10500 Trail Haven Road, addressed the Council on his concerns related to the possible proposal to pave Trail Haven Road. Specifically Mr. Bottema was concerned about the current traffic counts and if paving would increase those numbers, being assessed, and the desire for a change to a pave the road. Sara Harvey, 8850 Trail Haven Road, addressed the Council on here concerns related to the possible proposal to pave Trail Haven Road. Specifically Ms. Harvey was concerned with safety, non-local nonresident traffic, speed concerns, who benefits from the paving and accurate traffic counts. 5. Presentations a. Oath of Office – Pete Ekenberg The Police Officer’s Oath of Office was administered to Pete Ekenberg by City Clerk/Administrative Services Coordinator Beise. Council members congratulated Mr. Ekenberg. 6. Consent Agenda a. Draft Minutes of July 23, 2015 Council Meeting b. Resolution Approving a Tobacco License 2015-44 c. Resolution Approving Temporary Charitable Gambling License 2015-45 d. Resolution Authorizing Amendment to Hennepin County Recycling Agreement 2015-46 Mayor Guenthner noted there was one clerical error in the minutes and directed City Clerk/Administrative Services Coordinator Beise to correct that. Mayor Guenthner asked that items c. and d. be removed from the consent agenda to receive clarification. MOTION: made by LaFave, seconded by Thomas to approve consent agenda items a. and b. as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Mayor Guenthner asked that item c. be withdrawn and brought back at the next City Council meeting as the resolution did not list the address of the licensee. Mayor Guenther asked about the Attachment 2 City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM organics recycling component of the Recycling agreement, item d. City Administrator Martens responded that it did not change the participation on the part of the City. MOTION: made by Thomas, seconded by Keefe to approve consent agenda item d. 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 Keefe to approve the financial claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. All Financial Claims MOTION: made by LaFave, seconded by Hank to approve all other financial claims as presented. Council discussed the Ebert Construction claim and how it relates to the issues that the City is currently having with the building. City Administrator Martens noted that payment was for general construction manager services and retainages are being held for those who have been identified as those two parties responsible for the issues. Council discussed if payment then results in less leverage to resolve the issue. Staff will provide an update of the Public Works Building issues at the next meeting. MOTION: made by Hank, seconded by LaFave to pull the Ebert Construction claim from the claims roster. Second motion: Voting Aye: Hank and LaFave Voting Nay: Guenthner, Keefe, and Thomas (Motion defeated 2:3) Original motion: Voting Aye: Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Financial Performance Report City Administrator Martens presented the report, explaining the current financials. Council discussed. No action was taken. b. Use of Consultants in Lieu of City Staff City Administrator Martens presented the report, outlining the pros and cons of utilizing consultants in lieu of hiring additional full time staff members. Council discussed. No action was taken. c. Squad Car Replacement Lieutenant Burns presented the report, updating the Council on the status of the squad car. Council discussed. No action was taken. 9. Planning Business / Landform - None 10. Unfinished Business a. Strategic Goal Update City Administrator Martens presented the report, noting the original goal was very aggressive with purchase and development of the land. City Administrator Martens outline that staff was seeking a goal change to purchase the land for the recreational amenity. Council discussed. Council directed to modify the strategic goal related to a regional recreation facility, as presented. b. CSAH 101 Turn Lanes Pay Request #3 Report presented by City Administrator Martens. Attachment 2 City of Corcoran City Council Meeting Minutes August 13, 2015 - 7:00 PM MOTION: made by Hank, seconded by Thomas to approve Pay Request #3 and claim as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 11. New Business a. Paving Gravel Collector Road Report presented by City Administrator Martens. Council discussed policy options for paving roads including only paving west to east collector roads, when to pave roads in areas with sewer and when and how to utilize MSA funding. Council directed staff to bring additional information to a future City Council meeting. b. Parks and Trails Commission Recommendation- Parks and Recreation Employee Report presented by City Administrator Martens. Council discussed the position the impact this could have on the City. Council requested additional information on unemployment for this position. MOTION: made by LaFave, seconded by Keefe to include a parks and recreation employee in the 2016 budget and to draft a job description and hiring plan. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) c. Parks and Trails Commission Recommendation - Scoreboard Purchase Report presented by City Administrator Martens. Council discussed. Per consensus, directed staff to continue as directed at the August 14, 2014 City Council meeting. d. City Council Minutes Report presented by City Clerk/Administrative Services Coordinator Beise presented. Council discussed the history of the current style as a response to copious review of minutes at previous Council meetings. Staff was directed to complete the minutes in two formats, the current limited detail style and a more detailed summary style. 12. Unscheduled Items – None 13. 2015 Council Schedule City Administrator Martens reviewed the upcoming items listed on the draft Council schedule. Councilor LaFave noted Country Daze is happening August 14-15, 2015 and encouraged persons to stop by. Mayor Guenthner called for a budget work session at 5:30pm on August 27, 2015. 14. Council Liaison Calendar 15. Adjournment MOTION: made by Keefe, seconded by Hank to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 9:10 pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator Attachment 2 STAFF REPORT Agenda Item 10b. Council Meeting: August 27, 2015 Prepared By: Brad Martens Topic: Public Works Facility Update Action Required: None - informational Summary: At the April 23, 2015 City Council meeting, the Council was updated on concrete settling taking place at the new Public Works Facility. Since that time the issue has been tracked and various contractors have been in discussion with Ebert Construction and staff on the issue. Recently staff has received letters from both contractors involved with the installation of the floor on their opinions of cause; those letters are attached to this report. The City’s position is that it is the fault of one or more contractors. Staff has scheduled a meeting to discuss the issue with the parties involved on Tuesday, August 25th. Staff will update the Council on the outcome from that discussion at the City Council meeting. Financial/Budget: Staff has not obtained quotes on the cost to fix the issue. The repairs could be around the $60,000 - $80,000 range depending on the extent of the issue. 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. Options: N/A Recommendation: N/A Council Action: N/A Attachments: 1) Contactor Letter – Fehn Companies 2) Contractor Letter – Haugo Geo-Technical Services August 11, 2015 HGTS Project Number: 13-014 Mr. Brad Martens City of Corcoran - Public Works Department 9100 County Road 19 Corcoran, MN 55374 Re: Floor Settlement, Corcoran Public Works Facility, Corcoran, Minnesota Dear Mr. Martens: This letter is submitted, as requested, to provide an opinion as to cause of the settled floor slabs and the source of water observed within the Public Works Facility building along County Road 19 south of County Road 10 in Corcoran, MN. Background Very briefly: the City of Corcoran completed constructed a new Public Work Facility on the east side of County Road 19 just south of County Road 10 late in 2013/early 2014. The facility included an approximate 18,000 square foot garage with a two story, 4,000 square foot office along with ancillary exterior improvements including a 5,000 square foot covered cold storage, exterior storage tanks and associated parking lots and drive lanes. The facility also included an approximate 30,000 gallon Fire Suppression Tank installed within the building. During construction of the facility, Haugo GeoTechnical Services (HGTS) performed the construction materials testing, as scheduled by the contractor. The testing included; building pad observation, structural fill compaction tests and wall backfill testing, as well as other services. The results of the testing is summarized under project #13-033 in the "Final Report, Special Inspections and Construction Materials Tests" dated December 13, 2013. Since completion of construction, the floor slab has settled within the “tool room” which was believed to have been caused by poorly compacted or un-compacted soil that settled over time. An exploration to determine the cause of the settled floor slab identified saturated soil conditions and an accumulation of water below the floor slab of the “tool room” as well as the men’s and women’s restrooms. Three (3) piezometers were installed in February 2015 to monitor water levels within the tool room and restrooms and have been monitored on a periodic basis since then. Page | 2 Findings Water levels taken in February and March, 2015 showed decreasing levels but showed increasing levels in mid-April, 2015 and have been showing increasing levels since then. Table 1, attached, provides a summary of the water level measurements. Since water levels continued to rise within the piezometers we reviewed our geotechnical engineering report and soil borings for water level information and the project plans for potential sources of water that could impact the building. Based on that review we have identified the following potential water sources, in no particular order:  Sand seams within the native glacial till soils.  Utility/Water line backfill  Improperly design and/or installed drain tile.  Surface water run-off infiltrating into the wall backfill. We understand since the settlements have been observed, pressure testing of various utility lines throughout the building have been performed and included: Fire Suppression Tank, Water supply line and sewer service line. We further understand the pressure testing has found each utility line to meet the pressure requirements of the building code and/or project specifications. Discussion Sand Seams - Groundwater was encountered in one of the soil borings completed for the geotechnical evaluation and was encountered at a depth of about 15 feet below the ground surface. The water observed appeared to be associated with sand seam(s) within the glacial till soil. There is the potential that construction activities, especially the deep excavation for the Fire Suppression Tank, intercepted and exposed water bearing sand seams within the native glacial till. Water within the sand seams could be discharging into the soil backfill for the tank and foundation walls. Utility/Water line Backfill – The excavations for the utility lines extended into the sandy lean clay native glacial till soils which are generally impervious in their undisturbed state. Excavations disturb that natural state resulting in a relatively “looser” soil condition that can provide a conduit for water flow. In addition pipe bedding oft en consist of granular soils (sand) which are highly permeable soil, again providing a conduit for water flow to and into the building. Drain Tile – Sheets C-2.1 & C-3.1 of the project plans shows a 4 inch drain tile running the perimeter of the building. But more importantly it shows that the drain tile flows to the west from about Grid 4-A. It flows right across the area of the dropped footings for the Fire Suppression Tank. Unless a sump pit and pump was installed at the bottom of the footings near the Fire Suppression Tank then the drain tile will likely drain to the low spot and Page | 3 cannot flow to the south side of the building where it appears to connect to the storm drain. It appears that the invert elevation of the storm sewer catch basin is at 1000.0, the floor slab is at 1007.0 and the footings near the Fire Suppression tank are about 12 feet below the slab or about elevation 995. Surface Water Run-Off - There is the potential that surface water run-off is infiltrating into the wall back fill material especially near the deep foundation walls in the areas of the Fire Suppression Tank and entering the building through cracks in the concrete, pipe sleeves or other wall penetrations. Opinions/Recommendations It is our opinion that water infiltration into the building saturated the soil which resulted in a loss of soil strength and the subsequent settling of the floor slab(s). The source of the water has not yet been determined but could be associated with; sand seam(s) within the native glacial till soils, utility/line backfill and pipe bedding materials, improperly design and/or installed perimeter drain tile, or the infiltration of surface water run-off. We recommend that a sump pump or dewatering well be installed near the Fire Suppression Tank at or near the base of the clear rock subgrade (ballast), to remove water that has accumulated within and below the building. Thank you for the opportunity to assist you on this project. If you have any questions or need additional information please contact Joe Westphal at 612-269-4027 or Paul Gionfriddo at 763-954-1101. Sincerely, HAUGO GEOTECHNICAL SERVICES, LLC Paul S. Gionfriddo P.E. Consulting Engineering Joe Westphal, P.E. Project Engineer License Number 49833 Attachments: Table 1. Piezometer Readings Page | 4 Water Level Measurements Corcoran Public Works Facility HGTS # 13-033 Table 1. Piezometer Readings Measurement Date Top of Piezometer Elevation MSL (feet) Measured Water Level Depth (feet) Water Level Elevation (feet) Piezometer P-1 (Utility Room) 2/13/15 100.0 7.9 92.1 3/5/2015 100.0 8.4 91.6 3/12/2015 100.0 8.5 91.5 3/16/2015 100.0 8.5 91.5 3/24/2015 100.0 8.7 91.3 4/2/2015 100.0 8.7 91.3 4/10/2015 100.0 8.6 91.4 4/13/2015 100.0 8.5 91.5 4/30/2015 100.0 7.6 92.4 5/14/2015 100.0 7.7 92.3 5/28/2015 100.0 7.2 92.8 6/9/2015 100.0 6.7 93.3 7/1/2015 100.0 6.4 93.6 8/5/2015 100.0 5.3 94.7 8/7/2015 100.0 5.2 94.8 Piezometer P-2 (Men’s Bathroom) 2/13/15 100.0 8.1 91.9 3/5/2015 100.0 8.6 91.4 3/12/2015 100.0 8.8 91.2 3/16/2015 100.0 8.7 91.3 3/24/2015 100.0 8.9 91.1 4/2/2015 100.0 8.9 91.1 4/10/2015 100.0 8.8 91.2 4/13/2015 100.0 8.6 91.4 4/30/2015 100.0 8.0 92.0 5/14/2015 100.0 7.7 92.3 5/28/2015 100.0 7.2 92.8 6/9/2015 100.0 6.8 93.2 7/1/2015 100.0 6.5 93.5 8/5/2015 100.0 5.4 94.6 8/7/2015 100.0 5.3 94.7 Piezometer P-3 (Women’s Bathroom) 2/13/15 100.0 7.7 92.3 3/5/2015 100.0 8.5 91.5 Page | 5 Measurement Date Top of Piezometer Elevation MSL (feet) Measured Water Level Depth (feet) Water Level Elevation (feet) Piezometer P-3 (Women’s Bathroom) - Continued 3/12/2015 100.0 8.5 91.5 3/16/2015 100.0 8.4 91.6 3/24/2015 100.0 8.5 91.5 4/2/2015 100.0 8.5 91.5 4/10/2015 100.0 8.5 91.5 4/13/2015 100.0 8.6 91.4 4/30/2015 100.0 8.1 91.9 5/14/2015 100.0 7.7 92.3 5/28/2015 100.0 7.2 92.8 6/9/2015 100.0 6.7 93.3 7/1/2015 100.0 6.5 93.5 8/5/2015 100.0 5.4 94.6 8/7/2015 100.0 5.4 94.6 Finish First Floor Elevation (FFE) = 100.0 = 1007.0 feet MSL STAFF REPORT Agenda Item 10c. Council Meeting: August 27, 2015 Prepared By: Brad Martens Topic: Paving Gravel Collector Roads Action Required: Discussion Summary: Councilmember Keefe has requested that the topic of paving gravel collector roads be added to the agenda for discussion. Council Action: Consider further discussion on paving gravel collector roads. Attachments: N/A STAFF REPORT Agenda Item 10d. Council Meeting: August 27, 2015 Prepared By: Brad Martens Topic: Capital Improvement Plan Action Required: Direction Summary: At the July 23, 2015 City Council meeting, the Council reviewed a draft Capital Improvement Plan (CIP). The Plan included a list of equipment by department and a recommended life expectancy of each item (that plan is again attached to this report). The City Council reviewed the plan and asked to be provided with more data on the reasoning behind the recommended life expectancy. Since that time, staff has reviewed a MNDOT report titled Major Equipment Life-cycle Cost Analysis which was released in April 2015 and was brought to staff by Councilmember LaFave. The report referenced the City of Eagan which utilizes a vehicle rating policy to determine repair and replacement decisions with a goal of replacing equipment before repair costs exceed the benefit of the equipment. Two Eagan documents are attached to this report showing their “Target Replacement Standards” or life expectancy, as well as a formula used for determining whether replacement is appropriate. Staff took the opportunity to use the Eagan scoring sheet on the 2006 dump truck which is requested for replacement, the results are included in the fourth attachment to this report. The scoring puts this piece of equipment in the “Qualifies for Replacement” category. Staff requests the City Council review the Vehicle Condition Index formula used by the City of Eagan, and inform staff of their comfort of using a similar formula. It should be noted that the “Cost Per Mile” factor is difficult to use for Corcoran as we do not have a large enough fleet of vehicles to use as an average. Further, staff requests direction on how to proceed on moving the Capital Improvement Plan forward as staff must order the replacement truck as soon as possible in order to receive for the 2016 winter season. Financial/Budget: The Capital Improvement Plan projects future costs required to replace equipment necessary for providing City services. Currently the City is increasing its levy annually in order for these equipment needs to be purchased without the issuance of debt. Page 2 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) Review the Capital Improvement Plan and Vehicle Condition Index as presented; direct staff to develop a Vehicle Condition Index for Corcoran based upon the Eagan model; authorize staff to order a replacement dump truck to be received and paid for in 2016. 2) Review the Capital Improvement Plan and Vehicle Condition Index as presented, establish a sub-committee of Councilmembers to assist in the creation of a Capital Improvement Plan and Vehicle Condition Index. 3) Send back to staff for further review. Recommendation: It is extremely important that a Capital Improvement Plan is approved prior to issuing equipment certificates in early 2016. Staff is very capable in creating this plan however without Council support it will not be effective. If Council feels strongly about being involved in the process, staff recommends that two Councilmembers be appointed to a Capital Improvement Plan Subcommittee to work with staff to create a plan to bring back to the City Council. Council Action: Consider further action on the Capital Improvement Plan Attachments: 1. Draft Capital Improvement Plan 2. City of Eagan – Vehicle and Equipment Categories – Target Replacement Standards 3. City of Eagan – Vehicle Condition Index 4. Vehicle Condition Index – 2006 Sterling Tandem Axle Dump Truck Pu b l i c  Wo r k s  ‐   Pa r k s Re p l a c e m e n t  Ye a r D e s c r i p t i o n  of  It e m  Be i n g  Re p l a c e d Y e a r  Ac q u i r e d U s e f u l  Li f e R e p l a c e m e n t  Co s t  (2 0 1 5 ) N o t e s An n u a l l y B o b c a t  S5 9 0 Re p l a c e  an n u a l l y  un t i l  co s t  sa v i n g s  no longer exist An n u a l l y B o b c a t  T7 7 0 Re p l a c e  an n u a l l y  un t i l  co s t  sa v i n g s  no longer exist 20 1 6 S t e r l i n g  Ta n d e m  Ax l e  Du m p  Tr u c k 2 0 0 6 1 0  ye a r s $ 2 3 0 , 0 0 0 20 1 6 S n o w b l o w e r  fo r  tr a c t o r 1 0  ye a r s $ 2 5 , 0 0 0 D o  no t  cu r r e n t l y  ow n ,  ne w  eq u i p m e n t  to purchase 20 1 6 G e n e r a t o r  fo r  Pu b l i c  Wo r k s  Fa c i l i t y 3 0  ye a r s $ 5 0 , 0 0 0 D o  no t  cu r r e n t l y  ow n ,  ne w  eq u i p m e n t  to purchase 20 1 7 H a r l e y  Ra k e  At t a c h m e n t 1 8  ye a r s $ 1 0 , 0 0 0 D o  no t  cu r r e n t l y  ow n ,  ne w  eq u i p m e n t  to purchase 20 1 8 C a t  Gr a d e r 2 0 0 2 1 5  ye a r s 20 1 8 F o r d  Ut i l i t y  Tr u c k 1 9 8 2 20 1 8 B o m a g  As p h a l t  Ro l l e r 1 9 8 0 3 0  ye a r s 20 1 8 J o h n  De e r e  64 3 0  Mo w e r  Tr a c t o r 2 0 0 8 1 0  ye a r s 20 1 9 C a s e  Fr o n t  En d  Lo a d e r 2 0 0 4 1 5  ye a r s 20 1 9 B o b c a t  Br o o m  At t a c h m e n t ‐Sk i d  Lo a d e r 2 0 0 1 1 8  ye a r s 20 1 9 F a l l s  Wi n g  an d  Pl o w  At t a c h m e n t 2 0 0 4 1 5  ye a r s 20 1 9 L a n d p r i d e  15  ft .  Fl e x  Mo w e r 2 0 0 9 1 0 y e a r s 20 1 9 J o h n  De e r e  15 6 5  Fr o n t  Mo w e r 2 0 0 4 1 5  ye a r s 20 2 0 C a s h m a n  Tr a i l e r 2 0 0 5 1 5  ye a r s 20 2 0 M a c k  Ta n d e m  Ax l e  Du m p  Tr u c k 2 0 1 0 1 0  ye a r s $ 2 3 0 , 0 0 0 20 2 0 M a c k  Wa t e r  Tr u c k 1 9 8 4 2 0  ye a r s 20 2 0 W e s t e r n  Sn o w p l o w 2 0 1 0 1 0  ye a r s 20 2 0 H a r l e y  T‐6 Ra k e 2 0 0 2 1 8  ye a r s 20 2 0 H & H  Tr a i l e r 2 0 0 2 1 8  ye a r s 20 2 1 F e l l i n g  Tr a i l e r 2 0 0 1 2 0  ye a r s 20 2 1 J o h n  De e r e  47 2 0  Tr a c t o r 2 0 0 6 1 5  ye a r s 20 2 1 D a e w o o  Tr a c k  Ex c a v a t o r 2 0 0 6 1 5  ye a r s 20 2 1 G M C  On e ‐To n  Pi c k u p 2 0 1 1 1 0  ye a r s 20 2 1 W e s t e r n  Sn o w p l o w 2 0 1 1 1 0  ye a r s 20 2 1 G M C  3/ 4  to n  Pi c k u p 2 0 1 1 1 0  ye a r s 20 2 1 G M C  3/ 4  to n  Pi c k u p 2 0 1 1 1 0  ye a r s 20 2 1 I / R  Do o s a n  18 5  Ai r  co m p r e s s o r 2 0 1 1 1 0  ye a r s 20 2 1 C r a f t c o  Cr a c k  Fi l l e r 2 0 1 1 1 0  ye a r s 20 2 2 J o h n  De e r e  15 4 5  Fr o n t  Mo w e r 2 0 0 7 1 5  ye a r s 20 2 3 V a l b y  Cl a m  At t a c h m e n t ‐Sk i d  Lo a d e r 2 0 0 8 1 5  ye a r s 20 2 3 W o o d s m a n  Ch i p p e r 2 0 0 8 1 5  ye a r s 20 2 3 J o h n  De e r e  Gr a d e r 2 0 0 8 1 5  ye a r s 20 2 3 M a c k  Ta n d e m  Ax l e  Du m p  Tr u c k 2 0 1 3 1 0  ye a r s $ 2 3 0 , 0 0 0 20 2 4 J o h n  De e r e  61 2 5 r  Tr a c t o r 2 0 1 4 1 0  ye a r s 20 2 4 J o h n  De e r e  47 2 0  Tr a c t o r 2 0 1 4 1 0  ye a r s 20 2 4 D a l c o  Fl o o r  Sw e e p e r 2 0 1 4 1 0  ye a s 20 2 5 W R T  15  Wh e e l  Ro l l e r 2 0 0 0 2 5  ye a r s 20 2 5 C i t y  Bu i l t  Tr a i l e r 2 0 0 5 2 0  ye a r s B u i l t  by  Pu b l i c  Wo r k s 20 2 5 F e l l i n g  Tr a i l e r 2 0 1 0 1 5  ye a r s 20 2 5 G M C  Pi c k u p 2 0 1 5 1 0  ye a r s 20 2 5 L a n d a  Pr e s s u r e  Wa s h e r 2 0 0 5 2 0  ye a r s 20 2 6 S t e r l i n g  Ta n d e m  Ax l e  Du m p  Tr u c k 2 0 1 6 1 0  ye a r s 20 2 6 S n o w b l o w e r  fo r  tr a c t o r 2 0 1 6 1 0  ye a r s 20 2 7 J ‐Cr a f t  Gr a v e l  Pu p 2 0 0 7 2 0  ye a r s Pu b l i c  Wo r k s  ‐   Pa r k s 20 2 7 K u b o t a  Ex c a v a t o r 2 0 1 2 1 5  ye a r s 20 2 7 R o a d  Wi d e n e r  Sh o u l d e r  Ma c h i n e 2 0 1 2 1 5  ye a r s 20 2 8 L e e b o y  85 1 0  Pa v e r 2 0 0 8 2 0  ye a r s 20 2 8 J o h n  De e r e  99 7  Mo w e r 2 0 1 3 1 5  ye a r s 20 2 8 J o h n  De e r e    Mo w e r  Tr a c t o r 2 0 1 8 1 0  ye a r s 20 2 9 W R T  15  Wh e e l  Ro l l e r 2 0 0 4 2 5  ye a r s 20 2 9 L e e b o y  Ta c k ‐Tr a i l e r 2 0 0 9 2 0  ye a r s 20 2 9 J o h n  De e r e  15 4 5  Fr o n t  Mo w e r 2 0 1 4 1 5  ye a r s 20 2 9 F l e x  Mo w e r 2 0 1 9 1 0  ye a r s 20 3 0 F e l l i n g  Tr a i l e r 2 0 1 5 1 5  ye a r s 20 3 0 T a n d e m  Ax l e  Du m p  Tr u c k 2 0 2 0 1 0  ye a r s 20 3 0 S n o w p l o w 2 0 2 0 1 0  ye a r s 20 3 1 B r a d c o  Tr e n c h e r  At t a c h m e n t ‐Sk i d  Lo a d e r 2 0 1 1 2 0  ye a r s Po l i c e Re p l a c e m e n t  Ye a r D e s c r i p t i o n  of  It e m  Be i n g  Re p l a c e d Y e a r  Ac q u i r e d U s e f u l  Li f e R e p l a c e m e n t  Co s t  (2 0 1 5 ) N o t e s 20 1 6 F o r d  Cr o w n  Vi c  (5 5 6 ) 2 0 1 1 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 1 6 F o r d  SU V  Ex p l o r e r  (5 5 7 ) 2 0 1 2 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 1 6 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 1 6 T a s e r s  (6 ) 5  ye a r s $ 7 , 0 0 0 20 1 7 F o r d  SU V  Ex p l o r e r  (5 5 8 ) 2 0 1 3 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 1 7 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 1 7 S a f e  (E v i d e n c e  Ro o m ) N / A 3 0  ye a r s $ 3 , 0 0 0 20 1 8 F o r d  SU V  Ex p l o r e r  (5 5 9 ) 2 0 1 4 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 1 8 F o r d  SU V  Ex p l o r e r  (5 6 0 ) 2 0 1 4 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 1 8 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 1 8 R e p l a c e  AE D ' s  x 10 v a r i e s 1 0  ye a r s $ 2 5 , 0 0 0 20 1 9 M D C s  ‐ re p l a c e  sq u a d  co m p u t e r s V a r i e s 7 ‐10  ye a r s $ 5 0 , 0 0 0 R e q u i r e d  up g r a d e    to  co n n e c t  to  HC  Di s p a t c h  Hardware/Software 20 1 9 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 1 9 F o r d  SU V  Ex p l o r e r   20 1 5 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 1 9 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 0 S p e e d  / Me s s a g e  Tr a i l e r   20 0 5 1 5  ye a r s $ 2 8 , 0 0 0 20 2 0 F o r d  SU V  Ex p l o r e r  (5 6 2 ) 2 0 1 5 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 0 F o r d  SU V  Ex p l o r e r  (5 6 3 ) 2 0 1 6 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 0 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 1 R a n g e  Im p r o v e m e n t s 1 9 9 4  / 20 1 1 2 0  ye a r s $ 3 5 , 0 0 0 A d d e d  Sa f e t y  ‐   im p r o v e d  ba c k  st o p  & ov e r h e a d  safety 20 2 1 F o r d  SU V  Ex p l o r e r  (5 6 4 ) 2 0 1 6 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 1 E z  Go  go l f  Ca r t 2 0 0 6 1 5  ye a r s $ 8 , 0 0 0 E n d  of  us e f u l  li f e ‐Pa r k s 20 2 1 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 2 F o r d  SU V  Ex p l o r e r  (5 6 5 ) 2 0 1 7 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 2 F o r d  SU V  Ex p l o r e r  (5 6 6 ) 2 0 1 8 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 2 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 2 C o m m a n d  Po s t 2 0 0 7 1 5  ye a r s $ 3 7 , 0 0 0 E n d  of  us e f u l  li f e ‐  Pa r k s 20 2 3 F o r d  SU V  Ex p l o r e r  (5 6 1 ) C h i e f 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 3 H a n d g u n s 2 0 0 3 2 0  ye a r s $ 1 2 , 0 0 0 20 2 3 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 4 P o l a r i s  Ra n g e r 2 0 1 3 1 0  ye a r s $ 1 5 , 0 0 0 P u b l i c  wo r k s  / Pa r k s 20 2 4 F o r d  SU V  Ex p l o r e r  (5 6 7 ) 2 0 1 8 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 4 F o r d  SU V  Ex p l o r e r  (5 6 8 ) 2 0 1 9 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 4 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 5 F o r d  SU V  Ex p l o r e r  (5 6 9 ) 2 0 2 0 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 5 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 5 C S S  en c l o s e d  Tr a i l e r 2 0 1 0 1 5  ye a r s $ 1 5 , 0 0 0 20 2 5 E z  Go  go l f  Ca r t 2 0 1 0 1 5  ye a r s $ 8 , 0 0 0 E n d  of  us e f u l  li f e ‐  Ci t y  pa r k s 20 2 6 F o r d  SU V  Ex p l o r e r  (5 7 0 ) 2 0 2 0 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 6 F o r d  SU V  Ex p l o r e r  (5 7 1 ) 2 0 2 1 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 6 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 7 F o r d  SU V  Ex p l o r e r  (5 7 2 ) 2 0 2 2 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 7 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 20 2 8 F o r d  SU V  Ex p l o r e r  (5 7 3 ) 2 0 2 2 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 8 F o r d  SU V  Ex p l o r e r  (5 7 4 ) 2 0 2 3 5  ye a r s $ 4 2 , 0 0 0 R e p u r p o s e d  fo r  Re s e r v e s / P u b l i c  Wo r k s / C o d e  Enforcement 20 2 8 S u p p o r t  an d  Pr o t e c t i o n  Eq u i p m e n t V a r i e s 5  ye a r s $ 7 , 5 0 0 Ci t y  Ha l l Re p l a c e m e n t  Ye a r D e s c r i p t i o n  Of  It e m  Be i n g  Re p l a c e d Y e a r  Ac q u i r e d U s e f u l  Li f e R e p l a c e m e n t  Co s t  (2 0 1 5 ) N o t e s 20 1 6 C a r p e t 1 9 9 4 1 5  ye a r s $ 2 0 , 0 0 0 P a s t  us e f u l  li f e  in  20 0 9 20 1 6 O f f i c e  Im p r o v e m e n t s 2 0  ye a r s $ 1 5 , 0 0 0 20 1 6 C o u n c i l  Ch a m b e r  Im p r o v e m e n t s 8 ‐20  ye a r s $ 3 5 , 0 0 0 20 2 4 R o o f  Sh i n g l e s 1 9 9 4 3 0  ye a r s Factor Points Score Notes Age One point for each year of chronological age, based upon in-service date. 10 Vehicle has been in service for 10 years (2006 - 2015) Miles/Hours One point for each 10,000 miles of use/500 hrs. of use.3.5 Vehicle has 33,400 miles and 2,400 hours Type of Service (1-5)1, 3, or 5 points are assigned based on the type of service that vehicle receives. For instance, a police patrol car would be given a 5 because it is in severe duty service. In contrast, an administrative sedan would be given a 1. 5 This is one of three dump trucks integral to maintaining road conditions. There are no spare trucks and replacement takes on average 10-12 months. Reliability (1-5)Points are assigned as 1, 2, 3, 4 or 5 depending on the frequency of repair/downtime. A 5 would be assigned to a vehicle that has 4.0 to 5.0% downtime or more; 4 for 3.0 to 4.0% downtime; 3 for 2.0 to 3.0% downtime, 2 for 1.0 to 2.0% downtime; and 1 point would be assigned for vehicles with less than 1% downtime. 3 Staff has data from 2014 to present, 410 working days during that period, Vehicle has been out of service for 12 days during that period. 12 / 410 = .029 or 2.9%. M&R Costs 1 to 5 points are assigned based on total life M & R costs equal to or greater than the vehicle’s original purchase price, while a 1 is given to a vehicle with life M & R costs equal to 20% or less of its original purchase cost. 1 Vehicle repairs are estimated at $10,000, original purchase price was $150,000 making M&R costs 7%. Condition This category takes into consideration body condition, rust, interior condition, accident history, anticipated repairs, etc. A scale of 1 to 5 points is used with 5 being poor condition. 3 Truck has average wear and tear. Tires need to be replaced soon which are expensive. Also, this type of vehicle is no longer being manufactured making parts difficult to track down. Cost Per Mile Points are assigned as 1,2,3,4, or 5 depending on the cost per mile relative to class. A 5 would be assigned to a vehicle with costs per mile in excess of 20% for the class. 4 – 15%>than class; 3 – 10%>than class; 2 – 05%> than class; 1 – equal to class. 2 This category is used to compare this specific vehicle's costs against a fleet of similar vehicles. This vehicle has received more repairs as compared to the other trucks however there is limited numbers compare to. Staff is giving it a 2 due to the limited numbers to compare to. Total Points 27.5 If ordered in 2015 the item would not be received until late 2016, the additional year of service alone would bring the total points to 28.5 at time of replacement. Point Ranges Under 21 points Condition 1 Excellent 21 to 25 points Condition 2 Good 26 to 30 points Condition 3 Qualifies for replacement 31 and above Condition 4 Needs immediate consideration Using the City of Eagan index, this vehicle qualifies for replacement. Vehicle Condition Index - 2006 Sterling Tandem Axle Dump Truck STAFF REPORT Agenda Item 10e. Council Meeting: August 27, 2015 Prepared By: Brad Martens Topic: 2016 Budget Action Required: Direction Summary: This item is a placeholder to continue discussion on the 2016 budget if needed following the work session. The draft budget can be found in the packet for the work session which will take place prior to this meeting. Financial/Budget: The 2016 budget will set the property tax levy for the City and establishes the level of services provided. Any changes in the budget will affect taxes levied. 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) Continue discussion on the 2016 budget. 2) Send back to staff for further review. Recommendation: N/A Council Action: Consider continuing discussion on the 2016 budget. Attachments: N/A STAFF REPORT Agenda Item 11a. Council Meeting: August 27, 2015 Prepared By: Brad Martens Topic: Design Guideline Update Action Required: Approval Summary: In 2013 the City Council approved a proposal to update the Downtown Design Guidelines using $20,000 in TIF funds. A sub-committee of eight members was appointed and work was to begin in early 2014. At that same time, the City was beginning to consider a new residential development project know now as Sawgrass. The Council decided to table the design guideline work while the project was moving forward. Recently staff has been in conversation with Hennepin County on funds available to again pursue this project. Through these conversations, staff has secured funding to move this project forward and would like the Council to approve staff to move forward as well as re-appoint a sub-committee. Previously appointed Sub-Committee: • Councilmembers o Tom Cossette (no longer a Councilmember) o Ron Thomas • Planning Commission members o Dean Jacobs o Meredith Wu • Parks and Trails Commission members o Kevin Dale o Chad Robran • Residents o Dennis Stieg o Greg Ebert o Alan Schultz (currently on Planning Commission) Staff has emailed members to see if they are interested in continuing on the sub- committee and will have that information available for the meeting. A draft scope of services is attached to this report. It is enhanced from the previous work plan due to additional funding and will assist in preparing for the next update to the Comprehensive Plan. The work must begin as soon as possible to take advantage of one funding source which expires at the end of October. Page 2 Financial/Budget: Staff has secured funding of around $37,500. If approved and completed as presented, the $20,000 of TIF funds dedicated towards this project could be used towards the Downtown Utility and Street Improvement project. 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 staff to proceed with the scope of services to update the downtown design guidelines and re-appoint a sub-committee. 2) Decline the opportunity to update the downtown design guidelines. 3) Send back to staff for further review. Recommendation: Approve staff to proceed with the scope of services to update the downtown design guidelines and re-appoint a sub-committee. Council Action: Consider a motion to approve staff to proceed with the scope of services to update the downtown design guidelines and re-appoint a sub-committee. Attachments: 1) Scope of Services CITY OF CORCORAN 8200 CO RD 116 ∙ Corcoran, MN 55340 763.420.2288 Email: general@ci.corcoran.mn.us Website: www.ci.corcoran.mn.us SCOPE OF SERVICES Updating the Southeast District Plan, the Downtown Master Plan, and the Downtown Design Guidelines for the City of Corcoran Introduction Hennepin County, in partnership with the City of Corcoran, is seeking proposals from professional consulting firms for a community planning and design effort to update Corcoran’s Southeast District Plan, the Downtown Master Plan, and the 2004 Downtown Design Guidelines (all available at www.ci.corcoran.mn.us). Since the creation of these plans, the City of Corcoran has had an expansion of their Metropolitan Urban Service Area* resulting in the installation of sewer and water services. These services are anticipated to exponentially increase development pressures for this primarily agricultural land city. The professional services include community engagement, transportation analysis, bicycle and pedestrian planning, and natural resource planning. Small business enterprises which lack expertise in any one area are encouraged to partner with firms that have that expertise. *The Metropolitan Urban Service Area, or “MUSA,” is the area in the seven counties in which the Metropolitan Council ensures that regional services and facilities, such as sewers and major highways, are provided or planned. Project Team The consultant contract will be managed by Hennepin County in cooperation with the Project Management Team of- • Brad Martens, City of Corcoran City Administrator • Laura Fredrick Wang and Carol Anderson, Hennepin County • Consultant Team Manager All questions about the contract terms and invoices should be addressed to Carol Anderson. Monthly two hour meetings with the Project Management Team and the consultant project manager should be included in the consultant project budget. The monthly meetings will ensure project progress and discuss communications strategies and other items that need attending to. County or city staff will be responsible for meeting agendas and summaries related to these meetings. The City and County will establish a Community Advisory Team to assist the consultant and the Project Management Team by providing technical or community-based advice. The membership of the Community Advisory Team will include two representatives from each of the following City of Corcoran groups: City Council, Planning Commission, Parks and Trails Commission, general public; and include city and county transportation engineers, City Planner, and an Elm Creek Watershed representative. Monthly two hour meetings with the Community Advisory Team should be included in the consultant project budget. Project Approach The project team foresees the following major study components of this planning effort: 1. Update the Corcoran Southeast District, paying particular attention to transportation needs for all modes of travel, natural resources, and stormwater. 2. Update the Corcoran Downtown Master Plan, taking into account the needs of a. pedestrians, bicyclists, and transit users b. retail c. multi-family development Also consider wetland and natural resource preservation 3. Based on the updated Corcoran Downtown Master Plan, update the 2004 Design Guidelines for this area. The not-to-exceed amount for this work is $37,500. The project is anticipated to be completed within six month time period STAFF REPORT Agenda Item 11b. Council Meeting: August 27, 2015 Prepared By: Jessica Beise Topic: Conditional Offer –Administrative Assistant Action Required: Approval Summary: At the February 26, 2015 City Council meeting, staff was directed to proceed with a reorganization of the Administration Department. At the July 23, 2015 City Council meeting, Council approved the new position of Administrative Assistant and authorized staff to start the recruitment process. Since that time the position was advertised and staff has been reviewing candidates. A total of 64 applications were received of which the top thirteen candidates were interviewed on August 20, 2015. The second round interviews are scheduled for Tuesday, August 25, 2015 and staff anticipates that a preferred candidate will be selected. If a preferred candidate is selected, the City Clerk/Administrative Services Coordinator will bring a conditional offer to the City Council for approval at the August 27, 2015 meeting. The conditional offer will be subject to confirmation of employment history, satisfactory professional reference checks, satisfactory background check, and confirmation of educational credentials. 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 STAFF REPORT Agenda Item 11c. Council Meeting: August 27, 2015 Prepared By: Brad Martens Topic: Labor Agreement Negotiation Process Action Required: Direction Summary: Police Officers of the City of Corcoran are represented by Minnesota Teamsters Public and Law Enforcement Employee’s Union Local NO. 320. Currently an agreement exists between the union and the City of Corcoran through December 31, 2015. In order to have a new agreement in place prior to the end of December, a new agreement should begin to be negotiated in the very near future. Agreements can be negotiated in various ways: • In-house by staff • In-house by staff and elected officials • Contracted negotiator paid by the City After discussing the process internally, staff recommends an in-house approach that utilizes two Councilmembers in cooperation with the City Administrator. The Director of Public Safety would also be available to assist in the process. If this approach is agreed upon by the Council, staff anticipates the following approach: • Initial meeting: o Councilmembers to become familiar with the existing agreement and what has been negotiated in the past. o Councilmembers develop position based upon Council goals and recommendations by staff. o Councilmembers and staff review requests made by union members and draft responses. • Presentation: o City Administrator presents requests and responses to union members on behalf of Councilmembers • Additional meeting as necessary: o Councilmembers review counteroffers and respond if applicable; this may take place several times if necessary. • Tentative agreement: o Union members and Councilmembers tentatively agree on terms • Consideration of approval: o Draft agreement is sent to entire City Council for consideration of approval. Page 2 Financial/Budget: The process of negotiating a union contract is proposed to be in-house without additional costs. Any agreement may include items that will affect future budgets. If no agreement is possible, additional costs may include mediation. 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. Options: 1) Direct the City Administrator and Director of Public Safety to begin negotiating a new agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employee’s Union Local NO. 320. 2) Appoint two Councilmembers to work with the City Administrator and Director of Public Safety to begin negotiating a new agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employee’s Union Local NO. 320. 3) Direct staff to obtain two quotes for service to hire a contractor to assist in negotiating an agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employee’s Union Local NO. 320. Recommendation: Appoint two Councilmembers to work with the City Administrator and Director of Public Safety to begin negotiating a new agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employee’s Union Local NO. 320. Council Action: Consider a motion to appoint two Councilmembers to work with the City Administrator and Director of Public Safety to begin negotiating a new agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employee’s Union Local NO. 320. Attachments: 1) Labor Agreement: January 1, 2013 – December 31, 2015 City of Corcoran 2015 City Council Schedule Agenda Item 13. Page 1 of 2 September 10, 2015 • NWHHSC Annual Report • Performance Report • Adopt Preliminary Levy • 2016 Fee Schedule • Letter of Support, Brockton Interchange • Building right request - Donald Loukusa • Gambling Ordinance • Consideration of NWHHSC Membership September 24, 2015 (Brad and Kendra not able to attend) • Planning Project Update • Code Compliance Report • Performance Report • Call Assessment Hearing – Downtown Utility and Street Improvement Project • Background check policy • City Council Compensation October 8, 2015 (also hold Charter commission meeting) • Performance Report • Public Hearing: assessments for paving gravel collector road; consider ordering plans and specifications October 22, 2015 • Planning Project Update • Code Compliance Report • Performance Report • TIF Report – allocation of past and remaining funds • Assessment Hearing – Downtown Utility and Street Improvement Project November 12, 2015 • Performance Report • Ordinance Regulating Peddlers, Solicitors, and Transient Merchants • Downtown Utility and Street Improvement Project o Review Plans and Specifications City of Corcoran 2015 City Council Schedule Agenda Item 13. Page 2 of 2 o Consider authorizing bid of project November 23, 2015 (Monday) • Planning Project Update • Code Compliance Report • Performance Report • Consider authorizing bids for downtown utility and street improvement project • Consider authorizing bids for paving gravel collector road • Recognition program for employees, elected officials, and appointed officials December 10, 2015 • Performance Report • Truth-in-Taxation Hearing December 21, 2015 (Monday) • Planning Project Update • Code Compliance Report • Performance Report • Adopt 2016 Budget and Levy • Consider approving bid for downtown utility and street improvement project • Consider approving bid for paving gravel collector road