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HomeMy WebLinkAbout2015-11-23 - Council Agenda PacketAgenda Corcoran City Council November 23, 2015 - 7:00 PM 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations a. Hope Center Update – Brian Dejewski* 6. Consent Agenda a. Draft Minutes of November 12, 2015 Council Meeting* 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* 9. Planning Business / Landform a. Spanier Conditional Use Permit and After-the-Fact Variance for an accessory building exceeding allowable sidewall height at 10520 Cain Road (PID 02-119-23-23-0004) (City file no. 15-019)* b. PUBLIC HEARING. Lennar Vacation of Easement for Ravinia (Ebert Property) (City file no. 15-020) (continued from October 8th) c. Street Right-of-Way and Easement Vacation* d. Park Place Storage Sketch Plan* 10. Unfinished Business a. Zoning Ordinance Review – Private Drive Regulations* b. Paving Gravel Collector Roads* c. 2016 Budget* d. Radar Speed Display Signs* 11. New Business a. Compensation Study Process* b. 2016 Union Contract* c. Employees, Elected Official, and Appointed Official Recognition Program* d. City Administrator Performance Evaluation* 12. Unscheduled Items 13. 2015 Council Schedule* 14. Council Liaison Calendar Planning Commission 11/05/15 12/03/15 1/07/16 2/04/16 3/03/16 4/07/16 Guenthner Guenthner LaFave Keefe Hank Thomas Parks and Trails Commission 11/17/15 12/15/15 1/19/16 2/16/16 3/15/16 4/19/16 Guenthner LaFave Keefe Hank Thomas Guenthner 15. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. STAFF REPORT Agenda Item 5a. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: Hope Center Update – Brian Dejewski Action Required: None - Informational Summary: Staff has been contacted by Brian Dejewski of Mobile Hope requesting an opportunity to provide an update to the City Council on the Hope Center. In addition to speaking about programming, it is also Brian’s intention to provide an update on the plan to reimburse the City for upfront costs. Financial/Budget: The City of Corcoran invoiced Mobile Hope the amount of $127,056.80. These funds are due March 26, 2018. 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 Council Action: N/A Attachments: N/A City of Corcoran City Council Meeting Minutes November 12, 2015 - 7:00 PM The Corcoran City Council met on November 12, 2015, at City Hall in Corcoran, MN. Present were Mayor Guenthner, Councilor Hank, and Councilor Thomas. Councilors Keefe and LaFave were excused. Also present were City Administrator Martens, 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 7:00pm. 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 there were three additions: Item 8c. Update on the Public Works Building; Item 8d. Police Officer; Item 11d. City Hall Parking Lot Lights. Councilor Thomas requested an addition of Item 11e. Private Driveway Discussion. MOTION: made by Thomas, seconded by Hank to approve the agenda as amended. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) 4.Open Forum Ken Kluk, 21800 County Road 50, suggested to the Council that a street light be added at the intersection of Commerce Street and County Road 10. 5.Presentations Doug Baines, Elm Creek Watershed Commission Chair, presented information on the Elm Creek Watershed Commission with an overview of the commission and the current projects including a variety of studies and outreach. Council discussed animals, wetland buffering, storm water and future compliance. 6.Consent Agenda a.Draft Minutes of October 22, 2015 Council Meeting b.KDV Engagement Letter c.Ice Rink Attendant Job Description and Hiring Authorization d.CIP Portable Radio Replacement MOTION: made by Hank, second by Thomas to approve the consent agenda as presented. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) 7.Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Thomas, seconded by Hank to approve the escrow claims as presented. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) b. All Other Financial Claims MOTION: made by Hank, seconded by Thomas to approve all other claims as presented. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) 8.Staff Reports / Memos/Commissions a.Financial Performance Report 6a. City of Corcoran City Council Meeting Minutes November 12, 2015 - 7:00 PM Council discussed employer paid health, Ag Preserve Credit and building permit revenue. Information on the Ag Preserve Credit was going to be sent to council by City Administrator Martens. b.Community Advisory Team Update; report received. c.Update on the Public Works Building City Administrator Martens updated the Council noting that City Attorney Carson was conferring with another attorney and will be meeting with staff by the end of November. An update on the building will be brought forward at the December 10th meeting. d.Police Officer Recognition Director of Public Safety Gottschalk recognized Police Officer Irish for his meritorious service award he received from the Rogers Police Department for an incident that Officer Irish assisted their department with. Council congratulated and thanked Officer Irish. 9.Planning Business / Landform a. Street Right-of-Way and Easement Vacation City Administrator Martens presented the report noting that the property was thought to have been vacated. Council discussed the responsibility of the costs, noting that typically the property owner requesting the vacation pays the costs associated with the project. Per consensus, Council is amenable to the vacation and directed staff to bring the costs of the vacation at the next meeting. 10.Unfinished Business a. City Council Compensation City Administrator Martens presented the report noting the update to the materials for surrounding communities and the average for the metro for similar sized cities. Council discussed the arbitrary nature of these salaries and the average salaries for communities of similar size. MOTION: made by Guenthner, seconded by Thomas to direct staff to take the steps necessary create the legal framework to have the incoming Council paid the average salaries of $4,620 for Mayor and $3,641 for Councilmembers effective January 1, 2017. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) b. City Council Email Addresses City Administrator Martens presented the report, noting that staff would have the City’s IT consultant present for the implementation prior to a Council meeting. Council discussed the desire for support setting up the emails on their devices. MOTION: made by Hank, seconded by Thomas to direct staff to initiate City email address for Councilmembers. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) c. Hazardous Property Update – 20112 County Road 10 City Administrator Martens presented the report outlining the options to address the hazardous property and noted that if the City is interested in allocating TIF funds for the project they should be allocated before bond issuance. Council discussed the net value, public safety concerns and how the assessment would be paid. MOTION: made by Thomas, seconded by Hank to direct staff to enforce the order to raze and remove the building. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) City of Corcoran City Council Meeting Minutes November 12, 2015 - 7:00 PM 11.New Business a. Ordinance Regulating Peddlers, Solicitors and Transient Merchants City Clerk/Administrative Services Coordinator Beise presented the report outlining the definitions of these types of activities, the proposed licensing and registration processes, the exemptions and options for Council. Council discussed the need for this ordinance and the complexity of the ordinance.Director of Public Safety Gottschalk noted the ordinance provides additional leverage for regulating and discussed the enforcement of the proposed ordinance. Per Council consensus, staff was directed to work with the City Attorney to create an ordinance to regulate peddlers, solicitors and transient merchants. b. Background Check Policy City Clerk/Administrative Services Coordinator Beise presented the report, noting that per the discussion of an ordinance regulating the peddlers, solicitors and transient merchants, staff would take any comments on the presented policy but would bring back the policy when the ordinance is presented. Per Council consensus, staff was directed to proceed in bringing this forward at a future meeting. c. Draft 2016 Fee Schedule City Administrator Martens presented information on the proposed changes. Staff will be presenting the 2016 Fee Schedule for adoption in December. d. City Hall Parking Lot Lights City Administrator Martens presented the report outlining the costs of changing the existing bulbs as compared to upgrading to LED lights. MOTION: made by Hank, seconded by Thomas to direct staff to replace the City Hall Parking lot lights in an amount not to exceed $5,500. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) e. Private Driveway Discussion City Administrator Martens noted he met with Richard and Judy Fehns suggested discussing with a Councilmember to bring their concern regarding the paving requirement for private driveways. Council discussed ramifications of the current ordinance and how it was crafted. Per Council consensus, staff was directed to bring forward a short memo on the item at the November 23rd meeting. 12.Unscheduled Items No unscheduled items were presented. 13.2015 Council Schedule City Administrator Martens reviewed the draft upcoming Council schedule. 14.Council Liaison Calendar Mayor Guenthner inquired if another Council member would be interested in attending the November Parks and Trails Commission. Councilor Hank was going to confirm with City Administrator Martens if he was able to attend. 15.Adjournment MOTION: made by Thomas, seconded by Hank to adjourn. Voting Aye: Guenthner, Hank, and Thomas (Motion carried 3:0) ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator 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 November 16, 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.Tom Spanier request for an After-the-fact Variance and Conditional Use Permit (CUP) for an accessory building at 10520 Cain Road (PID 02-119-23-23-0004) (City file no. 15-019). The applicant is requesting approval for an after-the-fact variance for the existing building that was not constructed in compliance with the setback requirements in place at the time of construction. The applicant is requesting a CUP for an addition that exceeds the sidewall height. The Planning Commission held a public hearing at their November 5th meeting and voted unanimously to recommend approval. The City Council is expected to act on this request at their November 23rd meeting. 2.“Ravinia” Easement Vacation (City file no. 15-020). Lennar is requesting vacation of two drainage and utility easements. These are clean up issues and the old easements are no longer needed as the platting process is providing the required easements along lot lines and over waterbodies. The public hearing tabled at the October 8th City Council meeting and continued to the November 23rd meeting. 3.Design Guidelines Update for Southeast District/Downtown (city file 15-021). The City received funding from Hennepin County for this project. The Project Management Team (PMT) includes the city administrator, city planner and Hennepin County staff. The Citizen Advisory Team (CAT) met on October 5th and we held a Community Workshop on October 13th. The next CAT meeting is scheduled for November 30th. A second community open house will be held in January. The work will be completed by January 2016. The City could then hold a public hearing for adoption in March of 2016. 4.Lawn King Street Vacation (city file 15-022) (PID 26-119-23-11-0041, 26-119-23-11-0035, 26-119- 23-11-0039). The owners of Lawn King at 7555 County Road 116 are considering a sale of the property and title work revealed that the right-of-way for East Commerce Street has not been vacated. The applicant has requested that the City initiate this vacation. At the November 12th Council meeting, the expressed some concerns about making this a city project. City staff will have an update at the November 23rd meeting. 5.Park Place Storage Sketch Plan (City file 15-023). Park Place Storage submitted a sketch plan earlier this year and received Council feedback. They have been refining the plans and are now back with a new sketch plan. They are asking for Council direction on the new public street required improvements. This is scheduled for Council review on November 23, 2015. 6.Special Home Occupation License for O'Brien Contracting at 9927 Garden Lane (City file15- 024)(PID 08-119-23-12-0004). A request for a special home occupation license for a tree removal business has been submitted. Staff will review the application for compliance with the ordinance requirements and send public notices to neighbors as required. This application may be processed administratively. Agenda Item 8a MEMORANDUM 2 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. All required improvements have been made. Staff has reduced the letter of credit and is keeping a very small letter of credit in place to ensure the landscaping survives one year as required by the City Code. 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. It is our understanding that the final plat is being reviewed by the County. The applicant will then prepare mylars for City 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 on Schendel property at 20400 County Road 10 (City file 14-027). The City Council approved the request on December 11, 2014 and granted the applicant 2 years to apply for the final plat and final PUD development plan. Peachtree Partners did not buy the property, but a different developer could still proceed with the approved plan. The next step would be for a developer to submit a final PUD plan and plat prior to expiration of the approvals on December 11, 2016. 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 fall. 8. 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. A building permit was issued in August and the construction is nearing completion. 9. 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 MEMORANDUM 3 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. 10. “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 Planning Commission held a public hearing on September 3rd and voted unanimously to recommend approval. The City Council approved the ordinance amendment (with two modifications) and the preliminary plat on October 8th. The next step would be for the applicant to submit a final plat application. 11. “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 Planning Commission held a public hearing on September 3rd and voted unanimously to recommend approval. The City Council approved the preliminary plat and final plat on October 8th. The next step is for the applicant to address any conditions of approval, submit the mylars for City signature and record the documents at the County. MEMORANDUM 4 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. 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: November 23, 2015 Prepared By: Mike Pritchard Topic: CODE COMPLIANCE REPORT – October 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 12-031 (6-11-2012): Hazardous Building at 20XXX County Road 10. The building remains secure. 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 0 2 2 0 0 1 0 12 34 2 4 0 Complaints and Concerns Permits and Zoning 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kathleen Hammer, Landform through Kendra Lindahl, Landform DATE: November 17, 2015 for the November 23, 2015 City Council Meeting RE: Thomas Spanier request for Conditional Use Permit and an after-the-fact Variance for an accessory building at 10580 Cain Road (PID # 02-119-23-23-0004) (City File No. 15-019) 60-DAY REVIEW DEADLINE:November 30, 2015 1.Application Request The applicant has requested approval of a Conditional Use Permit (CUP) to allow a 2,801-square foot detached accessory building (2193-square foot existing building with a 608-square foot addition) with 16.4-foot high sidewalls where 10-foot sidewalls are allowed. The applicant is also requesting an after-the-fact variance for the existing accessory structure. 2.Planning Commission Review The Planning Commission reviewed this item at a public hearing on November 5, 2015, after tabling the request on October 1, 2015. Other than the applicant, there was no one present to speak on this item. The applicant stated he has already started moving pine trees to the front his property and would like to add more trees. The Planning Commission requested that the applicant provide a landscape plan, including the number of trees, species and location prior to the City Council meeting. On November 17th, a plan was submitted showing a mix of the existing Black Hills Spruce, new birch trees and new dogwood in the front yard. Staff believes that this meets the Planning Commission’s intent and has included compliance with the landscape plan as a condition of approval. The Planning Commission voted unanimously to recommend approval of the resolution approving an after-the-fact Variance and a Conditional Use Permit for an accessory building. 3.Context Background The applicant is proposing an addition to an existing structure and submitted an application for a CUP to exceed the sidewall height of an accessory building in the Rural Residential (RR) District. City staff agreed to publish for the public hearing while the applicant submitted the missing information for the application. Upon review of the plans, staff noted that the existing building is non- Agenda Item: 9a. Spanier CUP and Variance (city file 15-019) 2 November 23, 2015 conforming due to setbacks. Further review showed that the building permit and plans submitted by the applicant’s contractor in 1992 complied with the required 20-foot side yard setback, but the building was actually constructed only 14.9 feet from the property line. Because the building was not in compliance with ordinance in place at the time, it was built, it is not a legal, non-conforming structure and has none of the protections afforded to those types of structures. The landowner applied for an after-the-fact variance for the existing structure. Staff was not aware of this issue when we published the initial public hearing notice for the October 1st Planning Commission and did not publish for the variance. The Planning Commission opened the public hearing on the CUP to exceed the allowed 10-foot sidewall height on October 1st and continued the public hearing to the November 5th meeting. A new public hearing notice was published for both the CUP and the variance. Zoning and Land Use The property is in the Rural Residential (RR) District and is guided Rural/Ag Residential on the 2030 Future Land Use Map. The eastern half of the property is located within the Shoreland Overlay District. The property is located outside the Metropolitan Urban Service Area (MUSA). Surrounding Properties The surrounding properties are also zoned Rural Residential and guided Rural/Ag Residential. Natural Characteristics of the Site The Natural Resource Communities Quality Ranking map identifies medium quality wetlands and a potential natural resource corridor on the eastern half of the parcel. The proposed location of the accessory building is on the western half of the parcel and no impact is proposed. 4. Analysis of Request Staff has reviewed the application for consistency with the Comprehensive Plan, Zoning Ordinance, Subdivision Ordinance, and City Code requirements, as well as City policies. A. Level of City Discretion in Decision-Making The City’s discretion in approving or denying a variance is limited to whether or not the proposed project meets the standards in the Zoning Ordinance for a variance. The City has a higher level of discretion with a variance because the burden of proof is on the applicant to show that the variance standards have been met. The City’s discretion in approving or denying a CUP is limited to whether or not the proposed request meets the standards outlined in the City Code. If it meets these standards, the City must approve the CUP. Spanier CUP and Variance (city file 15-019) 3 November 23, 2015 B. Consistency with Ordinance Standards Variance The applicant is requesting an after-the-fact variance for the existing structure, which was not built in compliance with the Zoning Ordinance standards at the time of construction. The building does not comply with current side yard setback requirements of 20 feet. Section 1070.040 of the Zoning Ordinance describes the variance process and standards. The burden of proof is on the applicant to show that all of the following criteria have been met: That there are practical difficulties in complying with the Zoning Ordinance. In 1992, the applicant hired a contractor to construct a new accessory building. The plans that were approved in 1992 conformed to the Residential District setback requirement of 20 feet from the side lot line; however, the accessory structure was not built as shown on the building plans and building permit application. There is nothing in the City records to indicate that either the City or the homeowner were aware of the error at the time of construction. The south corner of the accessory structure (closest to Cain Road) meets the required setback of 20 feet, but the northeast corner of the building does not and is located 14.9 feet from the side lot line. In order to correct the problem, the owner would be required to move the northeast corner of the building 5.1 feet to the south, away from the northern property line. That the conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. The applicant’s contractor submitted a building permit and plans that were consistent with the setbacks in place at the time of construction. In 1992, the City did not require surveys with building permit applications. The landowner has indicated that he was unaware that the building is non- conforming until the survey was completed this year for the building addition. The City may find that the conditions are unique to this property because the City and landowner had no reason to believe that the structure was not built according to plan. That the granting of the variation will not alter the essential character of the locality. The design and size of the building is comparable to a number of the accessory buildings in the area. According to aerial maps, the applicant has provided some trees to screen the structure from the adjacent property to the north. Staff finds there are no adverse impacts to surrounding property owners and the accessory building is not out of character with the surrounding properties and structures. The building has existed at this reduced setback for more than 20 years and City staff has no record of complaint in the files. The proposed variance would be in harmony with the general purposes and intent of the Ordinance. The RR District is intended to provide large lots for single-family homes and hobby farms. The existing structure was constructed to provide indoor storage rather than outdoor storage. Staff finds the accessory structure to be in compliance with the Zoning Ordinance and the standards for Spanier CUP and Variance (city file 15-019) 4 November 23, 2015 the RR District other than the setback. The front of the building does comply with the side yard setback requirement, which decreases the impact of the reduced setback on the rear of the building. The variance is consistent with the Comprehensive Plan. The Rural/Ag Residential area is intended to remain rural and will continue to be defined by natural areas, such as wetlands and floodplains, and areas that are utilized for planted fields, pasture land, hobby farms and large residential lots. The accessory structure in this case was placed too close to the lot line, but is otherwise consistent with the Comprehensive Plan. The City may impose conditions on the variance to address the impact of the variance. The design and size of the building is comparable to a number of the accessory buildings in the area and staff believes there are no adverse impacts to the surrounding property owners. The Hennepin County aerial map shows that the applicant has provided some landscaping to screen the structure from the adjacent property to the north and has proposed the addition of black spruce trees on the south to minimize the impact. The Council may find it necessary for additional landscaping or the construction of a fence to further screen the structure and mitigate the encroachment on the northeast portion of the accessory structure. The Council should provide the applicant with specific standards for the amount and location of additional landscaping to mitigate the impact of the variance. Conditional Use Permit The applicant is proposing an accessory building addition with 16.4-foot sidewalls where 10-foot sidewalls are allowed. Section 1030.020, Subd. 5(D) of the Zoning Ordinance allows the landowner to request a CUP to exceed this height limitation if the following conditions are met: The proposed use shall be in conformance with all City regulations. Accessory buildings like this are a permitted use, but the conditional use permit is required to address the increased sidewall height of the proposed building addition. The proposed sidewall height is 16.4 feet, and the permitted sidewall height for an accessory building in the front yard is 10 feet in the RR District. The existing sidewall height is 12 feet 4 inches. The proposed building and the existing structure will have the same peak height. The applicant has indicated that a larger sidewall is needed to accommodate a 14-foot door to allow storage of his 5th wheel camper. The applicant intends to mitigate the increased height by planting mature Black Hills Spruce in front of the building to help screen the building. No details about the planting have been provided. Staff has included a condition that a planting plan is provided by the applicant prior to issuance of a building permit. All setback requirements have been met on the addition, which is planned on the front of the existing building. The building addition is 20 feet from the north property line and 173.7 feet from Cain Road right-of-way. The proposed building addition is located more than 100 feet from the Ordinary High Water Level (OHWL). There is no wetland impact proposed. Spanier CUP and Variance (city file 15-019) 5 November 23, 2015 A certificate of survey shall be required that identifies all existing structures on site, including buildings, septic sites and wells. In addition, the survey shall include the proposed structure, flood plain, wetlands and any recorded easements. A certificate of survey has been provided with necessary information dated August 4, 2015. Applicable criteria as outlined in Section 1070.020 (Conditional Use Permits) of the Corcoran Zoning Ordinance. Staff has reviewed the application for compliance with the general conditional use permit standards in Section 1070.020 and found that those conditions have been met. Staff finds that the proposed CUP meets the applicable standards. The proposed addition’s footprint is 608 square feet, after the addition the total size of the accessory building footprint will be 2,801 square feet. The 2,801 square foot building, where 3,281 is allowed. The color and material of the proposed building addition is compatible with the surrounding properties. The accessory building will comply with all other standards of the Zoning Ordinance. The building materials standards required by this Section have been met. The applicant is requesting approval to allow the building addition to be finished with metal siding and roofing. The applicant provided a color sample of the beige pro-rib steel panel that will be finished with galvanized coating. Section 1060.050 allows accessory buildings with metal siding and roof if these conditions are met: The building meets the standards adopted by the Minnesota State Building Code. Metal siding and roofing is treated with a factory applied color coating system against any fading or degradation. The proposed metal siding and roofing material is treated with a galvanized coating and the proposed products meet MN State Building Code standards. Staff recommends approval to allow the metal building materials. The proposed building will be compatible with surrounding land uses. The property is located in the rural portion of the city and several of the surrounding accessory structures are constructed with metal siding. The applicant has indicated that the building is for the storage of his 5th wheel motor home and additional landscaping will be provided to screen the building from Cain Road. The proposed building is compatible with the existing accessory building and the surrounding land uses. 5. Conclusions Spanier CUP and Variance (city file 15-019) 6 November 23, 2015 Staff has reviewed the plans with the applicable standards outlined in the Comprehensive Zoning Plan and Zoning Ordinance and finds that the standards for a CUP to exceed the sidewall height and standards to allow metal siding and roofing have been met. Any outstanding issues that must be addressed have been included as conditions in the attached draft resolutions. The Council must first determine if the variance standards have been met. If the Council finds that the variance standards have been met, they may approve the CUP. If the City Council finds that the variance standards have not been met, they should deny the variance request and provide findings of fact. The City Council should then deny of the CUP, based on the finding that the proposed use is not in conformance with all City regulations. The applicant would then be required to move the building to comply with setback requirements. 6. Recommendation Move to adopt Resolution 2015-62 approving the after-the-fact variance and conditional use permit for an addition onto the existing accessory building, as recommended by the Planning Commission. Attachments a. Resolution approving the Variance and Conditional Use Permit b. Location Map c. Hennepin County Natural Resource Map Aerial d. Survey dated August 4, 2015 e. Metal siding and roofing color sample f. Building Permit dated April 29, 1993 and associated building plans g. Accessory Building Standards from 1992 Zoning Ordinance h. Applicant’s Narrative dated September 30, 2015 i. Building plans submitted August 20, 2015 j. Landscape plan submitted November 17, 2015 City of Corcoran November 23, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-62 Page 1 of 3 Motion By: Seconded By: APPROVAL OF AN AFTER-THE-FACT VARIANCE FOR THE EXISTING ACCESSORY BUILDING AND CONDITIONAL USE PERMIT FOR THE ACCESSORY BUILDING ADDITION (PID 02-119-23-23-0004) (CITY FILE NO. 15-019) WHEREAS, Thomas Spanier is requesting approval of an after-the-fact variance for an existing accessory building and a conditional use permit to allow for the construction of an accessory building addition on property legally described as follows: Lot 3, Block 1, JUDY ANNS COUNTRY ACRES WHEREAS, the Planning Commission has reviewed the variance and conditional use permit at a duly called public meeting and recommends approval. 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 variance and conditional use permit approval, subject to the following findings and conditions: 1. Approval is granted to allow for the construction of a building addition as shown on plans received by the City on August 20, 2015, a revised survey submitted on September 10, 2015 and a variance application submitted on September 30, 2015 except as amended by this resolution. 2. An after-the-fact variance to allow for a 14.9-foot side yard setback where 20 feet is required, is approved subject to the following findings: a. There are practical difficulties for the applicant in complying with the Zoning Ordinance. The applicant intended to comply with City standards to meet the setback requirements according to building plans and City records. There is nothing to indicate that either the City or the applicant were aware of the error at the time of construction. The building has been constructed for 20+ years and no records of complaint are on file with the City. It is not practical for the applicant to move the accessory structure 5.1 feet to the south and meeting the standard would not enhance the appearance of the building and would not enhance the health safety and welfare of the general public. b. The conditions upon which the variance request is based are unique to this parcel due to the error during construction. The City and the landowner had no reason to believe that the structure was not built according to plans. c. The accessory building will not alter the essential character of the locality. The existing accessory building is consistent with other uses in the area. d. The accessory building is in harmony with the general purposes and intent of the Ordinance and the standards for the RR District other than the reduced setback. City of Corcoran November 23, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-62 Page 2 of 3 e. The accessory structure was constructed too close to the lot line, but is otherwise consistent with the Comprehensive Plan. The variance is consistent with the rural nature of the zoning district. 3. A conditional use permit is approved to allow for an accessory building addition with 16 feet 4 inch sidewall height where 10 feet is allowed, subject to the following findings: a. The proposed addition complies with the goals of the Comprehensive Plan. The project provides a unified look with the neighboring buildings. b. The establishment of the conditional use will promote and enhance the general public welfare and will not be detrimental to or endanger the public health, safety, morals or comfort of the community. The increased sidewall height will allow for storage of the applicant’s fifth wheel motor home and provide a unified look that is consistent with the RR District. c. The conditional use will not be injurious to the use and enjoyment of other property in the immediate vicinity for the purposes already permitted, nor substantially diminish and impair property values within the neighborhood. The increased sidewall height is less than the principal structure and similar in nature to other accessory buildings on neighboring properties. Landscape screening will be provided to reduce the impact of the increase side wall height. d. The establishment of the conditional use will not impede the normal and orderly development and improvement of surrounding property for uses permitted in the district. The increased height will have no adverse impact on surrounding development or improvement of surrounding properties. e. Adequate public facilities and services are available or can be reasonably provided to accommodate the proposed use. The increased sidewall height of the building addition will have no impact on public facilities and services. f. The conditional use conforms to the applicable regulations of the Rural Residential District. g. The conditional use and site conforms to performance standards as specified by this Chapter. Staff has analyzed the performance standards of this Chapter and finds that the building addition conforms to other standards specified in the Zoning Code. 4. A certificate of compliance to allow metal roof and siding on this accessory building addition is also approved as part of the CUP. 5. A building permit is required prior to beginning construction. 6. Prior to issuance of building permits, the applicant/landowner must record the approving resolution at Hennepin County and provide proof of recording to the City. 7. Prior to release of any remaining escrow, the landscaping as shown on the landscape plan received November 17, 2015 shall be installed. City of Corcoran November 23, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-62 Page 3 of 3 8. Approval shall expire within one year of the date of approval unless the applicant commences the authorized use and the required improvements. 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 23rd day of November 2015. ___________________________________ Kenneth Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise – City Clerk/ Administrative Services Coordinator Parcel ID:02-119-23-23-0004 A-T-B:Abstract Owner Name:T L Spanier & B J Spanier Market Total:$343,000 Parcel Address: 10580 Cain Rd Corcoran, MN 55374 Tax Total: $5,119.40 (Payable: 2015) Property Type:Residential Sale Price: Home- stead:Homestead Sale Date: Parcel Area: 8.03 acres 349,821 sq ft Sale Code: Map Scale: 1'' ≈ 200 ft. Print Date: 9/22/2015 This map is a compilation of data from various sources and is furnished "AS IS" with no representation or warranty expressed or implied, including fitness of any particular purpose, merchantability, or the accuracy and completeness of the information shown. COPYRIGHT © HENNEPIN COUNTY 2015 Page 1 of 1Hennepin County GIS -Printable Map 9/22/2015https://gis.hennepin.us/Property/print/default.aspx?C=455922.32495000073,4999405.1369... Interactive Maps 10580 Cain Rd, Corcoran Find a PID or an address on the map County City Street Neighborhood Parcel 0200400ft Click inside the selected parcel for point location information. Welcome Results Legend Measure FEMA Floodplains - 100 Year A, AE, AH, AO, AE, FLOODWAY Wetlands Potential Wetland - HCWI Probable Wetland - HCWI Probable Wetland - NWI Hennepin County Natural Resources Interactive Map 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kendra Lindahl, Landform DATE: November 17, 2015 for the November 23, 2015 City Council Meeting RE: PUBLIC HEARING. Request for Easement Vacation for portions of Ravinia (city file no. 15-020) 60-DAY REVIEW DEADLINE:January 16, 2016 1.Application Request Lennar is requesting vacation of drainage and utility easements over part of Outlot C, Ravinia (former Lot 1, Block1, Farrell 2nd Addition), Outlot D, Ravinia and over part of Lots 7-10, Block 4 and part of Outlot B, Ravinia 2nd Addition. The easements are no longer needed as new easements were granted with the recent subdivision. These vacations should have occurred as part of the earlier additions and are requested now to clear up the title. 2.October 8th Planning Commission Meeting This item was originally scheduled for a public hearing at the October 8th City Council meeting. However, on October 5th the applicant contacted the City and noted that they had a 3rd easement that needed to be vacated and asked that the City table the item so that all three easements could be vacated in one action. The Council tabled the item at their October 8th meeting. A new public hearing notice was published as required. 3.Background a.Drainage and utility easements were granted along the property lines for the former Ebert parcel within Ravinia when the home lot was originally subdivided more than 10 years ago. Those easements are requested to be vacated as they are no longer needed. b.Drainage and utility easements were granted along the property lines for Farrell 2nd Addition. The drainage and utility easements included a 60-foot wide drainage and utility easement that provides access to Farrell Addition, which has a private drive located in an outlot. For that reason, we are recommending that the portion of the easement over Outlot A, Farrell Addition and the access easement be retained. c.As part of the Ravinia subdivision, blanket easements were provided over all outlots. This was not a specific City requirement, but it is fairly common practice in other communities. Typically, when the developer comes in to replat the outlot as the next phase of Agenda Item 9b. Ravinia Vacation (city file 15-020) 2 October 8, 2015 development, they also submit the easement vacation and provide new drainage and utility easements over the new parcels. In this case, the vacation of the easement over Outlot D was not part of the phase 2 or phase 3 applications. The applicant’s title company recognized the error and is now requesting vacation to provide clean title. In summary: 1. Lennar platted Ravinia and provided a drainage and utility easement over Outlot D. 2. Later Lennar replatted Outlot D as Ravinia 2nd Addition and then replatted Outlot A, Ravinia 2nd as Ravinia 3rd Addition. Staff required new easements as part of the Ravinia 2nd Addition and Ravinia 3rd Addition plats, but the City did not vacate the underlying easement over Outlot D, Ravinia. The underlying easements over Outlot D and around the old Ebert and Farrell parcel are no longer needed as new easements have been provided in subsequent phases of Ravinia. The city planner and city engineer have reviewed the requests and have no objection to the vacations. 4. Recommendation a. Open the public hearing and take testimony. b. Move to adopt the following Resolution approving the easement vacations. c. Approval of the resolution requires a 3/5 vote of the City Council. Attachments 1. Resolution 2015-61 vacating easements 2. Graphics showing vacation of easement on Ebert parcel 3. Graphic showing vacation of easement in Farrell 2nd Addition 4. Graphics showing vacation of Outlot D, Ravinia City of Corcoran November 23, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-61 Page 1 of 2 Motion By: Seconded By: APPROVING VACATION OF DRAINAGE AND UTILITY EASEMENTS WITHIN THE “RAVINIA” SUBDIVISION (CITY FILE 15-020) WHEREAS, U.S. Home Corporation (dba Lennar) (“the applicant”) has requested approval of an easement vacation within the subdivision: WHEREAS, the subdivision will provide new drainage and utility easements adjacent to new lot lines and over water bodies as required by City Code; WHEREAS, the applicant has requested vacation of the existing easements legally described as follows: That part of RAVINIA 2ND ADDITION, according to the recorded plat thereof, Hennepin County described as the southerly 10.00 feet, the northerly 10.00 feet and the westerly 10 .00 feet of the North 215.48 feet of the South 685.68 feet of the East 547.53 feet of the North Half of the Southeast Quarter of Section 36, Township 119 North, Range 23 West, Hennepin County, Minnesota. AND All drainage and utility easements as dedicated on Lot 1, Block 1, FARRELL 2ND ADDITION, according to the recorded plat thereof, Hennepin County, Minnesota; EXCEPT That part of the 60.00 foot drainage and utility easement as dedicated on Outlot A, FARRELL ADDITION, according to the recorded plat thereof, Hennepin County, Minnesota, described as lying east of the southerly extension of the east line of Lot 5, Block 1, of said FARREL ADDITION. AND All of the drainage and utility easement of OUTLOT D, as dedicated on the plat of RAVINIA, Hennepin County, Minnesota. WHEREAS, the Corcoran City Council considered this item at a duly called Public Hearing; WHEREAS, the City finds that the existing drainage and utility easements are no longer required as new easements were dedicated with the plat; and 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 vacation, subject to the following conditions: 1. The applicant must record the resolution approving the vacation at Hennepin County and provide the City of Corcoran with proof of recording. City of Corcoran November 23, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-61 Page 2 of 2 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 23rd day of November 2015. ___________________________________ Kenneth Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise – City Clerk/Administrative Services Coordinator PROPOSED EASEMENT VACATION DESCRIPTION That part of RAVINIA 2ND ADDITION, according to the recorded plat thereof, Hennepin County described as the southerly 10.00 feet, the northerly 10.00 feet and the westerly 10 .00 feet of the North 215.48 feet of the South 685.68 feet of the East 547.53 feet of the North Half of the Southeast Quarter of Section 36, Township 119 North, Range 23 West, Hennepin County, Minnesota. Easement Area (TO BE VACA TED): 12,906 sq.ft. I hereby certify tt,at this survey, plan or report was prepared by me or under my direct supervision and ltlat I am a duly Licensed Land Survey,:,r under the laws of the Slate of Minnesota. SATHRE-BERG IST, INC. (22223 DRAINAGE & UTILITY EASEMENT PER DOC NO. 7095810 (TO BE VACATED) 100 50 0 50 100 SCALE IN FEET SATHRE-BERGQUIST, INC. 150 South Broadway Ave. Wayzata, MN. 55391 (952) 4 76-6000 www.sathre.com 200 Dated this 3rd d of September, 2t .a----\ ~ David B. Pemberlcn, PLS Minne&ota License No. 40344 pemberton@sathre.com Easement Vacation Exhibit RAVINIA 2ND ADDITION Date: !>-26-2015 Revision Date:9-03-15 Prepared By: JJA Check By: DLS Lay,:,ut Sheet: Project Number: 5401-664-200 100 50 0 50 100 ----200 ------ SCALE IN FEET i I- '-..._...._, 'y...---EDGE OF WET LAND I WET LAND I / , , I r, A \ I It. I I A �c" /\ \/ 11\II /\ I \ I-\ V I I Iii I,-, �--" ' ' ' --� ________ N_o_. __ B_Y___.,__D_A_T_E ________ R_E_v_1s_1o_N_s ______ .... USE (INCLUDING COPYING, DISTRIBUTION, AND/OR CONVEYANCE OF , ... ,-.-, , ... -.­• II I I I I I I ........ ., ' ..... ., . DATE: INFORMATION) OF THIS PRODUCT IS STRICTLY PROHIBITED WITHOUT ---0-1--0-5--1-4--t---+----lt-----+----------------1 SATHRE-BERGQUIST, INC.'s EXPRESS WRITIEN AUTHORIZATION. USE WITHOUT DRAWN BY: SAID AUTHORIZATION CONSTITUTES AN ILLEGITIMATE USE AND SHALL THEREBY ._---""""'-'.;..;..;..;"""-'-'---+--f---+-----+-----------------1 INDEMNIFY SATHRE-BERGQUIST, INC. OF ALL RESPONSIBILITY.___ J_M_L ___ +---+-----<1-----+-----------------< SATHRE-BERGQUIST, INC. RESERVES THE RIGHT TO HOLD ANY ILLEGITIMATE .__C_H_E_C_K_ED_B _Y_: -+--t---+-----+-----------------1 USER OR PARTY LEGALLY RESPONSIBLE FOR DAMAGES OR LOSSES RESULTING ___ D_B_P ___ t---+----lf-----+----------------1 FROM ILLEGITIMATE USE. DETAIL B NOT TO SCALE L ----+--_____ s_e_e-s.!_'o_e_·w_ �43_.9_3 _____ -f---- _--<)-....,,...,...,..,,......:;1�:._ ____ � ,,,'o-1"'!,� ·­·­·- I hereby certify that this survey, plan or report was prepared by me or under my di ct supervisi and that I am a duly Licensed Land Surveyor under the law of the Stat Minnesota. Dated this 51� y of Janu ry, 2015 . '� � David B. Pemberton, PLS pemberton@sathre.com Minnesota License No. 40344 Nen � 1...1 • in co p 0 0 Ul �1',S �� ' � "' "' G1-�ll s ?,"5 I 95.84 1)1""'!, S(J� "�)..l "' e �� p\..� OUT LOT DRAINAGE AND UTILITY EASEMENT OVER ALL OF OUTLDT D D SATHRE-BERGQUIST, INC. 150 SOUTH BROADWAY WAYZATA, MN. 55391 (952) 476 -6000 Subject Property OUTLOT D, RAVINIA, according to the recorded plat thereof, Hennepin County, Minnesota. EASEMENT VACATION DESCRIPTION All of the drainage and utility easement of OUTLOT D, as dedicated on the plat of RAVINIA, Hennepin County, Minnesota. N8911'04"W �I _J 60 J224.93 � I I I ' < -)"'-'.' I WET LAND I ....._ " I / D;;,;;;. EDGE OF WET LAND-� ............ _/ ,1-:1�/ I ··'II 1-/,,§,,,, \·<:>1 / .,. -----sy /' WEST / ,'"-84.81 _y ,/ 60 \ I :::r:: 60 60 I ; C.. T ,,,,,"'('( '+--- "'-1/\;'... I '---, WE1LAND EASEMENT P� \ � 33 1Z /l I\ DOC. NO. 7157185 /) " r:WET LAND EDGE OF WET LAN�JI f (_ ----� I ,/[ o-<-/ I , <.-�77 --"! I l i "56"28" � � K .V)<b';,o:r �5 E\ ..--� ..... 'ti<· en �<p \ _J "<'" fl' � DRAINAGE ANO--� {J' ,<.-[ \.. UTILITY EASEMENT Jo"\""' �' /" .":) S,:.,. 6.J ____ .,,. ---'tl<"-u6 -.., -,r� -,,,.56 � <'6· 0 "( 0_J� t,178"2.">"2.5 IIO" N� 0 00z I I I\ ;:!: I � l N ' � �� 60 33 60 TWP .119 • RGE.23 • SEC.3 6 HENNEPIN COUNTY EASEMENT VACATION EXHIBIT EVE-OUTLOT D CORCORAN, MINNESOTA PREPARED FOR: LENNAR FILE NO. 5401 -6 64 -200 STAFF REPORT Agenda Item 9c. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: Street Right-of-Way and Easement Vacation Action Required: Direction Summary: At the November 12, 2015 City Council meeting, a request was reviewed for a City- initiated street right-of-way and easement vacation. After discussion, the Council requested more information on the costs associated with the vacation. If an applicant applies for a vacation, the City charges a $350 application fee and requires a $1,000 escrow. As of November 16th a total of $579 has been expended on the preparation of the vacation and it is expected that the additional meeting and related publishing and filing requirements will take up the remainder of the $1,350. It is requested that the City discuss the item and direct staff to authorize this process as a City-initiated process or decline it as a City-initiated process. Either way, this item would be scheduled for a public hearing at the December 21, 2015 meeting. Financial/Budget: If authorized as a City-initiated process, the costs associated would be paid for out of the planning budget. If the process is not City-initiated it would be paid by the applicants. 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. 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. Options: 1. Authorize staff to move forward with a City-initiated vacation. 2. Require the applicants to initiate the process and pay associated costs. 3. Require the applicants to initiate the process and split the costs in some manner. Page 2 Recommendation: Authorize staff to move forward with a City-initiated vacation. Council Action: Consider a motion to authorize staff to move forward with a City-initiated vacation. Attachments: 1. November 4, 2015 Memo 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kendra Lindahl, Landform DATE: November 4, 2015 for the November 12, 2015 City Council Meeting RE: Request for City-Initiated Street Right-of-Way and Easement Vacation for East Commerce Street (city file no. 15-020) 60-DAY REVIEW DEADLINE:N\A 1.Application Request The owners of Lawn King at 7555 County Road 116 are considering a sale of the property and title work revealed that the right-of-way for East Commerce Street has not been vacated. The applicant has requested that the City initiate this vacation. 2.Background As part of the Countryside Plaza 2nd Addition, the right-of-way for East Commerce Street was dedicated. In 1987, it appears that there was some discussion about vacating this portion of the unimproved street right-of-way and the adjacent 10-foot drainage and utility easements. The owner of Lawn King indicates that the vacation was to occur, but has no record of a council action or resolution. Deputy Clerk Heinecke searched the City files and found no record of the vacation in the resolution index for the years 1980 thru 2000. Hennepin County records show that the right-of-way still exists. While staff believes that it was the intent of the landowner and City to vacate the right-of-way, there is no record that the vacation actually occurred. Therefore, staff recommends that the City initiate the vacation as a city project. 3.Recommendation Direct staff to schedule a public hearing for December 10th to consider vacation of the street and easements related to East Commerce Street as a city-initiated project and send the required public hearing notices. Attachments 1.Graphics showing vacation area 2030 FutureLand Use Plan 4 100 0 100 200 30050 Feet 2030 Comprehensive Plan Figure 8 Area to be vacated Rural/Ag Residential Existing Residential Low Density Residential Medium Density Residential Mixed Residential High Density Residential Rural Service/Commercial Commercial Mixed Use Business Park Light Industrial Public/Semi-Public Parks/Open Space Golf Course Agricultural Preserve (Date of Expiration) Open Water City Limit Staging Boundaries 2014_PublicWorks *The Future Land Use plan depicts the location and intensity of future development through a variety of land use types. This plan is intended to guide future development however the City has discretion to amend (with Metropolitan Council approval) the plan in response to landowner/ developer requests or response to other system plans. Updated August 2015Adopted June 2011 City ofCORCORAN Co u n t y R o a d 1 1 6 County Road 10 75th Avenue N Area to be vacated. 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kendra Lindahl, Landform DATE: November 18, 2015 for the November 23, 2015 City Council Meeting RE: Request for Sketch Plan review for Park Place Storage for property at 6415 and 6605 County Road 19 (PID 31-119-23-31-0057, 31-119-23-31-0057 and 31-119-23-31- 0005) (city file no. 15-023) 60-DAY REVIEW DEADLINE: January 12, 2016 1.Application Request Park Place Storage is requesting sketch plan review to expand the existing storage buildings onto the 3 vacant lots located on the east and north of the existing parcels. The applicant is specifically asking for City Council direction on the proposed new public street. 2.May 28, 2015 City Council Meeting The applicant submitted a sketch plan for expansion of the existing mini-storage complex. The new building would have a higher level of design and materials than the existing structures. The staff report identified a number of issues, including: The Council was supportive of the concept and directed staff to work with the City Attorney to determine the most appropriate path for approval. We suggested to the applicant that they: 1.Apply for: a.a Rezoning to I-1, b.a variance from the requirement for municipal services c.a conditional use permit site plan d.preliminary plat 2.Then after the preliminary approvals, they would submit an application for final plat. The applicant noted this direction and began refining the plans based on Council feedback. They approached City staff this fall with a concern that this project would not be able to finance the construction of the new public street as planned. Staff suggested that they provide a new sketch for Council feedback. Agenda Item 9d. Park Place Storage Sketch Plan (city file 15-023) 2 November 23, 2015 3.Context Zoning and Land Use The property is guided Light Industrial on the 2030 Future Land Use Plan. The property is currently located within the Metropolitan Urban Service Boundary (MUSA) and zoned Urban Reserve District (UR). Within the MUSA boundary, the purpose of the UR district is to preserve areas where urban services are planned but not yet available. The ordinance states “The large minimum lot area will retain these lands in their natural state or as agricultural uses until sanitary sewer, water, streets and other public infrastructure is available and new development occurs. This will allow orderly development to occur. The purpose of this district is to provide a holding zone until a landowner/developer makes application for development, at which time the City may rezone the affected property consistent with its designation in the Comprehensive Plan, provided that the development does not result in the premature extension of public utilities, facilities, and services as specified above.” Surrounding Properties The property to the south is guided Commercial, zoned Community Commercial (C-2) and developed with older commercial uses. The property to the west and east (across CR 19) is guided Light Industrial, zoned UR and is an existing farm. The property to the north is guided Rural/Ag Residential, zoned Rural Residential (RR) and developed with homes on large lots. The property to the east (across CR 19) is guided Light Industrial, zoned Light Industrial and is an existing farm. Natural Characteristics of the Site The Hennepin County Natural Resources inventory shows several potential wetlands on site. The City Natural Resources Inventory map does not identify any significant natural resources. Background The southern 3 mini-storage buildings were approved on June 10, 1999. The property was approved for mini-storage on the remaining property in 2000 by Resolution 2000-71. In 2001, the City Council approved a conditional use permit to allow an RV dump station on the site. In 2005, the Wastewater Commission voted to allow the applicant to install a single restroom located on the north side of building #17. The restroom utilizes the existing holding tank. Also in 2005, the City reviewed a sketch plan from the applicant to add the 10-acre property on the north, for 6 buildings and 82 units as well as one new commercial lot and one outlot on the east parcels. The Planning Commission and City Council expressed concern that adding additional land to the project was inconsistent with the Comprehensive Plan. While the Council indicated a desire to be business friendly, they were not comfortable with adding additional land to the project area prior to extension of municipal services. Park Place Storage Sketch Plan (city file 15-023) 3 November 23, 2015 In 2010, the Council approved a conditional use permit amendment and site plan amendment to construct the 18th and final building on site, which had been preliminarily approved in 2000. 4.Analysis of Request Sketch Plan The applicant is requesting sketch plan review of a sketch plan for storage condominium buildings on 21 acres (3 existing parcels). The development would include five buildings totaling approximately 283,070 square feet of storage. The existing 18 buildings have approximately 170,000 square feet of storage. Like the existing condominium storage units, the new units would be part of an association. Zoning The site currently zoned UR, which is a holding zoning until municipal services are provided. Storage facilities are not allowed in the UR district. The ordinance prohibits a rezoning from UR until municipal services are available. If a rezoning were to occur, the zoning needs to correspond with the adopted land use, which means that this property could be rezoned to Light Industrial (I-1). Therefore, staff would recommend reviewing a development proposal against the I-I district conditional use permit standards for storage facilities: 1.Units are to be used for dead storage only. Units are not to be used for retailing, auto repair, human habitation, or any commercial activity, except as allowed by this Section. 2.Combining office and /or retail space with a self-service storage facility may be allowed by Conditional Use Permit. 3.Storage of hazardous or flammable materials is prohibited. 4.No exterior storage is allowed. 5.The facility shall be secured by either the walls of the structure and/or fencing. All doors on the units shall face inward and away from the street and property lines. 6.An on-site manager is allowed only where adequate sanitary facilities are provided, either through use of a septic system or through connection to the public sanitary sewer system. Use of portable sanitary facilities does not fulfill this requirement. In order to allow the development as proposed: 1.Apply for a Rezoning to I-1, a variance from the requirement for municipal services and approval of a conditional use permit and site plan. Preliminary plat and final plat applications must also be submitted. Park Place Storage Sketch Plan (city file 15-023) 4 November 23, 2015 Transportation/Access Access to the existing Park Place Storage is currently provided by a private drive from CR 19 on the south side of the lot. A driveway from CR 19 serves the existing home on the northern lot. The applicant is proposing a new public street on the north boundary, which would provide a connection to County Road 19 and, ultimately to the property to the west. Previous planning efforts showed a new public street on the south lot line of this property to serve this property and the property to the west. However, when staff reviewed this proposal, we suggested that the street be located on the north boundary because: •there is more undeveloped area, which allows the developer to dedicate the full 80-foot right- of-way •The access is ½ mile from the CR 19 / HW Y 55 intersection; therefore it could be signalized in the future. Additional development would be needed to meet warrants, but with the expansion of the MUSA through a Loretto regional wastewater connection, additional development is feasible along the CR 19 corridor. •The access has some wetlands; however, the developer could mitigate these impacts with the rest of the wetlands on site. The sketch plan shows significant wetland impacts to develop the site as shown; therefore, the ROW wetlands could be included in the mitigation plan for the parcel. •The south property line access appears to meet a 60 feet ROW on Park Place, with contribution from the south parcel to meet 80 feet ROW. •The south access is ¼ mile spacing from HWY 55 and CR 19, and would be permitted at the existing access. However, future signalization is not an option at the ¼ mile spacing. The City Engineer has reviewed the sketch plan and provided a separate review memo with analysis and options. The new right-of-way is approximately 1,300-1,400 feet long. As noted in the engineer’s memo, utilities are not available to install in the street right-of-way at this time. While our city policy is to require developers to extend all infrastructure improvements to the property line, in this case, staff would support flexibility to waive the requirement that the future street be constructed at this time. This would allow the street to be constructed when utilities are constructed and could be extended to the property to the west when development is proposed. •However, this is a policy decision for the Council and they should provide direction to the applicant. Park Place Storage Sketch Plan (city file 15-023) 5 November 23, 2015 Wetlands The wetland delineation has been approved by Elm Creek Watershed Management Commission (ECWMC). Section 1050.010 of the Zoning Ordinance would require wetland buffers and setbacks to be provided on all delineated wetlands. All wetland impacts and mitigation would need to be approved by ECWMC and the City. We would recommend that the developer be required to mitigate for the street related wetland impacts as part of their development even if the City does not require the full street improvement at this time. 5.Recommendation Provide comments to the applicant regarding the sketch plan. Comments are advisory only and non-binding. Attachments a.Site Location Map b.Applicant’s April 2015 Graphics c.Applicant’s November 2015 Graphics d.City Engineer’s Memo dated November 18, 2015 Parcel ID:3111923310005 Address:6605 CO RD NO 19 , CORCORAN , 55357 Owner Name:PARK PLACE STORAGE CONDO INC Acres:9.63 Land Cover:Multiple Ecologically Significant Area Present: No Natural Resource Corridor Present:No Soils:Multiple Public Waters Present:No Wetland Present:Yes Floodplain Present:No Watershed:Elm Creek Print Legend Map Scale: 1'' ≈ 400 ft. Print Date: 5/13/2015 This map is a compilation of data from various sources and is furnished "AS IS" with no representation or warranty expressed or implied, including fitness of any particular purpose, merchantability, or the accuracy and completeness of the information shown. COPYRIGHT © HENNEPIN COUNTY 2015 Page 1 of 1Hennepin County GIS -Printable Map 5/13/2015http://gis.hennepin.us/naturalresources/print/default.aspx?C=449850.61938034097,499108... Technical Memo Wenck Associates, Inc. | 1800 Pioneer Creek Center | P.O. Box 249 | Maple Plain, MN 55359-0249 Toll Free 800-472-2232 Main 763-479-4200 Email wenckmp@wenck.com Web wenck.com - Engineer’s Memorandum To: Kendra Lindahl, City Planner From: Kent Torve, P.E., City Engineer Date: November 18, 2015 Subject: Park Place Concept Plan 1. Background Park Place Storage has submitted a Concept Plan dated 11/3/2015 to determine the feasibility of moving forward with the project. Sewer service date and transportation are the engineering items. 2. Transportation The 80-acre parcel to the west also requires access to CR 19, and the plans show either the north or south edge of the parcel were options. The concept plan shows a north access which is preferred by staff with modifications as follows; • Dedicate 80 foot ROW • Complete the required wetland fill and the permitting for mitigation within the ROW as part of the development wetland work, • Construct the north street a distance into the development to serve as the north access and There are a few options for the extent of street requirements that affect the parcel. Road Improvements Option A Full Section (Permanent) • Permit and construct to any County requirements (turnlane etc.) on CR 116 • Construct 36 foot street, consistent with City commercial street standards • Terminate the street at the north access to the storage facility • The remaining section to the west would be constructed at a future date. o Future construction may utilize the 429 process to assess for benefit. o Future sewer and water would cause some re-work within the 36 foot street Option B Partial Section (Temporary) • Construct a lesser section until the parcel to the west develops. o 24 foot wide access connection o Obtain County approval for the lesser connection o Future construction of the full road section may utilize the 429 process to assess for benefit. o Sewer and water can be installed with the future road expansion Brad Martens City Administrator January 6, 2015 2 C:\Users\klindahl.LPS\Desktop\Park Place 2015 Sketch Plan Resubmit.docx 3.Sewer Service The property was identified in the June 2011 Comprehensive Plan as receiving sewer service as part of the SW Area. Service for the SW Area is shown as connecting into Medina, which was pursued during the commercial/industrial development near Pioneer Trail and HWY 55. Loretto Connection Recent studies of the SW Area have been conducted by Met Council due to a joint request from Medina and Loretto. Loretto has a deadline for decommissioning its wastewater ponds in 2017 due to a zero load allocation in the Lake Independence TMDL. Medina expends significant staff time servicing and administering the lift station at Baker Park, and subsequent contract administration for the Tri-City Agreement for the system (Greenfield, Independence and Medina). A community meeting was held on Monday November 2nd, to receive a presentation on results of the study. The plan shows Phase 1 of the project to be completed in 2020 for Loretto, and Phase 2 would include Corcoran after 2025 or 2030. Phase 2 will be based on demand, and therefore could be delayed further if Corcoran and Medina do not have a need for additional sewer flows. STAFF REPORT Agenda Item 10a. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: Zoning Ordinance Review – Private Drive Regulations Action Required: Direction Summary: At the November 12, 2015 City Council meeting, the topic of private drives was added to the agenda for discussion. Council directed staff to place the recently amended ordinance on the agenda for the November 23, 2015 meeting. The primary focus of the discussion relates to item Subdivision 20.A.f which states “The private drive must be paved if it accesses off of a paved public street.” At the November 12th meeting, Councilmembers discussed possibly removing that section or replacing it with “The private drive must include a paved apron of 100 feet if it accesses off of a paved public street.” It is requested that Councilmembers come prepared to have a very specific discussion on this topic. Financial/Budget: Further amending the ordinance will require review by the Planning Commission and City Council. Depending on the level of staff work created by the Council for updates the cost could be up to $1,000. 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. Direct staff to further amend the ordinance and begin the review process. 2. Make no additional changes to the ordinance. Recommendation: Ultimately this is a policy decision for the Council. Staff does request that if gravel private drives are allowed, the paved apron be required when accessing a paved road. Page 2 Council Action: Consider a motion to direct staff on further action. Attachments: 1. Ordinance 2015-310 STAFF REPORT Agenda Item 10b. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: Paving Gravel Collector Roads Action Required: Direction Summary: At the September 24, 2015 City Council meeting, staff presented a comprehensive report on the topic of paving gravel collector roads. After discussion, staff was directed to bring back information on paving Larkin Road and Willow Drive to be compared to the previously proposed Trail Haven Road project. Larkin Road and Willow Drive (in Corcoran) is approximately 3.8 miles in length. Through discussion, staff favored breaking up the project into three sections: 1. Willow Drive: Homestead Trail – Medina border 2. Larkin Road/Willow Drive: Old Settlers Road – Homestead Trail 3. Larkin Road: County Road 116 – Old Settlers Road a. This portion was paved to Municipal State Aid (MSA) standards approximately 20 years ago. It must receive an overlay soon if not included in this project to be updated to current MSA standards. Staff worked with the City Engineer to develop approximate costs to pave the sections of road to MSA standards. These costs are attached to this report in a table that also shows proposed revenue for the project as discussed at the September 24th meeting. The previous information from Trail Haven Road is also attached to this report. The next step in the project is to discuss the desire to continue forward in selecting a portion of gravel road to pave and to direct staff on next steps. If Larkin Road and Willow Drive is preferable over Trail Haven Road, staff recommends beginning at the Medina border and working towards County Road 116. Further, if the City Council prefers a project on Larkin Road and Willow Road over Trail Haven road, it is recommended that staff obtain an updated benefit letter to support a proposed assessment. It should be noted that unless a project is selected by the December 10th meeting, it is unlikely the timeline would result in favorable bidding for the 2016 season. This means the project would likely be moved to 2017. Financial/Budget: The first attachment to this report shows two tables on possible project financing based upon the direction of the Council. Revenue includes MSA funds, an assessment of $12,000 per adjacent property, and a City fund increased annually. Page 2 Table one shows that using accrued MSA, Willow Drive and Larkin Road could be completed by 2025 Table two shows that if the City borrows ahead on MSA, Willow Drive and Larkin Road could be completed by 2022 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. Select a preferred segment of gravel road to be focused on and direct staff to obtain a benefit letter to support assessments. 2. Send back to staff for further review. 3. Abandon the project to pave gravel collector roads. Recommendation: Staff recommends that a project be selected and completed or the City Council discuss removing the goal of paving gravel collector roads from its adopted strategic goals. Council Action: Consider a motion to Select a preferred segment of gravel road to be focused on and direct staff to obtain a benefit letter to support assessments. Attachments: 1. Funding Cost Options 2. Cost Estimate: Willow Drive and Larkin Road 3. Cost Estimate: Trail Haven Road – County Road 10 to County Road 30 FU N D I N G C O S T O P T I O N S - G R A V E L C O L L E C T O R S T R E E T S WI L L O W R O A D & L A R K I N R O A D ES T YE A R O F IM P R O V R O A D ES T I M A T E D PR O J E C T CO S T ES T . LE ' S DI R E C T AS S E S S M E N T (1 2 K / L E ) M S A E L I G I B L E M S A B A L A N C E MS A A N N U A L AL L O T M E N T C I T Y F U N D S GRAVEL COLLECTOR FUND BALANCE 20 1 6 1, 1 3 6 , 4 7 8 . 1 8 $2 5 2 , 8 2 8 . 0 0 $0 $1,389,306.18 20 1 7 1, 3 8 9 , 3 0 6 . 1 8 $2 5 2 , 8 2 8 . 0 0 $2 5 , 0 0 0 $1,667,134.18 20 1 8 OP T I O N 1 - W i l l o w ( H o m e s t e a d t o C i t y L i m i t s ( M e d i n a ) $2 , 0 5 0 , 0 0 0 29 $3 4 8 , 0 0 0 Ye s 1, 6 6 7 , 1 3 4 . 1 8 $2 5 2 , 8 2 8 . 0 0 $5 0 , 0 0 0 $267,962.18 20 1 9 26 7 , 9 6 2 . 1 8 $2 5 2 , 8 2 8 . 0 0 $7 5 , 0 0 0 $595,790.18 20 2 0 59 5 , 7 9 0 . 1 8 $2 5 2 , 8 2 8 . 0 0 $1 0 0 , 0 0 0 $948,618.18 20 2 1 94 8 , 6 1 8 . 1 8 $2 5 2 , 8 2 8 . 0 0 $1 2 5 , 0 0 0 $1,326,446.18 20 2 2 1, 3 2 6 , 4 4 6 . 1 8 $2 5 2 , 8 2 8 . 0 0 $1 5 0 , 0 0 0 $1,729,274.18 20 2 3 OP T I O N 2 - W i l l o w / L a r k i n ( O l d S e t t l e r s t o H o m e s t e a d ) $2 , 1 0 0 , 0 0 0 23 $2 7 6 , 0 0 0 Ye s 1, 7 2 9 , 2 7 4 . 1 8 $2 5 2 , 8 2 8 . 0 0 $1 7 5 , 0 0 0 $333,102.18 20 2 4 33 3 , 1 0 2 . 1 8 $2 5 2 , 8 2 8 . 0 0 $2 0 0 , 0 0 0 $785,930.18 20 2 5 OP T I O N 3 - L a r k i n ( C R - 1 1 6 t o O l d S e t t l e r s ) $1 , 6 0 0 , 0 0 0 30 $3 6 0 , 0 0 0 Ye s 78 5 , 9 3 0 . 1 8 $2 5 2 , 8 2 8 . 0 0 $2 2 5 , 0 0 0 $23,758.18 FU N D I N G C O S T O P T I O N S - G R A V E L C O L L E C T O R S T R E E T S WI L L O W R O A D & L A R K I N R O A D OP T I O N T O B O R R O W M S A ( 5 Y E A R S A H E A D ) ES T YE A R O F IM P R O V R O A D ES T I M A T E D PR O J E C T CO S T L E ' S DI R E C T AS S E S S M E N T (1 2 K / L E ) M S A E L I G I B L E M S A B A L A N C E MS A A N N U A L AL L O T M E N T US E A D V A N C E MS A F U N D S (M A X 5 Y E A R S OR $1 , 2 6 4 . 1 4 0 . 0 0 ) C I T Y F U N D S GRAVEL COLLECTOR FUND BALANCE 20 1 6 OP T I O N 1 - W i l l o w ( H o m e s t e a d t o C i t y L i m i t s ( M e d i n a ) $2 , 0 5 0 , 0 0 0 29 $3 4 8 , 0 0 0 Ye s 1, 1 3 6 , 4 7 8 . 1 8 $2 5 2 , 8 2 8 . 0 0 $3 1 2 , 6 9 3 . 8 2 $0$0.00 20 1 7 0. 0 0 $2 5 2 , 8 2 8 . 0 0 $25,000$277,828.00 20 1 8 27 7 , 8 2 8 . 0 0 $2 5 2 , 8 2 8 . 0 0 $50,000$580,656.00 20 1 9 OP T I O N 2 - W i l l o w / L a r k i n ( O l d S e t t l e r s t o H o m e s t e a d ) $2 , 1 0 0 , 0 0 0 23 $2 7 6 , 0 0 0 Ye s 58 0 , 6 5 6 . 0 0 $2 5 2 , 8 2 8 . 0 0 $9 1 5 , 5 1 6 . 0 0 $75,000$0.00 20 2 0 0. 0 0 $2 5 2 , 8 2 8 . 0 0 $100,000$352,828.00 20 2 1 35 2 , 8 2 8 . 0 0 $2 5 2 , 8 2 8 . 0 0 $125,000$730,656.00 20 2 2 OP T I O N 3 - L a r k i n ( C R - 1 1 6 t o O l d S e t t l e r s ) $1 , 6 0 0 , 0 0 0 30 $3 6 0 , 0 0 0 Ye s 73 0 , 6 5 6 . 0 0 $2 5 2 , 8 2 8 . 0 0 $3 5 , 9 3 0 . 1 8 $150,000($70,585.82) City of Corcoran: Collector Road Improvements Cost Estimate No.Item Units Est. Qty Est. Unit Price Est. Total Est. Unit Price Est. Total OPTION 1 - Willow between Homestead & City Limits (Medina) 1MOBILIZATION & DEMOBILIZATION LUMP SUM1 $60,000.00 $60,000.00 2TRAFFIC CONTROL LUMP SUM1 $5,000.00 $5,000.00 3SALVAGE & REINSTALL SIGN EACH10 $250.00 $2,500.00 4SALVAGE & RESPREAD EXISTING TOPSOILLUMP SUM1 $20,000.00 $20,000.00 5COMMON EXCAVATION CU YD12900 $12.00 $154,800.00 6STREET SWEEPER WITH PICKUP BROOMHOUR25 $125.00 $3,125.00 7WATER FOR DUST CONTROL MGAL50 $25.00 $1,250.00 812" AGGREGATE BASE, CLASS 5 TON16000 $15.00 $240,000.00 94" SHOULDER AGGREGATE, CLASS 2 TON1350 $40.00 $54,000.00 102" TYPE WEARING COURSE MIXTURE TON2800 $75.00 $210,000.00 113" TYPE NON-WEARING COURSE MIXTURETON4200 $70.00 $294,000.00 12BITUMINOUS MATERIAL FOR TACK COATGAL1200 $5.00 $6,000.00 13GEOTEXTILE FABIC, TYPE V NON-WOVENSQ YD24200 $2.00 $48,400.00 146" PVC DRAINTILE LIN FT6800 $10.00 $68,000.00 15CULVERT REPLACEMENT LIN FT1040 $50.00 $52,000.00 16 DRIVEWAY APPROACHES (PAVED)EACH21 $4,000.00 $84,000.00 17SITE RESTORATION LUMP SUM1 $5,000.00 $5,000.00 18EROSION CONTROL LUMP SUM1 $20,000.00 $20,000.00 19PAVEMENT MARKINGS LUMP SUM1 $5,000.00 $5,000.00 20GUARDRAIL INSTALLATION LIN FT2000 $25.00 $50,000.00 21ROAD CROSSING - BOX CULVERT LUMP SUM1 $75,000.00 $75,000.00 22HORIZONTAL CURVE ADJUSTMENTS LUMP SUM1 $25,000.00 $25,000.00 23WETLAND MITIGATION LUMP SUM1 $50,000.00 $50,000.00 $1,459,075.00 $74,000.00 15% CONTINGENCY $218,861.25 $11,100.00 EST. TOTAL CONSTRUCTION COST $1,677,936.25 $85,100.00 15% INDIRECT COSTS $251,690.44 $12,765.00 EST. TOTAL COST $1,929,626.69 $97,865.00 NOTES 1 - Does not include costs for relocation of private utilities Est. Unit Price Est. Total Est. Unit Price Est. Total OPTION 2 - Larkin/Willow between Old Settlers & Homestead 1MOBILIZATION & DEMOBILIZATION LUMP SUM1 $60,000.00 $60,000.00 2TRAFFIC CONTROL LUMP SUM1 $5,000.00 $5,000.00 3SALVAGE & REINSTALL SIGN EACH10 $250.00 $2,500.00 4SALVAGE & RESPREAD EXISTING TOPSOILLUMP SUM1 $25,000.00 $25,000.00 5COMMON EXCAVATION CU YD12100 $12.00 $145,200.00 6STREET SWEEPER WITH PICKUP BROOMHOUR25 $125.00 $3,125.00 7WATER FOR DUST CONTROL MGAL50 $25.00 $1,250.00 812" AGGREGATE BASE, CLASS 5 TON15000 $15.00 $225,000.00 94" SHOULDER AGGREGATE, CLASS 2 TON1250 $40.00 $50,000.00 102" TYPE WEARING COURSE MIXTURE TON2650 $75.00 $198,750.00 113" TYPE NON-WEARING COURSE MIXTURETON3950 $70.00 $276,500.00 12BITUMINOUS MATERIAL FOR TACK COATGAL1150 $5.00 $5,750.00 13GEOTEXTILE FABIC, TYPE V NON-WOVENSQ YD22800 $2.00 $45,600.00 146" PVC DRAINTILE LIN FT6400 $10.00 $64,000.00 15CULVERT REPLACEMENT LIN FT900 $50.00 $45,000.00 16DRIVEWAY APPROACHES (PAVED)EACH20 $4,000.00 $80,000.00 17SITE RESTORATION LUMP SUM1 $5,000.00 $5,000.00 18EROSION CONTROL LUMP SUM1 $30,000.00 $30,000.00 19PAVEMENT MARKINGS LUMP SUM1 $5,000.00 $5,000.00 20HORIZONTAL CURVE ADJUSTMENTS - ROW ACQUISITIONLUMP SUM1 $300,000.00 $300,000.00 21WETLAND MITIGATION LUMP SUM1 $10,000.00 $10,000.00 $1,507,675.00 $75,000.00 15% CONTINGENCY $226,151.25 $11,250.00 EST. TOTAL CONSTRUCTION COST $1,733,826.25 $86,250.00 15% INDIRECT COSTS $260,073.94 $12,937.50 EST. TOTAL COST $1,993,900.19 $99,187.50 NOTES 1 - Does not include costs for relocation of private utilities 2 - ROW acquisition includes 56,000 SF @ $5/SF - may be able to be reduced if MSA approves superelevation via speed study Contractor Public Works Contractor Public Works Est. Unit Price Est. Total Est. Unit Price Est. Total OPTION 3 - Larkin between CR-116 & Old Settlers 1MOBILIZATION & DEMOBILIZATION LUMP SUM1 $45,000.00 $45,000.00 2TRAFFIC CONTROL LUMP SUM1 $5,000.00 $5,000.00 3BITUMINOUS PAVEMENT RECLAMATIONSQ YD9500 $2.00 $19,000.00 4BITUMINOUS PAVEMENT REMOVAL SQ YD14400 $4.00 $57,600.00 5SAWING BITUMINOUS PAVEMENT LIN FT750 $5.00 $3,750.00 6SALVAGE & REINSTALL SIGN EACH10 $250.00 $2,500.00 7SALVAGE & RESPREAD EXISTING TOPSOILLUMP SUM1 $5,000.00 $5,000.00 8COMMON EXCAVATION CU YD6000 $12.00 $72,000.00 9STREET SWEEPER WITH PICKUP BROOMHOUR25 $125.00 $3,125.00 10WATER FOR DUST CONTROL MGAL50 $25.00 $1,250.00 1112" AGGREGATE BASE, CLASS 5 TON9500 $15.00 $142,500.00 124" SHOULDER AGGREGATE, CLASS 2 TON800 $40.00 $32,000.00 132" TYPE WEARING COURSE MIXTURE TON2800 $75.00 $210,000.00 143" TYPE NON-WEARING COURSE MIXTURETON4200 $70.00 $294,000.00 15BITUMINOUS MATERIAL FOR TACK COATGAL1200 $5.00 $6,000.00 16GEOTEXTILE FABIC, TYPE V NON-WOVENSQ YD23800 $2.00 $47,600.00 176" PVC DRAINTILE LIN FT6700 $10.00 $67,000.00 18CULVERT REPLACEMENT LIN FT1150 $50.00 $57,500.00 19DRIVEWAY APPROACHES (PAVED)EACH25 $4,000.00 $100,000.00 20SITE RESTORATION LUMP SUM1 $5,000.00 $5,000.00 21EROSION CONTROL LUMP SUM1 $20,000.00 $20,000.00 22PAVEMENT MARKINGS LUMP SUM1 $5,000.00 $5,000.00 $1,163,825.00 $37,000.00 15% CONTINGENCY $174,573.75 $5,550.00 EST. TOTAL CONSTRUCTION COST $1,338,398.75 $42,550.00 15% INDIRECT COSTS $200,759.81 $6,382.50 EST. TOTAL COST $1,539,158.56 $48,932.50 NOTES 1 - Does not include costs for relocation of private utilities Contractor Public Works City of Corcoran: Trail Haven Road Improvements Cost Estimate No.Item Units Est. Qty Est. Unit Price Est. Total OPTION 1 - SHAPE & PAVE: 1MOBILIZATION & DEMOBILIZATION LUMP SUM1 $35,000.00$35,000.00 2TRAFFIC CONTROL LUMP SUM1 $5,000.00$5,000.00 3 BITUMINOUS PAVEMENT RECLAMATION SQ YD1600 $7.00 $11,200.00 4SAWING BITUMINOUS PAVEMENT LIN FT650 $5.00$3,250.00 5 SALVAGE & RESPREAD EXISTING TOPSOIL LUMP SUM1 $5,000.00 $5,000.00 6COMMON EXCAVATION CU YD3250 $15.00$48,750.00 7STREET SWEEPER WITH PICKUP BROOMHOUR25 $125.00$3,125.00 8WATER FOR DUST CONTROL MGAL50 $25.00$1,250.00 9SUBBASE PREPARATION SQ YD19500 $2.00$39,000.00 106" AGGREGATE BASE - SALVAGED TON6500 $8.00$52,000.00 116" AGGREGATE BASE, CLASS 5 TON6500 $15.00$97,500.00 12 4" SHOULDER AGGREGATE, CLASS 2 TON650 $40.00 $26,000.00 132" TYPE WEARING COURSE MIXTURE TON2250 $70.00$157,500.00 143" TYPE NON-WEARING COURSE MIXTURETON3400 $65.00$221,000.00 15BITUMINOUS MATERIAL FOR TACK COATGAL1000 $5.00$5,000.00 16GEOTEXTILE FABIC, TYPE V NON-WOVENSQ YD18700 $2.00$37,400.00 176" PVC DRAINTILE LIN FT7500 $10.00$75,000.00 18CULVERT REPLACEMENT LIN FT500 $50.00$25,000.00 19 DRIVEWAY APPROACHES EACH22 $2,500.00 $55,000.00 20SITE RESTORATION LUMP SUM1 $2,500.00$2,500.00 21EROSION CONTROL LUMP SUM1 $7,500.00$7,500.00 22PAVEMENT MARKINGS LUMP SUM1 $5,000.00 $5,000.00 SUBTOTAL$917,975.00 10% CONTINGENCY$91,797.50 EST. TOTAL CONSTRUCTION COST $1,009,772.50 12% INDIRECT COSTS$121,172.70 EST. TOTAL COST $1,130,945.20 OPTION 2 - STATE AID ROAD DESIGN:Est. Unit Price Est. Total 1MOBILIZATION & DEMOBILIZATION LUMP SUM1 $55,000.00$55,000.00 2TRAFFIC CONTROL LUMP SUM1 $5,000.00$5,000.00 3 CLEARING & GRUBBING LUMP SUM1 $2,500.00 $2,500.00 4 BITUMINOUS PAVEMENT RECLAMATION SQ YD1600 $7.00 $11,200.00 5SAWING BITUMINOUS PAVEMENT LIN FT650 $5.00$3,250.00 6SALVAGE & REINSTALL SIGN EACH10 $250.00$2,500.00 7 SALVAGE & RESPREAD EXISTING TOPSOIL LUMP SUM1 $25,000.00 $25,000.00 8COMMON EXCAVATION CU YD9800 $12.00$117,600.00 9STREET SWEEPER WITH PICKUP BROOMHOUR25 $125.00$3,125.00 10WATER FOR DUST CONTROL MGAL50 $25.00$1,250.00 1112" AGGREGATE BASE, CLASS 5 TON15500 $15.00$232,500.00 12 4" SHOULDER AGGREGATE, CLASS 2 TON650 $40.00 $26,000.00 132" TYPE WEARING COURSE MIXTURE TON2650 $75.00$198,750.00 143" TYPE NON-WEARING COURSE MIXTURETON3975 $70.00$278,250.00 15BITUMINOUS MATERIAL FOR TACK COATGAL1100 $5.00$5,500.00 16GEOTEXTILE FABIC, TYPE V NON-WOVENSQ YD22000 $2.00$44,000.00 176" PVC DRAINTILE LIN FT7500 $10.00$75,000.00 18CULVERT REPLACEMENT LIN FT1150 $50.00$57,500.00 19 DRIVEWAY APPROACHES EACH22 $4,000.00 $88,000.00 20SITE RESTORATION LUMP SUM1 $25,000.00$25,000.00 21EROSION CONTROL LUMP SUM1 $20,000.00$20,000.00 22PAVEMENT MARKINGS LUMP SUM1 $5,000.00$5,000.00 23GUARDRAIL INSTALLATION LIN FT3000 $25.00$75,000.00 24VERTICAL CURVE GRADING ADJUSTMENTSLUMP SUM1 $75,000.00$75,000.00 25WETLAND MITIGATION LUMP SUM1 $50,000.00 $50,000.00 $1,481,925.00 15% CONTINGENCY$222,288.75 EST. TOTAL CONSTRUCTION COST $1,704,213.75 15% INDIRECT COSTS$255,632.06 EST. TOTAL COST $1,959,845.81 NOTE - BOLDED ITEMS ARE POSSIBLE PUBLIC WORKS ITEMS Private Utility Adjustments?Clear zone impacts/grade changes Easement Acquisition?Plat/legal review to determine if necessary STAFF REPORT Agenda Item 10c. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: 2016 Budget Action Required: Discussion Summary: Prior to the November 23, 2015 Council meeting, property specific tax notices will have been mailed to individual property owners. This item is a place holder in case the Council would like to further discuss the 2016 budget and property tax impacts. Financial/Budget: The revised 2016 budget recommends a 5.56% property tax levy increase. The direct effects of the 2015 budget depend on the valuation change in individual properties. 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. 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. Options: 1. Discuss the 2016 budget. 2. Decline to further discuss the 2016 budget. Recommendation: N/A Page 2 Council Action: Discuss the 2016 budget. Attachments: N/A STAFF REPORT Agenda Item. 10d Council Meeting: November 23rd 2015 Prepared By: Lieutenant Ryan Burns Topic: Radar Speed Display Signs Action Required: Information / Direction Summary: During the Trail Haven Road paving discussions, Council directed Staff to explore and bring back information on radar speed signs. Staff contacted different vendors and has explored various options. In addition to notifying drivers of their speed, signs can produce traffic data reports to analyze traffic counts, time of day, as well as high and low speeds. There are two types of sign options for the City Council’s information. 1. Permanent mounted radar speed signs. Signs would be installed at fixed locations and would be solar operated. Permanent signs could be installed as part of new street construction or street reconstruction when roads are paved. 2. Portable mounted radar speed signs. Signs are portable and could be moved. Signs have a battery life of 3-4 weeks. Portable signs can be used to help staff follow up on complaints from residents and educate drivers on local roads. Financial/Budget: 1. Permanent Signs cost between $3,000 - $4,000 per sign; depending on options. Installation cost not included – 2. Portable Signs cost between $2,000 - $4,000 per sign; depending on options. 3. Currently there is no budget allocated for radar speed signs. 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. 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. Authorize Staff to add to 2016 budget 2. Authorize Staff to add to 2016-2017 CIP. 3. Incorporate costs into future street improvement projects. 4. Take no action at this time. Recommendation: 1. Authorize Staff to add to 2016-2017 CIP 2. Incorporate costs into future street improvement projects. Council Action: 1. Consider a motion to direct staff on purchasing radar speed display signs. Attachments: 1. STREETSMART Traffic Statistics Software Basics Data Collection: Tallies data on vehicles as they pass by the driver feedback sign Information Recorded: Time of day and Date Average Vehicle Speed Peak Vehicle Speed Number of Vehicles per half hour segment, with daily totals Number of Speed Limit violators per 1/2 hour segment, with daily totals Analysis Breakouts: Daily Reports available in half hour and one hour segments Standard Reports 1-4: Vehicle Counts - Weekly, Daily, Hourly, & 1/2 hour reports Reports Reports 5-8: Speed Limit Violations - Weekly, Daily, Hourly, & 1/2 hour reports Reports 9-10: Vehicle Average Speeds - Daily & 1/2 hour reports Reports 11-12: Vehicle Peak Speed - Daily & 1/2 hour reports Reports 13-14: % of Vehicles Violating Speed Limit - Daily and hourly reports Daily Report 15: Vehicle average speeds, by MPH segments (7 MPH to 127 MPH, with vehicle count in 12 speed segments: 21-25 mph, 26-30 mph, 31-35 mph, etc.) Daily Report 16: Vehicle peak speeds, by MPH segments (7 MPH to 127 MPH, with vehicle count in 12 speed segments: 21-25 mph, 26-30 mph, 31-35 mph, etc.) Daily Report 17: 50th and 85th percentile speeds Raw Data PDB file format: STREETSMART converts files to .csv format for use with spreadsheet STREETSMART Manager: Populates master data fields in spreadsheet template, and auto-generates the graphs for easy viewing of data. Report & Graph # OF # OVER SPEED SPEED Examples TIME VEHICLES LIMIT AVG PEAK 10:30 52 37 25.6 40 11:00 36 25 24.7 43 11:30 35 23 26.7 39 12:00 32 20 25.6 35 12:30 31 18 24.7 38 13:00 34 24 25.9 37 13:30 41 27 22.2 41 14:00 40 30 25.9 40 14:30 38 28 23.9 36 15:00 39 33 21.3 37 15:30 44 36 23.7 44 16:00 51 31 26.2 41 16:30 46 30 25.8 46 17:00 48 28 24.4 38 17:30 54 36 23.3 37 18:00 42 33 24.9 39 STREETSMART ™ Traffic Statistics Software DAILY SPEEDS & VEHICLE COUNTS Specifications subject to change without notice. 47.7% 64.3% 62.1% 63.1% 68.5% 65.7% 59.5% 33.8% 39.3% 38.8% 41.0% 43.8% 39.2% 43.0% 20% 30% 40% 50% 60% 70% SUNDAY TUESDAY THURSDAY SATURDAY Week of April 10 vs. April 17 % of Speeders - Daily Sign LED Off Radarsign ON www.radarsign.com 6845 Shiloh Road East, Suite D11 Alpharetta, GA 30005 Telephone: 678-520-5152 or 678-965-4814 E-Mail: info@radarsign.com STAFF REPORT Agenda Item 11a. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: Compensation Study Process Action Required: Direction Summary: On August 13, 2015, the City Council held a work session to focus on the 2016 budget, specifically related to employee compensation. At that work session staff received direction to look into options for completing an employee compensation study. Staff has reviewed our options and offer the following suggested routes to complete a compensation study: 1. In-house study: a. City staff to complete an in-house study based upon comparable cities. Council would select comparable cities, staff would obtain salary and benefits information and provide a detailed report comparing how the City of Corcoran salary and benefits compare to other selected cities. Council would use this information to adjust future compensation. 2. External study: a. The City could hire an outside consultant to complete the study which would include some private sector information. The consultant would work with the Council to select the market to compare to, and then complete a market study on salary and benefits. b. A consultant staff spoke to shared that obtaining comprehensive benefit information from the private sector is difficult to complete as many organizations do not share this information. The same consultant also shared that it is difficult to find private sector comparisons for some positions such as police officer. It is requested that the City Council discuss their preferred approach to complete a compensation study. Financial/Budget: The in-house approach would be completed without additional cost to the City. The external study is estimated to cost $5,000 - $7,000. There are no funds budgeted in 2016 for a compensation study. The City is however projecting a surplus in 2015 which would help to offset those costs. 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. Direct staff to begin the process of completing an in-house compensation study. 2. Direct staff to obtain quotes for an external compensation study. Recommendation: Staff is comfortable with either option. Council Action: Consider a motion to direct staff to begin a process for completing a compensation study. Attachments: N/A STAFF REPORT Agenda Item 11b. Council Meeting: November 23, 2015 Prepared By: Brad Martens, Matt Gottschalk Topic: 2016 Police Union Contract Action Required: Approval Summary: The existing union agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employees’ Union, Local No. 320 expires at the end of 2015. At the August 27th meeting, the City Council selected Mayor Guenthner and Councilmember Hank to work with the City Administrator and Director of Public Safety to negotiate a new agreement as a sub-committee. The sub-committee met on September 3, 2015 to review the written request of the union and to develop a counter position. The City Administrator and Director of Public Safety negotiated the terms of a new agreement based upon the position of the sub-committee which is attached to this report. A summary of the changes are below: • Article 16.6 o Previous service credit limited to full-time peace officer experience and capped at five years • Article 18.1 o Employees hired after January 1, 2016 short-term disability and long-term disability capped at 60% • Article 19 o Injured on duty coverage without loss extended to 180 days • Article 23.2 o $25 increase to annual uniform allowance • Article 24 o Employer provided health insurance to match proposed employer contribution for non-union employees in 2016 • Article 28 o Clarification on where accrued benefits are paid to upon termination • Article 30.1 o Cost of living adjustment to salary scale of two percent to match proposed employer contribution for non-union employees in 2016 • Article 30.2 o $0.25 increase per hour for FTO • Article 31 o $0.25 increase per hour for shift differential • Article 35 o Term of contract is for one year from January 1, 2016 – December 31, 2016 Page 2 Financial/Budget: The proposed agreement will be incorporated into the draft 2016 budget without affecting the levy. Staff will refine the budget upon approval. 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. 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. Options: 1. Approve the 2016 Labor Agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employees’ Union, Local No. 320 as presented. 2. Send back to staff for further review. Recommendation: Approve the 2016 Labor Agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employees’ Union, Local No. 320 as presented. Council Action: Consider a motion to approve the 2016 Labor Agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employees’ Union, Local No. 320 as presented Attachments: 1. Draft 2016 Labor Agreement between the City of Corcoran and Minnesota Teamsters Public and Law Enforcement Employees’ Union, Local No. 320 STAFF REPORT Agenda Item 11c. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: Employee, Elected Official, and Appointed Official Recognition Program Action Required: Approval Summary: Staff is requesting the City Council consider amending its recognition program to provide for more specific guidance as well as to provide for appointed officials. Attached to this report is a recommended resolution and policy to update the program as well as the original resolution establishing the program in 2010. The reason for the recommended update is due to different departments recognizing employees in different ways and confusion by staff on how to honor outgoing employees, Councilmembers, and appointed officials. Financial/Budget: The proposed recognition program includes a jacket with Corcoran logo for all new employees and Councilmembers. Staff has included $1,600 in the draft 2016 budget to cover these costs as well as other recognition anticipated. 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. 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. Options: 1. Approve resolution 2015-63 and supporting policy as presented. 2. Send back to staff for further review Recommendation: Approve resolution 2015-63 and supporting policy as presented. Page 2 Council Action: Consider a motion to approve resolution 2015-63 and supporting policy as presented. Attachments: 1. Resolution 2015-63 Amending and Expanding a Recognition Program for Employees, Elected Officials, and Appointed Officials 2. Resolution 2010-52 Establishing an Employee and Elected Official Recognition Program City of Corcoran November23, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-63 Motion By: Seconded By: A RESOLUTION AMENDING AND EXPANDING A RECOGNITION PROGRAM FOR EMPLOYEES, ELECTED OFFICALS, AND APPOINTED OFFICIALS WHEREAS, the Corcoran City Council recognizes that employees, elected officials, and appointed officials of the city who contribute much of themselves to the service of the city in order for the city to achieve its mission and goals; and, WHEREAS, the city council is desirous to show its gratitude and recognition for these years of services and the performance demonstrated by these employees, elected officials, and appointed officials; and, WHEREAS, Minnesota State Statute 15.46 allows for the establishment of a recognition program by cities; and, WHEREAS, the City Council established a Recognition Program to honor employees and elected officials, and their years of service to the city with Resolution 2012-52; and WHEREAS, the City Council is amending and expanding the recognition program. NOW, THEREFORE BE IT RESOLVED, the City of Corcoran, City Council hereby approves the following: 1. The above-referenced recitals are incorporated herein to this Resolution; 2. The City Council approves the Employee Recognition Program, Elected Official Recognition Program, and Appointed Official Recognition Program as outlined in the attached policy effective December 1, 2015; 3. The City may expend up to a total maximum of $200 for each employee, elected official, or appointed official to be recognized; 4. Funds are to be utilized towards the purchase of items that will recognize the achievement of the individual, and cover incidental costs to hold an event; 5. The amount expended as well as the event provided to the employee or elected official shall be at the discretion of the City Administrator. 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 23rd day of November 2015. City of Corcoran November23, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-63 ________________________________ Ken Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise– City Clerk/Administrative Services Coordinator 1 CITY OF CORCORAN EMPLOYEE, ELECTED OFFICIAL, AND APPOINTED OFFICIAL RECOGNITION PROGRAM Corcoran Recognition Policy This policy amends the employee recognition program as established by Resolution 2012-52. The importance of recognizing individuals cannot be underestimated. Recognizing length of service acknowledges their commitment and dedication to the City and effectively communicates that their loyalty to the City is valued. The goal of the City's recognition program is to increase the satisfaction and productivity of employees, and to recognize the service of elected and appointed officials. This program is considered by the City Council and City Administrator to be part of the City's compensation plan. Employee Recognition Program This program recognizes City of Corcoran employees for their years of service. Beginning at the time of employment and continuing at the employee's five year anniversary and in five-year increments thereafter, an employee will receive a recognition award from the City. The recognition awards will be presented at a City Council meeting. Employees will be recognized in the following manner: New Employees • Jacket with Corcoran logo 5 Year Award • Framed certificate • Buildable plaque with five year plate 10 Year Award • Framed certificate • Jacket with Corcoran logo • 10 year plate for plaque 15 Year Award • Framed certificate • Set of mugs or glasses with Corcoran logo • 15 year plate for plaque 20 Year Award • Framed certificate • Jacket with Corcoran logo • 20 year plate for plaque 2 25 Year Award • Framed certificate • Engraved achievement award • 25 year plate for plaque 30 Year Award • Framed certificate • Jacket with Corcoran logo • Engraved achievement award • 30 year plate for plaque 35 Year Award • Framed certificate • Engraved achievement award • 35 year plate for plaque 40 Year Award • Framed certificate • Jacket with Corcoran logo • Engraved achievement award • 40 year plate for plaque Employee Retirements/Resignations Corcoran employees are recognized for significant years of service at the time of their retirement/resignation at the following levels: • 1 – 9 years: Letter of Commendation, at the discretion of the City Administrator • 10 – 19 years: Framed Resolution from Council • 20 years & above: Plaque or other award recognizing service ELECTED OFFICIAL RECOGNITION PROGRAM This program recognizes City of Corcoran elected officials for their years of service. Beginning at the time of service and continuing at election cycles. The recognition awards will be presented at a City Council meeting. Elected officials will be recognized in the following manner: Newly Elected Official • Jacket with Corcoran logo • Framed Certificate of Election Each Additional Term Elected to Office • Framed Certificate of Election Elected Official Leaving Office Corcoran elected officials are recognized for significant years of service at the time of they leave office at the following levels: 3 • 1 – 8 years: Framed Resolution acknowledging service • 9 years and above: Plaque or other award recognizing service APPOINTED OFFICIAL RECOGNITION PROGRAM This program recognizes City of Corcoran appointed officials for their years of service. Beginning at the time of service and continuing at re-appointment cycles. The recognition awards will be presented at a City Council meeting. Appointed officials will be recognized in the following manner: Newly Appointed Official • Framed Certificate of Appointment Each Additional Term Elected to Office • Framed Certificate of Re-appointment Appointed Official Leaving Office Corcoran appointed officials are recognized for significant years of service at the time of they leave service at the following levels: • 1 - 8 years: Framed Resolution acknowledging service • 9 years and above: Plaque or other award recognizing service ANNUAL RECOGNITION EVENTS At the discretion of the City Administrator, annual events such as a summer picnic or holiday party may be scheduled to review the annual achievements of the organization and its individuals. The City Administrator is authorized to spend up to $500 annually on these events. STAFF REPORT Agenda Item 11d. Council Meeting: November 23, 2015 Prepared By: Brad Martens Topic: City Administrator Performance Evaluation Action Required: Discussion Summary: Annually in December, the City Council evaluates the performance of the City Administrator. According to the terms of the employment agreement “An adjustment in annual salary for the City Administrator shall be considered at the time performance reviews are given by the Council provided a satisfactory performance evaluation is received.” Attached to this report is the evaluation form for the City Administrator. It is requested that Councilmembers complete the form and forward to City Clerk/Administrative Services Coordinator Jessica Beise no later than December 10, 2015. A closed session will be scheduled for the December 21, 2015 City Council meeting for the formal evaluation to take place. Financial/Budget: Unless directed otherwise, the City Administrator will receive the same cost of living increase as other employees effective January 1, 2016. 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. 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. Options: 1. Accept the performance evaluation form and complete as requested. 2. Discuss a different method to complete the evaluation. Page 2 Recommendation: Accept the performance evaluation form and complete as requested. Council Action: Accept the performance evaluation form and complete as requested. Attachments: 1. 2015 Performance Evaluation – City Administrator Page 1 of 7 CITY OF CORCORAN Performance Evaluation Brad Martens, City Administrator Evaluation period: January 1, 2015 to December 31, 2015 Each City Council member should complete this evaluation form, sign it in the space below, and return it to Jessica Beise at City Hall. The deadline for submitting this performance evaluation is December 10, 2015. Evaluations will be summarized and included on the agenda for discussion at the December 21, 2014 meeting in closed session. Council Member’s Signature Date Submitted Add the values from above and enter the subtotal ÷ 5 = score for this category Initials Page 2 of 7 INSTRUCTIONS This evaluation form contains ten categories of evaluation criteria. Each category contains a statement to describe a behavior standard in that category. For each statement, use the following scale to indicate your rating of the city administrator’s performance. 5 = Excellent (almost always exceeds the performance standard) 4 = Above average (generally exceeds the performance standard) 3 = Average (generally meets the performance standard) 2 = Below average (usually does not meet the performance standard) 1 = Poor (rarely meets the performance standard) If you choose to not rate a particular statement, please describe why you did so in the margin next to that statement. At the bottom of each a category you are asked to divide the sub-total of the category by five to get an average score. If you leave a statement blank, please adjust the number to divide by accordingly. This evaluation form also contains a provision for entering narrative comments, including an opportunity to enter responses to specific questions an d an opportunity to list any comments you believe appropriate and pertinent to the rating period. Please write legibly. Leave all pages of this evaluation form attached. Initial each page. Sign and date the cover page. On the date space of the cover page, enter the date the evaluation form was submitted. All evaluations presented prior to the deadline identified on the cover page will be summarized into a performance evaluation to be presented by the governing body to the City Administrator as part of the agenda for the meeting indicated on the cover page. PERFORMANCE CATEGORY SCORING 1. INDIVIDUAL CHARACTERISTICS Diligent and thorough in the discharge of duties, “self-starter” Exercises good judgment Displays enthusiasm, cooperation, and will to adapt Mental and physical stamina appropriate for the position Exhibits composure, appearance and attitude appropriate for executive position Add the values from above and enter the subtotal ÷ 5 = score for this category Initials Page 3 of 7 2. PROFESSIONAL SKILLS AND STATUS Maintains knowledge of current developments affecting the practice of local government management Demonstrates a capacity for innovation and creativity Anticipates and analyzes problems to develop effective approaches for solving them W illing to try new ideas proposed by governing body members and/or staff Sets a professional example by handling affairs of the public office in a fair and impartial manner Add the values from above and enter the subtotal ÷ 5 = score for this category 3. RELATIONS WITH ELECTED MEMBERS OF THE GOVERNING BODY Carries out directives of the body as a whole as opposed to those of any one member or minority group Sets meeting agendas that reflect the guidance of the governing body and avoids unnecessary involvement in administrative actions Disseminates complete and accurate information equally to all members in a timely manner Assists by facilitating decision making without usurping authority Responds well to requests, advice, and constructive criticism Add the values from above and enter the subtotal ÷ 5 = score for this category 4. POLICY EXECUTION Implements governing body actions in accordance with the intent of council Supports the actions of the governing body after a decision has been reached, both inside and outside the organization Understands, supports, and enforces local government’s laws, policies, and ordinances Reviews ordinance and policy procedures periodically to suggest improvements to their effectiveness Offers workable alternatives to the governing body for changes in law or policy when an existing policy or ordinance is no longer practical Initials Page 4 of 7 5. REPORTING Provides regular information and reports to the governing body concerning matters of importance to the local government Responds in a timely manner to requests from the governing body for special reports Takes the initiative to provide information, advice, and recommendations to the governing body on matters that are non-routine and not administrative in nature Reports produced by the administrator are accurate, comprehensive, concise and written to their intended audience Produces and handles reports in a way to convey the message that affairs of the organization are open to public scrutiny Add the values from above and enter the subtotal ÷ 5 = score for this category 6. CITIZEN RELATIONS Responsive to requests from citizens Demonstrates a dedication to service to the community and its citizens Maintains a nonpartisan approach in dealing with the news media Meets with and listens to members of the community to discuss their concerns and strives to understand their interests Gives an appropriate effort to maintain citizen satisfaction with city services Add the values from above and enter the subtotal ÷ 5 = score for this category 7. STAFFING Recruits and retains competent personnel for staff positions Applies an appropriate level of supervision to improve any areas of substandard performance Stays accurately informed and appropriately concerned about employee relations Professionally manages the compensation and benefits plan Promotes training and development opportunities for employees at all levels of the organization Add the values from above and enter the subtotal ÷ 5 = score for this category Initials Page 5 of 7 8. SUPERVISION Encourages heads of departments to make decisions within their jurisdictions with minimal city administrator involvement, yet maintains general control of operations by providing the right amount of communication to the staff Instills confidence and promotes initiative in subordinates through supportive rather than restrictive controls for their programs while still monitoring operations at the department level Develops and maintains a friendly and informal relationship with the staff and work force in general, yet maintains the professional dignity of the city administrator’s office Sustains or improves staff performance by evaluating the performance of staff members at least annually, setting goals and objectives for them, periodically assessing their progress, and providing appropriate feedback Encourages teamwork, innovation, and effective problem-solving among the staff members Add the values from above and enter the subtotal ÷ 5 = score for this category 9. FISCAL MANAGEMENT Prepares a balanced budget to provide services at a level directed by council Makes the best possible use of available funds, conscious of the need to operate the local government efficiently and effectively Prepares a budget and budgetary recommendations in an intelligent and accessible format Ensures actions and decisions reflect an appropriate level of responsibility for financial planning and accountability Appropriately monitors and manages fiscal activities of the org anization Add the values from above and enter the subtotal ÷ 5 = score for this category Initials Page 6 of 7 10. COMMUNITY Shares responsibility for addressing the difficult issues facing the city Avoids unnecessary controversy Cooperates with neighboring communities and the county Helps the council address future needs and develops adequate plans to address long term trends Cooperates with other regional, state and federal government agencies Add the values from above and enter the subtotal ÷ 5 = score for this category NARR ATIVE EV ALUATION W hat would you identify as the administrator’s strength(s), expressed in terms of the principle results achieved during the rating period? W hat performance area(s) would you identify as most critical for improvement? Initials Page 7 of 7 W hat constructive suggestions or assistance can you offer the administrator to enhance performance? W hat other comments do you have for the administrator; e.g., priorities, expectations, goals or objectives f or the new rating period? City of Corcoran 2015 City Council Schedule Agenda Item 13. Page 1 of 1 December 10, 2015 • Performance Report • Truth-in-Taxation Hearing • Downtown Utility and Street Improvement Project o Review Plans and Specifications o Consider authorizing bid of project • RV storage – ordinance amendment request • Bond Conduit Discussion • Draft Water/Sanitary Sewer budgets December 21, 2015 (Monday) • Planning Project Update • Code Compliance Report • 2015 Year in Review • Adopt 2016 Budget and Levy • Adopt 2016 Water and Sanitary Sewer Budget • Adopt 2016 Compensation Plan • Adopt 2016 Fee Schedule • PUBLIC HEARING. Lawn King Street Vacation (city file 15-021?) • Closed Session – City Administrator Performance Evaluation