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2015-12-10 - Council Agenda Packet
Agenda Corcoran City Council December 10, 2015 - 7:00 PM 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations 6. Consent Agenda a. Draft Minutes of November 23, 2015 Council Meeting* b. Resolution 2015-64 - Accepting Northwest Trails Association Donation* 7. Claims as Presented a. Escrow Claims (Fund #500)* b. All Other Financial Claims* 8. Staff Reports / Memos/Commissions a. Financial Performance Report* b. Community Advisory Team Update* 9. Truth-in-Taxation Public Hearing* 10. Planning Business / Landform a. Request for Ordinance Amendment – Exterior Storage* 11. Unfinished Business a. Paving Gravel Collector Roads* 12. New Business a. Bond Conduit Discussion* b. Draft 2016 Water and Sanitary Sewer Budgets* c. Code Compliance Official Job Description Update* d. Equipment Purchase – Bobcat Compact Track Loader* 13. Unscheduled Items 14. 2015 Council Schedule* 15. Council Liaison Calendar Planning Commission 1/07/16 2/04/16 3/03/16 4/07/16 LaFave Keefe Hank Thomas Parks and Trails Commission 1/19/16 2/16/16 3/15/16 4/19/16 Keefe Hank Thomas Guenthner 16. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. Page 1 of 1 City of Corcoran City Council Meeting Minutes November 23, 2015 - 7:00 PM The Corcoran City Council met on November 23, 2015, at City Hall in Corcoran, MN. Present were Mayor Guenthner, Councilor Hank, Councilor Keefe, Councilor LaFave, and Councilor Thomas. Also present were City Administrator Martens, Director of Public Safety Gottschalk, and City Planner Lindahl, City Engineer Torve, Lieutenant Burns, and 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 the addition of Item 6b. MOTION: made by Thomas, seconded by LaFave to approve the agenda as amended. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4.Open Forum David Remer, Owner Lawn King, 7555 County Road 116, addressed the Council on the street right of way and easement vacation, noting the history of the vacation and that the vacation should have been completed. Loren Leuer, Owner Westside Tire, 19925 75th Avenue North, addressed the Council on the street right of way and easement vacation, noted that building permits had been issued and that the vacation should have been completed. 5.Presentations a. Hope Center Update – Brian Dejewski Brian Dejewski and Jill Dejewski provided an update on the Hope Center. The Dejewski’s on behalf of Moblie Hope, presented the City a check for $127,056.80, which was the portion that the Mobile Hope owed the City for the construction of the Hope Center. 6.Consent Agenda a. Draft Minutes of November 12, 2015 Council Meeting MOTION: made by LaFave, seconded by Thomas to approve Item 6a. Voting Aye: Guenthner, Hank, Keefe, LaFave and Thomas (Motion carried 5:0) b. Liability Coverage Waiver City Clerk/Administrative Services Coordinator Beise described the statutory limits and the history of not waiving coverage. Mayor Guenthner provided some historical context for this form, noting it was a policy decision possibly effecting the City’s finances. MOTION: made by Keefe seconded by Thomas to approve Item 6b. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 7.Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Thomas seconded by Hank to approve the escrow claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 6a. City of Corcoran City Council Meeting Minutes November 23, 2015 - 7:00 PM b. All Other Financial Claims MOTION: made by Keefe seconded by LaFave to approve all other claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Planning Update; report received. b. Code Compliance Report; report received. 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) City Planner Lindahl presented the report, noting that existing structure would need to be moved if the variance is not granted. Council discussed. MOTION: made by Hank seconded by Thomas to adopt Resolution 2015-62 approving the after- the-fact variance and conditional use permit. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. PUBLIC HEARING. Lennar Vacation of Easement for Ravinia (Ebert Property) (City file no. 15-020) (continued from October 8th) City Planner Lindahl presented the report, noting three easements were not included in the approval for the plats. Mayor Guenthner opened the public hearing. No persons were present to comment. MOTION: made by LaFave seconded by Hank to close the public hearing. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) MOTION: made by Thomas seconded by Keefe to adopt Resolution 2015-61 approving the vacations. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) c. Street Right-of-Way and Easement Vacation City Administrator Martens presented the report noting the estimated cost for the vacation. Council discussed who should initiate the project and the steps to ensure recording. MOTION: made by Hank seconded by LaFave to proceed with the process to draft and record the document and request the benefiting property owner fund half the cost. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) d. Park Place Storage Sketch Plan City Planner Lindahl presented the report, noting that the property owner is asking to dedicate right- of -way instead of improving the public street. Council discussed the request and provided comments on the right-of-way and additional accesses. 10. Unfinished Business a. Zoning Ordinance Review – Private Drive Regulations City Administrator Martens presented the report, outlining the recent ordinance amendments. Council discussed the City’s role in private road ways, market forces with paved vs. gravel, and the policy of private driveways. MOTION: made by Thomas seconded by Keefe Direct staff to further amend the ordinance requiring a paved apron of 100 foot if accessing off a public street and begin the review process. Ayes: Guenthner, Keefe, and Thomas Nays: Hank and LaFave (Motion carried 3:2) b. Paving Gravel Collector Roads City of Corcoran City Council Meeting Minutes November 23, 2015 - 7:00 PM City Administrator Martens presented the report. Council discussed the costs of the different road sections. Councilors discussed their support for either the Willow/Larkin project or Trail Haven. MOTION: made by Thomas seconded by Keefe selecting option #2 as presented (paving Willow and Larkin Roads by 2022). Ayes: Guenthner, Keefe, LaFave, and Thomas Nay: Hank (Motion carried 4:1) MOTION: made by LaFave seconded by Thomas to authorize staff to obtain a benefit letter. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) c. 2016 Budget City Administrator Martens presented the report. Council had no comments. d. Radar Speed Display Signs Lieutenant Burns presented the report. Council discussed the data capabilities and preference for portability of signs. MOTION: made by LaFave – Second: Thomas to direct staff to investigate purchasing two portable speed signs and bring back financing options. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 11. New Business a. Compensation Study Process City Administrator Martens presented the report. Council discussed impartiality for this process. Per consensus, Council directed staff to obtain quotes to complete a compensation study. b. 2016 Union Contract City Administrator Martens presented the report noting the major changes. Mayor Guenthner thanked Councilor Hank and staff for their time spent on the negotiations. MOTION: made by LaFave seconded Thomas to approve the contract as presented. Councilor Hank noted he would not vote for the contract as there is no incentive for employees coming back to work for an injury on duty. Council discussed previous workers compensation practices. Ayes: Guenthner, Keefe, LaFave, and Thomas - Nay: Hank (Motion carried 4:1) c. Employees, Elected Official, and Appointed Official Recognition Program City Administrator Martens presented the report. MOTION: made by LaFave second: Keefe to approve Resolution 2015-63 amending the employee, elected official and appointed official recognition program. (Motion carried 5:0) d. City Administrator Performance Evaluation Mayor Guenthner outlined the evaluation process. Per consensus, council accepted the evaluation form. 12. Unscheduled Items No unscheduled were presented. 13. 2015 Council Schedule City Administrator Martens reviewed the upcoming draft Council schedule. 14. Council Liaison Calendar City Administrator Martens noted that the December Planning and Parks and Trails meetings have been cancelled. 15. Adjournment MOTION: made by LaFave seconded by Thomas to adjourn. City of Corcoran City Council Meeting Minutes November 23, 2015 - 7:00 PM Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 9:12pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator City of Corcoran December 10, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015-64 Page 1 of 1 Motion By: Seconded By: A RESOLUTION ACCEPTING NORTHWEST TRAILS ASSOCATION DONATION WHEREAS, the City of Corcoran supports the efforts of the Northwest Trails Association; and WHEREAS, The Northwest Trails Association made a financial donation to the City of Corcoran to support the City in the amount of $200.00; WHEREAS, The City Council finds that it is appropriate to accept the donation offered for the benefit of the general fund. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Corcoran acknowledges the generosity of the Northwest Trails Association and graciously accepts the donation as listed above. 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 10th day of December, 2015. ________________________________ Ken Guenthner - Mayor ATTEST: ___________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator City Seal 6b. STAFF REPORT Agenda Item 8a. Council Meeting: December 10, 2015 Prepared By: Brad Martens Topic: Financial Performance Report Action Required: None – Informational Summary: Attached to this report is the updated Financial Performance Report through November 30, 2015. The updated report shows a surplus of approximately $154,000 which is a $94,138 change in position from the last report. The following outlines the major changes from the last report: Revenue • Ag Preserve Credit: +$4,643 o Higher than anticipated revenue • Police Fines: -$5,000 o Projecting lower than expected fine revenue • Bdlg/Plan Review Fees: +$23,000 o Higher than anticipated permit fees Expenditures • Planning and Zoning: +$5,000 o Projecting more plan internal plan review time than anticipated • Building Inspections: +$3,000 o Increased fees associated with additional new home permits • Police Wages and Salaries -$46,000 o Decreased wages due to officers being out longer than expected, wages paid by purchased policies • Police Employer Paid Health: -$7,500 o Decrease due to employees not selecting coverage through the City • Police Motor Fuels: -$12,000 o Lower than anticipated fuel costs • Prisoner: -$5,000 o Lower than anticipated prisoner costs • Public Works Motor Fuels: -$5,000 o Lower than anticipated fuel costs The net position of the City is significantly improved from earlier in the year when a shortfall was projected. Staff will use this latest information to finalize any changes to the 2016 budget prior to the December 21, 2015 meeting. Financial/Budget: The 2015 budget includes a $10,000 transfer to reserves. Any additional surplus would be added to the reserves unless reallocated for a different purpose. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility, and the prudent stewardship of public funds is essential for citizen confidence in government. Options: N/A Recommendation N/A Council Action: N/A Attachments: 1. Financial Performance Report CITY OF CORCORAN 2015 PERFORMANCE REPORT - GENERAL FUND NOVEMBER 30, 2015 8a. Attachment 1 1 of 5 2015 Variance Account Description 2014 Actual 2015 Budget 2015 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS REVENUE Other General Government R 100-41900-31100 General Property Taxes 2,776,339.34 2,887,749.00 1,475,149.22 1,412,599.78 48.92%2,887,749.00 0.00 R 100-41900-31810 Cable Franchise Fee 40,320.82 40,000.00 0.00 40,000.00 100.00%40,000.00 0.00 R 100-41900-32110 Liquor License Fee 18,270.00 18,250.00 18,500.00 -250.00 -1.37%18,500.00 250.00 R 100-41900-33402 Homestead Credit 11,404.90 0.00 0.00 0.00 0.00%0.00 0.00 R 100-41900-33420 Ag Preserve Credit 0.00 5,000.00 21,690.83 -16,690.83 -333.82%21,691.00 16,691.00 R 100-41900-33421 PERA State Aid 1,845.00 1,845.00 922.50 922.50 50.00%1,845.00 0.00 R 100-41900-33422 Other State Grants and Aids 7,058.00 0.00 0.00 0.00 0.00%0.00 0.00 R 100-41900-34000 Charges for Services 101.50 0.00 10.00 -10.00 0.00%10.00 10.00 R 100-41900-34103 Zoning/Land Use Appl Fee 25,785.00 6,000.00 14,570.00 -8,570.00 -142.83%14,570.00 8,570.00 R 100-41900-34105 Copies/Maps 187.15 150.00 56.75 93.25 62.17%57.00 -93.00 R 100-41900-34107 Special Assessment Search 25.00 50.00 0.00 50.00 100.00%0.00 -50.00 R 100-41900-34108 TIF Administration 0.00 8,000.00 0.00 8,000.00 100.00%8,000.00 0.00 R 100-41900-34405 Clean Up Day Income 1,425.00 675.00 1,803.00 -1,128.00 -167.11%1,803.00 1,128.00 R 100-41900-36200 Miscellaneous Revenues 10,775.00 2,500.00 3,795.00 -1,295.00 -51.80%3,795.00 1,295.00 R 100-41900-36210 Interest Earnings 426.98 2,000.00 710.58 1,289.42 64.47%1,000.00 -1,000.00 R 100-41900-36220 Other Rents and Royalties 9,840.00 9,840.00 9,840.00 0.00 0.00%9,840.00 0.00 R 100-41900-36230 Donations 1,250.62 1,000.00 768.29 231.71 23.17%769.00 -231.00 R 100-41900-36233 Refunds/Reimbursements 0.00 0.00 0.00 0.00 0.00%0.00 0.00 2,905,054.31$ 2,983,059.00$ 1,547,816.17$ 3,009,629.00$ 26,570.00$ City Hall Operations R 100-41941-34101 Facility Rental 6,700.00 5,000.00 6,605.00 -1,605.00 -32.10%6,605.00 1,605.00 R 100-41941-36200 Miscellaneous Revenues 982.96 1,000.00 152.32 847.68 84.77%152.00 -848.00 7,682.96$ 6,000.00$ 6,757.32$ 6,757.00$ 757.00$ Police R 100-42100-33423 Police Aid 53,311.89 45,000.00 55,164.61 -10,164.61 -22.59%55,165.00 10,165.00 R 100-42100-33424 Police POST Board Train Reimb 3,861.72 3,700.00 3,664.98 35.02 0.95%3,665.00 -35.00 R 100-42100-33620 Other County Grants/Aid 12,842.19 7,500.00 6,254.36 1,245.64 16.61%7,500.00 0.00 Pass through to fund - (100-42100-111 and 100-42101-111) R 100-42100-34200 Police Permits 2,392.00 2,000.00 2,772.50 -772.50 -38.63%2,773.00 773.00 R 100-42100-34201 Police Serviced Charges 9,747.50 7,500.00 6,640.00 860.00 11.47%10,000.00 2,500.00 Pass through to fund - (100-42100-111 and 100-42101-111) R 100-42100-34202 Police Reports/Fees 784.00 1,000.00 649.00 351.00 35.10%1,000.00 0.00 R 100-42100-35101 Fines 39,995.48 60,000.00 35,736.14 24,263.86 40.44%40,000.00 -20,000.00 R 100-42100-36233 Refunds/Reimbursements 1,080.00 0.00 0.00 0.00 0.00%0.00 0.00 124,014.78$ 126,700.00$ 110,881.59$ 120,103.00$ (6,597.00)$ Building Inspection R 100-42400-32210 Bldg/Plan Review Fees 114,136.68$ 193,000.00$ 308,048.26$ (115,048.26)$ -59.61%308,100.00$ 115,100.00$ Public Works R 100-43100-33418 Muni State Aid St Maintenance 130,468.10 120,000.00 122,524.20 -2,524.20 -2.10%122,524.00 2,524.00 R 100-43100-34300 Public Works Permits/Fees 2,430.00 3,000.00 3,140.00 -140.00 -4.67%3,140.00 140.00 R 100-43100-34301 Dust Control 53,696.56 55,530.00 51,176.19 4,353.81 7.84%51,176.00 -4,354.00 R 100-43100-36100 Special Assessments 20,295.21 0.00 0.00 0.00 0.00%0.00 0.00 R 100-43100-36200 Miscellaneous Revenues 2,662.50 0.00 10,360.49 -10,360.49 0.00%10,360.00 10,360.00 209,552.37$ #178,530.00$ 187,200.88$ 187,200.00$ 8,670.00$ Ice & Snow Removal R 100-43125-36200 Ice & Snow Removal/Miscellaneous Rev 7,926.45$ 8,000.00$ 21,742.72$ (13,742.72)$ -171.78%21,743.00$ 13,743.00$ Recycling R 100-43232-33610 County Recycling Grant 14,845.00 14,500.00 8,419.50 6,080.50 41.93%14,500.00 0.00 R 100-43232-34400 Recycling 60,554.80 62,000.00 57,138.43 4,861.57 7.84%57,138.00 -4,862.00 75,399.80$ 76,500.00$ 65,557.93$ 71,638.00$ (4,862.00)$ Parks R 100-45200-33422 Other State Grants and Aids 37,302.30 37,302.00 38,315.85 -1,013.85 -2.72%38,316.00 1,014.00 NW Trails Grant R 100-45200-34101 Facility Rental 1,289.98 1,000.00 5,088.14 -4,088.14 -408.81%5,088.00 4,088.00 R 100-45200-36200 Miscellaneous Revenues 25.00 0.00 50.00 -50.00 0.00%50.00 50.00 R 100-45200-36230 Donations 900.00 0.00 5,800.00 -5,800.00 0.00%5,800.00 5,800.00 $5,300 picnic tables 100-45200-221 39,517.28$ 38,302.00$ 49,253.99$ 49,254.00$ 10,952.00$ Total Revenue 3,483,285$ 3,610,091$ 2,297,259$ 3,774,424$ 164,333.00$ CITY OF CORCORAN 2015 PERFORMANCE REPORT - GENERAL FUND NOVEMBER 30, 2015 8a. 2 of 5 Account Description 2014 Actual 2015 Budget 2015 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS EXPENSE City Council E 100-41100-100 Wages and Salaries (GENERAL)6,600.00 6,600.00 3,300.00 3,300.00 50.00%6,600.00 0.00 E 100-41100-122 FICA 409.20 409.00 204.60 204.40 49.98%409.00 0.00 E 100-41100-126 Medicare 95.70 96.00 47.85 48.15 50.16%96.00 0.00 E 100-41100-208 Training and Instruction 0.00 1,000.00 315.00 685.00 68.50%500.00 -500.00 E 100-41100-364 Worker's Comp Insurance 54.00 104.00 66.00 38.00 36.54%66.00 -38.00 7,158.90$ 8,209.00$ 3,933.45$ 7,671.00$ (538.00)$ Newspaper/Newsletter/Website E 100-41130-351 Newsletter Expenses 4,283.15 4,750.00 4,551.82 198.18 4.17%4,750.00 0.00 E 100-41130-354 Web Site 750.00 700.00 750.00 -50.00 -7.14%750.00 50.00 5,033.15$ 5,450.00$ 5,301.82$ 5,500.00$ 50.00$ City Administrator E 100-41300-100 Wages and Salaries (GENERAL)93,398.27 92,912.00 87,388.76 5,523.24 5.94%92,912.00 0.00 E 100-41300-121 PERA 6,778.72 6,736.00 6,554.16 181.84 2.70%6,736.00 0.00 E 100-41300-122 FICA 5,417.73 5,761.00 5,391.82 369.18 6.41%5,761.00 0.00 E 100-41300-126 Medicare 1,267.00 1,347.00 1,261.00 86.00 6.38%1,347.00 0.00 E 100-41300-131 Employer Paid Health 16,894.49 15,567.00 15,919.90 -352.90 -2.27%15,567.00 0.00 E 100-41300-208 Training and Instruction 3,905.65 4,000.00 3,650.13 349.87 8.75%4,000.00 0.00 E 100-41300-210 Operating Supplies (GENERAL)980.02 700.00 200.00 500.00 71.43%700.00 0.00 E 100-41300-364 Worker's Comp Insurance 477.00 753.00 506.00 247.00 32.80%506.00 -247.00 E 100-41300-433 Dues and Memberships 111.60 850.00 1,752.20 -902.20 -106.14%970.00 120.00 129,230.48$ 128,626.00$ 122,623.97$ 128,499.00$ (127.00)$ Clerk/Admin E 100-41400-100 Wages and Salaries (GENERAL)120,570.42 118,212.00 119,010.29 -798.29 -0.68%136,500.00 18,288.00 E 100-41400-110 Overtime 568.62 2,000.00 0.00 2,000.00 100.00%500.00 -1,500.00 E 100-41400-121 PERA 8,708.92 8,716.00 8,179.62 536.38 6.15%10,000.00 1,284.00 E 100-41400-122 FICA 7,041.68 7,453.00 6,697.26 755.74 10.14%8,500.00 1,047.00 E 100-41400-126 Medicare 1,653.81 1,744.00 1,566.34 177.66 10.19%2,000.00 256.00 E 100-41400-131 Employer Paid Health 31,132.58 32,068.00 33,894.66 -1,826.66 -5.70%39,000.00 6,932.00 E 100-41400-140 Unemployment Comp (GENERAL)0.00 0.00 11,039.00 -11,039.00 0.00%15,106.00 15,106.00 E 100-41400-208 Training and Instruction 524.00 2,500.00 0.00 2,500.00 100.00%300.00 -2,200.00 E 100-41400-210 Operating Supplies (GENERAL)186.52 500.00 150.53 349.47 69.89%500.00 0.00 E 100-41400-300 Professional Srvs (GENERAL)27.45 -27.45 0.00%28.00 28.00 E 100-41400-364 Worker's Comp Insurance 954.00 1,344.00 1,012.00 332.00 24.70%1,012.00 -332.00 E 100-41400-433 Dues and Memberships 35.00 150.00 340.00 -190.00 -126.67%340.00 190.00 171,375.55$ 174,687.00$ 181,917.15$ 213,786.00$ 39,099.00$ Elections E 100-41410-210 Operating Supplies (GENERAL)8,732.58$ 1,500.00$ -$ 1,500.00$ 100.00%500.00$ (1,000.00)$ Auditor/Treasurer E 100-41540-300 Professional Srvs (GENERAL)26,750.00$ 26,000.00$ 23,236.50$ 2,763.50$ 10.63%26,000.00$ -$ Assessor E 100-41550-210 Operating Supplies (GENERAL)882.15 1,000.00 942.61 57.39 5.74%1,000.00 0.00 E 100-41550-300 Professional Srvs (GENERAL)53,707.71 55,956.00 46,738.86 9,217.14 16.47%55,956.00 0.00 54,589.86$ 56,956.00$ 47,681.47$ 56,956.00$ -$ Attorney E 100-41600-300 Professional Srvs (GENERAL)16,526.67 31,000.00 12,946.94 18,053.06 58.24%20,000.00 -11,000.00 16,526.67$ 31,000.00$ 12,946.94$ 18,053.06$ 20,000.00$ (11,000.00)$ Other General Government E 100-41900-210 Operating Supplies (GENERAL)2,722.55 3,000.00 2,992.00 8.00 0.27%2,992.00 -8.00 E 100-41900-300 Professional Srvs (GENERAL)15,243.50 4,000.00 5,163.25 -1,163.25 -29.08%5,164.00 1,164.00 E 100-41900-360 Insurance (GENERAL)64,813.00 67,400.00 67,770.00 -370.00 -0.55%67,770.00 370.00 E 100-41900-433 Dues and Memberships 28,326.74 30,000.00 25,976.30 4,023.70 13.41%30,000.00 0.00 ECW,Metro Cities,NWHHSC,Community Media,LMC,I94 Chamber, Home Free E 100-41900-700 Transfers 0.00 35,000.00 0.00 35,000.00 100.00%35,000.00 0.00 E 100-41900-810 Refunds/Reimbursements 0.00 0.00 0.00 0.00 0.00%0.00 0.00 111,105.79$ 139,400.00$ 101,901.55$ 140,926.00$ 1,526.00$ Planning & Zoning E 100-41910-210 Operating Supplies (GENERAL)3,394.26 1,000.00 598.37 401.63 40.16%1,000.00 0.00 E 100-41910-300 Professional Srvs (GENERAL)44,691.45 50,000.00 54,367.14 -4,367.14 -8.73%60,000.00 10,000.00 Sign Ordinance 48,085.71$ 51,000.00$ 54,965.51$ 61,000.00$ 10,000.00$ Code Enforcement E 100-41920-100 Wages and Salaries (GENERAL)50,605.24 53,186.00 47,441.11 5,744.89 10.80%53,186.00 0.00 E 100-41920-110 Overtime 0.00 1,000.00 191.78 808.22 80.82%350.00 -650.00 E 100-41920-121 PERA 3,685.98 3,928.00 3,572.46 355.54 9.05%3,928.00 0.00 E 100-41920-122 FICA 3,505.23 3,360.00 3,261.31 98.69 2.94%3,360.00 0.00 CITY OF CORCORAN 2015 PERFORMANCE REPORT - GENERAL FUND NOVEMBER 30, 2015 8a. 3 of 5 Account Description 2014 Actual 2015 Budget 2015 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS E 100-41920-126 Medicare 819.80 786.00 762.67 23.33 2.97%786.00 0.00 E 100-41920-131 Employer Paid Health 7,233.72 16,387.00 6,929.68 9,457.32 57.71%8,000.00 -8,387.00 E 100-41920-208 Training and Instruction 525.00 750.00 565.00 185.00 24.67%750.00 0.00 E 100-41920-210 Operating Supplies (GENERAL)649.53 1,000.00 877.38 122.62 12.26%1,000.00 0.00 E 100-41920-364 Worker's Comp Insurance 477.00 417.00 506.00 -89.00 -21.34%506.00 89.00 E 100-41920-417 Uniforms 250.00 250.00 250.00 0.00 0.00%250.00 0.00 E 100-41920-433 Dues and Memberships 0.00 100.00 0.00 100.00 100.00%100.00 0.00 67,751.50$ 81,164.00$ 64,357.39$ 72,216.00$ (8,948.00)$ City Hall Operations E 100-41941-200 Office Supplies (GENERAL)2,553.85 3,000.00 3,062.34 -62.34 -2.08%3,063.00 63.00 E 100-41941-201 Postage/Shipping 2,339.08 3,000.00 1,832.87 1,167.13 38.90%3,000.00 0.00 E 100-41941-207 Computer Supplies 2,161.86 3,000.00 2,118.53 881.47 29.38%3,000.00 0.00 E 100-41941-210 Operating Supplies (GENERAL)12,442.72 15,000.00 10,193.23 4,806.77 32.05%15,000.00 0.00 E 100-41941-300 Professional Srvs (GENERAL)8,039.19 9,000.00 7,897.81 1,102.19 12.25%9,000.00 0.00 E 100-41941-321 Telephone 2,068.53 3,000.00 1,772.70 1,227.30 40.91%2,500.00 -500.00 E 100-41941-352 General Notices and Pub Info 951.97 2,000.00 0.00 2,000.00 100.00%0.00 -2,000.00 E 100-41941-364 Worker's Comp Insurance 0.00 25.00 0.00 25.00 100.00%0.00 -25.00 E 100-41941-380 Utility & Services (GENERAL)15,561.47 15,500.00 10,944.09 4,555.91 29.39%15,500.00 0.00 E 100-41941-400 Repairs & Maint Cont (GENERAL)10,174.51 12,000.00 7,333.53 4,666.47 38.89%12,000.00 0.00 E 100-41941-430 Misc. Banking Charge 281.00 0.00 0.00 0.00 0.00%0.00 0.00 E 100-41941-520 Buildings and Structures 0.00 5,000.00 0.00 5,000.00 100.00%5,000.00 0.00 E 100-41941-530 Improvements Other Than Bldg 3,451.16 0.00 0.00 0.00 0.00%0.00 0.00 E 100-41941-810 Refunds/Reimbursements 1,522.01 0.00 -1,149.76 1,149.76 0.00%0.00 0.00 61,547.35$ 70,525.00$ 44,005.34$ 68,063.00$ (2,462.00)$ IT (Info Technology) E 100-41951-207 Computer Supplies 10,875.48 22,757.00 21,988.96 768.04 3.37%22,757.00 0.00 E 100-41951-210 Operating Supplies 2,370.87 1,500.00 2,242.18 -742.18 -49.48%1,500.00 0.00 E 100-41951-300 Professional Srvs 7,197.50 13,100.00 18,571.20 -5,471.20 -41.76%19,000.00 5,900.00 JOTS contract E 100-41951-530 Improvements Other Than Bldg 0.00 6,500.00 314.82 6,185.18 95.16%6,500.00 0.00 20,443.85$ 43,857.00$ 43,117.16$ 49,757.00$ 5,900.00$ Police E 100-42100-100 Wages and Salaries (GENERAL)541,384.92 540,766.00 431,682.78 109,083.22 20.17%480,000.00 -60,766.00 E 100-42100-110 Overtime 12,596.03 9,500.00 12,795.33 -3,295.33 -34.69%14,500.00 5,000.00 E 100-42100-111 Overtime Events/Grants 11,722.67 10,000.00 3,392.88 6,607.12 66.07%7,000.00 -3,000.00 Pass thru revenue 100-42100-33620, 100-42100-34201 E 100-42100-121 PERA 79,514.31 90,492.00 65,196.75 25,295.25 27.95%81,250.00 -9,242.00 E 100-42100-126 Medicare 8,178.10 8,100.00 6,090.17 2,009.83 24.81%7,000.00 -1,100.00 E 100-42100-131 Employer Paid Health 99,126.33 111,823.00 101,279.65 10,543.35 9.43%105,000.00 -6,823.00 E 100-42100-200 Office Supplies (GENERAL)5,231.96 5,000.00 3,779.04 1,220.96 24.42%5,000.00 0.00 E 100-42100-201 Postage/Shipping 413.64 250.00 342.07 -92.07 -36.83%400.00 150.00 E 100-42100-208 Training and Instruction 9,680.00 11,600.00 10,631.13 968.87 8.35%11,600.00 0.00 E 100-42100-209 Police Reserves 1,010.08 3,500.00 1,649.94 1,850.06 52.86%3,500.00 0.00 E 100-42100-210 Operating Supplies (GENERAL)3,436.69 4,000.00 3,020.26 979.74 24.49%4,000.00 0.00 E 100-42100-212 Motor Fuels 22,874.79 37,000.00 19,429.21 17,570.79 47.49%25,000.00 -12,000.00 E 100-42100-220 Repair/Maint Supply (GENERAL)7,241.49 8,000.00 5,501.82 2,498.18 31.23%8,500.00 500.00 E 100-42100-223 Building Repair Supplies 4,431.81 3,000.00 1,643.47 1,356.53 45.22%2,500.00 -500.00 E 100-42100-300 Professional Srvs (GENERAL)40.00 250.00 1,753.10 -1,503.10 -601.24%1,755.00 1,505.00 E 100-42100-301 Prisoner 5,842.63 8,000.00 1,470.37 6,529.63 81.62%3,000.00 -5,000.00 E 100-42100-304 Legal Fees 18,894.24 27,500.00 20,524.28 6,975.72 25.37%27,500.00 0.00 E 100-42100-321 Telephone 7,954.99 7,200.00 5,643.25 1,556.75 21.62%7,200.00 0.00 E 100-42100-323 Radio Units 13,920.01 15,300.00 10,227.21 5,072.79 33.16%15,300.00 0.00 E 100-42100-364 Worker's Comp Insurance 19,201.00 26,516.00 24,916.00 1,600.00 6.03%24,916.00 -1,600.00 E 100-42100-380 Utility & Services (GENERAL)4,493.08 4,000.00 3,358.41 641.59 16.04%4,000.00 0.00 E 100-42100-417 Uniforms 11,131.75 9,960.00 7,174.98 2,785.02 27.96%9,960.00 0.00 E 100-42100-433 Dues and Memberships 1,145.00 1,200.00 1,555.00 -355.00 -29.58%1,555.00 355.00 E 100-42100-810 Refunds/Reimbursements -33,746.74 0.00 -36,269.02 36,269.02 0.00%0.00 0.00 855,718.78$ 942,957.00$ 706,788.08$ 850,436.00$ (92,521.00)$ Part Time Officers E 100-42101-100 Wages and Salaries (GENERAL)84,582.30 78,100.00 115,660.60 -37,560.60 -48.09%126,500.00 48,400.00 E 100-42101-111 Overtime Events/Grants 3,872.40 5,000.00 12,842.50 -7,842.50 -156.85%13,000.00 8,000.00 Contractural events/Safe and Sober events. Budgeted 100-42100-111 E 100-42101-121 PERA 1,534.12 2,100.00 4,349.86 -2,249.86 -107.14%4,680.00 2,580.00 E 100-42101-122 FICA 4,862.18 4,842.00 6,302.42 -1,460.42 -30.16%6,900.00 2,058.00 E 100-42101-126 Medicare 1,282.59 1,132.00 1,863.33 -731.33 -64.61%2,040.00 908.00 E 100-42101-140 Unemployment Comp (GENERAL)0.00 0.00 3,101.84 0.00 0.00%3,102.00 3,102.00 96,133.59$ 91,174.00$ 144,120.55$ 156,222.00$ 65,048.00$ Police Admin E 100-42102-100 Wages and Salaries (GENERAL)45,193.63 47,507.00 42,356.49 5,150.51 10.84%47,507.00 0.00 E 100-42102-110 Overtime 0.00 500.00 333.89 166.11 33.22%500.00 0.00 E 100-42102-121 PERA 3,280.02 3,601.00 3,201.77 399.23 11.09%3,601.00 0.00 CITY OF CORCORAN 2015 PERFORMANCE REPORT - GENERAL FUND NOVEMBER 30, 2015 8a. 4 of 5 Account Description 2014 Actual 2015 Budget 2015 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS E 100-42102-122 FICA 3,080.76 2,976.00 2,849.24 126.76 4.26%2,976.00 0.00 E 100-42102-126 Medicare 720.50 696.00 666.34 29.66 4.26%696.00 0.00 E 100-42102-131 Employer Paid Health 7,182.76 16,387.00 5,950.68 10,436.32 63.69%7,000.00 -9,387.00 59,457.67$ 71,667.00$ 55,358.41$ 62,280.00$ (9,387.00)$ Fire E 100-42200-300 Professional Srvs (GENERAL)240,222.17 275,895.00 236,709.55 39,185.45$ 14.20%275,895.00 0.00 240,222.17$ 275,895.00$ 236,709.55$ -$ 275,895.00$ -$ Building Inspection E 100-42400-300 Professional Srvs (GENERAL)42,939.33 74,000.00 21,471.86 52,528.14 70.98%108,000.00 34,000.00 E 100-42400-437 Surcharges 3,753.81 11,000.00 8,020.91 2,979.09 27.08%12,000.00 1,000.00 46,693.14$ 85,000.00$ 29,492.77$ 120,000.00$ 35,000.00$ Public Works E 100-43100-100 Wages and Salaries (GENERAL)281,532.54 283,606.00 248,839.67 34,766.33 12.26%283,606.00 0.00 E 100-43100-110 Overtime 27,201.59 20,000.00 12,161.97 7,838.03 39.19%20,000.00 0.00 E 100-43100-121 PERA 21,519.38 22,011.00 19,424.01 2,586.99 11.75%22,011.00 0.00 E 100-43100-122 FICA 17,934.14 18,824.00 14,700.80 4,123.20 21.90%18,824.00 0.00 E 100-43100-126 Medicare 4,194.22 4,402.00 3,438.09 963.91 21.90%4,402.00 0.00 E 100-43100-131 Employer Paid Health 74,088.77 78,656.00 65,216.14 13,439.86 17.09%70,000.00 -8,656.00 E 100-43100-208 Training and Instruction 1,400.00 4,000.00 2,200.00 1,800.00 45.00%2,200.00 -1,800.00 E 100-43100-210 Operating Supplies (GENERAL)27,981.53 25,000.00 24,179.54 820.46 3.28%25,000.00 0.00 E 100-43100-212 Motor Fuels 43,342.51 40,000.00 23,332.93 16,667.07 41.67%35,000.00 -5,000.00 E 100-43100-220 Repair/Maint Supply (GENERAL)17,344.22 25,000.00 16,366.79 8,633.21 34.53%25,000.00 0.00 E 100-43100-222 Seal Coating 51,554.71 60,000.00 55,659.75 4,340.25 7.23%55,700.00 -4,300.00 E 100-43100-223 Building Repair Supplies 6,336.50 4,500.00 4,230.64 269.36 5.99%5,600.00 1,100.00 E 100-43100-225 Landscape/Ditch Materials 10,711.09 10,000.00 2,129.53 7,870.47 78.70%10,000.00 0.00 E 100-43100-226 Sign Repair Materials 5,852.30 6,000.00 3,202.89 2,797.11 46.62%6,000.00 0.00 E 100-43100-227 Crack Filling 806.78 10,000.00 8,880.00 1,120.00 11.20%8,880.00 -1,120.00 E 100-43100-228 Dust Control 114,305.47 110,000.00 107,768.21 2,231.79 2.03%107,768.00 -2,232.00 E 100-43100-229 Culverts 4,544.18 10,000.00 793.93 9,206.07 92.06%10,000.00 0.00 E 100-43100-232 Gravel 127,333.32 130,000.00 111,848.15 18,151.85 13.96%116,000.00 -14,000.00 E 100-43100-233 Asphalt Maint/Patching 128,334.88 130,000.00 147,566.19 -17,566.19 -13.51%147,567.00 17,567.00 E 100-43100-300 Professional Srvs (GENERAL)2,100.00 2,100.00 2,126.85 -26.85 -1.28%2,127.00 27.00 E 100-43100-321 Telephone 7,379.43 8,000.00 6,776.52 1,223.48 15.29%8,000.00 0.00 E 100-43100-364 Worker's Comp Insurance 14,706.00 19,364.00 18,873.00 491.00 2.54%18,873.00 -491.00 E 100-43100-380 Utility & Services (GENERAL)26,562.46 30,000.00 13,114.05 16,885.95 56.29%20,000.00 -10,000.00 E 100-43100-381 Street/Signal Lights 3,676.08 4,000.00 2,091.81 1,908.19 47.70%4,000.00 0.00 E 100-43100-417 Uniforms 6,348.73 7,000.00 4,602.27 2,397.73 34.25%7,000.00 0.00 E 100-43100-810 Refunds/Reimbursements 312.75 0.00 1,418.47 -1,418.47 0.00%0.00 0.00 1,027,403.58$ 1,062,463.00$ 920,942.20$ 1,033,558.00$ (28,905.00)$ Ice & Snow Removal E 100-43125-210 Operating Supplies (GENERAL)32,904.22$ 30,000.00$ 47,537.04$ (17,537.04)$ -58.46%49,050.00$ 19,050.00$ Engineeering E 100-43170-300 Professional Srvs (GENERAL)41,750.57$ 45,000.00$ 27,504.60$ 17,495.40$ 38.88%45,000.00$ -$ Recycling E 100-43232-210 Operating Supplies (GENERAL)1,025.21 1,000.00 3,032.62 -2,032.62 -203.26%3,033.00 2,033.00 E 100-43232-300 Professional Srvs (GENERAL)69,722.32 69,000.00 57,364.41 11,635.59 16.86%69,000.00 0.00 70,747.53$ 70,000.00$ 60,397.03$ 72,033.00$ 2,033.00$ Parks E 100-45200-100 Wages and Salaries (GENERAL)23,182.26 36,788.00 23,830.39 12,957.61 35.22%26,000.00 -10,788.00 E 100-45200-110 Overtime 727.50 0.00 375.00 -375.00 0.00%375.00 375.00 E 100-45200-122 FICA 1,482.42 2,281.00 1,500.77 780.23 34.21%1,600.00 -681.00 E 100-45200-126 Medicare 346.71 533.00 350.98 182.02 34.15%400.00 -133.00 E 100-45200-210 Operating Supplies (GENERAL)8,789.93 15,000.00 9,758.86 5,241.14 34.94%15,000.00 0.00 E 100-45200-221 Maintenance Projects 11,002.27 15,000.00 13,582.26 1,417.74 9.45%15,000.00 0.00 $5,300 donation 100-45200-36230 E 100-45200-300 Professional Srvs (GENERAL)400.00 0.00 470.26 -470.26 0.00%470.00 470.00 E 100-45200-321 Telephone 609.13 700.00 541.76 158.24 22.61%700.00 0.00 E 100-45200-364 Worker's Comp Insurance 2,556.00 1,957.00 2,053.00 -96.00 -4.91%2,053.00 96.00 E 100-45200-380 Utility & Services (GENERAL)4,503.00 8,000.00 4,021.84 3,978.16 49.73%5,000.00 -3,000.00 E 100-45200-530 Improvements Other Than Bldgs 37,302.30 37,302.00 38,315.85 -1,013.85 -2.72%38,316.00 1,014.00 NW Trails Grant E 100-45200-810 Refunds/Reimbursements 145.23 0.00 0.00 0.00 0.00%0.00 0.00 91,046.75$ 117,561.00$ 94,800.97$ 104,914.00$ (12,647.00)$ Transfers to/from Other Funds E 100-49360-720 Operating Transfers 244,277.85 - - 0.00 0.00%0.00 0.00 #244,277.85$ -$ -$ -$ -$ -$ Total Expense 3,534,687$ 3,610,091$ 3,029,639$ 3,620,262$ 10,171$ CITY OF CORCORAN 2015 PERFORMANCE REPORT - GENERAL FUND NOVEMBER 30, 2015 8a. 5 of 5 Account Description 2014 Actual 2015 Budget 2015 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS GENERAL FUND TOTALS Total Revenue 3,483,285$ 3,610,091$ 2,297,259$ 3,774,424$ 164,333$ Total Expense 3,534,687$ 3,610,091$ 3,029,639$ 3,620,262$ 10,171$ Total Revenue - Total Expense (51,403)$ -$ (732,381)$ 154,162$ -$ STAFF REPORT Agenda Item 8b. Council Meeting: December 10, 2015 Prepared By: Brad Martens Topic: Community Advisory Team Update Action Required: None-Informational Summary: The Community Advisory Team (CAT) meeting scheduled for November 30, 2015 was cancelled due to the winter weather received that evening. Due to the busy holiday schedule the meeting was unable to be rescheduled for December and will now take place on January 11th. Below is the updated schedule: CAT Meeting #3: January 11, 2016 CAT Meeting #4: February 22, 2016 Community Open House: March 14, 2016 Planning Commission: April 7, 2016 City Council: April 28, 2016 Financial/Budget: The work of the CAT is funded through a $37,500 grant from Hennepin County. 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. OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: N/A Recommendation: N/A Page 2 Council Action: N/A Attachments: N/A December 10, 2015 Truth-in-Taxation Hearing CITY OF CORCORAN Agenda Item 9 Truth-in-Taxation Hearing Annually the City must hold a Truth-in-Taxation hearing on the proposed budget and levy for the following year. The hearing is typically held at the first meeting in December, prior to adopting the budget and levy at the following meeting. The budget and levy will be approved at the December 21, 2015 meeting. CITY OF CORCORAN Truth-in-Taxation Hearing – Process Budget and levy process to date: April 9th City Assessor held Open Book meeting for the purpose of allowing property owners to appeal their property classification or estimated market value. This is the annual opportunity to address questions on the valuation of a property. May – June Staff drafted budget with department requests and resources needed to meet the goals and objectives of the City Council. July 9th City Council provided staff with direction on priorities to include in budget July 23rd Council reviewed first draft of budget and provided staff direction on changes August 13th City Council held work session to discuss employee compensation August 27th City Council held a work session to review the second draft of the budget and provided staff direction CITY OF CORCORAN Truth-in-Taxation Hearing – Process Budget and levy process to date: September 10th City Council reviewed the third draft of the budget and adopted the preliminary levy November Hennepin County mailed property specific notices on proposed levies and taxes for 2015. CITY OF CORCORAN Truth-in-Taxation Hearing – Process Budget and levy process continued: December 10th Truth-in-Taxation hearing Goals for the Truth-in-Taxation hearing Walk through the proposed budget and levy to educate those interested in what is included in the proposed budget and levy Hold a formal public hearing to receive comment CITY OF CORCORAN Truth-in-Taxation Hearing – Definitions Revenue: Money received by the City from taxes, fees charges for services, permits, fines, etc. Expenditure: Money spent towards the operation of City Government (services, supplies, repairs, improvements, salaries, utilities, etc.) General Levy Property tax dollars needed to fund the operations of the City otherwise known as the General Fund: Council, Commissions, Administration, Public Works, Police, Fire, Parks, Building Inspections, Legal, Engineering (Expenditures – Revenue = General Levy) Debt Levy Property tax dollars needed to pay for the debt of the City. CITY OF CORCORAN Truth-in-Taxation Hearing – Property Tax Levy General Levy + Debt Levy = Property Tax Levy Truth-in-Taxation Hearing – Revenue Truth-in-Taxation Hearing – Revenue Revenue 2015 Budget Proposed 2016 Budget Difference General Levy $2,876,841 $3,088,850 +$212,009 Debt Levy $440,727 $413,068 -$27,659 Local Government Aid $10,908 $0 -$10,908 General Government/City Hall Operations $101,310 $108,310 +$7,000 Public Safety $126,700 $114,200 -$12,500 Public Works/Parks/ Misc. Revenue $224,832 $231,802 +$6,970 Building Permits $193,000 $193,000 No change Recycling $76,500 $14,500 -$62,000 Transfers In $0 $61,901 +$61,902 Total Revenue $4,050,818 $4,225,631 +$174,813 Increased planning applications and facility rentals Projected decrease in fine revenue Parks programming; dust control Billing transitioned to vendor Water/Sewer funds to pay for staff time Amount needed to cover difference between expenditures and revenue Police expansion paid off in 2015 LGA eliminated Truth-in-Taxation Hearing – Expenditures Truth-in-Taxation Hearing – Expenditures Expenditures 2015 Budget Proposed 2016 Budget Difference Administration $802,374 $858,020 $55,646 Planning/ Engineering $96,000 $113,700 +$17,700 Building Inspections $85,000 $85,000 No change Public Works/ Parks $1,210,024 $1,276,716 +$66,692 Police/Fire $1,381,693 $1,419,127 +$37,434 Transfers $35,000 $60,000 +$25,000 Debt Service $440,727 $413,068 -$27,659 Total Expenditures $4,050,818 $4,225,631 +$174,813 Administration reorg; 2% COLA; Increased planning budget; engineering increase due to SWPPP and MS4 requirements Increased asphalt maintenance ($20,000), 2% COLA, parks programming costs, other adjustments Increased fire contracts ($14,105), 2% COLA, sixth officer, other adjustments Additional CIP contribution ($25,000) Police expansion paid off in 2015 Truth-in-Taxation Hearing – Expenditures Expenditure breakdown: Where will the $174,813 go? Staff Compensation: $46,800 Two percent cost of living adjustment Employer paid health insurance, employer to pay for 70% of the rate increase, employees to pay for 30% of the rate increase Administration Department Reorganization: $73,137 Two positions were eliminated and three positions were created through a reorganization. Costs reflect the new structure which added one full-time employee. Police Department Reorganization: -$8,347 Structure was reorganized after the retirement of two employees. Police Department – Additional Officer: $9,096 Add full-time officer July 1, 2016, replace a significant amount of part-time coverage with this full-time employee Police Department Fines: -$15,000 Projected reduced revenue CITY OF CORCORAN Truth-in-Taxation Hearing – Expenditures Expenditure breakdown continued: Where will the $174,813 go? Police Department Supplies: $11,240 Required training: $5,200 Taser replacement: $3,500 Night to Unite supplies: $1,500 Clothing and Uniforms: $1,040 Capital Improvement Plan: $25,000 Additional $25,000 levied per plan. Goal is to eliminate need to borrow for most equipment by 2020. Public Works Operating Services: $20,000 Increased allocation towards asphalt maintenance Planning and Zoning: $9,200 Increased budget to update ordinances: $13,000 Comprehensive plan amendment for Hope Community Church: $2,200 Projected increase in revenue from applications: $6,000 CITY OF CORCORAN Truth-in-Taxation Hearing – Expenditures Expenditure breakdown continued: Where will the $174,813 go? Elections: $5,500 2016 general election Fire Services: $14,105 Projected five percent increase Utility transfer: $61,901 Increased revenue transferred from the water and sewer funds to pay for staffing costs related to the utilities Debt Service: -$27,659 Lower debt service per plan Local Government Aid: -$10,908 Reduced revenue previously allocated from the State of Minnesota Other items: $32,698 CITY OF CORCORAN Truth-in-Taxation Hearing – Expenditures Return on Investment (ROI): What are the tax payers getting for an additional $174,813 of taxes More efficient City Hall Able to handle needs with new homes constructed $43,000 in grant funds secured already Investigating opportunities (gambling ordinance, website improvements, etc.) Increased asphalt overlay Additional code updates 2016 election Investment into reserves Goal to achieve unrestricted fund balance of 35% of operating expenditures Investment into CIP Goal to not issue equipment certificates beginning 2020 CITY OF CORCORAN Levy Final 2012 Final 2013 Final 2014 Final 2015 Preliminary 2015 General $2,511,817 $2,604,456 $2,743,280 $2,887,749 $3,088,850 Debt $274,662 $330,281 $363,420 $440,727 $413,068 Total $2,781,119 $2,934,737 $3,106,700 $3,317,568 $3,501,918 Change 1.8% 5.5% 5.8% 6.8% 5.6% Truth-in-Taxation Hearing – Property Tax Levy History Truth-in-Taxation Hearing – Tax Rate History Final 2012 Final 2013 Final 2014 Final 2015 Preliminary 2016 Tax Levy $2,781,119 $2,934,737 $3,106,700 $3,317,568 $3,501,918 Tax Rate 39.617% 46.111% 49.743% 45.346% 45.813% Truth-in-Taxation Hearing – City Tax Effects Effect of city taxes vary and is directly related to changes in market value as tax rate stayed relatively stable Residential market value changes varied widely across the City Some saw a slight decrease Others saw increases of 10% or more Commercial/industrial market value had very little changes Most stayed stable or decreased Truth-in-Taxation Hearing – Actual City Tax Effects Truth-in-Taxation Hearing – City Tax Effects on Residential Properties with no change in Taxable Market Value Estimated Market Value 2015 Tax Preliminary 2016 Tax Change from 2015 $76,000 $206.78 $208.91 $2.13 $150,000 $572.54 $578.43 $5.89 $300,000 $1,313.95 $1,327.48 $13.53 $450,000 $2,040.57 $2,061.59 $21.02 $1,000,000 $4,534.60 $4,581.30 $46.70 Truth-in-Taxation Hearing – Cost of Services Cost of City Services $110.33/month Truth-in-Taxation Hearing – Actual City Tax Effects Truth-in-Taxation Hearing – City Tax Effects on Commercial/Industrial Properties with no change in Taxable Market Value Estimated Market Value 2015 Tax Preliminary 2016 Tax Change from 2015 $150,000 $1,020.29 $1,030.79 $10.50 $300,000 $2,380.67 $2,405.18 $24.51 $500,000 $4,194.51 $4,237.70 $43.19 $1,000,000 $8,729.11 $8,819.00 $89.89 $2,000,000 $17,798.31 $17,981.60 $183.29 Truth-in-Taxation Hearing – Process Next steps December 10th Hold Truth-in-Taxation hearing December 21st Adopt 2016 budget and levy City Council action: Hold the Truth-in-Taxation Public Hearing Consider directing staff to make changes to the draft 2016 budget CITY OF CORCORAN Agenda Item 9 1 1 CITY OF CORCORAN 2016 DRAFT BUDGET - REV 3 2 2016 9/2/2015 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 BUDGET 2016 BUDGET BUDGET DIFFERENCE 2015/2016 4 CITY HALL DEPARTMENTS COMMENTS 5 City Council 6 41100-100 Wages & Salaries 6,600 6,600 6,600 6,600 6,600 -$ 7 41100-122 FICA / SS 409 409 409 409 409 -$ 8 41100-126 Medicare 96 96 96 96 96 -$ 9 41100-208 Training 1,000 1,000 -$ 10 41100-210 Operating Expense - - - - - -$ 11 41100-364 Workers' Compensation 32 41 54 104 75 (29)$ 12 7,137 7,146 7,159 8,209 8,180 (29) 13 14 News Letter/Website 15 41130-351 News letter, Misc literature 4,062 4,482 4,283 4,750 6,000 1,250$ Additional newsletter 17 41130-354 Website 700 700 750 700 1,500 800$ Website improvements 18 4,762 5,182 5,033 5,450 7,500 2,050 19 20 Elections 21 41410-210 Operating Supplies 6,263 1,397 8,733 1,500 7,000 5,500$ 2016 Presidential election 22 6,263 1,397 8,733 1,500 7,000 5,500 23 24 Auditor 25 41540-300 Professional Services 16,675 19,352 18,650 20,000 20,000 -$ Abdo, Eick & Meyers 26 Financial Services 5,486 3,640 8,100 6,000 6,000 -$ Other finacial services 29 22,161 22,992 26,750 26,000 26,000 - 30 31 Assessor 32 41550-210 Operating Supplies 929 960 882 1,000 1,000 -$ 33 41550-300 Professional Services 49,284 50,203 53,708 55,956 59,000 3,044$ 34 50,213 51,163 54,590 56,956 60,000 3,044 35 36 Attorney 37 41600-300 Professional Services 22,353 30,865 16,527 31,000 31,000 -$ 38 22,353 30,865 16,527 31,000 31,000 - 39 45 Other General Government 49 41900-210 Operating Supplies 31 6,573 2,723 3,000 4,600 1,600$ Recogntion Program-employee, elected/appointed official 50 41900-300 Professional Srvs 21,041 25,721 15,244 4,000 4,000 -$ Financial planning 52 41900-360 Insurance 18,806 54,412 64,813 67,400 67,400 -$ 53 41900-430 Misc Banking Charges - - - - -$ 54 41900-433 Dues & Memberships 24,454 26,709 28,327 30,000 27,000 (3,000)$ Remove NWHHSC and Community Mediation 64 41900-810 Refunds/Reimbursements - - - -$ 65 64,332 113,416 111,106 104,400 103,000 (1,400) 66 67 Planning & Zoning 68 41910-210 Operating Supplies 589 3,394 1,000 1,000 -$ PH notices, labels, postage 69 41910-300 Professional Services 41,728 42,089 44,691 50,000 65,200 15,200$ Comp. Plan Amend. (Hope Minnistries) 71 41,728 42,678 48,086 51,000 66,200 15,200 72 73 City Hall Operating Expenses 74 41941-200 Office Supplies 1,978 2,462 2,554 3,000 3,000 -$ 75 41941-201 Postage/Shipping 1,628 2,424 2,339 3,000 3,000 -$ 76 41941-207 Computer / Copier Supplies 2,424 2,615 2,162 3,000 3,000 -$ Loffler contract 77 41941-210 Operating Supplies 12,497 16,043 12,443 15,000 15,000 -$ Cintas, Zep, Adams, Wilmar Water 78 41941-300 Professional Services 15,385 7,668 8,039 9,000 9,000 -$ Admin fees (Paychex), Ordinance Codification 79 41941-321 Telephone 2,182 2,189 2,069 3,000 3,000 -$ 80 41941-352 Gen. Notices Public Hearing information 2,235 2,797 952 2,000 2,000 -$ Crow River News Total City Attorney Total Other Government Total Planning & Zoning Total City Council Total Elections Total Newsletter & Web Total Assessor Total Auditor 11b. 2 1 CITY OF CORCORAN 2016 DRAFT BUDGET - REV 3 2 2016 9/2/2015 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 BUDGET 2016 BUDGET BUDGET DIFFERENCE 2015/2016 81 41941-364 Workers Comp Insur. ( Misc. Vol. Commissioners Staff)- - - 25 25 -$ 82 41941-380 Utilities / Outside Services 12,833 15,121 15,561 15,500 15,500 -$ Center Point, Randys, Wright Henn Elec, Wright Henn Security 83 41941-400 Repairs /Maintenance Bldg.9,817 8,112 10,175 12,000 12,000 -$ General maintenance 84 41941-430 Misc. Banking Charge 64 4 281 - 300 300$ 85 41941-520 Buildings & Structures 4,053 3,451 5,000 5,000 -$ Facility repairs 86 41941-810 Refunds/Reimbursements 983 -$ 87 61,042 63,488 61,008 70,525 70,825 300 88 89 IT Technology 91 41951-207 Computer / Supplies 7,580 9,723 10,800 22,757 25,550 2,793$ Annual license renewal 92 41951-210 Operating Supplies 1,252 2,371 1,500 1,500 -$ Hardware/Software 93 41951-300 Professional Supplies 4,897 7,198 13,100 21,500 8,400$ Managed services 94 41951-530 Facility Assets 8,584 - 6,500 6,500 -$ 95 7,580 24,456 20,369 43,857 55,050 11,193 96 97 Engineering 99 43170-300 Professional Services 53,365 38,592 41,751 45,000 47,500 2,500$ MS4 & SWPPP 100 53,365 38,592 41,751 45,000 47,500 2,500 101 102 Fire 103 42200-300 Professional Services 242,083 236,478 240,222 275,895 290,000 14,105$ Loretto $127,668, Rogers $103,109 Hanover $ 106 242,083 236,478 240,222 275,895 290,000 14,105 107 108 Building Inspections 109 42400-300 Professional Services 9,421 24,023 107,195 74,000 74,000 -$ 110 42400-437 Surcharges 1,727 3,812 3,754 11,000 11,000 -$ 111 11,148 27,835 110,949 85,000 85,000 - 112 113 Recycling 114 43232-210 Operating Supplies 827 797 1,025 1,000 - (1,000)$ 115 43232-300 Professional Services 64,743 67,420 69,722 69,000 6,000 (63,000)$ Provider to manage billing/balance city subsidy 116 65,570 68,217 70,748 70,000 6,000 (64,000) 117 118 659,736 733,904 823,029 874,792 863,255 (11,537) 119 120 City Administrator 121 41300-100 Wages & Salaries 92,519 117,644 93,398 92,912 99,757 6,845$ 122 41300-121 PERA 6,708 8,313 6,779 6,736 7,482 746$ 123 41300-122 FICA / SS 5,148 6,639 5,418 5,761 6,185 424$ 124 41300-126 Medicare 1,312 1,444 1,267 1,347 1,446 99$ 126 41300-131 Employer Paid Health 13,959 17,622 16,894 15,567 17,643 2,076$ Life, A/D, LTD, STD, FSA/HSA, Health 130 41300-208 Training 1,813 1,321 3,906 4,000 4,000 -$ 136 41300-210 Operating Supplies 492 868 980 700 700 -$ 138 41300-364 Workers' Compensation (683) 354 477 753 600 (153)$ 139 41300-433 Dues & Memberships 848 873 112 850 850 -$ 142 122,114 155,078 129,230 128,626 138,663 10,037 143 144 City Clerk / Administrative Staff 145 41400-100 Wages & Salaries 135,247 127,511 120,570 118,212 168,640 50,428$ 146 41400-110 Overtime 1,827 1,979 569 2,000 1,000 (1,000)$ 147 41400-121 PERA 9,922 8,722 8,709 8,716 12,723 4,007$ 148 41400-122 FICA / SS 8,883 8,428 7,042 7,453 10,518 3,065$ 149 41400-126 Medicare 2,078 1,971 1,654 1,744 2,460 716$ 151 41400-131 Employer Paid Health 23,363 21,871 31,133 32,068 52,928 20,860$ Life, A/D, LTD, STD, FSA/HSA, Health 155 41400-208 Training 830 1,835 524 2,500 4,000 1,500$ 156 41400-210 Operating Supplies 404 457 187 500 750 250$ Mileage TOTAL CITY HALL Total City Administrator Total Recycling Total Engineering Total City Hall Operating Total Fire Services Total Building Inspections Total IT Technology 11b. 3 1 CITY OF CORCORAN 2016 DRAFT BUDGET - REV 3 2 2016 9/2/2015 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 BUDGET 2016 BUDGET BUDGET DIFFERENCE 2015/2016 158 41400-364 Workers' Compensation Insurance 1,216 1,064 954 1,344 1,400 56$ 159 41400-433 Dues & Memberships 35 70 35 150 500 350$ 160 183,804 173,908 171,376 174,687 254,919 80,232 161 162 Code Enforcement 163 41920-100 Wages & Salaries 7,543 42,876 50,605 53,186 59,550 6,364$ 164 41920-110 Overtime - 371 - 1,000 1,000 -$ 165 41920-121 PERA 503 3,077 3,686 3,928 4,541 613$ 166 41920-122 FICA / SS 445 3,000 3,505 3,360 3,754 394$ 167 41920-126 Medicare 104 702 820 786 878 92$ 169 41920-131 Health Insurance - 6,426 7,234 16,387 17,643 1,256$ Life, A/D, LTD, STD, FSA/HSA, Health 171 41920-208 Training 525 750 750 -$ 172 41920-210 Operating Supplies 1,054 708 650 1,000 1,000 -$ 176 41920-364 Workers' Compensation 477 417 417 -$ 177 41920-417 Uniform 100 100 250 250 250 -$ 178 41920-433 Dues & Membership - - - 100 100 -$ 179 10,276 57,260 67,752 81,164 89,883 8,719 184 185 Transfers to/from Other Funds 187 49360-720 Operating Transfers 244,278 -$ 188 41900-700 Transfer to other funds - 25,000 50,000 25,000$ CIP 189 41900-700 Transfer to other funds - 10,000 10,000 -$ Reserve contribution 190 244,278 35,000 60,000 25,000 191 19 975,930 1,120,151 1,435,665 1,294,269 1,406,720 112,451 192 193 PUBLIC WORKS 194 PERSONNEL SERVICES 195 43100-100 Full-time - Regular 269,477 268,973 281,533 283,606 305,571 21,965$ 196 43100-110 Full-time - Overtime 17,020 26,179 27,202 20,000 20,000 -$ Includes $1,000 for Country Daze 197 43100-121 PERA 20,839 21,104 21,519 22,011 24,418 2,407$ 198 43100-122 FICA / SS 16,695 17,244 17,934 18,824 20,185 1,361$ 199 43100-126 Medicare 3,954 3,983 4,194 4,402 4,721 319$ 201 43100-131 Employer Paid Health 61,921 47,773 74,089 78,656 88,213 9,557$ Life, A/D, LTD, STD, FSA/HSA, Health 205 43100-140 Unemployment Compensation 4,057 - - - -$ 206 43100-364 Workers' Compensation Insurance 20,996 17,899 14,706 19,364 19,000 (364)$ 207 43100-417 Uniforms 5,874 6,345 6,349 7,000 7,000 -$ 208 416,777 413,557 447,525 453,863 489,108 35,245 209 210 OPERATING EXPENSE 212 43100-208 Training and Instruction 3,739 2,191 1,400 4,000 4,000 -$ 213 43100-210 Operating Supplies 21,091 21,767 28,361 25,000 25,000 -$ 214 43100-212 Motor Fuels 37,195 40,466 43,343 40,000 40,000 -$ 215 43100-220 Repair/ Main. Supplies 22,147 19,341 17,344 25,000 25,000 -$ 216 43100-223 Building Repair 332 3,890 6,337 4,500 6,500 2,000$ Maintenance contracts (HVAC, fire suppresion, etc.) 217 43100-300 Professional Services 2,100 2,216 2,100 2,100 2,100 -$ 218 43100-321 Telephone 5,005 3,868 7,379 8,000 8,000 -$ 220 43100-380 Utility services 7,726 14,211 26,562 30,000 30,000 -$ 222 43100-810 Refunds/Reimbursements - 60 313 30,000 - 0 223 99,335 108,010 133,138 138,600 140,600 2,000 224 225 CITY OPERATING SERVICES 226 43100-222 Seal Coating 40,286 - 51,555 60,000 60,000 -$ 227 43100-225 Land Scape/Ditch Maintenance 9,179 9,807 12,461 10,000 10,000 -$ 228 43100-226 Sign Repair Material 4,149 6,146 5,852 6,000 6,000 -$ 229 43100-227 Crack Filling 12,564 9,426 807 10,000 10,000 -$ Total Code Enforcement Total Administration Total Public Works Operating Expense Total Transfers to/from other funds Total Public Works Personnel Total Administrative Staff 11b. 4 1 CITY OF CORCORAN 2016 DRAFT BUDGET - REV 3 2 2016 9/2/2015 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 BUDGET 2016 BUDGET BUDGET DIFFERENCE 2015/2016 230 43100-228 Dust Control 94,301 102,689 114,305 110,000 115,000 5,000$ 231 43100-229 Culverts 11,132 209 4,544 10,000 10,000 -$ 234 43100-232 Gravel 117,765 118,592 127,333 130,000 130,000 -$ 235 43100-233 Asphalt/Maintenance patching 143,634 116,912 128,335 130,000 150,000 20,000$ Increased need 236 43100-381 Signal Lights/street lights 2,142 3,922 3,676 4,000 4,000 -$ 237 435,153 367,704 448,869 470,000 495,000 25,000 238 239 PARKS PERSONNEL SERVICES 240 45200-100 Wages and Salaries 17,205 23,463 23,182 36,788 40,182 3,394$ 241 45200-110 Overtime 477 450 728 - -$ 243 45200-122 FICA / SS 1,098 1,481 1,482 2,281 2,491 210$ 244 45200-126 Medicare 257 346 347 533 583 50$ 247 45200-364 Workers' Compensation Insurance (1,815) 947 2,556 1,957 2,250 293$ 248 17,222 26,687 28,295 41,559 45,506 3,947 249 250 PARKS OPERATING EXPENSES 251 45200-210 Operating Supplies 9,314 25,518 8,790 15,000 15,500 500$ 253 45200-221 Maintenance Project 13,592 13,946 12,752 15,000 15,000 -$ 254 45200-300 Professional Services 400 -$ 255 45200-321 Telephone 614 652 609 700 700 -$ 256 45200-380 Utility services 4,572 6,330 4,503 8,000 8,000 -$ 257 45200-530 Improvements Other than Bldg 36,221 32,599 37,302 37,302 37,302 -$ NW Trails Snowmobile expense pass thru to 100-45200-33422 259 45200-810 Refunds/Reimbursements - - 145 -$ 260 64,312 79,046 64,502 76,002 76,502 500 261 262 25 81,534 105,733 92,797 117,561 122,008 4,447 263 264 Ice & Snow Removal 265 43125-210 Snow and Ice Removal 23,935 39,361 32,904 30,000 30,000 -$ Salt and Sand 266 21 23,935 39,361 32,904 30,000 30,000 - 267 268 1,056,733 1,034,366 1,155,233 1,210,024 1,276,716 66,692 269 270 POLICE 271 PERSONNEL SERVICES 272 POLICE 273 42100-100 Wages and Salaries 507,594 522,277 539,647 540,766 552,886 12,120$ 274 42100-110 Overtime 1,507 2,283 12,596 9,500 10,450 950$ Includes $1,000 for Country Daze 275 42100-111 Overtime Events 10,756 14,178 11,723 10,000 12,000 2,000$ Pass thru funds only 100-42100-34201 276 42100-121 PERA 74,884 77,456 79,514 90,492 89,568 (924)$ 278 42100-126 Medicare 7,615 8,080 8,178 8,100 8,168 68$ 280 42100-131 Employer Paid Health 77,650 78,945 99,126 111,823 123,498 11,675$ 284 42100-364 Workers' Compensation 7,456 15,029 19,201 26,516 25,000 (1,516)$ 285 687,472 718,248 769,985 797,197 821,570 24,373 286 287 PART TIME 288 42101-100 Wages and Salaries 75,072 87,686 84,582 78,100 61,350 (16,750)$ 290 42101-111 Overtime Events 6,353 3,766 3,872 5,000 5,000 -$ Pass thru funds only 100-42100-34201 291 42101-121 PERA 1,851 2,183 1,534 2,100 1,100 (1,000)$ 292 42101-122 FICA / SS 4,252 4,730 4,862 4,842 3,000 (1,842)$ 293 42101-126 Medicare 1,181 1,326 1,283 1,132 890 (242)$ 295 88,708 99,691 96,134 91,174 71,340 (19,834) 296 297 POLICE ADMINISTRATION 298 42102-100 Wages and Salaries 39,515 42,309 45,194 47,507 50,237 2,730$ Total Parks Personnel Total Parks Operating Expense Total Public Works City Operating Services TOTAL PUBLIC WORKS & PARKS Total Police Personnel Services Total Part Time Total Snow & Ice Total Parks 11b. 5 1 CITY OF CORCORAN 2016 DRAFT BUDGET - REV 3 2 2016 9/2/2015 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 BUDGET 2016 BUDGET BUDGET DIFFERENCE 2015/2016 299 42102-110 Overtime 15 - - 500 500 -$ 300 42102-121 PERA 2,878 3,028 3,280 3,601 3,805 204$ 301 42102-122 FICA / SS 2,671 2,850 3,081 2,976 3,146 170$ 302 42102-126 Medicare 625 667 721 696 736 40$ 304 42102-131 Employer Paid Health 1,392 6,774 7,183 16,387 17,643 1,256$ 306 51,604 55,627 59,458 71,667 76,067 4,400 307 308 SUPPLIES 309 42100-200 Office Supplies 5,237 4,751 5,232 5,000 5,000 -$ 310 42100-201 Postage 354 152 414 250 250 -$ 311 42100-208 Training Classes and Supplies 11,010 9,677 9,680 11,600 16,800 5,200$ Lexipol, driving school 312 42100-209 Police Reserves Equipment 3,120 3,499 1,010 3,500 3,500 -$ 313 42100-210 Operating Supplies 4,185 3,279 3,437 4,000 9,000 5,000$ Taser purchases (transition out of CIP) and Night to Unite 314 42100-212 Motor Fuels 39,115 37,363 22,875 37,000 37,000 -$ 315 42100-417 Clothing and Uniforms 7,768 6,439 11,132 9,960 11,000 1,040$ 316 42100-433 Dues and Memberships 870 1,470 1,145 1,200 1,500 300$ TLO Membership (online database) 317 42100-810 Refunds/Reimbursements (33,747) -$ 318 71,660 66,630 21,177 72,510 84,050 11,540 319 320 CONTRACTUAL SERVICES 321 42100-220 Maintenance - Motor Vehicle 13,397 9,244 7,241 8,000 8,000 -$ 322 42100-223 Building Maintenance and Repairs 3,711 3,403 4,432 3,000 3,500 500$ 323 42100-300 Professional Services 40 30 40 250 1,000 750$ 324 42100-301 Prisoner - Professional Fees 5,370 13,801 5,843 8,000 8,000 -$ 325 42100-304 Legal Services 25,869 30,320 18,894 27,500 27,500 -$ 326 42100-321 Telephone 7,245 6,903 7,955 7,200 7,200 -$ 327 42100-323 Radio Units 11,420 13,975 13,920 15,300 16,900 1,600$ Dues increase 328 42100-380 Utility Services / Civil Defense/Emergency Management 2,141 3,559 4,493 4,000 4,000 -$ 329 69,193 81,237 62,818 73,250 76,100 2,850$ 330 331 20 968,636 1,021,432 1,009,572 1,105,798 1,129,127 23,329$ 332 333 334 3,001,299 3,175,949 3,600,470 3,610,091 3,812,563 202,472 335 336 Debt Service 337 Equipment Certificate Fund 338 344 Principal & Interest-2008 220,170 208,726 99,661 100,219 99,614 345 Principal & Interest-2010 61,833 60,658 61,460 346 Principal & Interest-2012 44,555 44,295 44,035 347 Principal & Interest-2014 55,640 50,601 348 Total Principal & Interest 206,049 260,812 255,710 349 Required 5% overage 11,009 10,436 10,302 13,041 12,786 350 Total 231,179 219,162 216,351 273,853 268,496 (5,357)$ 358 359 Facility Expansion (PD) #307 & #407 362 Principal & Interest 41,412 40,828 41,178 20,440 - (20,440)$ 363 Required 5% Overage 2,071 2,041 2,059 1,022 - (1,022)$ 364 Total 43,483 42,869 43,237 21,462 - (21,462)$ 365 366 Facility Expansion (Public Works) 2012B 367 Principal & Interest 65,000 98,888 138,488 137,688 (800)$ 368 Required 5% Overage 3,250 4,944 6,924 6,884 (40)$ COMBINED DEPARTMENT TOTAL EXPENDITURES TOTAL POLICE Total Contractual Services Total Police Supplies Total Police Administration 11b. 6 1 CITY OF CORCORAN 2016 DRAFT BUDGET - REV 3 2 2016 9/2/2015 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 BUDGET 2016 BUDGET BUDGET DIFFERENCE 2015/2016 369 Total 68,250 103,832 145,412 144,572 (840)$ 370 376 377 COMBINED DEBT SERVICE EXPENDITURES 274,662 330,281 363,420 440,727 413,068 (27,659)$ 378 379 REVENUES 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 ACTUAL 2016 BUDGET BUDGET DIFFERENCE 2015/2016 380 GENERAL FUND REVENUE 381 382 GENERAL GOVERNMENT 383 3 41900-31810 Cable Franchise Fee 38,196 39,489 40,321 40,000 40,000 -$ 384 5 41900-32110 Liquor Licenses Fees 18,270 18,300 18,270 18,250 18,250 -$ 385 41900-33402 Homestead Credit 10,543 11,405 -$ 386 41900-33403 Mobile Homestead Credit -$ 387 7 41900-33420 AG Preserve Credit 5,825 8,414 5,000 5,000 -$ 388 7 41900-33421 PERA State Aid 1,845 1,845 1,845 1,845 1,845 -$ 389 41900-33422 Other Grants and Aid - 7,058 -$ 390 41900-34000 Charges for Services 95 102 -$ 391 10 41900-34103 Zoning / Subdivision Fees 7,180 37,805 25,785 6,000 12,000 6,000$ 392 10 41900-34105 Copies / Maps 108 338 187 150 150 -$ 393 10 41900-34107 Assessment Search 50 100 25 50 50 -$ 394 10 41900-34108 TIF Administrative Fees 8,500 12,000 - 8,000 8,000 -$ 395 41900-34110 Escrow Administrative Fees -$ 396 10 41900-34405 Clean up day Income 709 675 1,425 675 675 -$ 397 13 41900-36200 Miscellaneous Revenue 18,635 16,075 10,775 2,500 2,500 -$ 398 12 41900-36210 Interest Earnings 1,953 1,028 427 2,000 2,000 -$ 399 13 41900-36217 Sale of Assets - -$ 400 13 41900-36220 Rents / Royalties 10,848 10,848 9,840 9,840 9,840 -$ Crop Rentals 401 13 41900-36230 Donations 4,575 1,300 1,251 1,000 1,000 -$ 402 41900-36233 Refunds/Reimbursements - (118) -$ 403 CODE ENFORCEMENT -$ 404 41920-32100 Business/License Fee -$ 405 41920-34000 Charges for Services -$ 406 CITY HALL OPERATIONS -$ 408 10 41941-34101 Facility Rental 5,890 6,095 6,700 5,000 6,000 1,000$ 409 13 41941-36200 Miscellaneous Revenue 1,229 2,786 983 1,000 1,000 -$ 410 PUBLIC SAFETY -$ 412 9 42100-33423 Police Town Aid 45,308 43,431 53,312 45,000 45,000 -$ 413 9 42100-33424 Police Training & POST 3,321 3,759 3,862 3,700 3,700 -$ 414 9 42100-33620 Other Grants and Aid/Safe & Sober 11,939 12,283 12,842 7,500 10,000 2,500$ Pass through only - Area traffic project (42100-111) 415 5 42100-34200 Police Permits 2,417 2,054 2,392 2,000 2,000 -$ 416 10 42100-34201 Police Service Charge 7,163 10,053 9,748 7,500 7,500 -$ Pass through only - Contractural events (42100-111) 417 10 42100-34202 Police Reports / Misc. Fees 756 929 784 1,000 1,000 -$ 419 11 42100-35101 Fines 80,338 58,194 42,278 60,000 45,000 (15,000)$ Updated projection 420 42100-36200 Miscellaneous Revenue 3,713 - 1,080 - - -$ 421 42100-36230 Donations - - - - - -$ 422 42100-36233 Refunds/Reimbursements 9,481 -$ 423 BUILDING INSPECTION -$ 424 5 42400-32210 Building Permit Fees 56,021 141,224 114,137 193,000 193,000 -$ 425 PUBLIC WORKS -$ 426 8 43100-33418 MSA Road Maint. Fund 126,236 125,051 130,468 120,000 120,000 -$ 427 10 43100-34300 Public Works Permits / Fees 3,930 2,670 2,430 3,000 3,000 -$ 428 10 43100-34301 Dust Control 73,170 64,533 53,697 55,530 57,500 1,970$ 50% of expenses assessed 429 43100-36100 Special Assessments 20,295 -$ 430 43100-36200 Miscellaneous Revenue 16,789 117,806 2,663 - - -$ 431 43100-36233 Refunds/Reimbursements - - - - -$ 11b. 7 1 CITY OF CORCORAN 2016 DRAFT BUDGET - REV 3 2 2016 9/2/2015 3 OSA LINE ITEM CODE DESCRIPTION OF EXPENDITURE 2012 ACTUAL 2013 ACTUAL 2014 ACTUAL 2015 BUDGET 2016 BUDGET BUDGET DIFFERENCE 2015/2016 432 ICE & SNOW REMOVAL -$ 433 13 43125-36200 Miscellaneous Revenue - 7,926 8,000 8,000 -$ 434 RECYCLING -$ 435 9 43232-33610 County Recycling Grant 14,820 14,808 14,845 14,500 14,500 -$ 436 13 43232-34400 Recycling Income 60,531 61,932 60,555 62,000 - (62,000)$ Provider to manage billing 437 43232-36200 Miscellaneous Revenue -$ 438 PARKS -$ 439 9 45200-33422 Other State Grant 36,221 32,599 37,302 37,302 37,302 -$ Snowmobile trail grant 440 10 45200-34101 Facility Rental 1,996 1,585 1,290 1,000 6,000 5,000$ Programming 441 45200-36200 Miscellaneous Revenue 63 13,550 25 -$ 442 45200-36230 Donations 3,914 2,485 900 - - -$ 443 45200-36233 Refunds/Reimbursements -$ 444 TRANSFERS TO/FROM OTHER FUNDS -$ 445 49360-39200 Transfer from Other Fund 61,901 61,901$ Utility funds 446 447 TOTAL OTHER REVENUES 683,217 875,407 709,228 722,342 723,713 1,371 448 451 41900-33422 Local Government Aid - 10,908 - (10,908)$ 452 41900-31100 General Property Taxes 2,511,817 2,590,453 2,776,339 2,876,841 3,088,850 212,009$ 7.37% 453 454 TOTAL PROPERTY TAX REVENUE 2,739,529 2,590,453 2,776,339 2,887,749 3,088,850 201,101$ 6.96% 455 456 TOTAL GENERAL FUND REVENUE 3,422,746 3,465,860 3,485,567 3,610,091 3,812,563 202,472$ 457 458 TOTAL DEBT SERVICE TAX LEVY 274,662 330,281 363,420 440,727 413,068 (27,659)$ 2016 Bond schedule + 5% 459 460 TOTAL ALL REVENUES 3,697,407 3,796,141 3,848,987 4,050,818 4,225,631 174,813$ 461 462 TOTAL ALL EXPENSES 3,275,960 3,506,230 3,963,890 4,050,818 4,225,630 174,813$ 463 464 465 REVENUE - EXPENSE 421,447 289,911 (114,903) 0 0 0$ 466 467 468 Estimated Year End Reserve (114,903) 10,000 10,000 -$ Allocated transfer from 41900-700 469 470 471 TOTAL CERTIFIED LEVY (INCLUDES DEBT SERVICE)2,781,119 2,934,737 3,106,700 3,317,568 3,501,918 184,350$ 5.56% 472 473 TOTAL PROPERTY TAX LEVY 2,506,458 2,604,456 2,743,280 2,876,841 3,088,850 212,009$ 474 475 TOTAL PROPERTY TAX COLLECTED 2,511,817 2,579,455 2,776,339 STAFF REPORT Agenda Item 10a. Council Meeting: December 10, 2015 Prepared By: Mike Pritchard Topic: Request for Ordinance Amendment – Exterior Storage Action Required: Direction Summary: The City has been working with Charisse Stickney and Joe Munn of 19715 Stieg Road regarding outside storage. The property owner submitted a letter on October 28, 2015 expressing her concerns and difficulties regarding outside storage on her lot. City staff provided the property owner with several options to resolve outside storage issues. After considering their options, Ms. Stickney has requested that the City Council consider modifying the ordinance to allow seasonal parking of recreational vehicles/trailers in the front yard as well as allow seasonal parking of family member’s recreational vehicles/trailers. Ms. Stickney is also requesting that off-season storage of recreational vehicles/trailers be allowed in the front yard on an improved surface. Ms. Stickney has removed her family member’s recreational vehicles and trailers but would like to bring them back. Her camper trailer remains onsite and is currently parked in front of the home on the driveway. Ms. Stickney’s neighbor, Mike Whitehead of 19725 Stieg Road, has expressed concerns with the situation and has also submitted a letter with a request to amend the ordinance. Mr. Whitehead’s letter dated November 11, 2015 shows a number of specific changes to the ordinance that he is requesting the Council to consider. Section 1060.010 of the Corcoran Zoning Ordinance prohibits outside storage, with a few very specific exemptions listed in this section. One of the exceptions allows storage of recreational vehicles in the side or rear yard, provided they comply wit h a minimum setback of 10 feet but does not allow storage in the front yard. The ordinance does not differentiate between storage and parking, nor is there a definition for parking (as it relates to recreational vehicles/trailers, etc.). The Council should determine if there is interest in changing the ordinance to allow storage and/or parking in the front yard on an improved surface. If the City Council is supportive of the idea or any of the suggested amendments, the Council should provide feedback on the requests to amend the ordinance. Any comments are advisory and non-binding. Because there are many changes proposed to the ordinance, staff has not provided sample language. If the amendment process has support and moves forward, staff would draft sample language based on the Council’s discuss ion. The original request asks for a number of changes that the Council should address: 1. Amend the ordinance to add seasonal parking to the definitions, and differentiate between seasonal parking and storage. 2. Amend the ordinance to allow seasonal parking of recreational vehicles/trailers in the front yard on an improved surface. 3. Amend the ordinance to allow parking of family/friends recreational vehicles/trailers. 4. Amend the ordinance to allow storage of recreational vehicles/trailers in the front yard on an improved surface. (This request is similar to the VanBlaricom’ s June 25, 2015 request to allow storage in a front yard equivalent.) The Council should also address and comment on the ordinance amendments submitted by Mr. Whitehead. Financial/Budget: The planning budget for 2015 has been exhausted. If the Council is supportive of ordinance changes the work would need to be pushed into 2016 or at the expense of the individuals requesting the amendments. Options: 1. If the Council is supportive of all or any of the above amendments, they should provide direction about how to proceed with an application. There are two options: i. Direct City staff to initiate this ordinance amendment as a city project. Costs would be borne by the City. ii. Direct the applicant to submit an application for an ordinance amendment with the required $700.00 fee and $2,000.00 escrow. 2. If the Council is not supportive of any of the above amendments, staff will proceed with enforcement action. (Enforcement action was/is currently suspended due to the request to address the Council.) Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. 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. Recommendation: Staff generally supports amending the ordinance to define seasonal parking and differentiate between storage as well as allowing seasonal parking of recreational vehicles/trailers, boats, snowmobiles and all-terrain vehicles in the front yard on an improved surface with conditions limiting location, duration, quantity, etc. Staff would not be in support of allowing storage or parking of recreational vehicles/trailers that are not owned by the legal resident of the property; furthermore, staff would support adding language to specify that vehicles/trailers to be stored or parked must be owned by the legal resident of the property. Historically, Council nor staff has been supportive of allowing storage in the front yard. However, the Council may wish to discuss allowing front yard storage of recreational vehicles/trailers in the RR and UR districts allowing they meet front yard setbacks (50’/100’). Council may wish to discuss the RV/trailer length limitation and whether or not the 30 foot maximum is still appropriate. (Trailers and RVs can be as long as 4 5’ per state law.) Council Action: Provide direction to staff on how to proceed. Attachments: 1. Letter of Request to Mayor and City Council (Stickney) 2. Letter of Request to Mayor and City Council (Whitehead) 3. Section 1060.010 – Exterior Storage (Zoning Ordinance) 10a. Attachment 1 -----Original Message----- From: Stickney, Charisse M CMSgt USAF NG MNANG (US) [mailto:charisse.m.stickney.mil@mail.mil] Sent: Wednesday, December 09, 2015 12:11 PM To: Jessica Beise <jbeise@ci.corcoran.mn.us> Cc: joepmunn@gmail.com; charistickney@gmail.com Subject: Charisse Stickney - 19715 Stieg Rd (Pictures for City Council Mtg, 10 Dec @ 7pm) Good afternoon Jessica! I know a friend of mine has been in contact with you, Joe Munn. He gave me your email so I could send you some pictures I have of how flooded my property gets anytime it rains. I have a letter currently in asking for an adjustment or waiver to a couple of codes involving parking of RVs. The neighborhood seems to all drain into my yard from all sides and across the street. I have extensive drainage tile through out to include one that was dug deeper and replaced with larger piping. You will see from the pictures that everything floods to include the farm field next door. This makes it impossible to park anything and move it especially if it has rained. The RVs are only parked from time to time off the side of the driveway during mainly the weeks in-between camping trips and only from mid-May until mid-Oct (4 1/2 months). All this is in my letter to the council but I thought I should explain a little bit about why I'm sending the pictures to you and what they are showing. I'm hoping that I will be able to speak to these during the council meeting tomorrow night at 7:00 pm. Let me know if you have any trouble opening these or if I need to provide you anything else. Thanks for your time. //SIGNED// CHARISSE M. STICKNEY, CMSgt, MNANG Human Resources Specialist (Information Systems) Department of Military Affairs, Human Resources Office Cedar Street Armory 600 Cedar Street St Paul, MN 55101 Comm: 651-282-4625 DSN: 825-4625 Fax: x4060 charisse.m.stickney.mil@mail.mil IMG_2015-11-12-09-39-46 IMG_2015-11-12-09-38-20 IMG_2015-09-08-16-34-21 IMG_2015-09-08-16-30-54 IMG_2015-09-08-16-33-58 Top image: IMG_20140619_204641_938 Bottom image: IMG_20140619_204226_273 10 a . A t t a c h m e n t 2 SECTION 1060 - PERFORMANCE STANDARDS 1060.010 - Exterior Storage Subd. 1. Outside Storage. As otherwise regulated, all outdoor storage is prohibited except: A.Clothes line poles and wires.B.Construction and landscaping material if they are used on the premisesfor construction within 6 months.C.Swings, slides and other play equipment.D.Outdoor furniture and lawn and garden equipment.E.Wood for burning in a fireplace, stove or furnace provided it is stored asfollows:1.In a neat and secure stack, not exceeding 4 feet.2.The wood stack is not infested with rodents.3.The wood is not kept in a front yard.F.Storage of recreational vehicles and unoccupied trailers less than 30 feetlong, boats, all-terrain vehicles and snowmobiles may be stored in theside or rear yard, provided they comply with a minimum setback of 10feet.G.Agricultural equipment and materials, if these are used on the premiseswithin a period of 12 months. Except that Agricultural uses as defined bythe City Code are exempt from this requirement.Subd. 2. Non-Residential Zoning Districts. A.Outside Storage/Display. Exterior storage and display shall be governedby the respective zoning district in which such use is located.B.Additional Standards. All exterior storage shall be located in the rear orside yard and shall be screened so as not to be visible from adjoiningproperties and public streets except for the following:1.Merchandise being displayed for sale in accordance with zoningdistrict requirements.Section 1060 (Performance Standards) Page 217 September 25, 2014 10a. Attachment 3 2. Materials and equipment currently being used for construction on the premises. Subd. 3. All Zoning Districts. A. Except for temporary construction trailers and mobile services operated by public service agencies (i.e., bookmobile, bloodmobiles, etc.) as allowed by the City, and trailers parked in a designated and improved loading area, no vehicle may be used for office, business, industrial manufacturing, testing, or storage of items used with or in a business, commercial or industrial enterprise, unless otherwise approved by the Zoning Administrator. B. The City Council may order the owner of any property to cease or modify open storage uses including existing uses, provided it is found that such use constitutes a threat to the public health, safety, convenience, or general welfare. 1060.020 – Refuse Subd. 1. Storage of Garbage and Trash. A. No exterior incineration of trash or garbage is permissible. B. No exterior storage of trash or garbage is permissible except in an accessory building enclosed by walls and roof or in closed containers within a totally screened area. Covered garbage cans in agricultural and single-family districts are exempt from these screening requirements. C. Any accumulation of refuse not stored in containers which comply with City Code, or any accumulation of refuse including car parts which has remained on a property for more than 30 days is hereby declared to be a nuisance and may be abated by order of the Zoning Administrator, as provided by Minnesota Statutes. Subd. 2. Storage of Vehicles. A. Except where otherwise allowed as exterior storage or in a zoning district, trucks with a gross vehicle weight rating (GVWR) of 12,000 pounds or more, or greater than 30 feet in length, as well as contracting or excavating equipment, storage trailers, and mobile storage compartments shall not be parked, stored or otherwise located on any property within the City unless being used in conjunction with a temporary service benefiting the premises. Section 1060 (Performance Standards) Page 218 September 25, 2014 STAFF REPORT Agenda Item 11a. Council Meeting: December 10, 2015 Prepared By: Brad Martens Topic: Paving Gravel Collector Roads Action Required: Discussion Summary: At the November 23, 2015 City Council meeting, Willow Drive/Larkin Road was selected as a preferred project for paving a gravel collector road, beginning at the Medina border. In order to parallel this project with the issuance of bonds for the downtown utility and street improvement project, the following timeline is anticipated: • December 21, 2015 o Council to review feasibility study and letter of benefit o Council sets proposed assessment amount o Call improvement hearing for January 14th meeting • January 14, 2016 o Council holds improvement hearing; orders plans and specifications • February 11, 2016 o Council calls assessment hearing for March 10, 2016 o Council adopts set sale resolution for bonds (coordinated with the timing of the downtown utility and street improvement project) • February 25, 2016 o Council authorizes resolution to issue bonds (coordinated with the timing of the downtown utility and street improvement project) • March 10, 2016 o Council holds assessment hearing; approves the assessment roll o Council approves plans and specifications; authorizes advertisement for bids • April 14, 2016 o Council awards bid • June/July 2016 o Project begins • September 2016 o Substantial completion Financial/Budget: The project is proposed to be financed by Municipal State Aid funds and assessments to properties with direct access to the project area. More detailed cost assumptions will be available at the December 21, 2015 meeting in the completed feasibility study. Page 2 Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Discuss the proposed timeline and provide comments to staff. 2. Abandon the project to pave gravel collector roads. Recommendation: Discuss the proposed timeline and provide comments to staff. Council Action: Discuss the proposed timeline and provide comments to staff. Attachments: N/A STAFF REPORT Agenda Item 12a. Council Meeting: December 10, 2015 Prepared By: Brad Martens Topic: Bond Conduit Discussion Action Required: Direction Summary: The City of Corcoran has been approached by Kennedy & Graven, Chartered with news that an organization is interested in utilizing the City as an issuer of conduit bonds. Staff is interested in understanding if the City is willing to act in that capacity. Below are pros and cons of acting as a bond conduit: Pros o Private entity can obtain tax free bonds o City can charge a fee for acting as a bond conduit o Private entity pays for all fees associated with the process (bond attorney’s etc.) o There is no financial risk to the City, we do not “back” the bonds Cons o Takes a small amount of staff time to coordinate o Amount issued counts against our annual borrowing cap of $10,000,000 Staff is very comfortable with acting as a conduit and finds it can be a financial benefit for the City. If the Council is comfortable with acting as a conduit, staff would like some feedback on the following: 1. Should geography or project type be considered? a. Projects only in Corcoran b. Projects only that align with the goals and values of the City 2. What amount should the City open up to conduit use in 2016? a. Currently the City is planning to issue approximately $3,535,000 in debt in 2016: i. Downtown Utility and Street Improvement Project: $2,800,000 ii. 2016 Equipment Certificate: $410,000 iii. Gravel Road Project: $325,000 b. It appears the City could safely open up $5,000,000 to use a s conduit funding 3. Fees to charge private entity a. An email is attached from Marth Ingram of Kennedy & Graven, Chartered discussing options along with a model policy. b. Staff prefers “Sample 1” which is a percentage fee based upon the amount of bonds which is due at closing of the sale. This requires little staff work and obtains a high level of revenue. i. A policy from the City of Plymouth is attached which charges a $2,500 application fee and an issuance fee of 1/8 of 1% of the principal amount of the bonds. This would result in a total fee of $8,750 for a $5,000,000 issuance. Page 2 ii. Staff believes that the market could support a higher rate of 1/4 of 1% along with a $2,500 application fee. This would result in a total fee of $15,000 for a $5,000,000 issuance. c. Charging too high a fee may decrease the likelihood of entities choosing to work with the City of Corcoran. Once staff receives direction, a policy will be formalized for consideration at a future City Council meeting. Financial/Budget: Acting as a conduit for tax free bonds provides revenue to the City for no other cost besides limited staff time once the program is established. Staff would anticipate some minor costs with establishing the policy. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Discuss the opportunity to act as a tax free bond conduit and provide staff direction on the above questions. 2. Decline the opportunity. Recommendation: Staff is in favor of acting as a conduit however recommends projects are within the City in order not to provide additional competition to the Corcoran market. Council Action: Discuss the opportunity to act as a tax free bond conduit and provide staff direction on the above questions. Attachments: 1. November 17, 2015 email from Martha Ingram 2. Draft Procedure for Application to City of Corcoran for Private Activity Revenue Bond Financing. 3. City of Plymouth Private Activity Revenue Bond Financing Policy From:Ingram, Martha N. To:Brad Martens Cc:Ingram, Martha N. Subject:Sample administrative fees - conduit bonds Date:Tuesday, November 17, 2015 12:19:43 PM Attachments:Model conduit revenue bond policy - 471424v1.DOC Hi, Brad - As a follow-up to our conversation this morning about the possibility of the City serving as the issuer of conduit bonds on behalf of private borrowers, below are several examples of administrative fees that other cities have set. These are generally arranged from more complicated to more straightforward. Sample 1: Upon closing, an administrative fee is due and payable to the City based on the following schedule: On the first $10,000,000 0.25% of par; and On portion in excess of $10,000,000 0.10% of par In the case of a refinancing, the fee shall be calculated at 50% of the above schedule. The City will be reimbursed for any technical changes to a bond issue previously issued to be calculated at 25% of the above schedule. Sample 2: An annual administrative fee in the amount of 1/8th of 1% (0.125%) of the outstanding principal amount of the bonds shall be due. At the City's discretion, the bond documents may provide that the administrative fee will be paid in a lump sum at closing on the bonds or annually or semiannually at the times specified in the bond documents. The City reserves the right to modify the administrative fee when, in the judgment of the council, the project being financed with the bonds is of a level of merit and public purpose to justify the modification. Sample 3: A one-time administrative fee shall be due upon closing of the bonds in the following amount: For projects that are less than $5,000,000 in bonds, a one-time fee of $________; or For projects that are $5,000,000 or more in bonds, a one-time fee of $________. Sample 4: A one-time administrative fee of 1/8th of 1% (0.125%) of the aggregate principal amount of the bonds shall be payable upon closing of the bonds. I'm also attaching a model "Private Activity Revenue Bond Financing" policy, which could be helpful in guiding your discussion with the City Council. Happy to discuss any of this with you. I mentioned your Council discussion timeline to John Utley, and he thinks that should be fine. --Martha Martha Ingram Kennedy & Graven, Chartered 470 U.S. Bank Plaza 200 South Sixth Street Minneapolis, MN 55402 Phone: 612.337.9231 Fax: 612.337.9310 mingram@kennedy-graven.com To the extent the preceding correspondence and or any attachment is a written tax advice communication, it is not 12a. Attachment 1 intended and cannot be used for the purpose of (1) avoiding penalties that may be imposed under the Internal Revenue Code of 1986, as amended, or (2) promoting, marketing, or recommending to another party any matters addressed herein. This message (including any attachments) is from a law firm and may contain confidential client information or an attorney-client communication that is confidential and privileged by law. The information is intended only for the use of the individual or entity to whom it is addressed. If you are not the addressee or the employee or agent responsible to deliver this e-mail to its intended recipient, please delete this message (and any attachments) without any review, distribution, or copying and notify the sender of the inadvertent transmission. CITY OF CORCORAN, MINNESOTA PROCEDURE FOR APPLICATION TO CITY OF CORCORAN, MINNESOTA FOR PRIVATE ACTIVITY REVENUE BOND FINANCING Draft for City Council discussion Effective as of _____________, 20__ 12a. Attachment 2 471424v1 MNI CR100-4 1 PART I GENERAL Under the Minnesota Municipal Industrial Development Act, Minnesota Statutes, Sections 469.152 to 469.1651 (the “Industrial Development Act”), the City of Corcoran has authority to issue revenue bonds or notes to attract or promote economically sound industry and commerce to the City. Under Minnesota Statutes, Chapter 462C (the “Housing Act”), the City is authorized to issue housing revenue bonds to finance multi-family residential housing projects for low and moderate income persons and elderly persons. Projects must be embodied in a Housing Program as that term is defined in the Housing Act. The Council is aware that such financing for certain private activities may be of benefit to the City and will consider requests for tax-exempt financing subject to these Guidelines. The Council considers tax-exempt financing to be a privilege, not a right. It is the judgment of the Council that tax-exempt financing is to be used on a selective basis to encourage certain development that offers a benefit to the City as a whole, including significant employment and housing opportunities. It is the applicant’s responsibility to demonstrate the benefit to the City, both in writing and at the required public hearing. The applicant should understand that although approval may have been granted by the City for the issuance of financing for a similar project or a similar debt structure, that is not a basis upon which approval will be granted. Each application will be judged on the merits of the project as it relates to the public purposes of the Housing Act or the Industrial Development Act and the benefit to the City at the time the request for financing is being considered. 471424v1 MNI CR100-4 2 PART II GUIDELINES 1. The Council will consider tax-exempt financing for commercial, industrial, health care, and any other projects authorized to be financed under the Industrial Development Act (referred to as “non-housing projects”), and housing projects under the Housing Act. An applicant for tax-exempt financing for non-housing projects pursuant to the Industrial Development Act must submit to the City the application contained in Part IV of these Guidelines. An applicant for tax-exempt financing for housing projects pursuant to the Housing Act must submit to the City the application contained in Part V of these Guidelines. 2. Projects must be compatible with the overall development plans and objectives of the City and comply with the zoning and land use regulations of the City. 3. An application will not be considered by the Council until tentative City Code findings and requirements have been made with respect to zoning, concept building plans, platting, streets, and utility services. The application must be accompanied by the addendum contained in Part VI of these Guidelines and must provide information as to the project’s need for municipal services including, but not limited to, street improvements, water and sewer services, and police and fire protection. 4. The project must be a positive benefit to the City. The project must be of a nature that the City wishes to attract, or an existing business which the City wishes to have expand within the City, considering employment opportunities, incentive for further development, impact on City services, and support for the industrial, commercial or health care or educational facilities currently located in the City. A housing project must provide significant housing opportunities for low and moderate income persons or the elderly. 5. The City will, if requested, grant an applicant a pre-application review. The purpose of the pre-application review is to inform applicants of the possibility of rejection or the possible bases for such rejection. The fact that the project is not rejected at the pre-application stage is not to be construed as approval of the project or as an indication that the project will be approved upon formal request to the Council. Requests for tax-exempt financing may be rejected by the City whether or not the project was submitted to a pre-application review and regardless of the outcome or recommendation of that pre-application review. A request for pre-application review must be in writing, addressed to the City Administrator, and set forth the name of the project, the type of project intended and the name, address and telephone number of the person who will be representing the applicant at the pre-application review, together with such additional information as the applicant desires to submit and payment of the fee contained in the current fee schedule for a pre-application review for tax-exempt financing. 6. The applicant may select a qualified financial adviser or underwriter to assist the applicant in preparing all necessary application documents and materials. The financial adviser will submit a letter that establishes the financial feasibility of the project. Applications may, in the alternative, include a signed letter from a responsible financial institution that plans on purchasing the tax- exempt obligations indicating that the project is economically feasible and viable and stating that bonds can be successfully sold for the project or that an individual or institution intends to purchase all of the bonds. 471424v1 MNI CR100-4 3 The applicant must receive approval from the appropriate state agencies, secure financing and commence construction within one year of the date of the resolution giving preliminary approval to the project or the housing program. Upon application, the Council may approve an extension of the preliminary approval. The City will appoint bond counsel for the bond issue, which will normally be the City’s regularly retained bond counsel. 7. Pursuant to the Industrial Development Act and the Housing Act, consideration of an application for tax-exempt financing must be done at a public hearing held by the Council. Modifications to the project after the public hearing and preliminary approval must be consistent with the scope of the project as proposed at the time of preliminary approval. 8. The City is to be reimbursed and held harmless for and from any out-of-pocket expenses related to the tax-exempt financing including, but not limited to, legal fees, financial analyst fees, bond counsel fees, the City staff’s expenses in connection with the application, and any deposits or application fees required under state law in order to secure allocation of bonding authority. The applicant must execute a letter to the City undertaking to pay all such expenses. A form of the required letter is set forth as Part VII of these Guidelines. A non-refundable application fee in the amount [of $_________] must be included with the submission of the application. 9. The City charges an administrative fee for the issuance of tax-exempt obligations. TBD 10. If the City determines that issuance of the bonds requested by the applicant is reasonably expected to cause governmental bonds issued by the City in that calendar year to be ineligible for designation as “qualified tax-exempt obligations” under Section 265(b)(3) of the Internal Revenue Code of 1986, as amended (also known as “bank qualified”), the applicant will be required to reimburse the City, at the time of issuance of the City’s bonds, for any interest rate differential between bank qualified and non-bank qualified bonds. 11. Applications for financing must be made on the forms attached to these Guidelines. In addition, the applicant must furnish a description of the project, a brief description of applicant and the proposed financing in such form as required at the time of application. 12. The Council may, in its sole discretion, impose conditions exceeding those required under the City building code in respect to exterior building materials, landscaping, signage lighting, and such other aspects as the Council may consider appropriate on a case-by-case basis. 13. The Council may, in its sole discretion, withdraw its preliminary approval of a project any time if in its judgment the purposes of the Act will not be served by going forward with the project and its financing. 471424v1 MNI CR100-4 4 PART III MISCELLANEOUS MATTERS 1. Ratings. The City will give its most favorable consideration to proposed tax-exempt bond issues that have the same rating as the City’s obligations by Moody’s Investment Service or Standard & Poor’s Corporation. Issues carrying lower ratings or non-rated issues may be sold only to institutional or other investors on a private placement basis and must be in denominations of at least $100,000. The Council may depart from this guideline when in its judgment the project is of a level of merit and public purpose to justify the departure; and in case of such a departure the Council must state its reasons therefor in the resolution awarding the sale of the bonds. 2. Refundings. The Council will normally approve the refunding of a tax-exempt issue but only upon a showing by the applicant of (i) substantial debt service savings, (ii) the removal of bond covenants significantly impairing the financial feasibility of the project, or (iii) both (i) and (ii). In the case of refundings of bonds for which the administrative fee listed in paragraph 9 of Part II has been paid in full, no new administrative fees are required; but the non-refundable application fee must be paid together with all City expenses in excess of that fee. If the administrative fees for the refunded bonds are not paid in full upon closing on the refunding bonds, such fees must continue to be paid for the refunding bonds. In the case of refundings of bonds where no administrative fee has been paid, the administrative fees listed in paragraph 9 of Part II must be paid. The application form is to be appropriately modified. 3. Subsequent Proceedings. Where changes to the underlying documents or credit facilities of outstanding bond issues are to be made and require Council action (including changes that are a “deemed reissuance” under Internal Revenue Service regulations), no administrative fee is charged but a non-refundable fee as specified in the current fee schedule must be paid to the City to cover administrative costs. No formal application form is required. 4. Issue by Another Political Subdivision. The City will consider requests for tax-exempt financing of projects in the City by other political subdivisions. [In these cases the non-refundable application fee must be paid and all procedures through the approval of the preliminary resolution followed.] No administrative fee is charged, except actual costs incurred by the City must be reimbursed. The City reserves the right to reject such requests for any reason, including without limitation a determination by the City that such issuance by another political subdivision would impair the City’s ability to issue governmental bonds as “bank qualified bonds” (as defined in Part II, paragraph 9) in that calendar year. 5. City Contact. Initial contacts about tax-exempt financing are made by contacting: By Mail: In Person: City Administrator City Administrator City of Corcoran City of Corcoran 8200 County Road 116 8200 County Road 116 Corcoran, MN 55340-2100 Corcoran, MN 55340 6. Deadlines. The Council conducts all tax-exempt financing matters at regularly scheduled Council meetings held on the second and fourth Thursday of each month. Documents for Council 471424v1 MNI CR100-4 5 consideration must be at the City office _________ days before the Council meeting at which the matter is to be considered. In the case of a publicly offered bond issue, the documents, when submitted, may specify a maximum price and maximum effective interest rate if prices and rates have not yet been established. 7. Post-Issuance Compliance. The City will require that each borrower demonstrate to the City that the borrower will comply with substantially the same procedures for post-issuance compliance that apply to City governmental bonds under the City’s Post Issuance Debt Compliance Policy, approved September 13, 2012, as amended from time to time. The City may require that borrowers retain a trustee and/or an independent arbitrage consultant for the term of the bonds. 471424v1 MNI CR100-4 6 PART IV APPLICATION FOR TAX-EXEMPT FINANCING (Commercial, Industrial, Health Care or Other Non-Housing Projects) 1. APPLICANT a. Business Name: b. Business Address: c. Business Form (corporation, partnership, sole proprietorship, etc.): d. Authorized Representative: e. Principal contact person and telephone number: 2. PURPOSE OF REQUESTED FINANCING: a. New Facility (describe): b. Expansion (describe): c. Refunding (attach explanatory letter) 3. GIVE BRIEF DESCRIPTION OF NATURE OF BUSINESS, PRINCIPAL PRODUCTS, ETC.: 4. ESTIMATED PROJECT COSTS: (Not required for refunding) Land $______________ Building ______________ Equipment ______________ Architectural, Engineering ______________ Costs of Issuance ______________ Capitalized Interest, including discount ______________ Other ______________ Total Financing Requested $______________ 5. AMOUNT OF FINANCING REQUESTED: $_____________ (___% of project costs) 471424v1 MNI CR100-4 7 6. TYPE OF FINANCING PROPOSED: Bonds ______ Expected Term of Financing ______ Years Security: Mortgage ________ Letter of Credit ________ Guaranty (third party) _______ Guaranty (personal) _______ Unsecured _______ Other (specify) _______ 7. BUSINESS PROFILE: (Not required for refunding) a. Is the business located in the City of Corcoran now? b. Number of employees in City: 1) Before this project: 2) After this project: c. Approximate annual sales: d. Length of time in business: Length of time in business in City: e. Do you have plants in other locations? If so, where? 8. NAMES OF: a. Underwriter (name and contact person): b. Corporate Counsel: c. Underwriter’s Counsel: 9. WHAT IS YOUR TARGET DATE FOR: a. Construction start: 471424v1 MNI CR100-4 8 b. Construction completion: 10. Attachments: a. Project description: b. Draft application to Department of Employment and Economic Development – together with necessary attachments c. Initial application fee d. Indemnification Letter of Agreement I certify that the information provided above contains no misrepresentations, omissions or concealments of material facts and that the information given is true and complete to the best of my knowledge. I have been furnished a copy of the Procedure for Application to the City of Corcoran for Private Activity Revenue Bond Financing and am aware of its content and agree to be bound by its terms and the terms of the indemnification letter. ______________________________ ______________________________ Signature Date ______________________________ Title 471424v1 MNI CR100-4 9 PART V APPLICATION FOR TAX-EXEMPT FINANCING (Multi-Family Housing) DATE OF APPLICATION: APPLICANT: CONTACT PERSON: TITLE: ADDRESS: TELEPHONE: PROJECT NAME: PROJECT LOCATION: PROJECT INFORMATION RENT UNITS Efficiency $_______________ __________ One Bedroom $______________ __________ Two Bedroom $______________ __________ Three Bedroom $______________ __________ Parking (included in rent/ not included in rent) $______________ __________ Laundry $______________ __________ Utilities included in monthly rent: _____________________________________________ ________________________________________________________________________ 471424v1 MNI CR100-4 10 SOURCES AND USES Please provide a list of the sources of revenues to be used for the Project and the Expenditures association with the Project, including but not limited to land costs, construction costs, equipment and furnishings, developer equity, capitalized interest CONSTRUCTION AND LEASE-UP SCHEDULE Anticipated construction commencement date: _____________________ Anticipated construction completion date: _______________________ First Year Lease-Up Anticipated Vacancy Rate: ___________________ Anticipated First Year of Full Lease Up (92% or more units leased): __________________ ADDITIONAL INFORMATION: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ I certify that the information provided above contains no misrepresentations, omissions or concealments of material facts and that the information given is true and complete to the best of my knowledge. I have been furnished a copy of the Procedure for Application to the City of Corcoran for Private Activity Revenue Bond Financing and is aware of its content and agree to be bound by its terms and the terms of the indemnification letter. ______________________________ ______________________________ Signature Date ______________________________ Title 471424v1 MNI CR100-4 11 PART VI ADDENDUM TO APPLICATIONS The following items must be attached to each application: APPENDIX A A brief description of the organizational structure of Applicant, including parent subsidiary and affiliate organizations (if applicant is other than an individual). APPENDIX B Statement of Applicant’s business history, including any multi-family rental projects. APPENDIX C The name, address, and telephone number of: 1. The Applicant’s accountant 2. The architect of the proposed Project 3. The engineer of the proposed Project 4. The general contractor of the proposed Project APPENDIX D 1. Present ownership of the proposed Project site and Applicant’s interest therein. 2. Present zoning of the Project site and a description of what city land use approvals are needed for this project. 3. The projected number of new employees to be added to the Applicant’s permanent work force because of the Project (for Commercial, Industrial or Health Care only). 4. Other financing attempted or available to the Project including any interim financing. 5. Statement regarding whether or not this project has all required city approvals. If the project does not have all of the required approvals, list the approvals still needed and a tentative time schedule. APPENDIX E Indemnification Letter of Agreement. APPENDIX F Proforma Analysis of the Project 471424v1 MNI CR100-4 12 PART VII INDEMNIFICATION LETTER OF AGREEMENT The Mayor of the City of Corcoran and Members of the City Council City of Corcoran 255 Broadway Avenue Corcoran, MN 55321 RE: Application of _________________ for Tax-Exempt Revenue Bond Financing by the City of Corcoran Dear Mayor and Members of the City Council: This letter of agreement is given by _____________________, a _________________ under the laws of Minnesota (“Applicant”) as required by the City of Corcoran, Minnesota in connection with its consideration of an application for tax-exempt revenue bond financing for the project described in the application. Applicant agrees as follows: 1. Applicant agrees to pay or reimburse the City for any and all costs and expenses which the City may incur in connection with its consideration of the project and the granting of tax-exempt revenue bond financing therefor, whether or not the project is preliminarily approved by the City, whether or not the project is approved by the State of Minnesota, whether or not revenue bond financing is finally approved by the City, whether or not the bonds are issued and sold, and whether or not the project is carried to completion. 2. Applicant agrees to indemnify and hold the City, its officers, employees and agents harmless against any and all losses, claims, damages, expenses or liabilities, including attorneys fees incurred in their defense, to which the City, its officers, employees and agents may become subject in connection with the City’s consideration, issuance or sale of the bonds for Applicant’s project and the carrying out of the transactions contemplated by this agreement and any resolutions adopted, or agreements executed by the City in connection with the issuance of its bonds for this project. 3. Applicant hereby releases the City, its officers, agents and employees from any claims, causes of action, losses, damages, or liabilities which it may have against the City, its officers, agents, and employees or which it may incur in connection with: the City’s consideration of the application for industrial development revenue bond financing for Applicant’s project; the failure of the City, in its discretion, to issue tax-exempt revenue bonds for Applicant’s project; the issuance and sale of the bonds; the construction of the project; or any other matter or thing of any type or nature whatsoever which may arise in connection with the foregoing. 4. Applicant is aware of the City’s application and administrative fee structure for tax-exempt financing and agrees and covenants that all such fees will be paid in the amount and at the times required. 471424v1 MNI CR100-4 13 Dated: ____________ [APPLICANT NAME] By ___________________________ Its ____________________________ Private Activity Revenue Bond Financing 1 of 7 City Council Policy PRIVATE ACTIVITY REVENUE BOND FINANCING POLICY FOR THE CITY AND THE HOUSING AND REDEVELOPMENT AUTHORITY I.Introduction Each of the City of Plymouth, Minnesota (the “City”) and the Housing and Redevelopment Authority in and for the City of Plymouth, Minnesota (the “Authority”; together with the City, the “Issuers”) has been granted authority to issue tax-exempt private activity bonds to finance the following types of projects: (1)Manufacturing / industrial facilities; (2)Multifamily housing; (3)Health care facilities and (4)Other projects on behalf of 501(c)(3) organizations. The City should be the issuer of first resort. If the City is the issuer, the Authority need not be involved. If the Authority is the issuer, both the Authority and the City must meet to approve the issuance. In certain instances, however, bank qualification or other considerations may lead to the Authority acting as issuer. With the exception of housing projects, financings for all of the above undertakings are authorized under Minnesota Statutes, Sections 469.152 through 469.165, as amended (the “Act”). Bonds for housing projects are authorized under Minnesota Statutes, Chapter 462C. II.General Requirements The following are the general guidelines and requirements the Issuers will use to evaluate requests for private activity bond financing and to administer private activity bonds. The Issuers have complete discretion to issue private activity bonds and reserve the right to approve only proposals which, in the opinion of the Issuer, meet the needs of the Issuer and have a strong likelihood of success. All proposals for the issuance of private activity bonds must meet the following general requirements: A.Be consistent with the City's Comprehensive Plan (the “Plan”). B.Fulfill all of the applicable federal and state requirements for the issuance of private activity bonds. C.Comply with all applicable federal, state, regional, and City laws, including zoning and land use regulations and ordinances applicable to the development. D.The applicant for private activity bond financing and the applicant's bond underwriters shall hold the Issuers and their respective officers, consultants, and agents harmless from any alleged or actual violations of any securities laws, state 12a. Attachment 3 Private Activity Revenue Bond Financing 2 of 7 City Council Policy or federal, in connection with the issuance of private activity bonds for the development. In addition, the Issuers shall not be held responsible for any debt repayment of the bond issue or other costs relating to the development, should it fail financially for any reason. E. The applicant shall enter into appropriate agreements with the Issuer for the issuance of the private activity bonds, including agreements to enforce the Issuer's requirements for the issuance of the private activity bonds. The term of these agreements shall at a minimum be equal to the term of the private activity bonds. III. Types of Projects 1. Manufacturing / Industrial Facilities. Bonds for manufacturing facilities are issued under the Act and either Section 144(a) or Section 141 of the Internal Revenue Code, as amended (the “Code”). In addition, the bonds are generally subject to the volume cap allocation requirements of Minnesota Statutes, Chapter 474A, as amended. The purpose of issuing bonds for such facilities is to encourage the development of appropriate industrial projects that will benefit the community by providing jobs and economic development, eliminating blight, and increasing property values. Manufacturing bonds are available only for “core” manufacturing projects, and only for relatively small manufacturers (cannot expect to have more than $20M of capital expenditures in the City in the six-year period surrounding issuance of the bonds). 2. Multifamily Housing. Housing bonds to finance privately-owned multi-family housing facilities within the City are authorized under Minnesota Statutes, Chapter 462C and either (a) in the case of facilities owned by 501(c)(3) entities, Section 145 of the Code or (b) in the case of facilities owned by non-501(c)(3) entities, Section 142(d) of the Code. The purpose of issuing housing bonds is to benefit the community by encouraging the production of affordable housing for low- and moderate-income households within the City. In evaluating proposals for the issuance of housing bonds, the Issuer will give priority to proposals which utilize other non-City, non-Authority funding sources to assist in meeting the Issuers’ housing goals, have connections to transit, include parks and open space, contribute to housing diversity, and utilize innovative design and other criteria which may be important to meeting the goals of the Issuers. In addition, the Issuers will consider the following: a. Contribution to meeting the housing goals enumerated in the Plan. b. A minimum of 10% of the total units included in the development (the “Affordable Units”), or such higher percentage as is required by the Issuer, must be occupied by low -income families at affordable rents. Low -income is defined as no more than 50% of the HUD Adjusted Median Family Income (HAMFI), adjusted for family size, for the Minneapolis-St. Paul Metropolitan Statistical Area (Minneapolis-St. Paul MSA) as determined under the federal Section 8 Housing Assistance Program. If such program is terminated, an Private Activity Revenue Bond Financing 3 of 7 City Council Policy equivalent program designated to function in its place, based on the median family income of the Minneapolis-St. Paul MSA, adjusted for family size, shall be used to determine the applicable income limits. If the bonds are to be issued for a non-501(c)(3) entity under Section 142(d) of the Code, the project must also meet the Code’s income restrictions (a choice of 20% of the units occupied by individuals with 50% or less of area median income or 40% of the units occupied by individuals with 60% or less of area median income). c. Affordable rents shall be specifically calculated for the number of bedrooms available per unit and shall not exceed 30% of the defined low -income limit indicated above based on an average occupancy of 1.5 persons per bedroom and subject to applicable utility allowances as determined under the Section 8 Program or its equivalent. The Issuer may establish a lower average occupancy if warranted by the actual or intended occupancy of the property, such as for senior or special needs housing. d. In the event that t he Issuer determines that its occupancy and rent requirements specified above may imperil the development’s long-term financial feasibility, alternative proposals, compatible with state and federal requirements for the issuance of housing bonds and consist ent with the intent of promoting the development, expansion, and preservation of affordable housing in the community may be considered by the Issuer. e. Persons approved for the Section 8 Housing Assistance Program who meet the development’s reasonable tenan t selection criteria will not be excluded from consideration for occupancy. Exceptions may be permitted for units that do not meet Section 8 requirements or other criteria in accordance with any requirements or restrictions acceptable to the Issuer. f. All reporting relating to the development, including occupancy, rents and tenant incomes, shall be in the form specified by, or acceptable to, the Issuer, subject to applicable requirements of state and federal law. g. The applicant must demonstrate a long-term commitment to actively develop and maintain a cooperative working relationship with community services available to tenants. In addition, the owner or designated managing agent will actively participate in the Plymouth Apartment Manager’s Association and the Plymouth Crime-free Multi -housing Program or their equivalents. The following requirements must also be met for proposals to be considered by the Issuer: a. The development must demonstrate equity participation of at least 10% of the total development cost in the form of cash or land or depreciable assets. Total development cost may include “soft costs,” such as consulting and legal fees, reasonable development fees, title, recording, Private Activity Revenue Bond Financing 4 of 7 City Council Policy and insurance costs, financing reserves, and moving costs. The Issuer may on an individual basis consider exceptions to this requirement. b. A required reserve equal to the largest year’s payment of principal and interest, not to exceed 10% of the principal amount of the bond issue, must be maintained. In addition, an amount agreed upon between the Issuer and the applicant will be set aside and maintained as a replacement reserve for any needed capital improvements and/or maintenance required. With the approval of the Issuer, the developer may post a surety bond, letter of credit, or other security mechanism to meet these requirements. c. As required by federal law relating to housing bonds, proposals for the acquisition and rehabilitation of existing structures must allocate an amount not less than 15% of the bond-funded acquisition cost within a two-year period to rehabilitate the property. The Issuer may require specific work to be included in the rehabilitation of the structure as a condition for the issuance of the bonds. 3. Health Care Facilities. Health care facility revenue bonds are issued to finance hospital, nursing home or assisted living facilities within the City owned and operated by 501(c)(3) entities. Such bonds are issued in accordance with the Act and Section 145 of the Code. The purpose of issuing health care bonds is to benefit the community by encouraging the availability of affordable health care services for residents of the City. 4. Facilities for other 501(c)(3) Organizations. Bonds may be issued to finance facilities within the City providing services that benefit the City and its residents (including, without limitation, educational services) owned and operated by 501(c)(3) entities. Such bonds are issued in accordance with the Act and Section 145 of the Code. The purpose of issuing such bonds is to benefit the community by encouraging the availability of beneficial services for residents of the City. IV. Design and Maintenance Standards A. The development shall use building and design materials that are in compliance with applicable state and local building and licensing codes and designated maintenance standards. B. The design and maintenance must be compatible with other neighboring land uses, building architecture, and landscaping. V. Financial Requirements The Issuers strongly prefer that private activity bonds be issued with an investment grade rating from one or more of the national rating agencies, or be secured, in whole or in part, by a letter of credit or similar security from a major financial institution. Private Activity Revenue Bond Financing 5 of 7 City Council Policy VI. Fees A. A non-refundable application fee of $2,500 is due at the time the application is made. This fee shall be due in the case of an application for either a new money or a refunding issue. This Application Fee is in addition to the other fees set forth below and is not a credit against any of said fees. B. An initial issuance fee of 1/8 of 1% of the principal amount of the private activity bonds is due at the time of closing. This fee shall be due in the case of an application for either a refunding issue or a new money issue. In the case of housing bonds, the fee shall be deposited in the Affordable Housing Account. In the case of all other private activity bonds, the fee shall be deposited in the Project Administration Fee Account. C. All fees and expenses in relation to the issuance of the private activity bonds (in addition to the foregoing application fee and issuance fee), including the fees of the Issuer's bond counsel and financial consultants, shall be the responsibility of the applicant, regardless of whether the private activity bonds are actually issued. D. For applications requiring an allocation of bonding authority from the Minnesota Department of Finance (the “Department”) pursuant to the provisions of Chapter 474A, an application, in the form prescribed by the Department, must be submitted to the Department along with the appropriate application deposit and nonrefundable application fee due to the Department. The applicant must pay the cost of completion of the application materials, if any, and the amount of the state application deposit and nonrefundable fee must be remitted to the Issuer prior to its submission to the state. After the private activity bond closing and appropriate notice of issue is filed with the Department, the application deposit paid by the Issuer at the time of the bond allocation request will be refunded to the Issuer. The Issuer will then refund a corresponding amount of the application fee paid to the Department to the applicant. E. The Issuer may require that an annual payment be made to the Issuer during the term the bonds are outstanding. At present, the annual payment will not exceed an amount equal to 1/8th of 1% of the outstanding principal amount of the bonds, and, in any event, will not exceed the amount permitted under applicable arbitrage regulations of the United States Treasury. In the case of housing bonds, if the fee is collected, it shall be deposited in the Affordable Housing Account. In the case of all other private activity bonds, the fee shall be deposited in the Project Administration Fee Account. VII. Refunding Bonds Previous issuance of private activity bonds by the Issuer does not commit the Issuer to the issuance of refunding bonds at a future date. Applications for the refunding of previously issued private activity bonds will be evaluated in terms of general benefit to the Issuer based on such Private Activity Revenue Bond Financing 6 of 7 City Council Policy factors as financial benefit to the applicant, the project's past operating history, including property maintenance and employment, and the applicant's future plans for operations in the City. To the extent appropriate, the provisions of this private activity bond financing policy shall apply to refunding bonds. It is recognized that developments previously financed may not have met the foregoing requirements applicable to new financing requests. Applications that include the refunding of previously issued bonds will be evaluated based on such factors as substantial debt service savings, removal of bonding covenants significantly impairing the financial feasibility of the development, significant rehabilitation or physical improvements of the property, or enhancements to the affordability of existing rents. VIII. Process The process for obtaining private activity bond financing is as follows: A. An application for the issuance of private activity bonds must be submitted in the form specified by Issuer staff along with the required application fee. B. Issuer staff will complete an initial review to evaluate the proposal and determine whether it qualifies for consideration for financing. C. Staff will consult with the Issuers’ bond counsel and financial consultant as necessary to verify the development’s qualifications for financing and determine project feasibility. Because of the complexity of qualifying project activities under the Internal Revenue Code, it is essential that bond counsel be consulted early in the application process. D. For proposals requiring a bond allocation from the Department prior to issuance (in general, projects described in (1) and some projects described in (2) above), the proposal will be presented to the Issuer for a preliminary resolution. The resolution will identify the preliminary intent of the Issuer to issue bonds, a description of the proposed development, and the amount of bonds to be issued. Upon adoption of the preliminary resolution, the applicant, working with the Issuers’ bond counsel, shall prepare the application to be submitted by the Issuer for a bond allocation to the Department. E. After a state bond allocation has been issued or when a proposal does not require a bond allocation from the Department, the applicant, bond counsel, and underwriter will complete the necessary bond documents. All of the projects described in this policy require a public hearing held by the Issuer and approval by the City at some time after the public hearing. Housing bonds under Chapter 462C require, prior to publication of notice of the public hearing, submission of a Housing Program to the Metropolitan Council. The Program must be approved by the Metropolitan Council. Following such public hearing, the Issuer will adopt a final bond resolution approving the documentation to be executed by the Issuer and authorizing the execution of said documents and the issuance of the bonds. Private Activity Revenue Bond Financing 7 of 7 City Council Policy F. Prior to the issuance of private activity bonds (other than housing bonds issued under Minnesota Statutes, Chapter 462C), and following the public hearing, the Issuer must file an application for approval of the bond issue with the Minnesota Department of Employment and Economic Development. The application is considered routine if the proper documentation is filed including the completed application form, the Issuer's bond resolution, a preliminary bond counsel opinion, evidence of the public hearing, and a letter of preliminary intent from the bond underwriter to underwrite the bond issue. G. Until the private activity bonds are issued, the Issuer reserves the right to: 1. Reject applicant’s choice of underwriter, trustee, paying agent, placement agent, or legal counsel. 2. Require corrections or amendments to any legal document. 3. Reject the proposal and the issuance of the private activity bonds if the Issuer determines, in its sole discretion, that the financing is not in furtherance of the Issuer’s goals or is otherwise unacceptable, even if preliminary approval for the proposal or any part of the proposal being separately considered has previously been given. H. Within five days of closing of the bond issue, or as otherwise determined by statute or appropriate regulations, the Issuer must file a report with the Department that the bonds have been issued. This filing will trigger the fee refund referenced above in Section VI, paragraph D. Resolution No. 2007-352, August 28, 2007 STAFF REPORT Agenda Item 12b. Council Meeting: December 10, 2015 Prepared By: Brad Martens Topic: Draft 2016 Water and Sanitary Sewer Budgets Action Required: Direction Summary: Attached to this report are draft 2016 budgets for the water and sanitary sewer funds. The budgets assume the following: • 30 new homes in Ravinia • Residential water usage of 99,000 gallons per year per home • 10 percent of water is unbillable due to hydrant flushing, fire protection, etc. • Residential sanitary sewer usage of 72,000 gallons per year per home • No new connections from the downtown utility and street improvement project Staff requests the City Council provide any feedback prior to adopting the budget at the December 21, 2015 meeting. This budget will need to be adjusted in 2016 to reflect any changes in the billing structure approved by the Council in early 2016. Financial/Budget: The Water and Sanitary Sewer Funds are enterprise funds and must cover their costs over time without subsidy from the general fund. 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 complete the draft budgets as presented. 2. Direct staff to make changes to the draft budgets. Recommendation: Direct staff to complete the draft budgets as presented. Council Action: Consider directing staff on the draft water and sanitary sewer budgets. Page 2 Attachments: 1. Water Fund – 2016 Draft Budget 2. Sanitary Sewer Fund – 2016 Draft Budget WATER FUND 2016 DRAFT BUDGET 12b. Attachment 1 REVENUE ActCode Account Descr 2014Actual 2015Budget 2015Actual BalanceRemaining 2016 Budget Comment 601-49400-36202 R 601-49400-36202 Developer Contribution $530,000.00 $0.00 $150,000.00 ($150,000.00)$0.00 601-49400-36210 R 601-49400-36210 Interest Earnings $2,776.99 $0.00 $897.58 $1,000.00 $1,000.00 601-49400-36233 R 601-49400-36233 Refunds/Reimbursements $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-37100 R 601-49400-37100 Hydrant Sales $0.00 $582.00 $0.00 $582.00 $0.00 601-49400-37110 R 601-49400-37110 Water Residential Usage $0.00 $0.00 $2,199.26 ($1,086.73)$11,050.00 37 homes at 99,000 gallons (9 months at 6,000; 3 months at 15,000) 601-49400-37120 R 601-49400-37120 Water Commercial/Industrial $0.00 $0.00 $341.44 ($170.46)$0.00 601-49400-37130 R 601-49400-37130 Water Trunk Charges $63,457.00 $128,750.00 $132,767.00 ($4,017.00)$159,150.00 30 new homes with trunk charges 601-49400-37150 R 601-49400-37150 Water Access Charges (WAC)$50,000.00 $72,400.00 $0.00 $72,400.00 $15,450.00 30 new homes with connection charges $1,030 each (15 prepaid) 601-49400-37160 R 601-49400-37160 Water Penalties $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-37170 R 601-49400-37170 Water Meters $0.00 $6,600.00 $9,621.99 ($2,402.95)$9,900.00 30 new homes with water meters $330 each 601-49400-37180 R 601-49400-37180 Water Install/Inspect Fee $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-37190 R 601-49400-37190 Maple Grove Connection $0.00 $0.00 $68,370.00 ($63,900.00)$63,900.00 30 new homes paying Maple Grove connection fee $2,130 each 601-49400-39200 R 601-49400-39200 Transfer from Other Fund $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-39700 R 601-49400-39700 Capital Contributions Gov Act $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL $646,233.99 $208,332.00 $364,197.27 ($147,595.14)$260,450.00 EXPENSE ActCode Account Descr 2014Actual 2015Budget 2015Actual BalanceRemaining 2016 Budget Comment 601-49360-720 E 601-49360-720 Operating Transfers ($125,886.80)$0.00 $0.00 $0.00 $30,950.50 Payment to general fund for staf time 601-49400-100 E 601-49400-100 Wages and Salaries (GENERAL)$0.00 ($9,900.00)$0.00 ($9,900.00)$0.00 601-49400-110 E 601-49400-110 Overtime $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-121 E 601-49400-121 PERA $0.00 ($718.00)$0.00 ($718.00)$0.00 601-49400-122 E 601-49400-122 FICA $0.00 ($614.00)$0.00 ($614.00)$0.00 601-49400-126 E 601-49400-126 Medicare $0.00 ($144.00)$0.00 ($144.00)$0.00 601-49400-130 E 601-49400-130 Employer Paid FSA $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-131 E 601-49400-131 Employer Paid Health $0.00 ($2,457.00)$0.00 ($2,457.00)$0.00 601-49400-132 E 601-49400-132 Medical Cafeteria Plan $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-133 E 601-49400-133 Employer Paid H S A $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-134 E 601-49400-134 Employer Paid HRA $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-200 E 601-49400-200 Office Supplies (GENERAL)$0.00 ($100.00)$0.00 ($100.00)$100.00 601-49400-208 E 601-49400-208 Training and Instruction $0.00 ($1,000.00)($50.00)($950.00)$1,000.00 601-49400-210 E 601-49400-210 Operating Supplies (GENERAL)$0.00 ($1,000.00)($81.20)($918.80)$1,000.00 601-49400-212 E 601-49400-212 Motor Fuels $0.00 ($800.00)$0.00 ($800.00)$0.00 Formula or $0 601-49400-215 E 601-49400-215 Water Meters $0.00 ($10,000.00)($11,515.09)($288.93)$9,000.00 30 meters at $300 ea 601-49400-216 E 601-49400-216 Chemicals $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-300 E 601-49400-300 Professional Srvs (GENERAL)($440.00)($5,000.00)($1,260.00)($3,740.00)$2,500.00 601-49400-303 E 601-49400-303 Engineering Fees $0.00 ($5,000.00)($17,477.39)$12,477.39 $5,000.00 601-49400-304 E 601-49400-304 Legal Fees $0.00 ($500.00)($116.62)($383.38)$500.00 601-49400-310 E 601-49400-310 Other Professional Services ($167.20)($17,300.00)($8,250.00)($9,050.00)$16,500.00 Maple Grove connection payback 601-49400-311 E 601-49400-311 Water Purchased $0.00 $0.00 $0.00 $0.00 $6,500.00 3,663,000 used; 366,300 unbillable 601-49400-321 E 601-49400-321 Telephone $0.00 ($160.00)$0.00 ($160.00)$0.00 601-49400-352 E 601-49400-352 General Notices and Pub Info $0.00 ($100.00)$0.00 ($100.00)$0.00 601-49400-360 E 601-49400-360 Insurance (GENERAL)$0.00 $0.00 $0.00 $0.00 $500.00 601-49400-364 E 601-49400-364 Workers Comp Insurance $0.00 ($519.42)$0.00 ($519.42)$500.00 601-49400-380 E 601-49400-380 Utility & Services (GENERAL)($110.23)($480.00)($87.35)($410.68)$250.00 601-49400-400 E 601-49400-400 Repairs & Maint Cont (GENERAL)$0.00 ($1,500.00)$0.00 ($1,500.00)$1,500.00 601-49400-420 E 601-49400-420 Depreciation ($31,140.02)$0.00 $0.00 $0.00 $0.00 601-49400-433 E 601-49400-433 Dues and Memberships $0.00 ($1,000.00)($275.00)($725.00)$1,000.00 601-49400-510 E 601-49400-510 Land $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-520 E 601-49400-520 Buildings and Structures ($300,000.00)$0.00 $0.00 $0.00 $0.00 601-49400-530 E 601-49400-530 Improvements Other Than Bldgs $0.00 $0.00 $28,115.04 ($28,115.04)$0.00 601-49400-550 E 601-49400-550 Motor Vehicles $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-570 E 601-49400-570 Office Equip and Furnishings $0.00 $0.00 $0.00 $0.00 $0.00 601-49400-580 E 601-49400-580 Other Equipment $0.00 ($25,000.00)($7,855.69)($17,694.31)$0.00 601-49400-610 E 601-49400-610 Interest ($15,811.00)$0.00 ($52,659.00)$52,659.00 $52,668.00 601-49400-611 E 601-49400-611 Bond Issuance Costs ($56,923.00)($43,830.00)$0.00 ($43,830.00)$48,450.00 601-49400-720 E 601-49400-720 Operating Transfers $0.00 ($2,800.00)$0.00 ($2,800.00)$0.00 TOTAL ($530,478.25)($129,922.42)($71,512.30)($60,782.17)$177,918.50 SEWER FUND 2016 DRAFT BUDGET 12b. Attachment 2 REVENUE ActCode Account Descr 2014Actual 2015Budget 2015Actual BalanceRemaining 2016 Budget Comment 602-49450-36210 R 602-49450-36210 Interest Earnings $1,921.52 $0.00 $405.22 ($405.22)$600.00 602-49450-36233 R 602-49450-36233 Refunds/Reimbursements $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-37210 R 602-49450-37210 Sewer Residential $0.00 $1,004.00 $1,608.04 ($604.04)$16,100.00 37 homes, 6,000 gallons per month 602-49450-37220 R 602-49450-37220 Sewer Commercial/Industrial $0.00 $0.00 $21.63 ($21.63)$0.00 ? 602-49450-37230 R 602-49450-37230 Sewer Trunk Charges $43,849.50 $77,750.00 $80,175.80 ($2,425.80)$96,100.00 30 new homes with trunk charges 602-49450-37260 R 602-49450-37260 Sewer Penalties $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-37270 R 602-49450-37270 Sewer Access Charges (SAC)$50,000.00 $82,000.00 $67,095.00 $14,905.00 $90,000.00 30 new homes with SAC $2,485 each; 15 city charges 602-49450-37280 R 602-49450-37280 Sewer Install/Inspect Fee $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-39200 R 602-49450-39200 Transfer from Other Fund $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-39700 R 602-49450-39700 Capital Contributions Gov Act $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL $95,771.02 $160,754.00 $149,305.69 $11,448.31 $202,800.00 EXPENSE ActCode Account Descr 2014Actual 2015Budget 2015Actual BalanceRemaining 2016 Budget Comment 602-49360-720 E 602-49360-720 Operating Transfers ($125,886.79)$0.00 $0.00 $0.00 $30,950.50 Payment to general fund for staff time 602-49450-100 E 602-49450-100 Wages and Salaries (GENERAL)$0.00 ($9,900.00)$0.00 ($9,900.00)$0.00 602-49450-110 E 602-49450-110 Overtime $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-121 E 602-49450-121 PERA $0.00 ($718.00)$0.00 ($718.00)$0.00 602-49450-122 E 602-49450-122 FICA $0.00 ($614.00)$0.00 ($614.00)$0.00 602-49450-126 E 602-49450-126 Medicare $0.00 ($144.00)$0.00 ($144.00)$0.00 602-49450-130 E 602-49450-130 Employer Paid FSA $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-131 E 602-49450-131 Employer Paid Health $0.00 ($2,458.00)$0.00 ($2,458.00)$0.00 602-49450-132 E 602-49450-132 Medical Cafeteria Plan $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-133 E 602-49450-133 Employer Paid H S A $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-134 E 602-49450-134 Employer Paid HRA $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-200 E 602-49450-200 Office Supplies (GENERAL)$0.00 ($100.00)$0.00 ($100.00)$100.00 602-49450-208 E 602-49450-208 Training and Instruction $0.00 ($1,000.00)($50.00)($950.00)$1,000.00 602-49450-210 E 602-49450-210 Operating Supplies (GENERAL)$0.00 ($1,000.00)($23.74)($976.26)$1,000.00 602-49450-212 E 602-49450-212 Motor Fuels $0.00 ($800.00)$0.00 ($800.00)$0.00 602-49450-216 E 602-49450-216 Chemicals $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-300 E 602-49450-300 Professional Srvs (GENERAL)($440.00)($5,000.00)($1,260.00)($3,740.00)$5,000.00 602-49450-303 E 602-49450-303 Engineering Fees $0.00 ($5,000.00)($1,845.25)($3,154.75)$5,000.00 602-49450-304 E 602-49450-304 Legal Fees $0.00 ($500.00)($73.38)($426.62)$500.00 602-49450-310 E 602-49450-310 Other Professional Services $0.00 ($82,441.00)($66,424.05)($16,016.95)$74,550.00 SAC charges paid to MCES $2,485 each 602-49450-321 E 602-49450-321 Telephone $0.00 ($160.00)$0.00 ($160.00)$0.00 602-49450-352 E 602-49450-352 General Notices and Pub Info $0.00 ($100.00)$0.00 ($100.00)$100.00 602-49450-360 E 602-49450-360 Insurance (GENERAL)$0.00 $0.00 $0.00 $0.00 $500.00 602-49450-364 E 602-49450-364 Workers Comp Insurance $0.00 ($519.42)$0.00 ($519.42)$500.00 602-49450-380 E 602-49450-380 Utility & Services (GENERAL)($103.36)($480.00)($745.80)$265.80 $1,000.00 Lift station electric 602-49450-400 E 602-49450-400 Repairs & Maint Cont (GENERAL)$0.00 ($1,500.00)$0.00 ($1,500.00)$1,800.00 602-49450-420 E 602-49450-420 Depreciation ($35,115.34)$0.00 $0.00 $0.00 $0.00 602-49450-431 E 602-49450-431 Misc Expense $0.00 $0.00 ($151.00)$151.00 $1,000.00 602-49450-433 E 602-49450-433 Dues and Memberships $0.00 ($1,000.00)$0.00 ($1,000.00)$1,000.00 602-49450-510 E 602-49450-510 Land $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-520 E 602-49450-520 Buildings and Structures $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-530 E 602-49450-530 Improvements Other Than Bldgs $0.00 $0.00 ($26,271.28)$26,271.28 $0.00 602-49450-550 E 602-49450-550 Motor Vehicles $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-570 E 602-49450-570 Office Equip and Furnishings $0.00 $0.00 $0.00 $0.00 $0.00 602-49450-580 E 602-49450-580 Other Equipment $0.00 ($25,000.00)($5,861.60)($19,138.40)$0.00 602-49450-610 E 602-49450-610 Interest $0.00 $0.00 ($40,591.00)$40,591.00 $39,732.00 602-49450-611 E 602-49450-611 Bond Issuance Costs ($43,951.00)($50,420.00)$0.00 ($50,420.00)$36,550.00 602-49450-720 E 602-49450-720 Operating Transfers $0.00 ($2,800.00)$0.00 ($2,800.00)$0.00 TOTAL ($205,496.49)($191,654.42)($143,297.10)($48,357.32)$200,282.50 STAFF REPORT Agenda Item 12c. Council Meeting: December 10, 2015 Prepared By: Jessica Beise Topic: Code Compliance Official Job Description Update Action Required: Approval Summary: The Code Compliance Official position has the number of points to warrant a grade 9 pay rate but had been placed as a grade 8. Staff noted at the August 13th workshop that we were aware of a discrepancy in the grade of the position and would be bringing the update to the Council meeting after the issue was reviewed. Staff reviewed the job description and updated it to reflect current duties, see attached. This position has had increasing responsibilities including special projects and facilities maintenance coordination. With the updated job description, staff had the points reevaluated. The points remain at 258 and would fall into grade 9 which as a point range of 252 – 272. As this position has increased in responsibilities and will continue to be flexible to meet the City’s needs, staff would be interested in approving the updated job description. Staff has made the Code Compliance Official aware of the situation and he supportive of the job description update. Financial/Budget: The approved preliminary 2016 budget has the Code Compliance Official position being paid at grade 9. The change in grade level would be effective January 1st, 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. Approve the updated Code Compliance Official job description and grade level change effective January 1st, 2016. Page 2 2. Send to staff for further review. Recommendation: Staff recommends the approval of the updated Code Compliance Official job description and grade level change effective January 1st, 2016. Council Action: Approval of the updated Code Compliance Official job description and grade level change effective January 1st, 2016. Attachments: 1. Code Compliance Official Job Description CODE COMPIANCE OFFICIAL ©City of Corcoran 2013 1 Job Summary: The Code Compliance Official serves as a primary point of contact for citizens with questions about city codes, applications, and process. In the Customer Service role the incumbent uses familiarity with the rules and process to explain them to citizens and to assist residents and landowners with locating and understanding codes and application processes relating to building, zoning, land use, and related codes, policies and ordinances. Areas that require clarification of intent or interpretations that may establish a precedent are presented to the proper authority for a determination. In the Code Administrator role the incumbent will seek to effectively and equitably enforce city codes throughout the City by communicating with residents and landowners; documenting, recording, and reporting all activities required of the position; issuing city permits; and, overseeing the Home Occupation Program. Scope of Impact: The Code Compliance Official works under the supervision of the City Clerk/Administrative Services CoordinatorAdministrator and is expected to perform assigned duties without a need for significant work direction on daily tasks. Essential Duties and Responsibilities: Community Development / Zoning Administration (Land Use and Planning). o Process land use applications, including receiving, recording, distribution, public hearing notices, city checklists and reports per city, county, state, and federal requirements. o Maintain land use and planning files; o Explains zoning ordinance and city code requirements to residents, property owners, businesses, and interested citizens; develop and maintains handouts explaining policies and procedures; o Issues Certificate of Compliance, Grading and Fill, and Administrative permits, conferring with City Planner and Engineer as needed. o Assists the City Planner and Engineer; complete inspections, reports, and presentations, and special projects as needed; o Administers the Home Occupation Program. Attends Planning Commission Meetings, records and prepares minutes; attend City Council, Parks and Trails Commission, and other meetings as required. Permit Administration. City of Corcoran Department: Administration Reports To: City Administrator City Clerk/Administrative Services Coordinator Points: 258 Grade: 8 – 9 Points put this in Grade 9 FLSA: Non-Exempt Bargaining Unit: NA Revision Date: December, 2013 December, 2015 Formatted: Position: Horizontal: 1.01", Relative to: Page, Vertical: 0.95", Relative to: Page, Horizontal: 0.13", Width: Exactly 1.47", Height: Exactly 1.41", Wrap Around Formatted Table Formatted: Highlight Formatted: Font: Italic, Highlight 12c. Attachment 1 CODE COMPIANCE OFFICIAL ©City of Corcoran 2013 2 o Administers the processing and issuance of permits and licenses; o Develops handouts explaining policies and procedures for application requirements and issuance of permits and licenses, including but not limited to: building, driveway, grading and fill, utility, overweight vehicle, fence, and sign permits, as well as certificate of compliance, administrative permits, home occupation licenses, etc. Provides daily administration of the Building Safety Department; o Coordinates building code enforcement and building permit compliance; o Educates and works with residents, property owners, contractors, and interested citizens in permit application and code requirements; o Supports administration of the City's building codes and all permits issued by the department including preparing state surcharge and other reports. Code Enforcement / Complaints Coordinator. o Monitors the community to detect and enforce visible and apparent zoning ordinance and city code violations; acts as City Weed Inspector to monitor, detect and enforce noxious weed regulations; enforces animal regulations; administers and enforces the City’s sign ordinance; o Serves as primary recipient of citizen complaints relating to zoning, city code violations and general complaints; maintains a data collection and reporting system for complaints and their resolution; exercises sound judgment and discretion in addressing and resolving issues and, effectively interact with the general-public in receiving and responding to complaints; o Works with residents, property owners, business, and interested citizens to find solutions and options to resolving compliance problems within the city code; o Issues administrative fines and citations for non-compliance; o Assist City Clerk in the procedure of assessing parcels of property for nuisance abatement and weed/grass removal; o Assist the Police Department and Public Works Department when called upon for enforcement and resolution of community problems; o Assists the City Assessor with property classification, appraisals, and records; o Establishes and maintains an effective working relationship with the: Building Official, Police & Public Works personnel, City Engineer, and City Planner to resolve zoning and code violations; o Maintain effective working relationship with City Attorney’s office and assist in court proceedings to resolve zoning ordinance and city code violations as required; prepares citations and background information as needed; o Develops new opportunities and programs to enhance the community ; o Prepares and make public presentations to report on activities, community issues, and related projects when called upon. Coordinates facilities maintenance, including but not limited to cleaning, repair and maintenance of the City Hall. Provides general office administrative services. o Handles supply ordering and equipment contract coordination; CODE COMPIANCE OFFICIAL ©City of Corcoran 2013 3 o Assists as a frontsecondary front desk support and call taker for the administration work area; monitors and reports trends in citizen calls; o Participates in the Safety Committee. • Performs other duties and activities as assigned. Minimum Qualifications: The job requires a two year associate’s degree and two or more years of code compliance and customer service experience, or equivalent. Maintains job related licenses, certifications, and memberships. The incumbent must attend training and seminars as well as continuing education. Desired Qualifications: Additional desired qualifications include experience in a municipal or government setting. Knowledge of governmental practices and policies, including working with law enforcement, boards and commissions is desirable. Work experience in building construction is desirable. Knowledge, Skills and Abilities Required for Successful Job Performance : Ability to analyze and resolve problems; Customer service skills including demonstrated ability to build positive relationships with employees and managers; strong interpersonal and communication skills in dealing with difficult situations and people; ability to work cooperatively with all city departments; Ability to quickly learn, understand, interpret and apply City codes and zoning ordinances as well as all applicable federal and state laws; Knowledge of the functions and responsibilities of City Departments, staff, and key community members; Ability to perform in a professional and courteous manner in responding to requests from the public and other staff members; Ability to maintain a positive attitude toward work, the public, and coworkers. Knowledge of and ability to operate standard office software sufficient to manipulate data, draft reports and maintain records; working knowledge of Microsoft Suite: Word, Excel and PowerPoint software programs; working knowledge of Permit Works or similar permit software and Laserfiche or similar records management software. The ability to work independently and to prioritize work requests; Verbal and high-level written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work-related materials; Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information. Physical and Mental Requirements: Physical effort is light, with lifting or carrying up to 25 pounds intermittently. Report preparation and word processing will at times require extended use of a keyboard. Work interruptions are frequent. CODE COMPIANCE OFFICIAL ©City of Corcoran 2013 4 Working Conditions: Work is performed in a normal office environment. May be the first person to whom a complaint is delivered by a citizen, and may involve dealing with and calming individuals who are emotionally charged over an issue. Work includes driving within the City of Corcoran to observe conditions that require attention and visiting sites related to applications or complaints. Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time. STAFF REPORT Agenda Item. 12d. Council Meeting: December 10, 2015 Prepared By: Pat Meister/Brad Martens Topic: Equipment Purchase – Bobcat Compact Track Loader Action Required: Approval Summary: The Public Works Department fleet includes two skid loaders: Skid loader with tracks: This is known as the “work horse” skid loader used for heavy duty items such as loading trucks, heavy lifting, and ditching, etc.; a slow moving, heavy piece of equipment for non-delicate work. Skid loader without tracks: This is a more nimble, smaller piece of equipment used for various smaller tasks such as asphalt patching, intersection sweeping, moving things around as needed; a fast moving, lighter piece of equipment for quick or delicate work. Prior to 2013 the Public Works Department had two front end loaders and one skid loader. A change was made to eliminate one of the more expensive front end loaders and add a less expensive skid loader with tracks, capable of doing the work needed for the department the additional front end loader provided. At the May 22, 2014 City Council meeting, a replacement for the skid loader with tracks was approved along with a plan to update the skid loaders annually, which is less expensive than replacing it later on in the life cycle. The City planned for $4,000 annually ($2,000 each) to continue and replace the skid loaders in the future. It is requested that the Council approve this annual purchase. Financial/Budget: Staff has put together the following comparison of replacing the equipment annually vs. replacing at five years old: 1. Replace annually: Average annual cost is approximately $2,000 a. Annual cost of $2,000 for upgrading b. No maintenance cost other than oil change due to warranty 2. Retain for five years: $16,600 or $2,800 annually a. Upgrade cost after five years estimated at $10,000 i. This estimate is very conservative, cost could reach $15,000 b. Requires replacement tires or tracks/cutting edge at year two/three estimated at $2,000 c. Annual maintenance after year one estimated at $650 a year i. Filters alone cost $500 annually Page 2 The purchase would be funded out of the Landscaping/Ditching account 100-43100- 225, located in the Public Works budget. This item was budgeted for within the 2015 budget so no adjustment is needed. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Approve the purchase of the T770 Bobcat Compact Track Loader from Lano Equipment Inc. 2. Send back to staff for further review. Recommendation: Approve the purchase of the T770 Bobcat Compact Track Loader from Lano Equipment Inc. Council Action: Consider a motion to approve the purchase of the T770 Bobcat Compact Track Loader from Lano Equipment Inc. Attachments: 1. Product Quotation – Lano Equipment Inc. 12d. Attachment 1 City of Corcoran 2015 City Council Schedule Agenda Item 14. Page 1 of 1 December 21, 2015 (Monday) Planning Project Update Code Compliance Report 2015 Year in Review PUBLIC HEARING. Lawn King Street Vacation (city file 15-021?) Radar Speed Sign Display Purchase Downtown Utility and Street Improvement Project o Review Plans and Specifications o Consider authorizing bid of project Compensation Study Approval 2016 Fee Schedule 2016 Budget and Levy 2016 Wage Scale and Benefit Package 2016 Water and Sewer Budget 2016 City Council calendar o Possible 2016 goals setting session City Administrator Performance Evaluation (Closed Session)