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2016-09-08 Council Agenda Packet
CITY OF CORCORAN *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. Corcoran City Council Agenda September 8, 2016 - 7:00pm 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 August 25, 2016 Council Meeting Minutes will be available on Tuesday, September 6, 2016 7. Claims as Presented a. Escrow Claims (Fund #500)* b. All Other Financial Claims* 8. Staff Reports / Memos / Commissions a. Financial Performance Report* b. Commission Representatives* 9. Planning Business a. Maple Hill Estates Sign Variance (City File 16-018)* 10. Unfinished Business a. Strategic Goal Update* b. Industrial and Commercial Zoning District Standards* 11. New Business a. Consideration of No-fault Sewer Backup Coverage* 12. 2016 Council Schedule* 13. Council Liaison Calendar Planning Commission 9/01/16 10/6/16 11/3/16 12/1/16 Thomas Guenthner LaFave Keefe Parks and Trails Commission 9/20/16 10/18/16 11/15/16 12/20/16 Guenthner LaFave Keefe Hank 14. Adjournment Page l of l CITY OF CORCORAN City Council Meeting Minutes August 25, 2016 - 7:00pm The Corcoran City Council met on August 25, 2016 at City Hall in Corcoran, Minnesota. Present were Acting Mayor Thomas, Councilor Hank, Councilor Keefe, and Councilor LaFave. Excused was Mayor Guenthner. Also present were City Clerk/Administrative Services Coordinator Beise, City Planner Lindahl, and Director of Public Safety Gottschalk. 1.Call to Order / Roll Call Acting Mayor Thomas called the meeting to order at 7:00 pm. 2.Pledge of Allegiance Acting Mayor Thomas invited all in attendance to rise and join in the Pledge of Allegiance. 3.Agenda Approval MOTION: made by Hank, seconded by Keefe to approve the agenda as presented. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) 4.Open Forum Danny Petrie, Owner of Stich-It, 7575 Commerce Street, addressed the Council on possible lot split in downtown. Mr. Petrie inquired about the cost of water and sewer connections if his lot can be split. Council directed staff to follow up on Mr. Petrie’s inquiry. Denny Stieg, 19320 Stieg Road, addressed the Council on the proposed Dog Kennel Interim Use Permit on the agenda. Mr. Stieg spoke in support of the kennel noting the applicant had reached out to neighbors and was sensitive to their concerns. Dorothy Theis, 9530 Cain Road, addressed the Council on the Planning Commission Appointment and RFP for the Ravinia Park. Specifically Ms. Theis was concerned with the appointment process for the vacant planning commission seat and the need for hiring professionals for the park design. City Clerk/Administrator Beise noted that one application was on file and Council directed staff to bring the application forward for appointment. David Watts, Minnesota Solar, addressed the Council on the solar ordinance on the agenda. Specifically Mr. Watts thanked the Council for their efforts and noted support for the ordinance as drafted. 5.Presentations a. Police Officer Oath of Office – Cody Vojacek The Police Officer’s Oath of Office was administered to Officer Vojacek by City Clerk/Administrative Services Coordinator Beise. Council members congratulated Mr. Vojacek. 6.Consent Agenda a.Draft Minutes of August 11, 2016 Work Session b.Draft Minutes of August 11, 2016 Council Meeting c.Resolution 2016-66 – Accepting Donations for Night to Unite d.Resolution 2016-67 – Accepting Donations for the Firearms Safety Program MOTION: made by Hank, seconded by LaFave to approve the consent agenda consisting of Items 6a. and 6b. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) Item 6a. Acting Mayor Thomas read aloud Resolution 2016-66 – Accepting Donations for Night to Unite. Councilors thanked the community for their support. MOTION: made by Keefe, seconded by LaFave to approve the consent agenda Item 6c. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) Acting Mayor Thomas read aloud Resolution 2016-67 – Accepting Donations for the Firearms Safety Program MOTION: made by Hank, seconded by Keefe to approve the consent agenda Item 6d. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) 7. Claims as Presented a. Escrow Claims (Fund #500) No escrow claims were presented. b. All Other Financial Claims MOTION: made by LaFave, seconded by Hank to approve all other claims as presented. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) 8. Staff Reports / Memos/Commissions a. Planning Project Update; report received. b. Code Compliance Report; report received. c. Night to Unite Recap; report received. 9. Planning Business a. Zoning Ordinance Amendment for Solar (City File 16-008) City Planner Lindahl presented the report noting the types of solar, landscaping requirements, burying of powerlines and decommissioning. Council discussed the ordinance as presented and burying of powerlines. MOTION: made by LaFave, seconded by Keefe to adopt Ordinance 2016-328 Amending the Text of the Zoning Ordinance. Council discussed the limited availability of solar gardens in the outside the Metropolitan Urban Service Area. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) MOTION: made by LaFave, seconded by Hank to adopt Resolution 2016-68 Findings of Facts for the Zoning Ordinance Amendment. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) MOTION: made by LaFave, seconded by Hank to adopt Ordinance 2016-329 Summary Ordinance of Ordinance 2016-329. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) b. Subdivision Ordinance Amendment (City File 16-017) City Planner Lindahl presented the report noting that the amendment was staff initiated and was aimed at reducing costs for applicants. Council discussed the number of recent applicants this change would effect, public notices, and estimated costs. MOTION: made by LaFave, seconded by Keefe to adopt Ordinance 2016-330 Amending the Text of the Subdivision Ordinance. Council discussed the limited availability of solar gardens in the outside the Metropolitan Urban Service Area. Voting Aye: Thomas, Keefe, and LaFave Nay: Hank (Mot ion carried 3:1) MOTION: made by LaFave, seconded by Keefe to adopt Resolution 2016-69 Findings of Facts for the Subdivision Ordinance Amendment. Voting Aye: Thomas, Keefe, and LaFave Nay: Hank (Motion carried 3:1) MOTION: made by LaFave, seconded by Keefe to adopt Ordinance 2016-331 Summary Ordinance of Ordinance 2016-329. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) c. Maple Hill Estates Sign Variance (City File 16-018) City Planner Lindahl presented the report noting that there are four variance requests for the sign variance including a five foot setback which differed from the request that was presented at the Planning Commission. Council discussed the variances. Planning Commissioner Jacobs commented on the Planning Commission recommendation MOTION: made by LaFave, seconded by Keefe to adopt Resolution 2016-70. Council discussed the use of dynamic signs, the setbacks, and residential use of the sign. Council discussed tabling the item for additional information on residential use of dynamic signs. MOTION: made by Hank, seconded by Thomas to table Resolution 2016-70. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) d. Zoning Ordinance Update to Floodplain Regulations (City File 16-019) City Planner Lindahl presented the report noting that staff would be sending notices to property owners and placing floodplain information in the newsletter. Council discussed the number of properties affected and communications. MOTION: made by LaFave, seconded by Hank to adopt Ordinance 2016-332 Amending the Text of the Zoning Ordinance. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) MOTION: made by Hank, seconded by Keefe to adopt Resolution 2016-71 Findings of Facts for the Zoning Ordinance Amendment. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) MOTION: made by Keefe, seconded by LaFave to adopt Ordinance 2016-333 Summary Ordinance of Ordinance 2016-332. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) e. IUP for Commercial Kennel for Daniel Benjamin at 19520 Stieg Road (City File 16-020) City Planner Lindahl presented the report noting that the request was an interim use permit and conditional home occupation license. City Planner Lindahl informed Council that two letters of support, a letter from the applicant and an updated resolution were at the Council dais and had been placed in the agenda book. Council discussed the impact of development on an IUP, the terms of an IUP, terms of a conditional home occupation license, the state noise requirements, City noise ordinance, and noise complaint processes. Daniel Benjamin addressed the Council regarding this request and clarified the requested number of animals was 60 at one time. MOTION: made by Hank, seconded by Keefe to adopt Resolution 2016-72 Approval of an Interim Use Permit for Commercial Kennel for Daniel Benjamin. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) f. Zoning Ordinance Amendment for Temporary Family Health Care Dwellings of 2016 Opt-out (City File 16-021) City Planner Lindahl presented the report. MOTION: made by LaFave, seconded by Hank to adopt Ordinance 2016-334 Amending the Text of the Zoning Ordinance. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) MOTION: made by Hank, seconded by Keefe to adopt Resolution 2016-73 Findings of Facts for the Zoning Ordinance Amendment. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) MOTION: made by Hank, seconded by LaFave to adopt Ordinance 2016-335 Summary Ordinance of Ordinance 2016-334. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) g. Discussion of Industrial Zoning District Standards City Planner Lindahl presented the report noting that a review of other cities’ requirements was completed and minimal lot standards varied. Council discussed the lot sizes, timing of the request and if it should be city initiated. Per consensus, staff was directed to provide a recommendation and information on the timing of this request. h. Request for Amended Grading Plan for U.S. Home Corporation (dba Lennar) for “Ravinia” (City File 16-015) City Planner Lindahl presented the report that the City did notice adjacent land owners. Council discussed the public notices and the grading approvals. Paul Tabone of Lennar spoke about the request noting there is excess fill from phase 5 that would be used to fill in phase 6b. MOTION: made by Keefe, seconded by Hank to approve the amended grading plan as requested by Lennar. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) 10. Unfinished Business No unfinished business was presented. 11. New Business a. Planning Commission Appointment City Clerk/Administrative Services Coordinator Beise presented the report noting that Council received on application and that Council directed staff to bring the appointment forward. MOTION: made by Hank, seconded by Keefe to appoint Jennifer Russell to the Planning Commission Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) b. Labor Agreement Negotiation process City Clerk/Administrative Services Coordinator Beise presented report and noted that the Mayor was available to serve on the sub-committee. Council discussed their availability. Per consensus, Council nominated Mayor Guenthner to serve as the Council liaison for the labor negotiation process. 12. Unscheduled Items No unscheduled were presented. 13. 2016 Council Schedule City Clerk/Administrative Services Coordinator Beise reviewed the upcoming Council schedule. Council Liaison Calendar The Council liaison calendar was not reviewed, but was available in the Council Packet. 14. Adjournment MOTION: made by Hank, seconded by Keefe to adjourn. Voting Aye: Thomas, Hank, Keefe, and LaFave (Motion carried 4:0) Meeting adjourned at 9:23pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator CITY OF CORCORAN 2016 PERFORMANCE REPORT - GENERAL FUND SEPTEMBER 01, 2016 8a. 1 of 5 2016 Variance Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS REVENUE Other General Government R 100-41900-31100 General Property Taxes 2,852,755.61 3,074,300.00 1,613,178.29 1,461,121.71 47.53%3,074,300.00 0.00 R 100-41900-31810 Cable Franchise Fee 0.00 40,000.00 0.00 40,000.00 100.00%40,000.00 0.00 R 100-41900-32110 Liquor License Fee 18,500.00 18,250.00 18,350.00 -100.00 -0.55%18,340.00 90.00 R 100-41900-33402 Homestead Credit 19,604.65 0.00 0.00 0.00 0.00%0.00 0.00 R 100-41900-33420 Ag Preserve Credit 25,553.65 5,000.00 892.23 4,107.77 82.16%5,000.00 0.00 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 10,908.00 0.00 0.00 0.00 0.00%0.00 0.00 R 100-41900-34000 Charges for Services 10.00 0.00 11.25 -11.25 0.00%0.00 0.00 R 100-41900-34103 Zoning/Land Use Appl Fee 15,870.00 12,000.00 20,685.00 -8,685.00 -72.38%21,000.00 9,000.00 R 100-41900-34105 Copies/Maps 57.25 150.00 33.50 116.50 77.67%50.00 -100.00 R 100-41900-34107 Special Assessment Search 0.00 50.00 25.00 25.00 50.00%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 1,803.00 675.00 2,592.00 -1,917.00 -284.00%2,592.00 1,917.00 R 100-41900-36100 Special Assessments 0.00 0.00 67,329.71 -67,329.71 0.00%67,329.00 67,329.00 Deferred special assessment R 100-41900-36200 Miscellaneous Revenues 13,754.75 2,500.00 2,219.90 280.10 11.20%2,500.00 0.00 R 100-41900-36210 Interest Earnings 1,030.14 2,000.00 218.05 1,781.95 89.10%1,000.00 -1,000.00 R 100-41900-36220 Other Rents and Royalties 9,840.00 9,840.00 10,080.00 -240.00 -2.44%10,800.00 960.00 R 100-41900-36230 Donations 768.29 1,000.00 0.00 1,000.00 100.00%1,000.00 0.00 R 100-41900-36233 Refunds/Reimbursements 0.00 0.00%0.00 0.00 2,972,300.34$ 3,175,610.00$ 1,736,537.43$ 3,253,756.00$ 78,146.00$ City Hall Operations R 100-41941-34101 Facility Rental 7,835.00 6,000.00 3,337.50 2,662.50 44.38%6,000.00 0.00 R 100-41941-36200 Miscellaneous Revenues 152.32 1,000.00 225.00 775.00 77.50%1,000.00 0.00 7,987.32$ 7,000.00$ 3,562.50$ 7,000.00$ -$ Police R 100-42100-33423 Police Aid 55,164.61 45,000.00 0.00 45,000.00 100.00%45,000.00 0.00 R 100-42100-33424 Police POST Board Train Reimb 3,664.98 3,700.00 3,751.94 -51.94 -1.40%3,700.00 0.00 R 100-42100-33620 Other County Grants/Aid 9,047.31 10,000.00 3,743.75 6,256.25 62.56%10,000.00 0.00 Pass through to fund - (100-42100-111 and 100-42101-111) R 100-42100-34200 Police Permits 3,152.50 2,000.00 2,170.00 -170.00 -8.50%2,000.00 0.00 R 100-42100-34201 Police Serviced Charges 7,585.00 7,500.00 1,855.00 5,645.00 75.27%7,500.00 0.00 Pass through to fund - (100-42100-111 and 100-42101-111) R 100-42100-34202 Police Reports/Fees 783.00 1,000.00 391.00 609.00 60.90%1,000.00 0.00 R 100-42100-35101 Fines 39,509.94 45,000.00 30,102.90 14,897.10 33.10%45,000.00 0.00 R 100-42100-36233 Refunds/Reimbursements 0.00 0.00 0.00 0.00 0.00%0.00 0.00 118,907.34$ 114,200.00$ 42,014.59$ 114,200.00$ -$ Building Inspection R 100-42400-32210 Bldg/Plan Review Fees 301,660.97$ 190,000.00$ 247,048.28$ (57,048.28)$ -30.03%200,000.00$ 10,000.00$ Public Works R 100-43100-33418 Muni State Aid St Maintenance 122,524.20 120,000.00 120,126.60 -126.60 -0.11%124,600.00 4,600.00 R 100-43100-34300 Public Works Permits/Fees 2,840.00 3,000.00 1,425.00 1,575.00 52.50%3,000.00 0.00 R 100-43100-34301 Dust Control 52,591.44 57,500.00 34,068.91 23,431.09 40.75%57,500.00 0.00 R 100-43100-36100 Special Assessments 0.00 0.00 0.00 0.00 0.00%0.00 0.00 R 100-43100-36200 Miscellaneous Revenues 10,491.74 0.00 352.09 -352.09 0.00%0.00 0.00 188,447.38$ #180,500.00$ 155,972.60$ 185,100.00$ 4,600.00$ Ice & Snow Removal R 100-43125-36200 Ice & Snow Removal/Miscellaneous Rev 21,742.72$ 8,000.00$ 15,168.96$ (7,168.96)$ -89.61%15,169.00$ 7,169.00$ Recycling R 100-43232-33610 County Recycling Grant 8,419.50 14,500.00 7,998.50 6,501.50 44.84%14,500.00 0.00 R 100-43232-34400 Recycling 57,841.57 2,599.22 -2,599.22 0.00%2,600.00 2,600.00 66,261.07$ 14,500.00$ 10,597.72$ 17,100.00$ 2,600.00$ Parks R 100-45200-33422 Other State Grants and Aids 38,315.85 37,302.00 34,044.20 3,257.80 8.73%34,044.00 -3,258.00 NW Trails Grant R 100-45200-34101 Facility Rental 5,088.14 6,000.00 2,476.00 3,524.00 58.73%6,000.00 0.00 R 100-45200-36200 Miscellaneous Revenues 1,107.71 0.00 50.00 -50.00 0.00%25.00 25.00 R 100-45200-36230 Donations 5,829.36 0.00 1,950.00 -1,950.00 0.00%1,950.00 1,950.00 R 100-45200-36233 Refunds/Reimbursements 0.00 0.00%0.00 0.00 50,341.06$ 43,302.00$ 38,520.20$ 42,019.00$ (1,283.00)$ Transfers to/from Other Funds R 100-49360-39200 Transfer from Other Fund -$ 61,901.00$ -$ 61,901.00 100.00%61,901.00$ 0.00 Total Revenue 3,727,648$ 3,795,013$ 2,249,422$ 3,896,245$ 101,232.00$ CITY OF CORCORAN 2016 PERFORMANCE REPORT - GENERAL FUND SEPTEMBER 01, 2016 8a. 2 of 5 Account Description 2015 Actual 2016 Budget 2016 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 315.00 1,000.00 0.00 1,000.00 100.00%1,000.00 0.00 E 100-41100-364 Worker's Comp Insurance 66.00 75.00 197.00 -122.00 -162.67%197.00 122.00 7,485.90$ 8,180.00$ 3,749.45$ 8,302.00$ 122.00$ Newspaper/Newsletter/Website E 100-41130-351 Newsletter Expenses 5,751.82 6,000.00 4,659.51 1,340.49 22.34%6,000.00 0.00 E 100-41130-354 Web Site 750.00 1,500.00 250.00 1,250.00 83.33%1,500.00 0.00 6,501.82$ 7,500.00$ 4,909.51$ 7,500.00$ -$ City Administrator E 100-41300-100 Wages and Salaries (GENERAL)93,414.17 99,757.00 61,766.19 37,990.81 38.08%99,757.00 0.00 E 100-41300-121 PERA 7,018.81 7,482.00 4,632.43 2,849.57 38.09%7,482.00 0.00 E 100-41300-122 FICA 5,762.37 6,185.00 3,828.12 2,356.88 38.11%6,185.00 0.00 E 100-41300-126 Medicare 1,348.75 1,446.00 895.27 550.73 38.09%1,446.00 0.00 E 100-41300-131 Employer Paid Health 16,562.03 17,643.00 12,227.83 5,415.17 30.69%17,643.00 0.00 E 100-41300-208 Training and Instruction 3,872.52 4,000.00 2,158.06 1,841.94 46.05%4,000.00 0.00 E 100-41300-210 Operating Supplies (GENERAL)574.75 700.00 427.83 272.17 38.88%700.00 0.00 E 100-41300-364 Worker's Comp Insurance 506.00 600.00 547.00 53.00 8.83%547.00 -53.00 E 100-41300-433 Dues and Memberships 1,752.20 1,000.00 164.71 835.29 83.53%1,000.00 0.00 130,811.60$ 138,813.00$ 86,647.44$ 138,760.00$ (53.00)$ Clerk/Admin E 100-41400-100 Wages and Salaries (GENERAL)133,639.13 168,640.00 102,143.59 66,496.41 39.43%168,640.00 0.00 E 100-41400-110 Overtime 0.00 1,000.00 0.00 1,000.00 100.00%1,000.00 0.00 E 100-41400-121 PERA 9,284.68 12,723.00 7,660.47 5,062.53 39.79%12,723.00 0.00 E 100-41400-122 FICA 7,600.66 10,518.00 6,722.19 3,795.81 36.09%10,518.00 0.00 E 100-41400-126 Medicare 1,778.54 2,460.00 1,572.10 887.90 36.09%2,460.00 0.00 E 100-41400-131 Employer Paid Health 35,788.94 52,928.00 28,996.74 23,931.26 45.21%52,928.00 0.00 E 100-41400-140 Unemployment Comp (GENERAL)11,039.00 0.00 0.00 0.00 0.00%0.00 0.00 E 100-41400-208 Training and Instruction 125.00 4,000.00 620.00 3,380.00 84.50%4,000.00 0.00 E 100-41400-210 Operating Supplies (GENERAL)150.53 750.00 105.78 644.22 85.90%750.00 0.00 E 100-41400-300 Professional Srvs (GENERAL)27.45 0.00 0.00 0.00 0.00%0.00 0.00 E 100-41400-364 Worker's Comp Insurance 1,012.00 1,400.00 2,147.00 -747.00 -53.36%2,147.00 747.00 E 100-41400-433 Dues and Memberships 340.00 500.00 200.00 300.00 60.00%500.00 0.00 200,785.93$ 254,919.00$ 150,167.87$ 255,666.00$ 747.00$ Elections E 100-41410-210 Operating Supplies (GENERAL)153.56$ 7,000.00$ 5,509.30$ 1,490.70$ 21.30%7,000.00$ -$ Auditor/Treasurer E 100-41540-300 Professional Srvs (GENERAL)23,961.50$ 26,000.00$ 26,570.00$ (570.00)$ -2.19%26,570.00$ 570.00$ Assessor E 100-41550-210 Operating Supplies (GENERAL)1,112.28 1,000.00 554.00 446.00 44.60%1,000.00 0.00 E 100-41550-300 Professional Srvs (GENERAL)56,098.68 59,000.00 34,883.51 24,116.49 40.88%58,000.00 -1,000.00 57,210.96$ 60,000.00$ 35,437.51$ 59,000.00$ (1,000.00)$ Attorney E 100-41600-300 Professional Srvs (GENERAL) 18,541.05$ 31,000.00$ 18,182.62$ 12,817.38$ 41.35%31,000.00$ -$ Other General Government E 100-41900-210 Operating Supplies (GENERAL)3,031.92 4,600.00 5,274.11 -674.11 -14.65%5,052.00 452.00 Purchased Wetland Buffer signs E 100-41900-300 Professional Srvs (GENERAL)7,269.50 5,000.00 12,637.56 -7,637.56 -152.75%13,000.00 8,000.00 E 100-41900-360 Insurance (GENERAL)67,770.00 68,000.00 63,182.00 4,818.00 7.09%63,182.00 -4,818.00 E 100-41900-433 Dues and Memberships 25,976.30 27,000.00 16,974.46 10,025.54 37.13%27,000.00 0.00 ECW,Metro Cities,NWHHSC,Community Media,LMC,I94 Chamber, Home Free E 100-41900-700 Transfers 25,000.00 60,000.00 0.00 60,000.00 100.00%60,000.00 0.00 E 100-41900-810 Refunds/Reimbursements 0.00 0.00%0.00 0.00 129,047.72$ 164,600.00$ 98,068.13$ 168,234.00$ 3,634.00$ Planning & Zoning E 100-41910-210 Operating Supplies (GENERAL)612.11 1,000.00 213.74 786.26 78.63%1,000.00 0.00 E 100-41910-300 Professional Srvs (GENERAL)60,586.92 65,200.00 32,413.96 32,786.04 50.29%65,200.00 0.00 61,199.03$ 66,200.00$ 32,627.70$ 66,200.00$ -$ Code Enforcement E 100-41920-100 Wages and Salaries (GENERAL)53,394.60 59,550.00 36,712.52 22,837.48 38.35%59,550.00 0.00 E 100-41920-110 Overtime 191.78 1,000.00 0.00 1,000.00 100.00%1,000.00 0.00 E 100-41920-121 PERA 4,018.97 4,541.00 2,753.42 1,787.58 39.37%4,541.00 0.00 E 100-41920-122 FICA 3,668.60 3,754.00 2,504.14 1,249.86 33.29%3,754.00 0.00 CITY OF CORCORAN 2016 PERFORMANCE REPORT - GENERAL FUND SEPTEMBER 01, 2016 8a. 3 of 5 Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS E 100-41920-126 Medicare 857.98 878.00 585.63 292.37 33.30%878.00 0.00 E 100-41920-131 Employer Paid Health 7,484.06 17,643.00 5,567.04 12,075.96 68.45%17,643.00 0.00 E 100-41920-208 Training and Instruction 565.00 750.00 0.00 750.00 100.00%750.00 0.00 E 100-41920-210 Operating Supplies (GENERAL)984.20 1,000.00 300.24 699.76 69.98%1,000.00 0.00 E 100-41920-364 Worker's Comp Insurance 506.00 417.00 547.00 -130.00 -31.18%547.00 130.00 E 100-41920-417 Uniforms 250.00 250.00 0.00 250.00 100.00%250.00 0.00 E 100-41920-433 Dues and Memberships 0.00 100.00 80.00 20.00 20.00%100.00 0.00 71,921.19$ 89,883.00$ 49,049.99$ 90,013.00$ 130.00$ City Hall Operations E 100-41941-200 Office Supplies (GENERAL)3,070.13 6,000.00 3,885.37 2,114.63 35.24%6,000.00 0.00 E 100-41941-201 Postage/Shipping 2,246.03 3,000.00 257.70 2,742.30 91.41%3,000.00 0.00 E 100-41941-207 Computer Supplies 2,763.65 0.00 0.00 0.00 0.00%0.00 0.00 E 100-41941-210 Operating Supplies (GENERAL)12,245.27 17,000.00 8,155.87 8,844.13 52.02%17,000.00 0.00 E 100-41941-300 Professional Srvs (GENERAL)12,082.71 9,000.00 6,575.32 2,424.68 26.94%9,000.00 0.00 E 100-41941-321 Telephone 2,050.69 2,500.00 1,285.91 1,214.09 48.56%2,500.00 0.00 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)12,139.67 15,500.00 7,583.95 7,916.05 51.07%15,500.00 0.00 E 100-41941-400 Repairs & Maint Cont (GENERAL)11,820.53 12,000.00 4,160.24 7,839.76 65.33%12,000.00 0.00 E 100-41941-430 Misc. Banking Charge 0.00 0.00 0.00 0.00 0.00%0.00 0.00 E 100-41941-520 Buildings and Structures 4,290.00 5,000.00 442.21 4,557.79 91.16%5,000.00 0.00 E 100-41941-530 Improvements Other Than Bldg 0.00 0.00 0.00 0.00 0.00%0.00 0.00 E 100-41941-810 Refunds/Reimbursements -1,149.76 0.00 180.00 -180.00 0.00%0.00 0.00 61,558.92$ 70,025.00$ 32,526.57$ 70,000.00$ (25.00)$ IT (Info Technology) E 100-41951-207 Computer Supplies 22,833.26 25,550.00 19,710.73 5,839.27 22.85%25,550.00 0.00 E 100-41951-210 Operating Supplies 2,553.56 1,500.00 1,347.92 152.08 10.14%1,500.00 0.00 E 100-41951-300 Professional Srvs 23,459.36 21,500.00 15,581.25 5,918.75 27.53%21,500.00 0.00 E 100-41951-530 Improvements Other Than Bldg 5,935.80 6,500.00 1,754.03 4,745.97 73.01%6,500.00 0.00 54,781.98$ 55,050.00$ 38,393.93$ 55,050.00$ -$ Police E 100-42100-100 Wages and Salaries (GENERAL)480,621.41 552,886.00 300,376.86 252,509.14 45.67%537,886.00 -15,000.00 E 100-42100-110 Overtime 15,341.08 10,450.00 7,102.30 3,347.70 32.04%10,450.00 0.00 E 100-42100-111 Overtime Events/Grants 3,792.60 12,000.00 5,861.71 6,138.29 51.15%12,000.00 0.00 Pass thru revenue 100-42100-33620, 100-42100-34201 E 100-42100-121 PERA 72,754.59 89,568.00 50,426.09 39,141.91 43.70%87,568.00 -2,000.00 E 100-42100-126 Medicare 6,672.64 8,168.00 4,632.96 3,535.04 43.28%8,018.00 -150.00 E 100-42100-131 Employer Paid Health 114,084.87 123,498.00 86,344.40 37,153.60 30.08%123,498.00 0.00 E 100-42100-200 Office Supplies (GENERAL)5,966.57 5,000.00 3,700.35 1,299.65 25.99%5,000.00 0.00 E 100-42100-201 Postage/Shipping 426.72 250.00 11.52 238.48 95.39%250.00 0.00 E 100-42100-208 Training and Instruction 11,313.63 16,800.00 11,395.09 5,404.91 32.17%16,800.00 0.00 E 100-42100-209 Police Reserves 3,134.44 3,500.00 1,614.30 1,885.70 53.88%3,500.00 0.00 E 100-42100-210 Operating Supplies (GENERAL)11,510.10 9,000.00 8,092.33 907.67 10.09%9,000.00 0.00 E 100-42100-212 Motor Fuels 23,306.61 32,000.00 8,197.62 23,802.38 74.38%32,000.00 0.00 E 100-42100-218 Investigations 0.00 350.00 4.00 346.00 98.86%350.00 0.00 E 100-42100-220 Repair/Maint Supply (GENERAL)6,441.72 8,000.00 3,486.71 4,513.29 56.42%8,000.00 0.00 E 100-42100-223 Building Repair Supplies 3,701.43 3,500.00 1,413.19 2,086.81 59.62%3,500.00 0.00 E 100-42100-300 Professional Srvs (GENERAL)1,753.10 1,500.00 986.70 513.30 34.22%1,500.00 0.00 E 100-42100-301 Prisoner 1,625.81 8,000.00 4,343.30 3,656.70 45.71%8,000.00 0.00 E 100-42100-304 Legal Fees 25,840.19 27,500.00 10,948.27 16,551.73 60.19%27,500.00 0.00 E 100-42100-321 Telephone 6,782.51 7,200.00 3,936.47 3,263.53 45.33%7,200.00 0.00 E 100-42100-323 Radio Units 15,961.55 16,900.00 8,473.63 8,426.37 49.86%16,900.00 0.00 E 100-42100-364 Worker's Comp Insurance 24,916.00 25,000.00 31,225.56 -6,225.56 -24.90%31,226.00 6,226.00 E 100-42100-380 Utility & Services (GENERAL)3,529.00 4,000.00 1,046.63 2,953.37 73.83%4,000.00 0.00 E 100-42100-417 Uniforms 9,998.82 11,000.00 8,674.73 2,325.27 21.14%11,000.00 0.00 E 100-42100-433 Dues and Memberships 1,705.00 1,500.00 1,545.00 -45.00 -3.00%1,545.00 45.00 E 100-42100-810 Refunds/Reimbursements -15,468.56 0.00 32.80 -32.80 0.00%-828.54 -828.54 835,711.83$ 977,570.00$ 563,872.52$ 965,862.46$ (11,707.54)$ Part Time Officers E 100-42101-100 Wages and Salaries (GENERAL)123,036.10 61,000.00 54,113.14 6,886.86 11.29%73,000.00 12,000.00 E 100-42101-111 Overtime Events/Grants 13,612.50 5,000.00 5,403.75 -403.75 -8.08%5,000.00 0.00 Contractural events/Safe and Sober events. Budgeted 100-42100-111 E 100-42101-121 PERA 5,182.95 1,100.00 3,807.05 -2,707.05 -246.10%5,000.00 3,900.00 E 100-42101-122 FICA 6,744.36 3,000.00 2,280.53 719.47 23.98%3,300.00 300.00 E 100-42101-126 Medicare 2,041.24 890.00 863.06 26.94 3.03%1,140.00 250.00 E 100-42101-140 Unemployment Comp (GENERAL)3,101.84 0.00 318.98 -3,101.84 0.00%192.00 192.00 153,718.99$ 70,990.00$ 66,786.51$ 87,632.00$ 16,642.00$ Police Admin E 100-42102-100 Wages and Salaries (GENERAL)47,661.92 50,237.00 31,230.42 19,006.58 37.83%50,237.00 0.00 E 100-42102-110 Overtime 333.89 500.00 0.00 500.00 100.00%500.00 0.00 E 100-42102-121 PERA 3,599.68 3,805.00 2,323.77 1,481.23 38.93%3,805.00 0.00 CITY OF CORCORAN 2016 PERFORMANCE REPORT - GENERAL FUND SEPTEMBER 01, 2016 8a. 4 of 5 Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS E 100-42102-122 FICA 3,203.60 3,146.00 2,099.11 1,046.89 33.28%3,146.00 0.00 E 100-42102-126 Medicare 749.21 736.00 490.90 245.10 33.30%736.00 0.00 E 100-42102-131 Employer Paid Health 6,509.18 17,643.00 11,529.92 6,113.08 34.65%17,643.00 0.00 62,057.48$ 76,067.00$ 47,674.12$ 76,067.00$ -$ Fire E 100-42200-300 Professional Srvs (GENERAL)274,693.50$ 281,000.00$ 197,918.96$ 83,081.04$ 29.57%281,000.00$ 0.00 Building Inspection E 100-42400-300 Professional Srvs (GENERAL)51,001.13 74,000.00 7,439.41 66,560.59 89.95%74,000.00 0.00 E 100-42400-437 Surcharges 9,681.75 11,000.00 5,180.02 5,819.98 52.91%11,000.00 0.00 60,682.88$ 85,000.00$ 12,619.43$ 85,000.00$ -$ Public Works E 100-43100-100 Wages and Salaries (GENERAL)269,635.51 305,571.00 187,023.08 118,547.92 38.80%305,571.00 0.00 E 100-43100-110 Overtime 16,317.79 20,000.00 10,517.81 9,482.19 47.41%20,000.00 0.00 E 100-43100-121 PERA 21,323.76 24,418.00 14,815.55 9,602.45 39.33%24,418.00 0.00 E 100-43100-122 FICA 16,056.93 20,185.00 11,037.11 9,147.89 45.32%20,185.00 0.00 E 100-43100-126 Medicare 3,752.45 4,721.00 2,581.33 2,139.67 45.32%4,721.00 0.00 E 100-43100-131 Employer Paid Health 69,313.39 88,213.00 60,330.26 27,882.74 31.61%88,213.00 0.00 E 100-43100-208 Training and Instruction 2,245.25 4,000.00 2,000.00 2,000.00 50.00%4,000.00 0.00 E 100-43100-210 Operating Supplies (GENERAL)25,458.66 25,000.00 9,645.63 15,354.37 61.42%25,000.00 0.00 E 100-43100-212 Motor Fuels 32,859.86 38,000.00 11,267.29 26,732.71 70.35%38,000.00 0.00 E 100-43100-220 Repair/Maint Supply (GENERAL)20,503.02 25,000.00 10,148.28 14,851.72 59.41%25,000.00 0.00 E 100-43100-222 Seal Coating 55,659.75 60,000.00 55,261.50 4,738.50 7.90%60,000.00 0.00 E 100-43100-223 Building Repair Supplies 6,622.45 6,500.00 3,462.75 3,037.25 46.73%6,500.00 0.00 E 100-43100-225 Landscape/Ditch Materials 9,749.99 10,000.00 3,271.74 6,728.26 67.28%10,000.00 0.00 E 100-43100-226 Sign Repair Materials 6,068.54 6,000.00 2,355.11 3,644.89 60.75%6,000.00 0.00 E 100-43100-227 Crack Filling 8,880.00 10,000.00 3,690.50 6,309.50 63.10%10,000.00 0.00 E 100-43100-228 Dust Control 107,768.21 115,000.00 99,230.03 15,769.97 13.71%99,500.00 -15,500.00 Better than anticipated contract pricing E 100-43100-229 Culverts 9,982.51 10,000.00 2,746.12 7,253.88 72.54%10,000.00 0.00 E 100-43100-232 Gravel 117,219.05 130,000.00 113,515.16 16,484.84 12.68%130,000.00 0.00 E 100-43100-233 Asphalt Maint/Patching 147,566.19 150,000.00 990.66 149,009.34 99.34%165,000.00 15,000.00 Work completed not yet invoiced E 100-43100-300 Professional Srvs (GENERAL)2,126.85 2,100.00 0.00 2,100.00 100.00%2,100.00 0.00 E 100-43100-321 Telephone 8,035.73 8,000.00 7,632.98 367.02 4.59%8,000.00 0.00 E 100-43100-364 Worker's Comp Insurance 18,873.00 19,000.00 22,271.00 -3,271.00 -17.22%22,271.00 3,271.00 E 100-43100-380 Utility & Services (GENERAL)16,479.01 28,000.00 8,689.42 19,310.58 68.97%28,000.00 0.00 E 100-43100-381 Street/Signal Lights 2,245.54 4,000.00 2,541.58 1,458.42 36.46%4,000.00 0.00 E 100-43100-417 Uniforms 7,977.92 7,000.00 3,664.79 3,335.21 47.65%7,000.00 0.00 E 100-43100-810 Refunds/Reimbursements 1,400.03 0.00 1,144.69 -1,144.69 0.00%0.00 0.00 1,004,121.39$ 1,120,708.00$ 649,834.37$ 1,123,479.00$ 2,771.00$ Ice & Snow Removal E 100-43125-210 Operating Supplies (GENERAL)48,666.48$ 30,000.00$ 26,794.99$ 3,205.01$ 10.68%26,795.00$ (3,205.00)$ Engineeering E 100-43170-300 Professional Srvs (GENERAL)41,379.80$ 47,500.00$ 22,820.79$ 24,679.21$ 51.96%47,500.00$ -$ Recycling E 100-43232-210 Operating Supplies (GENERAL)3,032.62 - 3,019.12 -3,019.12 0.00%3,019.00 3,019.00 E 100-43232-300 Professional Srvs (GENERAL)68,482.23 6,000.00 (2,329.58) 8,329.58 138.83%2,000.00 -4,000.00 71,514.85$ 6,000.00$ 689.54$ 5,019.00$ (981.00)$ Parks E 100-45200-100 Wages and Salaries (GENERAL)23,830.39 40,182.00 12,471.29 27,710.71 68.96%40,182.00 0.00 E 100-45200-110 Overtime 375.00 0.00 33.06 -33.06 0.00%0.00 0.00 E 100-45200-122 FICA 1,500.77 2,491.00 775.30 1,715.70 68.88%2,491.00 0.00 E 100-45200-126 Medicare 350.98 583.00 181.32 401.68 68.90%583.00 0.00 E 100-45200-210 Operating Supplies (GENERAL)13,599.80 15,500.00 9,842.22 5,657.78 36.50%15,500.00 0.00 E 100-45200-221 Maintenance Projects 15,108.26 15,000.00 9,840.85 5,159.15 34.39%15,000.00 0.00 E 100-45200-300 Professional Srvs (GENERAL)470.26 0.00 659.66 -659.66 0.00%660.00 660.00 E 100-45200-321 Telephone 653.94 700.00 391.98 308.02 44.00%700.00 0.00 E 100-45200-364 Worker's Comp Insurance 2,053.00 2,250.00 4,093.00 -1,843.00 -81.91%4,093.00 1,843.00 E 100-45200-380 Utility & Services (GENERAL)4,640.30 7,000.00 2,382.03 4,617.97 65.97%7,000.00 0.00 E 100-45200-530 Improvements Other Than Bldgs 38,315.85 37,302.00 34,044.20 3,257.80 8.73%34,044.20 -3,257.80 NW Trails Grant E 100-45200-810 Refunds/Reimbursements 0.00 0.00 0.00 0.00 0.00%0.00 0.00 100,898.55$ 121,008.00$ 74,714.91$ 46,293.09$ 120,253.20$ (754.80)$ Transfers to/from Other Funds E 100-49360-720 Operating Transfers - - 0.00 0.00%0.00 0.00 #-$ -$ -$ -$ -$ -$ Total Expense 3,477,407$ 3,795,013$ 2,245,566$ 3,801,903$ 6,890$ CITY OF CORCORAN 2016 PERFORMANCE REPORT - GENERAL FUND SEPTEMBER 01, 2016 8a. 5 of 5 Account Description 2015 Actual 2016 Budget 2016 Actual Amount Remaining % Remaining Year End Forecast Budget vs YEF COMMENTS GENERAL FUND TOTALS Total Revenue 3,727,648$ 3,795,013$ 2,249,422$ 3,896,245$ 101,232$ Total Expense 3,477,407$ 3,795,013$ 2,245,566$ 3,801,903$ 6,890$ Total Revenue - Total Expense 250,241$ -$ 3,856$ 94,342$ -$ STAFF REPORT Agenda Item 8b. Council Meeting: September 8, 2016 Prepared By: Brad Martens Topic: Commission Representatives Action Required: None – Informational Summary: The advisory commission representatives for the September 8th Council meeting are as follows: Planning Commission: Dorothy Theis Parks and Trails Commission: Val Nybo Financial/Budget: N/A Alignment with Values: This item relates to the following adopted values: OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: N/A Recommendation N/A Council Action: N/A Attachments: N/A STAFF REPORT Agenda Item 9a. Council Meeting: September 8, 2016 Prepared By: Brad Martens Topic: Maple Hill Estates Sign Variance Action Required: Table Summary: At the August 25, 2016 City Council meeting, a variance request from Maple Hill Estates was tabled in order to allow for more information and for the full Council to be present for a vote. Staff has spoken to the applicant who has asked that the item wait to be considered until the September 22, 2016 meeting. The Council may ch oose to address the variance at the September 8, 2016 meeting or honor the request and table the item until the September 22, 2016 meeting. Financial/Budget: Costs for the variance approval process are paid by the applicant through fees and escrow charges. 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. Take action on the Maple Hill Estates Variance request. 2. Table the Maple Hill Estates Variance request until the September 22, 2016 meeting. Recommendation: Table the item until the September 22, 2016 meeting. Council Action: Consider a motion to table the Maple Hill Estates Variance request until the September 22, 2016 meeting. Attachments: 1. Report from Planner Lindahl for the August 25, 2016 City Council meeting 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: FROM: DATE: RE: Corcoran City Council Kendra Lindahl, Landform August 16, 2016 for the August 25, 2106 City Council Meeting Maple Hill Estates and Mobile Hope Application for Sign Variances for 7800 Maple Hill Road. (PID 24-119-23-43-0015) (City File 16-018) REVIEW DEADLINE: September 13, 2016 1.Application Request Maple Hill Estates and Mobile Hope are requesting 4 variances from the sign standards in Chapter 84 of the City Code to: a.Allow an off-site sign for Hope Center to share the Maple Hill Estates sign b.Allow a dynamic display on residential property c.Increase the allowable sign area from 32 sq. ft. to 39.3 sq. ft. d.Allow a 5-foot setback where 10 feet is required. 2.Planning Commission Review The Planning Commission reviewed this item at their August 4th meeting. The request at that time was for a 2-foot sign setback. Staff recommended denial of that variance based on the finding that the variance standards had not been met and it was not the minimum action necessary to alleviate the hardship. The applicant team was present to speak on this item. The Commission had significant discussion on the item. The Commissioners noted concerns about the requested 2-foot setback and noted visibility issues, concerns about snow plow snow throw distance and future improvements to Maple Hill Lane. The Commission voted unanimously to recommend approval of three variances, but denial of the setback variance. The Commission noted that they might have been convinced of the hardship to allow some setback variance but noted that the applicant did not prove hardship for the 2-foot setback. The applicant submitted revised plans on august 5th that requested a 5 foot setback and based that request on the desire to maintain a 10-foot separation between the sign and the adjacent home. The applicant provided information to show that the existing home exceeds this desired Agenda Item: 9a. Maple Hill Estates Sign Variance (city file 16-018) 2 August 25, 2016 10 foot separation but if that home is replaced with a more typical 16-foot wide home, anything more than a 5-foot sign setback would encroach into this 10 foot separation. Staff finds that this revised plan does comply with the variance standards as noted in the staff report. 3. Context Background The applicant is requesting approval of 4 variances to allow construction of a new monument sign at the entrance to Maple Hill Estates that would communicate the entrance of the manufactured home park and direct visitors to the Hope Center. Zoning and Land Use The Maple Hill Estates property is currently guided Medium Density Residential and zoned Manufactured Home Park. The adjacent Hope Center site is guided C guided Low Density Residential and zoned Urban Reserve (UR). The property is located in Southeast District and on the edge of the Downtown District as described in Appendix B of the Zoning Ordinance. 4. Analysis Staff has reviewed the application for consistency with the Comprehensive Plan, Zoning Ordinance and City policies. The City Engineer’s comments are incorporated into this staff report. A. Level of City Discretion in Decision-Making The City has a relatively high level of discretion in approving or denying a variance application. The City has a higher level of discretion with a variance because the burden of proof is on the applicant to show that the variance standards have been met. B. Consistency with Ordinance Standards There are no existing monument signs on either the Maple Hill Estates property or the Hope Center property. It is staff’s understanding that Maple Hill Estates previously had a freestanding sign, but that sign has been removed. The new signage must comply with the standards in Chapter 84 (Signs) of the City Code. The proposed sign face is 51 feet (8.5 feet x 6 feet) with 39.3 sq. ft. of sign area as defined by Section 84.03 of the sign ordinance. The ordinance allows 32 sq. ft. of sign area, so a variance is required for the proposed sign area. The sign is 6 feet high. The sign has a 15 sq. ft. of dynamic signage (38% where 40% is allowed). This is consistent with the sign ordinance standards. Maple Hill Estates Sign Variance (city file 16-018) 3 August 25, 2016 There are 4 variances requested. The burden of proof is on the applicant to show that all of the following criteria have been met. The City Council could recommend approval of all of the variances, none of the variances or some of the variances; therefore, staff has evaluated each variance separately. Variance #1 – Off-Site Sign for Hope Center to Share the Maple Hill Estates sign Section 84.08 of the sign ordinance prohibits off-premises signs and requires that signage be located on the property where the development is located. However because the Hope Center does not have access or visibility from a public street, they are requesting the ability to be located on the Maple Hill Estates property. 1. That there are practical difficulties in complying with the Zoning Ordinance. There are practical difficulties in complying with the Zoning Ordinance, because the Hope community center parcel does not have frontage or access onto a public street. Placing the sign on the community center property would make it visible only to those that have already navigated to the site through the manufactured home park. The off-site sign will ensure that visitors and guests can find the community center. 2. That the conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as there are few parcels without frontage on a public street and no other city-owned parcels (the property is currently owned by the City of Corcoran) without frontage on a public street. The signage will provide needed wayfinding to this public building. 3. That the granting of the variation will not alter the essential character of the locality. The granting of the variance will not alter the essential character of the locality. The applicant has worked to provide signage for both the manufactured home park and the community center on a signage that would be allowed for Maple Hill Estates. 4. The proposed variance would be in harmony with the general purposes and intent of the Ordinance. The proposed signage would be consistent with the general purpose and intent of the ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and d) To prohibit signs of such excessive size and number that they obscure one another to the detriment of the economic and social well-being of the city. Maple Hill Estates Sign Variance (city file 16-018) 4 August 25, 2016 The signage will communicate the location of the community center that can only be accessed through Maple Hills Estates and is not visible from a public street. 5. The variance is consistent with the Comprehensive Plan. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” The City and Mobile Hope have partnered in the development of the community center as public gathering space and the signage will ensure that residents and visitors can find the center. Variance #2 –Dynamic Display on Residential Property Dynamic signs are allowed for non-residential uses in residential districts (such as churches and schools) but are prohibited for residential uses (such as Maple Hill Estates or Ravinia). The community center would be allowed a 32 sq. ft. sign with dynamic display on their property and Maple Hill Estates would be allowed a 32 sq. ft. sign on their property, but they have decided to combine the two signs into one 39.3 sq. ft. sign at the main entrance and are asking to be allowed to incorporate the dynamic sign on the shared sign. 1. That there are practical difficulties in complying with the Zoning Ordinance. The practical difficulty is that the community center is located on a lot that does not have access on a public street. Access to the Hope Center is from Maple Hill Road and through the Maple Hill Estates neighborhood. Unfortunately, the community center is accessed through a separate property, which makes placing the sign in this location most desirable. The dynamic display would be allowed if it were located on the community center property, but not is not allowed on the Maple Hill Estates property. 2. That the conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as there are few parcels without frontage on a public street and no other city-owned parcels (the property is currently owned by the City of Corcoran) without frontage on a public street. The signage will provide needed wayfinding to this public building. 3. That the granting of the variation will not alter the essential character of the locality. The granting of the variance will not alter the essential character of the locality as dynamic signs are permitted for non-residential uses in this district. If the Hope Center was part of the Maple Hill Estates park, they would be allowed the dynamic signage in this location. 4. The proposed variance would be in harmony with the general purposes and intent of the Ordinance. Maple Hill Estates Sign Variance (city file 16-018) 5 August 25, 2016 The proposed signage would be consistent with the general purpose and intent of the ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and d) To prohibit signs of such excessive size and number that they obscure one another to the detriment of the economic and social well-being of the city. The signage will communicate the Hope Center activities in a more visible location than the allowed on-site sign would as the community center can only be accessed through Maple Hills Estates and is not visible from a public street. 5. The variance is consistent with the Comprehensive Plan. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” The City and Mobile Hope have partnered in the development of the community center as public gathering space and the signage will ensure that residents and visitors can find the center and learn about activities and events. Variance #3 – Increase the Allowable Sign Area from 32 Sq. Ft. to 39.3 Sq. Ft. The applicant is requesting a variance to allow a joint sign that would be 39.3 sq. ft. where 32 sq. feet is allowed. In lieu of two 32 sq. ft. signs, they are requesting one 39.3 shared sign. 1. That there are practical difficulties in complying with the Zoning Ordinance. The applicant is allowed one 32 sq. ft. sign on the Hope Center property and a 32 sq. ft. sign on the Maple Hill Estates property. Unfortunately, the Hope Center property does not have frontage on a public street and can only be accessed through the Maple Hill Estates entrance. The two individual signs allowed by ordinance would not be as effective and would result in more signage than that requested by the applicants. The shared sign is slightly larger than one sign, but less than the total area of the two signs allowed by ordinance. 2. That the conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as there are few parcels without frontage on a public street and no other city-owned parcels (the property is currently owned by the City of Corcoran) without frontage on a public street. The signage will provide needed wayfinding to this public building. The shared sign would result in less total signage than would be allowed with the two allowed signs. Maple Hill Estates Sign Variance (city file 16-018) 6 August 25, 2016 3. That the granting of the variation will not alter the essential character of the locality. The variance will not alter the essential character of the locality. The sign would have 39.3 sq. ft. of sign copy. Both Maple Hill Estates and Hope Center would be allowed to have a sign with 32 sq. ft. of sign copy on their respective parcels. The proposed signage combines the two signs into one sign that is less than the sign copy potential of two individual signs. 4. The proposed variance would be in harmony with the general purposes and intent of the Ordinance. The proposed signage would be consistent with the general purpose and intent of the ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and d) To prohibit signs of such excessive size and number that they obscure one another to the detriment of the economic and social well-being of the city. 5. The variance is consistent with the Comprehensive Plan. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” The City and Mobile Hope have partnered in the development of the community center as public gathering space and the signage will ensure that residents and visitors can find the center and results in less total sign area than could be allowed on the two parcels. Variance #4 – Allow a 5-Foot Setback where 10 Feet is Required. The applicant is requesting a 5-foot setback from Maple Hill Road where 10 feet is required. The burden of proof is on the applicant to show that they meet the variance standards and, if there is a documented practical difficulty (hardship), that the action requested is the minimum action needed to alleviate the hardship. 1. That there are practical difficulties in complying with the Zoning Ordinance. There are practical difficulties in complying with the Zoning Ordinance. The nearest home is 25.5 feet from the property line. This is existing home is a 14-foot wide home, where new homes are 16 feet wide. If the home were replaced with a more typical 16- foot wide home, the planned sign would be 10 feet from the existing home at the 5-foot setback. The ordinance requires a minimum 10-foot side yard setback for homes in the park and any larger sign setback would encroach on this 10-foot setback. Maple Hill Estates Sign Variance (city file 16-018) 7 August 25, 2016 2. That the conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. The conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as the park is a single parcel with multiple homes close together. The aging homes in the park would likely be replaced by larger homes in the future and reduced sign setback would allow the landowner the flexibility to upgrade the homes without infringing on the 10 foot setback from the sign. 3. That the granting of the variation will not alter the essential character of the locality. The variance will not alter the essential character of the locality. The sign would have a greater setback than the previous Maple Hill estate signs and would maintain visibility at the existing street intersection. 4. The proposed variance would be in harmony with the general purposes and intent of the Ordinance. The proposed variance would be in harmony with the general purposes and intent of the Ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and would not infringe upon the side yard of the adjacent home. 5. The variance is consistent with the Comprehensive Plan. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” Summary Staff finds that the proposed signage is reasonable for the location and type of use, and that the signage is typical of signage in other nearby communities. Staff supports the variances as requested in the revised submittal. 5. Recommendation Adopt Resolution 2016-70 approving the requested sign variance, as recommended by the Planning Commission. Maple Hill Estates Sign Variance (city file 16-018) 8 August 25, 2016 Attachments a. Resolution 2016-70 approving variances b. Aerial Location Map c. Applicant’s Narrative and graphics dated July 15, 2016 d. Revised Plans received August 5, 2016 e. Letter from resident dated July 26, 2016 City of Corcoran August 25, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 1 of 5 Motion By: Seconded By: APPROVAL OF VARIANCES FOR MAPLE HILL ESTATES SIGN AT 7800 MAPLE HILL ROAD (PID 24-119-23-43-0015) (CITY FILE 16-018) WHEREAS, Maple Hill Estates and Mobile Hope are requesting approval of variances for a monument sign on property legally described as follows: Lot 2, Block 1, Maple Hill Estates 2nd Addition, Hennepin County, Minnesota WHEREAS, the Planning Commission has reviewed the sign variance a duly called public meeting and recommends approval, and; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF CORCORAN, MINNESOTA, that it should and hereby does approve the request for sign variances, subject to the following findings and conditions: 1. The Master Sign Plan to allow a monument sign at Maple Hill Estates, in accordance with the narrative and plans dated July 15, 2016 and revised plans received on August 5, 2016, as amended by this resolution. 2. A variance to allow an off-premises sign for the Hope Center is approved, subject to the following findings: a. There are practical difficulties in complying with the Zoning Ordinance, because the Hope community center parcel does not have frontage or access onto a public street. Placing the sign on the community center property would make it visible only to those that have already navigated to the site through the manufactured home park. The off-site sign will ensure that visitors and guests can find the community center. b. The conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as there are few parcels without frontage on a public street and no other city-owned parcels (the property is currently owned by the City of Corcoran) without frontage on a public street. The signage will provide needed wayfinding to this public building. c. The granting of the variance will not alter the essential character of the locality. The applicant has worked to provide signage for both the manufactured home park and the community center on a signage that would be allowed for Maple Hill Estates. d. The proposed variance would be in harmony with the general purposes and intent of the Ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and d) To prohibit signs of such excessive size and number that they obscure one another to the detriment of the economic and City of Corcoran August 25, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 2 of 5 social well-being of the city. The signage will communicate the location of the community center that can only be accessed through Maple Hills Estates and is not visible from a public street. e. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” The City and Mobile Hope have partnered in the development of the community center as public gathering space and the signage will ensure that residents and visitors can find the center. 3. A variance to allow a sign with dynamic display on residential use property is approved, subject to the following findings: a. There are practical difficulties in complying with the Zoning Ordinance. The practical difficulty is that the community center is located on a lot that does not have access on a public street. Access to the Hope Center is from Maple Hill Road and through the Maple Hill Estates neighborhood. Unfortunately, the community center is accessed through a separate property, which makes placing the sign in this location most desirable. The dynamic display would be allowed if it were located on the community center property, but not is not allowed on the Maple Hill Estates property. b. That the conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as there are few parcels without frontage on a public street and no other city-owned parcels (the property is currently owned by the City of Corcoran) without frontage on a public street. The signage will provide needed wayfinding to this public building. c. The granting of the variance will not alter the essential character of the locality as dynamic signs are permitted for non-residential uses in this district. If the Hope Center was part of the Maple Hill Estates park, they would be allowed the dynamic signage in this location. d. The proposed variance would be in harmony with the general purposes and intent of the Ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and d) To prohibit signs of such excessive size and number that they obscure one another to the detriment of the economic and social well-being of the city. The signage will communicate the Hope Center activities in a more visible location than the allowed on-site sign would as the community center can only be accessed through Maple Hills Estates and is not visible from a public street. e. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” The City and Mobile Hope have partnered in the development of the community center as public gathering space and the signage will ensure that residents and visitors can find the center and learn about activities and events. City of Corcoran August 25, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 3 of 5 4. A variance to allow shared sign that would be 39.3 sq. ft. where 32 sq. feet is allowed, subject to the following findings: a. There are practical difficulties in complying with the Zoning Ordinance. The applicant is allowed one 32 sq. ft. sign on the Hope Center property and a 32 sq. ft. sign on the Maple Hill Estates property. Unfortunately, the Hope Center property does not have frontage on a public street and can only be accessed through the Maple Hill Estates entrance. The two individual signs allowed by ordinance would not be as effective and would result in more signage than that requested by the applicants. The shared sign is slightly larger than one sign, but less than the total area of the two signs allowed by ordinance. b. The conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as there are few parcels without frontage on a public street and no other city-owned parcels (the property is currently owned by the City of Corcoran) without frontage on a public street. The signage will provide needed wayfinding to this public building. The shared sign would result in less total signage than would be allowed with the two allowed signs. c. The variance will not alter the essential character of the locality. The sign would have 39.3 sq. ft. of sign copy. Both Maple Hill Estates and Hope Center would be allowed to have a sign with 32 sq. ft. of sign copy on their respective parcels. The proposed signage combines the two signs into one sign that is less than the sign copy potential of two individual signs. d. The proposed variance would be in harmony with the general purposes and intent of the Ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and d) To prohibit signs of such excessive size and number that they obscure one another to the detriment of the economic and social well-being of the city. e. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” The City and Mobile Hope have partnered in the development of the community center as public gathering space and the signage will ensure that residents and visitors can find the center and results in less total sign area than could be allowed on the two parcels. 5. A variance to allow a 5-foot sign setback where 10 feet is required is approved, subject to the following findings: a. There are practical difficulties in complying with the Zoning Ordinance. The nearest home is 25.5 feet from the property line. This is existing home is a 14-foot wide home, where new homes are 16 feet wide. If the home were replaced with a more typical 16- foot wide home, the planned sign would be 10 feet from the existing home at the 5-foot City of Corcoran August 25, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 4 of 5 setback. The ordinance requires a minimum 10-foot side yard setback for homes in the park and any larger sign setback would encroach on this 10-foot setback. b. The conditions upon which a petition for a variation is based are unique to the parcel of land for which the variance is sought and were not created by the landowner. This is a unique situation as the park is a single parcel with multiple homes close together. The aging homes in the park would likely be replaced by larger homes in the future and reduced sign setback would allow the landowner the flexibility to upgrade the homes without infringing on the 10 foot setback from the sign. c. The variance will not alter the essential character of the locality. The sign would have a greater setback than the previous Maple Hill estate signs and would maintain visibility at the existing street intersection. d. The proposed variance would be in harmony with the general purposes and intent of the Ordinance, which notes that the sign ordinance is intended to a) to encourage the effective use of signs as a means of communication for businesses, organizations and individuals in the City of Corcoran, b) to provide for adequate way-finding in the community, thus reducing traffic congestion, c) to provide adequate means of business identification, advertising and communication and would not infringe upon the side yard of the adjacent home. e. The variance is consistent with the Comprehensive Plan, which encourages the “Creation of opportunities for a thriving downtown area combining a range of retail, public gathering, and residential spaces.” 6. No other freestanding signage shall be allowed on the Maple Hill Estates and Hope Center properties. 7. Prior to installation of the sign, the applicant must submit a building permit with detailed specifications as required by Section 84 of the City Code. 8. Prior to issuance of building permits, the applicant/landowner must: a. Record the approving resolution at Hennepin County and provide proof of recording to the City. 9. Approval shall expire within one year of the date of approval unless the applicant commences the authorized use. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron City of Corcoran August 25, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 5 of 5 Whereupon, said Resolution is hereby declared adopted on this 25th day of August 2016. ___________________________________ Ron Thomas - Acting Mayor ATTEST: ____________________________________ City Seal Jessica Beise – City Clerk/Administrative Services Coordinator Hennepin County Property Map Date: 7/28/2016 Comments: 1 inch = 400 feet PARCEL ID: 2411923430015 OWNER NAME: Bruce B Hay Estates PARCEL ADDRESS: 7800 Maple Hill Rd, Corcoran MN 55340 PARCEL AREA: 28.57 acres, 1,244,301 sq ft A-T-B: Torrens SALE PRICE: $4,000,000 SALE DATA: 07/2000 SALE CODE: Excluded From Ratio Studies ASSESSED 2015, PAYABLE 2016 PROPERTY TYPE: Residential HOMESTEAD: Non-Homestead MARKET VALUE: $5,681,000 TAX TOTAL: $110,528.24 ASSESSED 2016, PAYABLE 2017 PROPERTY TYPE: Residential HOMESTEAD: Non-homestead MARKET VALUE: $5,698,000 This data (i) is furnished 'AS IS' with no representation as to completeness or accuracy; (ii) is furnished with no warranty of any kind; and (iii) is notsuitable for legal, engineering or surveying purposes. Hennepin County shall not be liable for any damage, injury or loss resulting from this data. COPYRIGHT © HENNEPIN COUNTY 2016 Revised 08/05/15 Please attach a brief description of your project/reason for your request. 612-669-6700 Think DigitalSigns.com 7800/7900 Maple Hill Road Corcoran, MN 55340 Sign Project Updated Sign Design Permit Supporting Documents 6" x 2' x 9' Concrete Slab Sign 16" x 8.5' 612-669-6700 ThinkDigitalSigns.com ~48" x 18" Concrete Pylons ~48" x 18" Concrete Pylons 6" x 2' x 9' Concrete Slab 612-669-6700 ThinkDigitalSigns.com ~48" x 18" Concrete Pylons ~48" x 18" Concrete Pylons 6" x 9' Concrete Slab 6 ft. 8 ft. 6 in. 6 ft. 8 ft. 6 in. 612-669-6700 ThinkDigitalSigns.com 3' x 5' Message Center Red Monochrome Message Center (15 sf = 38% of sign face) 3' x 3' Backlit Text and Graphics 9 sf 1'-5" x 8.5' Metal Skirt ~13" x 8'-3" (8.9 sf ) ~ 14 " x 66 " = 6.4sf 1 ft. 7.5 in. 7800 - 7900 A Community of Hope 1 ft. 4 in. Deep Total Text & Graphic Area = 39 .3 sf Dynamic Area = 15 sf (38 %) 6 ft. 8 ft. 6 in. 612-669-6700 ThinkDigitalSigns.com 3' x 5' Message Center Red Monochrome Message Center (15 sf = 38% of sign face) 3' x 3' Backlit Text and Graphics 9 sf 1'-5" x 8.5' Metal Skirt7800 - 7900 12" x 8'-3" (8.25)MAPLE HILL ESTATES A Community of Hope 612-669-6700 ThinkDigitalSigns.com Sign Project Installation Site Plan 1 7800/7900 Maple Hill Road Corcoran, MN 55340 612-669-6700 ThinkDigitalSigns.com2 Maple Hills Estates / Mobile Hope 7800/7900 Maple Hill Road, Corcoran, MN 55340 612-669-6700 ThinkDigitalSigns.com3 Maple Hills Estates / Mobile Hope 7800/7900 Maple Hill Road, Corcoran, MN 55340 Sign Location Jo b N o . D r a w i n g : B y : We b : Da t e : Re v i s e d : Li c e n s e . N o . NO R T H 0 20 LE G A L D E S C R I P T I O N FO R : SU R V E Y C E R T I F I C A T E MA P L E H I L L E S T A T E S CO R 1 2 0 2 2 V S U R C O R 0 2 2 S u r v e y C e r t i f i c a t e S P K Setback Variance Request_2 Supporting Documents 7800/7900 Maple Hill Road Corcoran, MN 55340 612-669-6700 ThinkDigitalSigns.com1 2 Maple Hills Estates / Mobile Hope Sign Design = 8.5 feet wide 6 ft. 8 ft. 6 in. 3' x 5' Message Center Red Monochrome Message Center (15 sf = 38% of sign face) 3' x 3' Backlit Text and Graphics 9 sf 1'-5" x 8.5' Metal Skirt7800 - 7900 12" x 8'-3" (8.25)MAPLE HILL ESTATES A Community of Hope 3 Maple Hills Estates / Mobile Hope 14’ Mobile Home is 25.5’ from the Property Line 14’ 4 Maple Hills Estates / Mobile Hope 16’ Home Would be 23.5’ from the Property Line 23.5 16’ 14’ 5 Maple Hills Estates / Mobile Hope Sign Setback Request (Desired) Distance from 14’ home to property line = 25.5’ Distance from 16’ home to property line = 23.5’ Requested (desired) distance from sign to home = 10’ Width of sign = 8.5’ Setback request for sign = 5’ 15.5 13.5 14’ 16’ 108.55 6 Maple Hills Estates / Mobile Hope Requested 5’ Setback 7 Maple Hills Estates / Mobile Hope Requested 5’ Setback 8 Maple Hills Estates / Mobile Hope Requested 5’ Setback STAFF REPORT Agenda Item 10a. Council Meeting: September 8, 2016 Prepared By: Brad Martens Topic: Strategic Goal Update Action Required: Direction Summary: On April 23, 2015 the City Council approved a strategic goal work plan for the organization. Attached to this report is an updated work plan showing that four of the seven have been completed and a fifth (downtown utility and street improvement project) on a path to be completed. Staff is proud of the work accomplished. Remaining goals not completed are the following: Pave gravel collector roads Plan for the regional recreation amenity Due to a very short time period with this Council, limited ability to complete the remaining goals exists. A work session to discuss items related to paving roads is scheduled for October 13th but no other work is scheduled for the regional recreation amenity. A significant number of other items are also being coordinated by staff. The priorities for the remaining year are below: Complete the downtown utility and street improvement project Continue work towards assessment policy Coordinate the general election Approve the 2017 budget and levy; update five year plan Coordinate the removal of the hazardous building at 20112 County Road 10 Implement credit card processing Complete field training for new Police Officer Complete the southeast district market analysis Review an RFP for park design and cost projections Send final newsletter Update employee handbook Finalize floor settling issues at Public Works facility This report is presented to clearly show the priorities of the staff. Council should consider if staff resources should be directed elsewhere to complete other items prior to the end of 2016. Financial/Budget: The costs to complete the goals have been incorporated into the 2016 budget and financial management plan. 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. Direct staff to continue with priorities as outlined in the report. 2. Direct staff to redirect resources to complete other priorities. Recommendation: N/A Council Action: Direct staff on work priorities for the remainder of 2016. Attachments: 1. City of Corcoran – Strategic Goal Work Plan City of Corcoran - Strategic Goal Work Plan GOAL:Complete Downtown Utility and Street Improvement Plan ASSIGNED TO:COMMENTS: City Administrator, City Engineer Near completion City Administrator Completed City Administrator, City Engineer Completed on 38 out of 42 properties; unable to locate remaining property owners City Council, City Administrator Completed, Public Hearing called for July 23, 2015 City Council, City Administrator, City Engineer Public Hearing held; Resolution 2015-42 approved authorizing preparation of plans and specifications for the downtown utility street improvement project City Council Held October 22, 2015 City Council Approved December 21, 2015 City Administrator, City Engineer Authorized to bid on December 21, 2015 City Council Approved February 25, 2016 Construction begins City Engineer, Contractor Began week of May 16, 2016 City Engineer, Contractor Scheduled October 15, 2016 per contract October/November October/November ASSIGNMENT DEADLINE Finalize pass through costs to Maple Grove April 24, 2015 Create property specific cost sheets May 15, 2015 City Council review of survey results, present updated feasibility plan Complete property meetings and survey June 15, 2015 June 25, 2015 City Council Public hearing on assessments, consider ordering plans and specifications July 23, 2015 Bid project November 30, 2015 Substantial completion August 31, 2016 Bid approval December 21, 2015 Approve plans and specifications Hold Assessment Hearing April 15, 2016 1 City of Corcoran - Strategic Goal Work Plan GOAL:Pave Gravel Collector Roads ASSIGNED TO:COMMENTS: City Administrator, City Engineer, Public Works Staff reviewed plans on July 15, 2015; updated plans completed; reviewed again on August 13, 2016 City Council Reviewed at August 13, 2015 meeting; reviewed comprehensive background of project on September 24, 2015; selected Willow Drive/Larkin Road as preferred project on November 23, 2015; reviewed proposed updated timeline on December 10, 2015; City Council Reviewed assessment information at December 21, 2015 meeting; reviewed model process for assessment on January 14, 2016; received a petition to eliminate the project on February 25, 2016; held a neighborhood meeting on March 29, 2016; discussed results of neighborhood meeting on April 14, 2016 and directed staff to bring back additional information; reviewed model assessment policy at the August 11, 2016 work session; staff directed to bring back for discussion at the October 13, 2016 work session. City Council, City Administrator City Administrator, City Engineer City Council City Engineer, Public Works, Contractor City Engineer, Public Works, Contractor Bid approval December 21, 2015 Construction begins April 15, 2016 Substantial completion August 31, 2016 City Council Public hearing on assessments, consider ordering plans and specifications October 8, 2015 Bid project November 30, 2015 ASSIGNMENT DEADLINE City Council review of plans, select project City Council approves assessment plan August 13, 2015 September 10, 2015 Staff to revise plans July 31, 2015 2 City of Corcoran - Strategic Goal Work Plan GOAL:Plan for the Regional Recreation Amenity ASSIGNED TO:COMMENTS: Mayor, City Administrator Contacted via email, Senator Osmek reccomends working on a presentation for the Capital Investment Committee; a clear plan on what the project is required in advance of any committee presentation City Administrator Completed meetings with Hennepin County, Buffalo School District, Rockford School District, Three Rivers Park District; additional meetings must take place with Corcoran Lions Club, Hennepin County Fair, and Hanover Athletic Association City Administrator Options may exist with Parks and Trails Legacy funding; ability to apply for funds is contingent upon direction to move project forward City Council Discussed at February 11, 2016 work session; reviewed at March 10, 2016 meeting and no action was taken; notice of intent to exercise option must be given by July 17, 2017 City Administrator City Council City Council City Council GOAL:Establish a business group (chamber, downtown owner group, etc.) ASSIGNED TO:COMMENTS: City Administrator, City Engineer Completed; downtown owners surveyed informally City Council Limited support existed and no further action is being taken at this time; Goal completed ASSIGNMENT DEADLINE Complete property meetings and survey of support June 15, 2015 June 25, 2015 March 31, 2017Execute purchase agreement City Council review survey results, consider further action Issue bonds for purchase March 23, 2017 City Council approval of finance plan December 22, 2016 Commitments from partners approved by their governing bodiesNovember 30, 2016 City Council review of status of project February 25, 2016 ASSIGNMENT DEADLINE Complete meetings with possible partners August 31, 2015 Investigate possible grant opportunities January 1, 2016 Meet with legislators to get on bonding tour May 31, 2015 3 City of Corcoran - Strategic Goal Work Plan GOAL:Establish Night to Unite Program ASSIGNED TO:COMMENTS: Director of Public Safety Completed Director of Public Safety, City Council Completed; staff directed to continue as presented at meeting Director of Public Safety Completed: Facebook and summer newsletter Director of Public Safety Event held on August 4th; four parties took place and event was a success; Goal completed GOAL:Update Sign Ordinance ASSIGNED TO:COMMENTS: City Planner Approved at April 23, 2015 City Council meeting City Planner, Code Compliance Official, City Administrator Completed City Council Completed Planning Commission Completed City Council Goal completed GOAL:Improve City Council chamber (technology, safety, televising) ASSIGNED TO:COMMENTS: Code Compliance Official Completed; only televising/recording equipment recommended at this time City Council Reviewed January 28, 2016 City Council Approved February 25, 2016 City Council Approved February 25, 2016 City Council Approved April 15, 2016 Code Compliance Official First recording July 14, 2016; Goal completed ASSIGNMENT DEADLINE Staff to research options for establishing program May 31, 2015 Staff recommendation to City Council for approval June 11, 2015 ASSIGNMENT DEADLINE Staff recommendation to City Council, approve process April 23, 2015 City Council review May 31, 2015Staff updates sign ordinance Advertise program to community June and July 2015 Coordinate event(s)August 4, 2015 Improvements completed March 24, 2016 City Council approval of issuing bonds for equipment program April 15, 2016 July 31, 2016 June 11, 2015 Planning Commission review, public hearing July 2, 2015 City Council approval July 23, 2015 City Council first review City Council approves 2016-2017 equipment program ASSIGNMENT DEADLINE Staff to assess options, obtain quotes December 31, 2015 January 14, 2016 City Council approval February 11, 2016 4 STAFF REPORT Agenda Item 10b. Council Meeting: September 8, 2016 Prepared By: Brad Martens Topic: Industrial and Commercial Zoning District Standards Action Required: Direction Summary: At the August 25, 2016 City Council meeting, a request to amend zoning district standards to allow for smaller lot sizes was considered. The Council directed staff to provide a recommendation how to proceed as well as timing. If the Council was in support of changing the lot standards and competing as a City project the following two options could be utilized: Initiate a City project and approve funds estimated between $5,000-$8,000 Initiate a review as part of the comprehensive plan process which will take place between March 2017 and October 2018. Council should direct staff on what action to be taken. Financial/Budget: Sufficient planning funds do not exist to take on this initiative within the planning line item. Funds from other sources would be needed. 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 initiate a City project and approve funds estimated between $5,000-$8,000 2. Direct staff to initiate a review as part of the comprehensive plan process which will take place between March 2017 and October 2018. 3. Direct staff to take no action. Recommendation: Staff recommends reviewing options to adjust lot sizes for industrial and commerci al lots as part of the comprehensive plan process. Page 2 Council Action: Direct staff on how to proceed. Attachments: None STAFF REPORT Agenda Item 11a. Council Meeting: September 8, 2016 Prepared By: Brad Martens Topic: Consideration of Optional Sewer Backup Coverage Action Required: Direction Summary: The City of Corcoran operates a municipal sanitary sewer system for the Ravinia development. According to our sanitary sewer ordinance, residents are responsible for infrastructure failures from the main pipe (usually under the street) to their home as well as within the home. Any operating sewer system has a potential for backups for various reasons. If a backup would happen today, unless the City was found to be negligent, the costs for the sewer backup repair and mitigation would be the responsibility of the homeowner which is typical for many cities. The City’s insurance coverage through the League of Minnesota Cities provides liability coverage for the City for sewer backups for which the City is deemed negligent in causing. The City does have an option to purchase “no-fault sewer backup coverage” from the League at an additional cost. This additional insurance includes the following: Reimburses property owners irrespective of negligence Pays $10,000 per building per year if an issue arises; higher coverages are available up to $40,000 Also applies to damages from water main break Additional information regarding the City’s liability and optional no -fault sewer backup coverage is attached. Staff is requesting direction from the City on whether the additional coverage should be purchased. Typically the practice of the City has been to defer to private industry whenever possible including insurance coverage. In this case the coverage is exceptionally affordable as compared to the private market which could give reason to support the additional coverages. Additionally, some cities choose to purchase the coverage to avoid possible litigation should an issue arise. Cities around Corcoran that have the coverage include Albertville and Otsego; Medina, Rogers, and Maple Grove do not. Financial/Budget: The cost for no-fault sewer backup coverage is based upon the coverage selected and the number of homes that exist on the system. A table below shows those cost s with various numbers of homes: Page 2 $1.79 per home # Homes 50 100 200 300 400 1000 3000 Annual Premium $89.50 $179.00 $358.00 $537.00 $716.00 $1,790.00 $5,370.00 $2.11 per home # Homes 50 100 200 300 400 1000 3000 Annual Premium $105.50 $211.00 $422.00 $633.00 $844.00 $2,110.00 $6,330.00 $2.63 per home # Homes 50 100 200 300 400 1000 3000 Annual Premium $131.50 $263.00 $526.00 $789.00 $1,052.00 $2,630.00 $7,890.00 $10,000 coveage per incident, per year $25,000 coveage per incident, per year $40,000 coveage per incident, per year Premiums would be paid out of the sewer utility and passed on to only those individuals using the sanitary sewer system through higher base fees. For example, if the $25,000 coverage was purchased, the City would raise the base fees $0.18 per month. 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 move forward with the steps necessary to receive no-fault sewer backup coverage beginning in 2017. 2. Decline the purchase of no-fault sewer backup coverage. Recommendation: The coverages offered to the City are extremely affordable as compared to individuals purchasing additional coverages through their own policies; additionally the City will likely incur some costs due to a backup in the future. However, the Council should consider whether the City should be providing this type of coverage to applicable residents. Due to the policy nature of the decision, staff does not have a formal recommendation. Council Action: Consider a motion to direct staff to move forward with the steps necessary to receive no-fault sewer backup coverage beginning in 2017. Attachments: 1. Pages from League of Minnesota Cities Liability Coverage Guide RELEVANT LINKS: League of Minnesota Cities Information Memo: 11/15/2015 LMCIT Liability Coverage Guide Page 43 See Section III.R.2, No- fault sewer backup coverage. R. Sewer backups Liability coverage for sewer backups is a standard feature of the LMCIT liability coverage. There are no specific exclusions for claims arising out of sewer backups for which the city is negligent in causing. The LMCIT liability coverage for sewer backups should not be confused with LMCIT’s no-fault sewer backup coverage. The standard LMCIT liability coverage responds when the city is negligent, while the no-fault sewer backup coverage provides coverage for a property owner irrespective of whether the backup was caused by city negligence. RELEVANT LINKS: League of Minnesota Cities Information Memo: 11/15/2015 LMCIT Liability Coverage Guide Page 44 1.Coverage limits and deductibles Sanitary Sewer Incentive Program. A mandatory deductible of $2,500 per occurrence applies to all liability claims for sanitary sewer backups unless the city participates in LMCIT’s sanitary sewer incentive program. Cities a lready using a higher deductible on their liability coverage are not affected by this. Those cities using an aggregate deductible approach for coverage are impacted in the event the aggregate limit is reached and the maintenance deductible is less than $2,500. See Section III.R.2, No- fault sewer backup coverage. Members that purchase the LMCIT no-fault sewer backup coverage are automatically considered to meet the criteria to avoid the mandatory minimum deductible. Download the sanitary sewer system questionnaire, located on the last page of LMC information memo, Sanitary Sewer Incentive Program: Qualifications and Maintaining Immunity. To qualify for the incentive, cities must complete a sanitary sewer system questionnaire and return it to LMCIT. If the information provided confirms that a city meets the criteria, it will not be subject to the higher mandatory deductible. A city may certify they meet the criteria either at the time of renewal or midterm. If qualification occurs midterm, LMCIT will issue an endorsement removing the minimum deductible. Cheryl Brennan, Loss Control Field Services Manager cbrennan@lmc.org 651-215-4079 L MC information memo, Sanitary Sewer Toolkit: A Guide for Maintenance Policies and Procedures. For assistance in determining compliance or developing the required sewer inspection and maintenance programs, contact the city’s loss control field consultant or the loss control field services manager and use LMCIT’s sanitary sewer toolkit containing model forms and suggested policies to meet the criteria. 2.No-fault sewer backup coverage As an option, no-fault sewer backup coverage is available for members that meet certain underwriting criteria. The optional coverage comes with an additional charge and will reimburse a property owner for cleanup costs and damages resulting from a city sewer backup or from a city water main break, irrespective of whether the backup was caused by city negligence. The no-fault sewer backup coverage option is intended to: •Reduce health hazards by encouraging property owners to cleanup backups as quickly as possible. •Reduce the frequency and severity of sewer backup lawsuits (i.e., property owners may be less inclined to sue if they receive conciliatory treatment at the time of the backup). •Give cities a way to address the sticky political problems that can arise when a property owner learns the city and LMCIT won’t reimburse for sewer backup damages because the city wasn’t negligent and therefore not legally liable. RELEVANT LINKS: League of Minnesota Cities Information Memo: 11/15/2015 LMCIT Liability Coverage Guide Page 45 Many cities and their citizens may find this coverage option to be a helpful tool. However, it’s also important to realize it’s not a complete solution to sewer backup problems, and not every possible backup will be covered. One may wonder whether it is considered a gift of public funds to pay for damages the city isn’t legally liable for. The legal basis for this coverage is that it helps reduce health hazards by encouraging prompt cleanups. That’s clearly a public purpose and in the public interest. Also, the law and facts surrounding most sewer backup claims are rarely clear. There’s virtually always a way that a claimant’s attorney can make some type of argument for city liability. Having this coverage in place should help eliminate the need to spend public funds on litigation costs in many of these cases. a.Coverage terms The no-fault coverage will reimburse the property owner for sewer backup damages or water main breaks, regardless of whether the city was legally liable, if the following conditions are met: •The sewer backup resulted from a condition in the city’s sewer system. •The sewer backup was not the result of an obstruction or other condition in sewer pipes or lines which are not part of the city’s sewer system or which are not owned or maintained by the city. •The water main break damage to property of others was not caused by city negligence. •The sewer backup or water main break was not caused by or related to an excluded incident. •The date of the occurrence giving rise to the claim for sewer backup or water main damages must be on or after the retroactive date shown on the city’s endorsement. LMC information memo, National Flood Insurance Program. The no-fault coverage will not pay for any damages or expenses which are or would be covered under a National Flood Insurance Program (NFIP) flood insurance policy, whether or not such insurance is in effect; or for any costs which the property owner has been reimbursed or is eligible to be reimbursed by any homeowners’ or other property insurance. Following are other incidents that are specifically excluded under the no-fault coverage: RELEVANT LINKS: League of Minnesota Cities Information Memo: 11/15/2015 LMCIT Liability Coverage Guide Page 46 42 U.S.C. §§ 5121-5206. •Any weather-related or other event which has been declared by the President of the United States to be a major disaster pursuant to the Stafford Act. •Any interruption in the electric power supply to the city’s sewer system or to any city sewer lift station which continues for more than 72 hours. •Rainfall or precipitation which exceeds any of the following amounts: 2.0 inches in a 1 hour period; or 2.5 inches in a 3 hour period; or 3.0 inches in a 6 hour period; or 3.5 inches in a 12 hour period; or 4.0 inches in a 24 hour period; or 4.5 inches in a 72 hour period; or 5.5 inches in a 168 hour period. b.Coverage limits The basic limit for sewer backups is $10,000 per building per year, regardless of the number of occurrences or the number of claimants. The city also has options to purchase higher limits of $25,000 or $40,000 per building. For purposes of the limit, a structure or group of structures that is served by a single connection to the city’s sewer system is considered a single building. See Section III.R, Sewer backups. Only true no-fault claims are counted toward the limit. Claims for damages caused by city negligence, for which the city would be legally liable in any case and for which would be covered under the standard LMCIT liability coverage, are not charged against that limit. The basic limit for water main breaks is $10,000 to any claimant, with the option to purchase higher limits of $25,000 or $40,000 per building. LMCIT will not pay more than $250,000 for water main break damage resulting from any single occurrence. All water main breaks which occur during any period of 72 consecutive hours is deemed to result from a single occurrence. c.Premium costs The no-fault sewer backup premium charge is based on a per sewer connection basis as follow. $10,000 limit $1.79 per connection manual rate $25,000 limit $2.11 per connection manual rate $40,000 limit $2.63 per connection manual rate RELEVANT LINKS: League of Minnesota Cities Information Memo: 11/15/2015 LMCIT Liability Coverage Guide Page 47 LMC information memo, Experience Rating in LMCIT’s Liability and Workers’ Compensation Premiums. LMCIT Liability Rating System. The coverage also includes an experience-rating component. Members that have incurred no losses under this coverage within a three-year rating period receive a 10 percent credit. Members that have incurred losses within the rating period at a per-connection frequency that is higher than the LMCIT program average receive a 10 percent debit. d.Eligibility To be eligible for the no-fault sewer backup coverage, the city must meet these underwriting criteria: •The city must have a policy and practice of inspecting and cleaning its sewer lines on a reasonable schedule. •If there are any existing problems in the city’s system which have caused backups in the past or are likely to cause backups, the city must have and be implementing a plan to address those problems. •The city must have a system and the ability to respond promptly to backups or other sewer problems at any time of the day or week. •The city must have in place an appropriate program to minimize storm water inflow and infiltration. •The city must have in place a system to maintain records of routine sewer cleaning and maintenance, and of any reported problems and responses. For assistance in developing sewer policies, practices, and schedules, please see the Sanitary Sewer Toolkit: A Guide for Maintenance Policies and Procedures. The goal of these criteria is to focus on reasonableness rather than on creating specific standards. The intent isn’t to set an arbitrary requirement that sewers be inspected and cleaned every six months, every three years, or every five years. What makes sense in one city with some older and sometimes sagging clay lines probably wouldn’t make sense in a city with newer plastic lines, and vice versa. From LMCIT’s standpoint, the real concern is that the city has considered its own situation and developed policies, practices, and schedules that make sense for its own situation. e.Applying for no-fault sewer backup coverage Cities interested in applying for the no-fault sewer backup coverage should first contact LMCIT. If the city qualifies for coverage, LMCIT will send the city a formal quote. If the city decides to purchase the coverage, the city council must then pass a formal resolution making the no -fault sewer backup protection part of the agreement between the city and the sewer customer. Once LMCIT receives a copy of the resolution, coverage can be bound. RELEVANT LINKS: League of Minnesota Cities Information Memo: 11/15/2015 LMCIT Liability Coverage Guide Page 48 LMCIT requires a resolution because the coverage is really a contract between the city and the sewer user. In other words, the basis for the no-fault payments to the property owner would be the contract between the city and the sewer user. The idea is that by paying their sewer bill, the sewer user is purchasing not just sewer services but also the right to be reimbursed for certain specified sewer backup costs and damages. f. Discontinuing no-fault sew er backup coverage If the city decides to discontinue coverage sometime in the future, make sure the city or its agent notifies LMCIT. The council should also formally rescind the resolution that made the no-fault sewer backup protection part of the agreement between the city and the sewer customer. The city should also notify its sewer users that the coverage was discontinued. City of Corcoran 2016 City Council Schedule Agenda Item 12. September 22, 2016, Jeff Johnson – Hennepin County Commissioner Planning Project Update Code Compliance Report Park Place Storage Rezoning, Variance, Site Plan, Conditional Use Permit, and Preliminary Plat Comprehensive Plan Amendment for Lennar (city file 16 -022) Ordinance Amendment for Single Family Design Standards Fee Schedule Amendment – Minor Subdivision Application Building Rights Update Proposal Corcoran Insert – 2017 Proposed Levies and Taxes Notice Preliminary Levy Animal Control Options with Costs Closed Session – Easement Acquisition October 13, 2016 Work Session Road Assessment Policy October 13, 2016 Financial Performance Report Appoint Election Judges for the General Election Public Hearing – Certifying Delinquent Fees to Hennepin County October 27, 2016 (Charter Commission Meeting Prior to Regular Meeting) Planning Project Update Code Compliance Report Bring Your Own Device Policy (Council and staff) Electronic Check Signing November 10, 2016 Work Session Commercial/Industrial Lot Size Standards Lawful Gambling Expenditures November 10, 2016 Financial Performance Report Waiver of Labiality Coverage – Statutory Tort Limits November 15, 2016 Special Meeting to Canvass Election Results City of Corcoran 2016 City Council Schedule Agenda Item 13. Page 2 of 2 November 21, 2016 MONDAY Planning Project Update Code Compliance Report Disseminate City Administrator Performance Evaluation Fire Study RFP December 8, 2016 Financial Performance Report Truth-in-Taxation Hearing December 19, 2016 MONDAY Planning Project Update Code Compliance Report 2016 Year in Review 2017 Fee Schedule 2017 General Fund Budget and Property Tax Levy 2017 Wage Schedule and Benefit Package for City Employees 2017 Water and Sanitary Sewer Budgets 2017 City Council Calendar City Administrator Performance Evaluation