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2016-10-13 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 October 13, 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 September 22, 2016 Council Meeting* b. General Election Judge Appointments* c. Fee Schedule Amendment – Minor Subdivision Application* d. 2016 Wage Scale Amendment – Rink Attendant* 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. Public Hearing a. Certifying Delinquent Fees to Hennepin County* 10. Planning Business a. Park Place Storage Final Plat* b. Maple Hill Estates and Mobile Hope – Application for Sign Variances for 7800 Maple Hill Road* c. Sign Ordinance Amendment* 11. Unfinished Business a. 2017 Budget* 12. New Business a. 2017 Employee Benefits* b. 2017 Employee Benefits – Training Resource Solutions Joint Powers Agreement* c. Public Participation at Meetings* d. Recruitment Process – Accountant* 13. 2016 Council Schedule* 14. Council Liaison Calendar Planning Commission 10/6/16 11/3/16 12/1/16 Cancelled LaFave Keefe Parks and Trails Commission 10/18/16 11/15/16 12/20/16 LaFave Keefe Hank 15. Adjournment OPEN FORUM SIGN -IN SHEET Meeting !' `�� Date��` -" , _: -.� -. /,.� ore Name Address ; Phone �'I '--, �4e �l h -�,'6 A-ve—, 1a M3 tJ X12 2- Page 1 of 1 CITY OF CORCORAN City Council Meeting Minutes September 22, 2016 - 7:00pm The Corcoran City Council met on September 22, 2016 at City Hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Hank, Councilor Keefe, Councilor LaFave, and Councilor Thomas. Also present were City Administrator Martens, Director of Public Safety Gottschalk, City Planner Lindahl, and City Clerk/Administrative Services Coordinator Beise. 1.Call to Order / Roll Call Mayor Guenthner called the meeting to order at 7:00 pm. 2.Pledge of Allegiance Mayor Guenthner invited all in attendance to rise and join in the Pledge of Allegiance. 3.Agenda Approval Mayor Guenthner thanked Parks and Trails Commissioner Krueger and Planning Commissioner Wu for their attendance. City Administrator Martens noted an addition of Item 8e. Road Closure Update to the agenda, removal of item 12a. and that there are no Fund 500 claims. Mayor Guenthner asked to add Item 12a. Northwest Hennepin League of Municipalities to the agenda. MOTION: made by Thomas, seconded by Hank to approve the agenda as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4.Open Forum Jackie Hoglund, 19220 Hackamore Road, addressed the Council on issues related to water runoff. Specifically Ms. Hoglund outlined the water issues with the Ravinia development, outlined four items that she would like the City to assist with, and concerns with additional development. Greg Hoglund, 19220 Hackamore Road, addressed on the Council related to the availability to have audio visual materials presented to Council during open forum. 5.Presentations a. Jeff Johnson – Hennepin County Commissioner Commissioner Johnson provided Council with a copy of the 2016 budget and discussed the budget. Commissioner Johnson also addressed comprehensive planning and the opportunities that the County is seeking for partnerships with cities to utilize County equipment. 6.Consent Agenda a.Draft Minutes of the September 8, 2016 Work Session b.Draft Minutes of the September 8, 2016 Council Meeting c.Resolution 2016-74 – Awarding Gravel Contract Councilor LaFave asked that Item 6c. be considered separately. MOTION: made by LaFave, seconded by Thomas to approve the consent agenda consisting of Items 6a. and 6b. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Councilor LaFave inquired about the gravel bidding process. Staff noted that two quotes were sought. MOTION: made by Hank, seconded by Keefe to approve Item 6c. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 6a. 7. Claims as Presented a. Escrow Claims (Fund #500) No Fund Escrow Claims were presented. b. All Other Financial Claims MOTION: made by Thomas, seconded by Keefe to approve all other claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Planning Project Update; report received. b. Code Compliance Report; report received. c. Animal Control Options Director of Public Safety presented the report. Council discussed the proposed options, the need for animal control and RFID readers. MOTION: made by LaFave, seconded by Keefe to approve option four as presented in the staff report. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) d. Commissioner Representatives; report received. e. Road Closure Report City Administrator Martens updated the Council on the roads that are temporarily closed due to the storm on September 21st. 9. Planning Business a. Maple Hill Estates Sign Variance (City File 16-016) City Planner Lindahl presented the report outlining the four variances requested. Council discussed the dynamic signs, location of dynamic signs, sign copy area, and regulation of content. Applicant Brian Dewjeski noted the location, the intent for the sign is to reach residents of the community, and the variances requests, and if the dynamic sign is not approved that the sign would not move forward. Council discussed whether an ordinance or variance would be the best tool. MOTION: made by Thomas, seconded by Guenthner to adopt Resolution 2016-70. Council discussed the length of time for a message to be on a dynamic sign, the location of the dynamic sign location. MOTION: made by LaFave, seconded by Hank to amend the motion without the dynamic sign variance. Council discussed support of a dynamic sign and what type of lettering is allowed. Voting Aye on Amendment: Hank, Keefe, LaFave Nay: Guenthner, Thomas (Motion carried 3:2) Councilors who voted on the denial of the dynamic sign ordinance were asked to provide findings of fact for denial to City Planner Lindahl. Voting Aye on the amended motion: Hank, Keefe, LaFave Nay: Guenthner, Thomas (Motion carried 3:2) b. Park Place Storage Rezoning, Variance, Site Plan, Conditional Use Permit and Preliminary Plat City Planner Lindahl presented the report noting the variance request for development in advance of municipal services, the council expressed support for a private drive within a public right of way, timeline and materials. Council discussed assessing the construction a street and utilities and watershed approvals, public comment. Applicant Paul Jorgenson discussed how they disclose upcoming improvements for streets and utility connections. Staff discussed the connection timeline and the received public comment. MOTION: made by Keefe, seconded by Thomas to adopt Ordinance 2016-336 Amending the Zoning Ordinance Classification of property at 6415 County Road 19. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) MOTION: made by Hank, seconded by LaFave to adopt Resolution 2016-76 Approving the Findings of Fact for Rezoning for Park Place Storage. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) MOTION: made by Keefe, seconded by Thomas to adopt Resolution 2016-77 Approving a Site Plan, Variance and Conditional Use Permit for Park Place Storage. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) MOTION: made by Hank, seconded by LaFave to adopt Resolution 2016-78 Approving the Preliminary Plat for Park Place Storage. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) c. Comprehensive Plan Amendment for Lennar (City File-022) City Planner Lindahl presented the report noting the amendment request was for land adjacent to the Ravinia development. Council discussed development and size of lots. MOTION: made by Keefe, seconded by Thomas to adopt Resolution 2016-79 Approving a Comprehensive Plan Amendment for 6635 County Road 101. Council asked about the proposed home type and prices. Paul Tabone of Lennar noted it would be propose for the Discovery home type with prices in the $300,000 range. Staff noted home typically start at $390,000 and up. Council discussed affordable homes. Voting Aye: Guenthner, Hank, Keefe, and Thomas Nay: LaFave (Motion carried 4:1) d. Ordinance Amendment for Single Family Design Standards City Planner Lindahl presented the report noting the ordinance amendment was prompted by a previous discussion regarding materials on front elevations. Council discussed the use of a variety of materials and the process. Per consensus, staff was directed to schedule a public hearing and bring back for Council action. e. Building Right Update Proposal City Planner Lindahl presented the report, noting the building rights map had not been updated in ten years. Council discussed the timeline and the communication of the updated map. Per consensus, Council directed staff to update the Development Rights Map. 10. Unfinished Business No unfinished business was presented. 11. New Business a. 2017 Preliminary Levy City Administrator Martens presented the report, outlining the proposed budget items and the impact to the median value home. Council discussed the proposed budget items, the use of building permit revenue. Staff answered questions related to the budget items. Council discussed opportunities to refine the budget and staffing. The Mayor asked that Councilmembers provide feedback to City Administrator Martens in advance of the next meeting. MOTION: made by Thomas, seconded by Keefe to adopt Resolution 2016-75 Adopting the Preliminary Proposed Tax Levy Collectible in 2017. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. 2017 Proposed Levies and Taxes Insert City Administrator Martens presented the report noting that the inserts provide additional levy and tax information to residents. Per consensus, Council directed staff to proceed. 12. Unscheduled Items a. Northwest Hennepin League of Municipalities Mayor Guenthner noted that the Northwest Hennepin League of Municipalities organization needs to send invoices and record the invoices but does not have a location or staff. Mayor Guenthner is suggesting utilizing the treasurer’s City as a location and utilize minimal staff support for tracking invoices which would be reimbursable. Mayor Guenthner noted he would bring back a formal plan for consideration. 13. 2016 Council Schedule City Administrator Martens reviewed the upcoming Council schedule, noting the October work session will focus on an assessment policy. 14. Council Liaison Calendar The Council liaison calendar was not reviewed, but was available in the Council Packet. 15. Adjournment MOTION: made by LaFave, seconded by Thomas to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 9:25pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Item 6b. Council Meeting: October 13, 2016 Prepared By: Jessica Beise Topic: Election Judge Appointments Action Required: Approval Summary: On July 14th City Council approved election judges for the 2016 election cycle. One additional judge submitted application in July and completed training but was not appointed for the primary election. Additionally, staff is recommending appointing staff members Jeanie Heinecke and Jessica Beise as election judges to assist as needed in the precincts. Financial/Budget: Election judges and staff time are allocated in the 2016 election line item. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. PROFESSIONALISM We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees. 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. Recommendation: Adopt Resolution 2016-80 Appointing Election Judges for the 2016 General Election. Council Action: Consider a motion to adopt Resolution 2016-80 Appointing Election Judges for the 2016 General Election. Attachments: 1. Resolution 2016-80 Appointing Election Judges for the 2016 General Election City of Corcoran October 13, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-80 Page 1 of 1 Motion By: Seconded By: A RESOLUTION APPOINTING ELECTION JUDGES FOR THE 2016 GENERAL ELECTION WHEREAS, a State General Election will be held on November 8, 2016; and WHEREAS, MN Statute 204B.21, subd.2, requires election judges for precincts in a municipality be appointed by the governing body of the municipality; and WHEREAS, the City of Corcoran has two voting precincts; and WHEREAS, the following Minnesota residents have agreed to serve as election judges and have met the qualifications established by the State of Minnesota, or will be receiving training prior to the elections and will be eligible to serve after meeting the qualifications established by the State of Minnesota; and NOW, THEREFORE, BE IT RESOLVED, that the City of Corcoran hereby appoints the following persons to be eligible election judges for the 2016 General Election, with the understanding that amendments may be necessary to the appointments in order to fill vacancies and meet party splits; and approves payment of an hourly wage of $9.50 per hour for elections judges and, $10 per hour for head judges during election judge training and time served on election day; and regular wages for staff members serving as election judges. Janice Nelson Jeanie Heinecke Jessica Beise VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 13th day of October, 2016. ________________________________ Ken Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Item 6c. Council Meeting: October 13, 2016 Prepared By: Jessica Beise Topic: 2016 Fee Schedule Amendment Action Required: Approval Summary: Attached to this report is an ordinance amending the 2016 fee schedule. The following changes are included: • Minor Subdivision Ordinance o Fee changes to reflect the recently amended minor subdivision ordinance Financial/Budget: Minor costs will be incurred to publish the ordinance. 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. Council Action: Adopt Ordinance 2016-337 Amending the 2016 fee schedule. Attachments: 1. Ordinance 2016-337 Amending the 2016 fee schedule. City of Corcoran October 13, 2016 County of Hennepin State of Minnesota ORDINANCE NO. 2016-337 Motion By: Seconded By: AN ORDINANCE AMENDING THE 2016 FEE SCHEDULE The Corcoran City Council ordains as follows: Section 1. Purpose. The Corcoran City Council has determined that the fees to be charged by the City for development, inspections, and other related services shall be adopted by ordinance. Section 2. Amendment of the 2016 Fee Schedule. The fees to be charged by the City of Corcoran for 2016 are listed on the attached Exhibit A, which is incorporated herein; that said fee schedule is hereby adopted. Section 3. Continuation/Amendment. Any amendment to the fee schedule shall be made annually, or more often if necessary, by ordinance; if there are no amendments to the fee schedule, the most recently adopted fee schedule ordinance shall remain in force and effect until amended. Effective Date. This Ordinance shall be in full force and effect upon its publication and passage. ADOPTED by the City Council on the 13th day of October, 2016. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron _______________________________ Ken Guenthner, Mayor ATTEST: __________________________ City Seal Jessica Beise, City Clerk/Administrative Services Coordinator CITY OF CORCORAN 2016 FEE SCHEDULE FEE ADMINISTRATIVE FEE SCHEDULE G/L Records & Service for City Document (Includes Tax) 100-41900-34000 Resident Address List Labels 60.00 100-41900-34107 Assessment Search from County 25.00 100-41900-34000 USB Flash Drive 10.00 100-41900-36210 Interest charge on 30 day past due Escrow accounts 10% 100-41900-34105 Notary Fee - per document 1.00 100-41900-34105 Candidate Filing Fee 2.00 Code Books 100-41900-34105 Code Book (Codes/Zoning/Subd) Binder 65.00 100-41900-34105 Municipal Code Only 35.00 100-41900-34105 Subdivision Code Only 35.00 100-41900-34105 Zoning Code Only 35.00 100-41900-34105 Comprehensive Plan Book Printed - special order 100.00 Copies 100-41900-34105 Copies black/white - up to 8 1/2x14 per page 0.25 100-41900-34105 Copies black/white - 11 x 17 per page 0.55 100-41900-34105 Copies Color up to 8 1/2x14 pp 1.00 100-41900-34105 Copies Color 11x17 1.50 100-41900-34105 Copies Oversize (Larger than 11X17) - Special Order Varies Labor/Staff Research 100-41900-34000 Normal Business Hrs (1 hr min.) per hour 65.00 100-41900-34000 After Hours (1 hr minimum) per hour 100.00 Late Fees / Penalties 100-41941-36200 Returned Check Fee 38.00 100-41941-36200 Delinquent Fee 10.00 100-42400-36200 Permit Cancellation Fee 25.00 Maps 100-41900-34105 Color Maps - on cardstock 3.00 100-41900-34105 Oversized or Laminated - special order Varies 100-41900-34105 Topos - special order Varies Recycling Fee 100-43232-34400 Recycling Fee - Annually 34.50 100-43232-34400 Recycling Delinquent Fee 10.00 100-43232-34400 Recycling Provider Late Fee 1.5% per month Community Room Fees Damage Deposit Required On All Rentals Group 1 Local Non Profit Groups: NW Area Jaycees, Lions, Pioneer Society, Seniors, Athletic Assoc, NW Trails, Corcoran Garden Club, Corcoran Bee Club N/C Group 2 Corcoran Residents 10% discount Community Room Rental Fee - Per Day Includes Kitchen and Memorial Garden 100-41941-34101 Monday - Thursday 150.00 100-41941-34101 Friday 275.00 100-41941-34101 Saturday - Sunday 350.00 Community Room Rental - General Public Non-Profit Groups - Per Day 100-41941-34101 If Contract 6 + time per year (Excludes Saturdays)80.00 per day Conference Room/Council Chamber Rental Fee - Per Day 100-41941-34101 Conference Room/Council Chamber 75.00 Approved Non Profit Public Safety Training Classes 100-41941-34101 Conference Room (up to 10 people)35.00 100-41941-34101 Damage Deposit 350.00 Police Security 100-42100-34201 Police Security serving alcohol (per hr no discount applies)*70.00 100-42100-34201 Police Security serving alcohol (holiday rate per hr no discount applies)*90.00 201-42100-34201 Reserve Officer Event Security (per hr no discount applies)*20.00 City Park - Picnic Facility 100-45200-34101 Rental Fee 80.00 100-45200-34101 Damage Deposit 350.00 100-45200-34101 Soccer/Football/Baseball - per field (6 hour usage)30.00 100-45200-34101 Lights (Lions field only) - Additional per game 30.00 CITY OF CORCORAN 2016 FEE SCHEDULE FEE 100-45200-34101 Tennis Courts - All courts 4 hour usage 30.00 Fields/Tennis Courts Damage Deposit (per season, all groups)350.00 Engraved Memorial Bricks (tax included) 415-45200-36230 4 x 8 Engraved Brick 50.00 415-45200-36230 12 x 12 Engraved Brick 100.00 415-45200-36230 Engraved Stone (Large)135.00 415-45200-36230 Engraved Stone (X-Large)175.00 415-45200-36230 48" Maintenance Free Bench Varies* 415-45200-36230 Concrete Bench - 22 Characters Varies* 415-45200-36230 Granite Bench Varies* *Product and prices subject to change with vendors Licenses & Miscellaneous Permits Liquor/Tobacco License 100-41900-32110 Temporary 3.2 Malt Liquor License - 1 - 4 Day Event 25.00 100-41900-32110 Temporary Malt Liquor License - 1 - 4 Day Event 25.00 100-41900-32110 Temporary 3.2 Malt Liquor License - Annual Max 100.00 100-41900-32110 On Sale 3.2 Malt Liquor 100.00 100-41900-32110 Off Sale 3.2 Malt Liquor 25.00 100-41600-32110 Investigation (New/Transfer License)100.00 100-41900-32110 On Sale Intoxicating Liquor 4,000.00 100-41900-32110 Off Sale Intoxicating Liquor (Fee limited by State Law)150.00 100-41900-32110 Sunday Sale Intoxicating Liquor (Fee limited by State Law)200.00 100-42100-34202 Investigation Fee (New/Transfer License)300.00 100-41900-32110 2:00 am Closing - REMOVE THIS IS PAID TO THE STATE 0.00 100-41900-32110 Tobacco License 150.00 100-45200-36200 Fireworks Permit-Per Event 25.00 100-41900-34103 Hobby Kennel - Annual Fee 75.00 Burning Permit 100-42100-34200 Valid for 1 month 10.00 100-42100-34200 Valid for 6 months 50.00 Driveway Permit 100-43100-34300 Driveway Permit 100.00 Grading & Land Reclamation Permit 100-43100-34300 Under 300 Cubic Yards 35.00 100-43100-34300 Over 300 Cubic Yards - residential 300.00 100-43100-34300 Per acre security fee 250.00 One Acre Minimum (No security fee for under 300 Cubic Yads required) Additional fees may be required as determined by staff Overweight Vehicle Permit Agriculture N/C 100-43100-34300 Commercial Tow Truck 750.00 100-43100-34300 Daily Permit 100.00 100-43100-34300 Seasonal - Emergency (Septic, Liquid Propane & SimIlar)N/C Resident - To and From N/C 100-43100-34300 Seasonal - Home Delivery 250.00 100-43100-34300 No Permit - Double Fee Max $250.00 All Charges are Per Truck - Permits are Restricted Sign Permit 100-41900-36200 No Planning Comm Review - Temporary 25.00 100-41900-36200 No Planning Comm Review - Permanent 150.00 100-41900-36200 Planning Commission Review (Fee/Escrow)150.00/500.00 Utility Permit 100-43100-34300 IE:Comcast, Century Link, CenterPoint Energy, Wright-Hennepin, etc 75.00 Public Safety G/L Police Reports 100-42100-34202 Police Reports - Base Charge 7.00 100-42100-34202 Police Reports - Surcharge (Per Page) *0.25 100-42100-34202 Audio/Video on USB Flash Drive 10.00 100-42100-34202 Normal Business Hrs (1 hr min.) per hour 65.00 Finger Printing Resident - Child N/C 100-42100-34202 Non-Resident - Child 10.00 Resident - Adult N/C CITY OF CORCORAN 2016 FEE SCHEDULE FEE 100-42100-34202 Non-Resident - Adult 15.00 Additional Cards - Resident N/C 100-42100-34202 Additional Cards - Non-Resident 5.00 False Alarm Fire Emergency 100-42100-35101 2-3 In any 12-month period ( Each)75.00 100-42100-35101 4+ In any 12-month period (Each)150.00 False Alarm Police 1-3 In any 12-month period N/C 100-42100-35101 4+ In any 12-month period 100.00 Firearm Permits 100-42100-34200 High Powered Discharge of Fire Arm - Resident**15.00 100-42100-34200 High Powered Discharge of Fire Arm - Non-Resident**20.00 100-42100-34200 Permit to Purchase/Transfer N/C Rental Fee 100-42100-34200 Range contract per day (law enforcement agencies only)50.00 100-42100-34200 Command Post per day 50.00 Vehicle Impound 100-42100-34202 Vehicle Impound Release 10.00 100-42100-34202 Storage Fee Weekly 75.00 Animal Impound 100-42100-35101 1st Offense 50.00 100-42100-35101 2nd Offense 150.00 100-42100-35101 No Kennel License 50.00 Event Security Rates 100-42100-34201 Officer - per hour 70.00 100-42100-34201 Officer - per hour Holiday rate 90.00 201-42100-34201 Reserve Officer - per hour 20.00 *Fee Set By State / **Restricted Public Works G/L Equipment Usage Per Hour (Government Agency Assistance) 100-43100-36200 Tractor/Backhoe 50.00 100-43100-36200 Dump Truck 65.00 100-43100-36200 Front End Wheel Loader 40.00 100-43100-36200 Road Grader 80.00 100-43100-36200 Skid Loader 40.00 100-43100-36200 Wood Chipper 40.00 Labor 100-43100-36200 Per Hour 65.00 Lawn Mowing - Property Cleanup 100-43100-36200 Mowing 1 acre & under 315.00 100-43100-36200 Mowing over 1 acre - $315 + additional hourly rate 85.00 100-43100-36200 Contract tree and weed removal Cost + 65.00 100-43100-36200 Contract rubbish removal Cost + 65.00 Swing Away Mail Box Arms (Sales Tax included) 100-41941-36200 Post only (mailbox not included)65.00 100-41941-36200 Post and Installation (mailbox not included)150.00 Street Department Fees 100-43100-36200 Street Sign Install Labor (Per hour)75.00 100-43100-34301 Dust Control Assessment Established Annually 100-43100-34301 Dust Control (Voluntary) 300' min.Established Annually 100-43100-34301 Dust Control Delinquent Fee 10.00 100-43100-36200 Culvert priced per foot Cost + 65.00 CITY OF CORCORAN 2016 FEE SCHEDULE FEE Planning Development & Zoning Fees Land Use Permit/Application Type Non-Refundable Application Fee Escrow 100-41900-34103 Agriculture Preserve Application - Placement (fee limited by state) 50.00 0.00 100-41900-34103 Agriculture Preserve Application - Removal (fee limited by state) 50.00 0.00 100-41900-34103 Administrative Permit, Minor Subdivision, Lot Line Adjustment/Consolidation 100.00 ######### 100-41900-34103 Certificate of Compliance 80.00 0.00 100-41900-34103 Comprehensive Plan Amendment 1,000.00 ######### 100-41900-34103 Conditional Use Permit (CUP)550.00 ######### 100-41900-34103 Conditional Use Permit (CUP) Amendment 200.00 ######### 100-41900-34103 Environmental Review 500.00 ######### 100-41900-34103 Interim Use Permit 500.00 ######### 100-41900-34103 Final Plat – Base Fee Regular / OSP 575.00 ######### 100-41900-34103 Final Plat – Per Lot Regular /OSP 50.00 0.00 100-41900-34103 Residential Park Dedication Fees (Subdivision Ordinance) Section 955 100-41900-34103 Single Family Unit 3,970.00 0.00 100-41900-34103 Multi Family Unit 2,694.00 0.00 100-41900-34103 Preliminary Plat – Base Regular /OSP 600.00 ######### 100-41900-34103 Preliminary Plat – Per Lot Regular / OSP 50.00 0.00 100-41900-34103 PUD -Preliminary Development Plan 575.00 ######### 100-41900-34103 PUD - Final Development Plan 500.00 ######### 100-41900-34103 PUD - Sketch Plat/Plan Review 450.00 ######### 100-41900-34103 Rezoning 575.00 ######### 100-41900-36200 Sign - Wetland Buffer Sign (per sign - requires site inspection)20.00 0.00 100-41900-34103 Sign - Development Notice Sign $165.00 first sign/ $50.00 each additional 165.00 0.00 100-41900-34103 Site Plan 425.00 ######### 100-41900-34103 Site Plan Amendment - Minor 200.00 ######### 100-41900-34103 Sketch Plat/Plan Review - Regular / OSP 450.00 ######### 100-41900-34103 Topography Exemption, Wetland Waiver, Electronic File Waiver 200.00 ######### 100-41900-34103 Vacation 350.00 ######### 100-41900-34103 Variance 550.00 ######### 100-41900-34103 Zoning/Subdivision Code Amendment 700.00 ######### 100-41900-34103 Meeting with City Consultants (first hour no charge)Over 1 hour Contract fee 500.00 2016 FEE SCHEDULE FEE WATER AND SANITARY SEWER FEE SCHEDULE Water rates - residential (monthly use) per 1,000 gallons Tier 1: 0 gallons to 4,999 gallons 1.60 Tier 2: 5,000 gallons to 8,999 gallons 1.92 Tier 3: 9,000 gallons to 19,999 gallons 2.40 Tier 4: 20,000 gallons and over 3.20 Water rates - non residential (monthly use) per 1,000 gallons Tier 1: 1,000 gallons +1.92 Water base fees - payable by each user for each month Residential 12.00 Non residential 12.00 Sewer rates - residential (monthly use) per 1,000 gallons Tier 1: All homes billed 8,000 gallons at per 1,000 gallon rate 2.42 Sewer rates - non residential (monthly use) per 1,000 gallons Tier 1: 1,000 gallons +2.42 Sewer base fees - payable by each user for each month Residential 25.00 Non residential 25.00 Late/Past Due Payments Late Payment Penalty 10% of unpaid bill Water Disconnect 65.00 Water Reconnect 65.00 Trunk Line Availability Charge (TLAC) Water Trunk Line Availability Charge (TLAC) - per acre 5,305.00 Sewer Trunk Line Availability Charge (TLAC) - per acre 3,203.00 Connection Fees - City of Corcoran Water Connection Fee (per unit) - Single Family 1,061.00 Water Connection Fee (per unit) - Multi-Family 849.00 Water Connection Fee (per unit) - Non-Residential 1,061.00 Sewer Connection Fee (per unit) - Single Family 1,061.00 Sewer Connection Fee (per unit) - Multi-Family 849.00 Sewer Connection Fee (per unit) - Non-Residential 1,061.00 Connection Fees - City of Maple Grove (Per Maple Grove Fee Schedule) Water Connection Fee (per unit) - Residential/individual laundry facilities 2,235.00 Water Connection Fee (per unit) - Residential/ no individual laundry facilities 1,790.00 Water Connection Fee (per unit) - Commercial/Industrial/Mixed 8,945.00 Water Connection Fee (per unit) - Parks 1,120.00 Water Connection Fee (per unit) - Institutional 8,945.00 Connection Fees - Metropolitan Council Sewer Access Charge (SAC)2,485.00 Meter Fees Meter - standard Cost plus 10% Meter - larger than standard Cost plus 10% Meter Inspection 65.00 STAFF REPORT Agenda Item 6d. Council Meeting: October 13, 2016 Prepared By: Jessica Beise Topic: 2016 Wage Scale Amendment Action Required: Approval Summary: On August 1, 2016 the Minnesota Minimum wage went up from $9.50 per hour as our entity is considered a large employer. The City’s wage scale for rink attendants is not consistent with the minimum wage requirements and needs to be amended to meet these standards. Financial/Budget: New rink attendants will be receiving a $0.30 per hour difference above the budgeted hourly wage with returning $.83 per hour above the budgeted hourly wage. Staff is anticipating freezing these wages for 2017. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Council Action: Adopt the amended 2016 Wage Scale. Attachments: 1. Amended 2016 Wage Scale (See opposite side of this page) Grade Start 6 Months 1 Year 2 Years 3 Years 4 Years 5 Years 1 $15.81 $16.39 $16.97 $17.54 $18.12 $18.70 $19.28 2 $16.73 $17.34 $17.95 $18.57 $19.18 $19.79 $20.40 3 $17.71 $18.35 $19.00 $19.65 $20.30 $20.95 $21.59 4 $18.74 $19.42 $20.11 $20.80 $21.48 $22.17 $22.85 5 $19.83 $20.56 $21.28 $22.01 $22.73 $23.46 $24.18 6 $20.99 $21.75 $22.52 $23.29 $24.06 $24.83 $25.59 7 $22.21 $23.02 $23.84 $24.65 $25.46 $26.27 $27.09 8 $23.51 $24.37 $25.23 $26.09 $26.95 $27.81 $28.67 9 $24.88 $25.79 $26.70 $27.61 $28.52 $29.43 $30.34 10 $26.33 $27.29 $28.25 $29.22 $30.18 $31.14 $32.10 11 $27.86 $28.88 $29.90 $30.92 $31.94 $32.96 $33.98 12 $29.22 $30.29 $31.36 $32.43 $33.50 $34.57 $35.63 13 $30.65 $31.77 $32.89 $34.01 $35.13 $36.25 $37.37 14 $32.00 $33.17 $34.34 $35.51 $36.68 $37.85 $39.02 15 $33.41 $34.63 $35.85 $37.07 $38.29 $39.52 $40.74 16 $34.88 $36.15 $37.43 $38.71 $39.98 $41.26 $42.53 17 $36.41 $37.75 $39.08 $40.41 $41.74 $43.07 $44.41 18 $37.84 $39.23 $40.61 $41.99 $43.38 $44.76 $46.15 19 $39.33 $40.76 $42.20 $43.64 $45.08 $46.52 $47.96 20 $40.87 $42.36 $43.86 $45.35 $46.85 $48.34 $49.84 Position Start 1 Year 2 Year Rink Attendant $9.50 $10.03 $10.56 Maintenance Worker 1 $11.02 $11.63 $12.24 Maintenance Worker 2 $14.69 $15.50 $16.32 Snow Plow Operator $20.20 $21.32 $22.44 Start-2080 hours 2081-4160 hours Over 4160 hours Police Officer-PT $22.50 $23.75 $25.00 EXHIBIT A - 2016 FULL-TIME, PART-TIME, AND SEASONAL WAGE SCHEDULE Steps 2016 PART-TIME AND SEASONAL WAGE SCHEDULE 2016 FULL-TIME WAGE SCHEDULE CITY OF CORCORAN 10/13/16 8:56 AM Page 1 *Check Detail Register0 October 2016 Check Amt Invoice Comment 10100 Farmers State Bank 'Ta'i 'd Mh k �#0 24849 M/l '3/ 2 0 1 '6W'E 'TR 0 'pb L: 'IfA"R COUNCIL M &Eff ��- E 602-49450-310 Other Professional Services $91840.60 093016 09/16 SAC ACTIVITY Total METROPOLITAN COUNCIL MCES $9,840.60 10100 Farmers State Bank $91840.60 Fund Summary 10100 Farmers State Bank 602 SEWER $9,840.60 $91840.60 STAFF REPORT Agenda Item 8a. Council Meeting: October 13, 2016 Prepared By: Brad Martens Topic: Financial Performance Report Action Required: None – Informational Summary: Attached to this report is the updated Financial Performance Report through September 2016 which shows an anticipated surplus of $167,147. The following highlights items responsible for a majority of the surplus: Deferred assessment for the 1990 Hackamore Road Improvement Project: $67,329.71 Building permit revenue: $45,626 (only budgeted for 23 new homes in 2016) Motor fuels decrease: $23,000 (lower than anticipated fuel costs) Dust control decrease: $15,500 (lower than anticipated pricing) Parks wage savings: $20,182 (did not fill Maintenance 2 position) Financial/Budget: The 2016 budget includes a $10,000 transfer to reserves. Any surplus would be added to the reserves unless reallocated for a different purpose. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility, and the prudent stewardship of public funds is essential for citizen confidence in government. Options: N/A Recommendation N/A Council Action: N/A Attachments: 1. Financial Performance Report STAFF REPORT Agenda Item 8b. Council Meeting: October 13, 2016 Prepared By: Brad Martens Topic: Commission Representatives Action Required: None – Informational Summary: The advisory commission representatives for the October 13th Council meeting are as follows: Planning Commission: Alan Schultz Parks and Trails Commission: Sharon Meister 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: October 13, 2016 Prepared By: Jessica Beise Topic: Public Hearing-Certifying Delinquent Fees to Hennepin County Action Required: Approval Summary: Annually the City certifies the delinquent fees for recycling, dust control, property management and costs charged to the City. A public hearing is called to provide an opportunity for residents to voice their opinion on the fees. Financial/Budget: As of October 7 the total amount certified will be $8,053.79. Note residents can pay their bill until November 14. The final assessment roles for each of the delinquent fees will be provided at the meeting. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. 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. Options: 1) Hold public hearing; approve resolutions 2016-81, 2016-82, 2016-83 certifying delinquent fees to Hennepin County. 2) Hold public hearing; direct staff to not certify fees to Hennepin County. Recommendation: Hold public hearing; approve resolutions 2016-81, 2016-82, 2016-83 certifying delinquent fees to Hennepin County. Council Action: Hold public hearing; approve resolutions 2016-81, 2016-82, 2016-83 certifying delinquent fees to Hennepin County. Attachments: 1) Resolution 2016-81 - Certifying the 2016 Delinquent Recycling Fees 2) Resolution 2016-82 - Certifying the 2016 Delinquent Dust Control Fees Page 2 3) Resolution 2016-83 - Certifying the 2016 Delinquent Costs Charge to the City City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2016-81 Page 1 of 1 Motion By: Seconded By: A RESOLUTION CERTIFYING THE 2016 DELINQUENT RECYCLING FEES TO THE HENNEPIN COUNTY AUDITOR FOR COLLECTION IN 2017 WHEREAS, the records of the City of Corcoran list certain properties as being delinquent; and WHEREAS, the property owners have been notified of the due date through a direct mailing; and WHEREAS, The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment with late charge to the city treasurer, except that no late charge shall be charged if the entire assessment is paid within 30 days from the adoption of this resolution; and may, at any time thereafter, pay to the city treasurer the entire amount of the assessment remaining unpaid, with late charge, by November 14, 2016. WHEREAS, City of Corcoran Ordinance No. 2011-261 authorizes certification of such delinquent properties to the Hennepin County Auditor for collection along with an administrative fee. Levy # 19476. NOW, THEREFORE BE IT RESOLVED, the City of Corcoran, City Council hereby directs the Hennepin County Auditor to place upon the tax rolls for taxes payable in 2017 the delinquent accounts which are listed in Exhibit “A” who have not resolved the fees by close of business on November 14, 2016, attached hereto. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 13th day of October 2016. ________________________________ Ken Guenthner - Mayor ATTEST: ____________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator 9a. October 13, 2016 City of Corcoran County of Hennepin State of Minnesota RESOLUTION NO. 2016-82 Page 1 of 1 Motion By: Seconded By: A RESOLUTION CERTIFYING THE 2016 DELINQUENT DUST CONTROL FEES TO THE HENNEPIN COUNTY AUDITOR FOR COLLECTION IN 2017 WHEREAS, the records of the City of Corcoran list certain properties as being delinquent; and WHEREAS, the property owners have been notified of the due date through a direct mailing; and WHEREAS, The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment with late charge to the city treasurer, except that no late charge shall be charged if the entire assessment is paid within 30 days from the adoption of this resolution; and may, at any time thereafter, pay to the city treasurer the entire amount of the assessment remaining unpaid, with late charge, by November 14, 2016. WHEREAS, City of Corcoran Ordinance No. 2011-261 authorizes certification of such delinquent properties to the Hennepin County Auditor for collection along with an administrative fee. Levy # 19477. NOW, THEREFORE BE IT RESOLVED, the City of Corcoran, City Council hereby directs the Hennepin County Auditor to place upon the tax rolls for taxes payable in 2017 the delinquent accounts which are listed in Exhibit “A” who have not resolved the fees by close of business on November 14, 2016, attached hereto. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 13th day of October 2016. ________________________________ Ken Guenthner - Mayor ATTEST: ____________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator 9a. October13, 2016 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kendra Lindahl, Landform D ATE: October 6, 2016 for the October 13, 2016 City Council Meeting RE: Final Plat for “Park Place Storage Plat 3” for property at 6415 County Road 19. (PID 31-119-23-31-0005, 31-119-23-31-0056 and 31-119-23-31-0057) (City File 16-027) 1.Application Request Park Place Storage Condominiums Inc. has applied for final plat approval for “Park Place Storage Plat 3” for two lots and one outlot. The outlot is for ponding. 2.CONTEXT Level of City Discretion in Decision-Making The City’s discretion in approving a final plat is limited to whether or not the proposed plat meets the standards outlined in the City’s subdivision and zoning ordinance and the conditions of preliminary plat approval. If it meets these standards, the City must approve the final plat. Background The City Council approved a preliminary plat, site plan, conditional use permit and variances for this project on September 22, 2016. 3.Analysis of Request Staff has reviewed the application for consistency with the approved preliminary plans, as well as City policies. The City Engineer’s comments are incorporated into this staff report and resolution and the detailed comments are included in the attached engineering memo. The applicant is still working to revise the plans to address all of the preliminary approval conditions. Staff has included conditions to ensure those conditions are met prior to development. Final Plat The applicant is requesting approval of a final plat to create two lots and one outlots. The final plat is consistent with the approved preliminary plat. The final plat will dedicate additional right-of-way for County Road 19 and a new 65th Place city street right-of-way. The City Council approved a variance to allow the applicant to construct a private drive Agenda Item: 10a. Park Place Storage Plat 3 Final Plat (16-027) 2 October 6, 2016 in this public right-of-way as temporary access until municipal sewer and water are available. The City of Corcoran would construct 65th Place when utilities can be installed. The landowner would be assessed for these improvements at the time of construction. The City Attorney has drafted a temporary license agreement to allow this private drive within the public right-of-way. This agreement must be executed and filed with the plat. Park Dedication Parks & Trails Plan shows the existing regional trail on CR 19. The park dedication requirements would be met by cash in lieu of land for the project (3% of the market value of the land). The park dedication ordinance is based on an industrial land value of $125,000/acre. The net land area of the site is 14.9 acres; therefore, park dedication would be $55,875 in 2016. This would satisfy dedication for Phases 1-4. Conclusion Staff has reviewed the plan for consistency with the applicable standards outlined in the preliminary approvals, Zoning Ordinance and Subdivision Ordinance. We have included conditions in the attached resolutions to address these issues. 4. Recommendation Move to adopt Resolution 2016-84 approving the Final Plat. Attachments a. Resolution 2016-84 approving the final plat b. Location Map c. Engineer’s Memo dated October 6, 2016 d. Draft Temporary License Agreement e. Approved Preliminary Plat f. Final Plat received September 16, 2016 City of Corcoran October 13, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-84 Page 1 of 3 Motion By: Seconded By: APPROVING FINAL PLAT FOR “PARK PLACE STORAGE PLAT 3” FOR PROPERTY AT 6415 COUNTY ROAD 19. (PID 31-119-23-31-0005, 31-119-23-31-0056 AND 31-119-23-31- 0057) (CITY FILE 16-027) WHEREAS, Park Place Storage Condominiums, Inc. (“the applicant”) has requested approval of a preliminary plat to create two lots and one outlot on property legally described as follows: Lots 2 and 3, Block 1, Park Place Storage Plat 2, Hennepin County, Minnesota, together with the north 10 acres of the northeast Quarter of the Southwest Quarter, except Road, of Section 31, Township 119, Range 23, all in Hennepin County, Minnesota. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF CORCORAN, MINNESOTA, that the Corcoran City Council approves the request for a final plat; and; FURTHER, that the approval is granted based on the following findings and conditions: 1. A final plat is approved to create for two lots and one outlot for Park Place Storage Plat 3, in accordance with the plans and application received by the City on September 16, 2016 and revisions received October 3, 2016, except as amended by this resolution. 2. The application is subject to the review and approval by the Elm Creek Watershed Management Commission. The applicant shall comply with any conditions of approval from the watershed. Where the City requirements are different than the watershed requirements, the applicant shall comply with the more restrictive standard. 3. The developer shall comply with all conditions of the preliminary plat and site plan/variance/conditional use permit approvals in Resolution 2016-78 and Resolution 2016-77. 4. The applicant may apply for a grading permit prior to filing the final plat. 5. Prior to release of the final plat for recording: a. The applicant shall pay cash in lieu of land for park dedication, based on the park dedication standards at the time the plat is released for filing. Park dedication for 14.9 net developable acres shall be due and shall satisfy all park dedication requirements for Phases 1-4. b. The applicant shall comply with all requirements of the City Engineer’s memo, dated October 6, 2016. c. The applicant and the City shall execute a license agreement to allow the applicant temporary use of the 65th Place public right-of-way for a temporary, non-exclusive private drive until the public street is improved by the City. City of Corcoran October 13, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-84 Page 2 of 3 d. The association documents must be submitted for review and approval by the City Attorney prior to release of the document for recording with the final plat. e. The landowner shall be responsible for a portion of the 65th Place street and infrastructure improvements subject to the assessment policy in place at the time the work is completed. f. Submit a financial guarantee for the proposed work as outlined in Section 1070.050, Subd. 9 of the Zoning Ordinance. 6. The following conditions be met prior to issuance of building permits: a. The applicant must record the approving resolutions and associated documents at Hennepin County and provide proof of recording to the City. b. The applicant shall provide the approved preliminary and final plan drawings to the City in an electronic (AutoCAD) format. c. The applicant must provide the City will all required wetland and stormwater permits from Elm Creek Watershed Management Commission for any required wetland of stormwater permits. d. The applicant is responsible for obtaining all require Hennepin County septic permits. e. All drainage and utility easements shall be staked, surveyed and properly recorded prior to beginning any work on site. f. Wetland buffer monument signs must be purchased from the City and installed by the applicant. 7. The following conditions be met prior to release of remaining escrow: a. Lot corner monuments shall be installed as required by the Subdivision Ordinance. A financial guarantee shall be required to ensure installation per city requirements. 8. The applicant must file the final plat at Hennepin County within 2 years of the date of approval or the approval shall expire. VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 13th day of October 2016. City of Corcoran October 13, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-84 Page 3 of 3 ___________________________________ Kenneth Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise – City Clerk Hennepin County Property Map Date: 8/25/2016 Comments: 1 inch = 400 feet PARCEL ID: 3111923310057 OWNER NAME: Park Place Storage Condo Inc PARCEL ADDRESS: 6415 Co Rd No 19, Corcoran MN 55357 PARCEL AREA: 5.87 acres, 255,912 sq ft A-T-B: Abstract SALE PRICE: SALE DATA: SALE CODE: ASSESSED 2015, PAYABLE 2016 PROPERTY TYPE: Residential Miscellaneous HOMESTEAD: Non-Homestead MARKET VALUE: $225,000 TAX TOTAL: $4,642.50 ASSESSED 2016, PAYABLE 2017 PROPERTY TYPE: Residential Miscellaneous HOMESTEAD: Non-homestead MARKET VALUE: $247,000 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 Technical Memo Wenck Associates, Inc. | 1800 Pioneer Creek Center | P.O. Box 249 | Maple Plain, MN 55359-0249 Toll Free 800-472-2232 Main 763-479-4200 Email wenckmp@wenck.com Web wenck.com - To: Kendra Lindahl, City Planner From: Kent Torve, P.E., Kevin Mattson, P.E. Date: October 6, 2016 Subject: Park Place Storage – Plan Review Comments 3 A plan set with revisions dated 9/15/2016 has been received for the proposed Park Place Storage. The following comments are in regards to the plans submitted and should be considered in revisions to next submittal. • It can be noted that plans will undergo additional review and although the scope of review has included major project components, different comments may be added by the City before approval. General 1. Plans are marked “Preliminary--Not for Construction” which is typical process to receive Council approval. Construction plans will be required to be reviewed and approved by City Engineer. 2. Submit a list and the status of all permits required for the project. 3. Driveway approach grade for the north is shown at 5% or greater, although a private matter it is recommended to be less than 5% slope for long wheel base, public safety, and trailered vehicles. 4. Watershed approval is required. North Road/West Property Access 5. The north access road is a private road constructed within City ROW. a. A road profile and cross sections for road grades to the west property line are required b. Any wetland impacts shall be mitigated with the project and filled to grade, to the west property line. This should occur in Phase 1. c. Latest version shows no wetland impacts. Should the design change and mitigation is required, documentation shall be submitted that road ROW/corridor is available for improvement. 6. Conceptual Building A, Phase 4 shall extend the private drive to west edge of building with hammerhead for fire access. This can be constructed with the building. a. The road surface west of north driveway access can be Class V and is required to pass a roll test. b. Turnaround/hammerhead at west end of building can be in an easement which can be vacated when City road is constructed to serve property to the west. Engineer’s Memo October 6, 2016 2 \\mspfsv02.lps.local\Studios\Planning & Urban Design Studio\City of Corcoran\COR16027 - Park Place Final Plat\2016-10-06 engineering comments Park Place Storage - Review Comments_3.docx 7. The plans identify a boulder retaining wall less than 4 feet along the north property line. a. An encroachment agreement will be executed listing the applicant as the wall owner and responsible for maintenance within City ROW. 8. Verify that the proposed ROW dedication will meet future road construction requirements. The road profile will be reviewed when submitted. CR 19 Emergency Fire Access 9. Obtain a County permit and construct the Emergency Fire Access as shown along CR 19 at location of berm between ponds. Access shall pass roll test and landscaping, fencing and/or bollards will be approved by City Planner and Public Safety. a. Current plans are Class V and staff will review and give final design guidance. Sanitary Sewer & Watermain 10. Label pipe sizing and material type information for both water and sanitary sewer. Plans 4-inch services, typical commericial/industrial is 6-inch. a. Junction between buildings need to be shown as manholes or cleanouts. Although line is private, typically sewer aren’t constructed at 90 degree turns. b. Cleanouts and manholes should be shown approximately 400 feet. 11. The main (future) City sewer and water connection for the site will be provided only at the north driveway entrance. a. Future connections shown at the at the CR 19 Emergency Fire Access (see previous comment) should remain on final plans. Storm Sewer 12. OCS are required at each pond or wetland outlet. Include details on plan sheets with separate detail showing elevations for each outlet control structure and emergency overflows and existing wetlands. 13. Future Phase 4 (Conceptual Building B) does not meet the 2 foot freeboard requirement above the HWL. 14. The stormwater system is considered private and all future maintenance responsibilities belong to the property owner. It is recommended to clean the outlet ditch on the north side of the existing access road, upstream of the 15-inch CMP. a. Verify the pipe diameter and capacity, due to the large amount of drainage to the pipe. If damaged, shall be replaced with new. b. The number of inlets appears inadequate for the amount of impervious. This is private issue, however review of ponding elevations at inlets is recommended. Engineer’s Memo October 6, 2016 3 \\mspfsv02.lps.local\Studios\Planning & Urban Design Studio\City of Corcoran\COR16027 - Park Place Final Plat\2016-10-06 engineering comments Park Place Storage - Review Comments_3.docx Stormwater Modeling needs resubmittal and will undergo further review. Comments from prior memo’s include: 15. Routing and discharge locations may need to be revised after review next submittal. 16. Execute “Existing Conditions” model with the existing ponds to calculate current outflow rates. 17. Provide sketch showing discharge rates and locations from the site for Existing and Proposed conditions. 18. Exfiltration rate set at 0.8 in/hr was high, MPCA guidelines suggest 0.2 in/hr for C soils. 19. Show pipe invert elevations on both the grading and utility plans. All elevations in model should match plan elevations 20. Include NWL and HWL for wetlands. 21. Identify roof drain locations on the plans and verify that the runoff volumes are included in the stormwater ponding and pipe sizing calculations. 22. Review proposed HWL in swale along north side of Building A. Proposed bottom of swale appears to be 1 foot below building elevation and there will likely be runoff from the adjacent ground surface to the north directed towards the building. Consider modifications to the swale to maintain adequate depth and 2% grade or add draintile/inlets. 23. Some proposed building elevations do not meet the required 2 foot freeboard separation requirements for HWL/EOF. Identify and label all EOF locations on wetlands in addition to the ponds. Grading 24. Provide minimum of 10 foot access routes for all general maintenance requirements for stormwater ponds, utilities, etc. Label routes on plans. Streets 25. Proposed concrete valley gutters in parking lot area are less than the recommended minimum of 0.5%. 26. Curbing is required around exterior of site per City code. Engineer’s Memo October 6, 2016 4 \\mspfsv02.lps.local\Studios\Planning & Urban Design Studio\City of Corcoran\COR16027 - Park Place Final Plat\2016-10-06 engineering comments Park Place Storage - Review Comments_3.docx Plat 27. Show easements over utilities, ponds, wetlands, etc. and provide sufficient area for access and maintenance activities. End of Comments TEMPORARY LICENSE AGREEMENT This non-exclusive Temporary License Agreement (“License”) is entered into between Park Place Storage Condominiums, Inc. (“Park Place”) and the City of Corcoran, Hennepin County, Minnesota (the “City”). RECITALS WHEREAS, the City owns the right-of-way located in the City of Corcoran and legally described as: 65th Place within the Park Place Storage Plat III (“City Right-of-Way”) WHEREAS, Park Place owns real property adjacent to the City Right-of-Way and desires to use the City Right-of-Way to construct and maintain a 24-foot wide private roadway over the eastern 850 feet of 65th Place; and WHEREAS, the City has determined to grant Park Place a non-exclusive temporary license for this purpose, until such time as the City constructs a public roadway within the City Right-of Way, under the terms and conditions outlined in this License. NOW, THEREFORE, the parties hereto agree as follows: 1) City hereby grants Park Place a non-exclusive Temporary License for use by Park Place on the above-described City Right-of-Way for the benefit of the Park Place Parcel, to construct, use, and maintain a 24-foot wide private roadway for ingress and egress within that portion of the City Right-of-Way. 2) The private roadway shall be placed over the eastern 850 feet of 65th Place, shall be built to City standards, and shall be subject to approval by the City. A road profile and cross sections for road grades to the west property line are required. 3) Maintenance of the private roadway shall be the exclusive obligation of Park Place and all costs associated with the maintenance of the same shall be the exclusive responsibility of Park Place. 2 4) This License shall terminate upon 30 days written notice from the City of Corcoran, at a time when the City initiates a construction project to construct a public roadway within the above-referenced City Right-of-Way. 5) Upon the completion of a public roadway within the City Right-of-Way, Park Place and/or its assigns shall be proportionately assessed for its/their share of the City’s costs in constructing the public roadway and any public utilities within the City Right-of-Way. 6) The City will be permitted to access the City Right-of-Way for purposes of inspection at all reasonable times. 7) Park Place’s right to use of the private roadway constructed within the City Right-of-Way shall be non-exclusive and the City may separately license other users of the same. 8) Park Place shall indemnify the City for any damages to the City Right-of-Way and it is agreed that the City shall incur no costs for the keeping or maintaining of the private roadway identified above, except that Park Place shall not be responsible for any damages caused by any separately licensed users of the City Right-of-Way. 9) At such time as the private roadway contemplated above is abandoned or no longer used by Park Place, or its successors, this License shall terminate. LICENSOR: CITY OF CORCORAN Dated: _________________ ___________________________________ Ken Guenthner, Mayor Dated: _________________ ___________________________________ Jessica Beise, Clerk STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this __________ day of _________________, 2016 by Ken Guenthner and Jessica Beise, the Mayor and Clerk of the City of Corcoran on behalf of the City. _______________________________ Notary Public 3 LICENSEE: Dated: __________________ By:________________________________ Title: ______________________________ Park Place Storage Condominiums, Inc. STATE OF MINNESOTA ) ) ss. COUNTY OF HENNEPIN ) The foregoing instrument was acknowledged before me this _______ day of _______________, 2016 by ____________________________, the _____________________ of Park Place Storage Condominiums, Inc. _______________________________ Notary Public THIS INSTRUMENT WAS DRAFTED BY: John J. Thames, Esq. CARSON, CLELLAND & SCHREDER 6300 Shingle Creek Parkway, Suite 305 Minneapolis, MN 55430 763-561-2800 6415 C.R. 19 P.O.BOX 326 CORCORAN, MINNESOTA 55357 TEL 612-670-3077 PROJECT NO. FILE NAME IF THE SIGNATURE, SEAL OR FOUR LINES DIRECTLY ABOVE ARE NOT VISIBLE, THIS SHEET HAS BEEN REPRODUCED BEYOND INTENDED READABILITY AND IS NO LONGER A VALID DOCUMENT. PLEASE CONTACT THE ENGINEER TO REQUEST ADDITIONAL DOCUMENTS. BY DATE DATE ISSUE / REVISION REVIEW CONTACT ENGINEER FOR ANY PRIOR HISTORY TITLESHEET PROJECT SHEET INDEX ISSUE / REVISION HISTORY CERTIFICATION PROJECT MANAGER REVIEW LA N D F O R M c Landform and Site to Finish are registered service marks of Landform Professional Services, LLC.®® DEVELOPER MUNICIPALITY 08.22.2016 08.22.2016 PJO002052 20 1 6 I hereby certify that this plan was prepared by me, or under my direct supervision, and that I am a duly Licensed Professional Engineer under the laws of the state of MINNESOTA. Signature shown is a digital reproduction of original. Wet signed copy of this plan on file at Landform Professional Services, LLC office and is available upon request. Steven E. Sabraski License No:Date:License No: Signature shown is a digital reproduction of original. Wet signed copy of this plan on file at Landform Professional Services, LLC office and is available upon request. Darren B. Lazan I hereby certify that this plan was prepared by me, or under my direct supervision, and that I am a duly Licensed Landscape Architect under the laws of the State of MINNESOTA. C002PJO052.DWG PRELIMINARY PLAT C0.2NORTH 0 60 120 TYPICAL EASEMENTS LEGAL DESCRIPTION AREA SUMMARY NORTH 0 200 400 105 South Fifth Avenue Suite 513 Minneapolis, MN 55401 Tel: 612-252-9070 Fax: 612-252-9077 www.landform.net Landform®, SensiblyGreen® and Site to Finish® are registered service marks of Landform Professional Services, LLC. TO: Corcoran City Council FROM: Kendra Lindahl, Landform DATE: October 5, 2016 for the October 13, 2106 City Council Meeting RE: 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: November 12, 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.Previous Council Action At the September 22nd Council meeting, the City Council voted 3-2 (Guenthner and Thomas voted nay) to approve three of the requested sign variances but deny the request for the variance to allow a dynamic sign for a non-residential use on residential property. The Council members who voted in favor of the amendment to deny the variance did not provide finding of fact for denial, but indicated that they would provide findings to the City Administrator so that findings could be developed. Staff received one finding from one council member. We have provided a redlined version of the resolution and providing potential findings of fact for denial. The Council should modify as needed to reflect the prevailing members rational for denial. The City Attorney opined that since no findings of fact were provided by motion at the last meeting, the resolution must be voted on tonight. The Council has several options: 1.Accept the redlines as drafted by staff to approve three variances and deny the dynamic sign. 2.Modify the draft resolution to approve three variances and deny the dynamic sign. 3.Reject the redlines in the draft resolution and vote to approve all four requested variances based on the findings of fact from the Planning Commission. Agenda Item 10b. Maple Hill Estates Sign Variance (city file 16-018) 2 October 13, 2016 3. Recommendation Adopt Resolution 2016-70 approving three sign variances and denying the variance for the dynamic sign. Attachments a. Resolution 2016-70 City of Corcoran October 13, 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 October 13, 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 approveddenied, subject to the following findings: a. There are no 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 as that is a non-residential use in a residential district, but is not allowed on the Maple Hill Estates property as that is a residential use in a residential district. b. That the conditions upon which a petition for a variation is based are not 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 City of Corcoran October 13, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 3 of 5 will ensure that residents and visitors can find the center and learn about activities and events. 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, City of Corcoran October 13, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 4 of 5 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. 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 permit showing compliance with all other ordinance requirement and 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. City of Corcoran October 13, 2016 County of Hennepin State of Minnesota RESOLUTION NO. 2016-70 Page 5 of 5 VOTING AYE VOTING NAY Guenthner, Ken Guenthner, Ken Hank, Pat Hank, Pat Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Thomas, Ron Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 13th day of October 2016. ___________________________________ Kenneth Guenthner - Mayor ATTEST: ____________________________________ City Seal Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Item. 10c. Council Meeting: October 13, 2016 Prepared By: Brad Martens Topic: Sign Ordinance Amendment Action Required: Direction Summary: Councilmember Keefe has requested the Council discuss a possible amendment to the sign ordinance to allow dynamic signs on properties zoned Mobile Home Park (MP). Attached to this report is the recently amended sign ordinance. Council should direct staff whether an amendment should be initiated to allow dynamic signs on property zoned MP. Financial/Budget: Minor costs would be incurred by amending the sign ordinance. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being, and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility, and the prudent stewardship of public funds is essential for citizen confidence in government. TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. Options: 1. Direct staff to initiate an amendment to the sign ordinance to allow dynamic signs on properties zoned MP. 2. Direct staff to take no further action. Recommendation: N/A Council Action: Direct staff on whether an amendment should be made to the sign ordinance. Attachments: 1. Ordinance 2016-323 City of Corcoran County of Hennepin State of Minnesota ORDINANCE NO. 2016 -323 Motion By: Hank Seconded By: Keefe CITY OF CORCORAN May 26, 2016 AN ORDINANCE AMENDING THE TEXT OF CHAPTER 84 OF THE CORCORAN CITY CODE, ENTITLED CORCORAN SIGN ORDINANCE THE CITY OF CORCORAN ORDAINS: SECTION 1. Amendment of the City Code. The text of Chapter 84.05, Table 2- "Freestanding Signs "84 (Sign Ordinance) of the Corcoran City Code is hereby amended by deleting the stp GkAR material and adding the underlined material as follows: Table 2 —Freestanding Signs AfonwmeM m S' Sign Height AdditionalQtyCopyIllumination StandardsArea Residential External Districts 4n[emal Non- 1 32 6 Reterse channel residential letter uses amic Disol ResidentialResidential N be bcged at subdivision primary entrance of more than 6 F_xtemEd subdivision. One Ic s) and 2 32 6 internal additional sign not to medium and Reverse cannel exceed 16-square feet high Wit' letter shall be alloxed at apartments each secondary entrance. CR External Non- 1 64 18 4mernal residential Channel Fetter Uses 4>flwnc di C r GMU Extenal Non- 9 6t 16 4nismal residential Charnel lamer uses c display BP f I 1 64 16 External Internal Charnel letter Pa 1 64 16 External Internal Channel letter Dynenrc disdav DMU Freestanding signs are not pemdted an the DMU dstrict. The top of a sign, incAiding irs support shall be ne higher than the rod of the principal building. Page 1 of 2 City of Corcoran May 26, 2016 County of Hennepin State of Minnesota ORDINANCE NO. 2016 -323 SECTION 2. Effective Date. This Ordinance shall be in full force and effect upon its passage VOTING AYE Guenthner, Ken Hank, Pat Keefe, Mike LaFave, Tonya Thomas, Ron VOTING NAY Guenthner, Ken Hank, Pat Keefe, Mike LaFave, Tonya Thomas, Ron Whereupon, said Resolution is hereby declared adopted on this 26"' day of May 2016. Kenneth Guenthner -Mayor ATTEST: v essica Beise — City Clerk /Administrative Services Coordinator Page 2 of 2 City Seal STAFF REPORT Agenda Item. 11a. Council Meeting: October 13, 2016 Prepared By: Brad Martens Topic: 2017 Budget Action Required: Direction Summary: At the September 22nd meeting, the Council reviewed the third draft of the 2017 budget and adopted the preliminary levy. During that discussion, members of the City Council expressed a desire to re-visit certain line items in the budget. The Mayor directed the Council to provide staff a list of specific items for discussion at the next meeting. Below are items that were submitted to staff for discussion along with some background that may be helpful for the conversation. It is requested that the Council provide direction on further adjustments to the 2017 budget. Items requested for consideration: • 2% Cost of Living/Market Adjustment: $57,000 o The estimated budget impact is about $28,500 per percentage; a recently completed market study showed wages below the peer group selected by the City Council. It has been requested that the Council discuss the need for the 2% adjustment. • Increase to gravel budget: $10,000 o The gravel budget is used for granular material needed to maintain roads and other infrastructure. This includes class five gravel, class two/five granite, and other materials. Uses beyond gravel road maintenance include setting culverts/pipes, shouldering paved roads, repair of washouts, etc. This budget line item also pays for trucking the gravel. • Public Works Director/Engineer position: $32,000 o Budget allocation is for one-half year for 2017, a similar budget increase would take place in 2018 to fund a full year. Work would include overseeing public works department, engineering, developing short and long term work plans (asphalt management, stormwater management, utility work, fleet maintenance, etc.), plan review, etc. It has been requested that the Council discuss eliminating this position from the budget. o Current and upcoming projects that require engineering assistance: Ongoing Ravinia phase reviews – at least one per year Ongoing meetings with interested developers 2017 Ravinia road extension to Hackamore Road 2017 Ravinia neighborhood park design (possibly construction) 2017/2018 design and planning for Hackamore Road improvement project 2018 design of Gleason Parkway extension to CR 116 2018 design of western water loop extension 2019 construction of Gleason Parkway extension 2019 construction of western water loop Page 2 • Public Works Maintenance Worker: $52,492 (paid by water/sewer utility fund) o The 2017 budget includes the addition of a Maintenance Worker. It has been requested that the Council discuss eliminating this position. o The number of full-time maintenance employees has been unchanged for 13 years. In the last three years the City has added a new water and sewer utility and is heavily involved as new homes are being constructed in Ravinia at a pace of around 40 per year. Additional work related to the utility alone includes required training to maintain water and sewer certifications, installation and reading of water meters, completing utility locates (over 100 in September), water testing, hydrant flushing, lift station monitoring and maintenance, and more. Additionally, over the past three years work has drastically increased related to stormwater management to meet our permit requirements. • Asphalt maintenance increase: $15,000 o The City maintains approximately 33.5 miles of paved roads. The City budgets an amount annually to overlay roads. Approximately 12.5 miles have not yet received an overlay. Using an average cost of $60,000 per mile of overlay, at the 2016 draft budgeted allocation of $150,000 it will take an estimated five years to complete an overlay on all paved roads. Incrementally increasing the budget will escalate the pace the overlays occur. It has been requested that the Council consider assessing for overlays and reduce the budget. • Building permit revenue: Approximately $3,250 net revenue per home o The 2017 draft budget assumes that 40 new home permits will be issued above and beyond other building permits. The budget uses revenue from 23 homes towards the general fund, remaining home permits above and beyond are dedicated to other sources including building reserves and one time expenditures such as the comprehensive plan. It has been requested that the Council again discuss using all revenue towards the general fund. Staff has recommended against this approach in the past as building permit revenue is one-time revenue, meaning when it goes away the levy will need to increase to offset that revenue. The Council should discuss each of the items above and provide staff with direction. If the Council is interested in reducing the levy by a certain amount, staff could bring back scenarios to achieve that goal. Financial/Budget: The levy amount adopted at the September 22nd meeting can decrease prior to formal approval at the December 19th meeting. Based upon direction at the meeting staff will provide an updated draft of the 2017 budget at the October 27th meeting. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being, and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. Page 3 FISCAL RESPONSIBILITY We believe that fiscal responsibility, and the prudent stewardship of public funds is essential for citizen confidence in government. OPEN AND HONEST COMMUNICATION We believe that open and honest communication is essential for an informed and involved citizenry and to foster a positive working environment for employees. TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. PROFESSIONALISM We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees. Options: 1. Provide staff direction on adjustments to the 2017 budget. Recommendation: Provide staff direction on adjustments to the 2017 budget. Council Action: Provide staff direction on adjustments to the 2017 budget. Attachments: None STAFF REPORT Agenda Item. 12a. Council Meeting: October 13, 2016 Prepared By: Brad Martens Topic: 2017 Employee Benefits Action Required: Direction Summary: Annually the City approves employee benefits for the following year. A draft was presented to the Council at the September 8th work session and has been updated based upon recently released insurance plan costs. The update was based upon Council direction at that meeting to keep benefits similar for employees (generally do not increase or decrease the overall benefit to employees). It is requested that the City Council authorize staff to proceed with the benefits as presented. The recommended City contribution was reviewed with the Mayor who was appointed by the Council to work with staff to negotiate a new union agreement. Employees must complete paperwork for open enrollment by October 31st. Financial/Budget: Staff reviewed multiple options for health and dental contributions. By moving to a co-op plan a significant savings of approximately $45,000 has been realized as compared to 2016. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility, and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Approve the 2017 benefits summary as presented and authorize staff to complete necessary documents for implementation. 2. Approve the 2017 benefits summary with amendments and authorize staff to complete necessary documents for implementation. Recommendation: Approve the 2017 benefits summary as presented and authorize staff to complete necessary documents for implementation. Council Action: Consider a motion to approve the 2017 benefits summary as presented and authorize staff to complete necessary documents for implementation. Attachments: 1. 2017 Benefits Summary 2017 Benefits Summary CITY OF CORCORAN Page | 2 Disclaimer: If you have any questions after reviewing this booklet and the other provided materials, please contact the benefits contacts listed in this booklet. The information in this booklet is designed to provide only a brief description of the benefits included in the benefits program. If there is a conflict between the information in this booklet and the formal insurance plan documents or insurance contracts, the documents or contracts will govern. The benefit plans described in the booklet can have tax consequences for participants. Since this booklet is intended to be a summary of the Benefit Program, it can provide only generalized information regarding the tax rules involved. The City of Corcoran is not responsible for the tax consequences for any individual participating in this plan. See your tax advisor for additional assistance. Page | 3 Table of Contents Page 4 Benefits Overview Page 4 Eligibility Page 4 Cafeteria Plan Page 5 Benefits Contacts Page 5 Enrollment Page 5 Change in Benefits/Status Page 5 Benefits Page 5 Medical Health Insurance Health Savings Account City HSA or FSA Contribution Page 7 Dental Page 7 Life Insurance Basic Supplemental Page 7 Disability Insurance Short Term Disability Long Term Disability Page 8 Paid Time Off Page 8 Public Employee Retirement Association Page 9 MSRS – Post-Retirement Health Care Savings Page 9 Flexible Spending Accounts Page 9 Deferred Compensatio n Page 10 Additional Information Page 10 Cash Benefits Page 10 Annual Notices Page 10 Helpful Links Page | 4 Benefits Overview The City of Corcoran recognizes that each employee has unique personal and family health care, insurance and financial needs. That’s why we’ve made choice and flexibility the cornerstones of our benefits program. Please read the material carefully to learn how the benefits program works, what options are available, and how to enroll for your benefits. In addition to contributing to employee benefits, the City contributes sums towards various programs that provide further benefits to employees such as Social Security and Workers Compensation Insurance. Eligibility All regular employees working over 30 hours per work week (prorated up to 40 hours) are eligible for the Plan. Newly hired employees will become eligible on the first of the month after date of hire. Employees who have met these eligibility requirements on the Plan’s effective date may participate as of the effective date. Cafeteria Plan The benefits program lets you design a benefits package that fits your specific needs and goals in a “cafeteria design”. The diagram below illustrates how the employer and employee contributions are used to purchase benefits from a menu. In 2017 the City provides employees $1017.27 per month towards benefits. Employer Contributions The City of Corcoran makes employer contributions to each employee. A portion of the contributions will be used to purchase health insurance and the remainder, if any, can be used to purchase dental insurance or other optional benefits of your choice. Your Benefit Options Medical insurance coverage is required through the City’s plan, a spouse’s plan, Medicare or another health insurance plan. A variety of additional benefits are available for purchase with the employer contribution that is not spent on medical insurance. If there is employer contribution left after you purchase optional benefits you may receive the remaining employer contribution as taxable cash compensation. The City also offers an opt-out medical reimbursement for those waiving medical coverage who are on a spouse’s plan (A Waiver of Coverage Form must be completed. The opt-out medical reimbursement for 2017 is $617.00 per month. The opt-out medical reimbursement may be distributed towards other elected benefits or as taxable cash compensation. Employees cannot receive the opt-out medical reimbursement if they are on Medicare, covered under a parent’s plan or enrolled in an outside medical insurance plan. Employee Contribution If you utilize all your Employer Contributions and still have additional coverage needs, you will contribute your own money to cover the cost of your benefits. Employer provides monies as a benefit contribution Employee Selects Benefits If funds remain, the employee receives these monies as taxable compensation If no funds remain, the employee pays the additional monies for the benefits Page | 5 Benefits Contacts For information on benefits options and benefits processing through payroll contact your benefits team members: Jessica Beise City Clerk/Administrative Services Coordinator 763-400-7029 jbeise@ci.corcoran.mn.us Jeanie Heinecke Deputy Clerk 763-400-7032 jheinecke@ci.corcoran.mn.us Enrollment To enroll in health benefits, schedule a meeting with a benefits team member and they will provide the needed forms. They will walk through the benefit options and provide assistance with the required paperwork. Change in Benefits/Status The benefits you select at open enrollment will remain in effect through December 31 unless you experience a “change in family status.” A change in family status may allow you to make mid-year changes to your benefit selections. A change in family status is defined as one of the following events: • Change in legal marital status • Change in number of tax dependents • Employment status change for you, your spouse or dependent • Change in cost or coverage of day care • Dependent satisfies or ceases to satisfy eligibility requirements • Residence change by you, your spouse or dependent Please note: Individual benefits may have stricter requirements than the overall Flexible Benefit Plan. If you experience a change in family status, certain benefits, such as medical insurance, may not allow for mid-year benefit changes. You can make changes throughout the year to your Health Savings Account should changes arise. If you have questions on changes in status contact a benefits team member. Benefits The City offers a variety of benefits which are summarized below. If you have questions on any of the benefits described in this booklet contact a benefits team member. Medical Health Insurance The City offers one medical plan option with Blue Cross Blue Shield of Minnesota through the Training and Resource Solutions Service Cooperative to our employees. Theplan has two different coverage levels providing single and family coverage for a wide range of hospital and medical services and supplies. Medical insurance coverage is required through the City’s Blue Cross Blue Shield plan, a spouse’s plan, Medicare or another health insurance plan. Employees may waive medical coverage if they are on a spouse’s health plan, Medicare or another health plan. Employees who choose to waive this coverage must provide proof of coverage. Only employees who are on a spouse’s health plan are eligible for an opt out medical reimbursement. Health Savings Account (HSA) As part of our medical benefit options, the City of Corcoran offers a Health Savings Account (HSA) for those employees who choose the high deductible (HDHP) Plan offered with an HSA option. The maximum HSA contribution is $3400.00 for single and $6750.00 for family. Employees 55 or older can make an additional $1,000 towards their HSA. Employees select the amount they would like to contribute to their HSA. Individual accounts are set up at Optum and the amount deposited will be deducted pre-tax from the employee’s paycheck each pay period and deposited into the account. When funds in the HSA are used for medical tax qualified expenses the funds are tax free. Each employee will receive a debit card to use for paying for medical expenses or for reimbursing themselves from their account. Money in the HSA not used in any given year will rollover into the next year’s balance or may be used for eligible expenses after termination from employment or retirement. If you have switched from a previous HRA plan to a HSA plan those funds are available on a limited dental and vision basis. City Health Savings Account (HSA) or Flexible Spending Account (FSA) Contribution The City will contribute $$216.67per month towards employees HSA for those employees taking health insurance through the City’s Blue Cross Blue Shield plan. Employees opting out of health care will receive a City Contribution of $350.00 into FSA account. Employees can submit receipts to the benefits team members for reimbursement of qualifying medical expenses or dependent care expenses. These FSA funds must be used within a calendar year or these may be forfeited and must be limited to certain types of expenses if you or a spouse has access to an HSA. For additional information on either a HSA or a FSA, see those sections in this booklet or speak to a benefits team member. Dental Page | 6 Page | 7 Dental insurance is offered through Dental Dental It offers a way for you and your family to maintain a program of regular dental checkups, preventive care and repair. There are certain waiting periods on benefits you may want to be aware of. Life Insurance Basic Life and Accidental Death and Dismemberment Insurance The City pays for $50,000 worth of personal group term life insurance for each employee, including accidental death and dismemberment insurance. Supplemental Life Employees can purchase supplemental life insurance above basic life insurance, for themselves, a spouse or their children. Disability Insurance Short Term Disability Your Short Term Disability (STD) policy is a City provided benefit offered through a selected insurance carrier. Employees qualify for short term disability when they are not able to perform their job duties because of the employee’s personal illness or disability. While employees may qualify for other types of leaves, employees do not qualify for short-term disability benefits based upon the illness or disability of another family member. After a designated waiting period per the contracted insurance provider’s guidelines, the insurance carrier will pay employee’s pre-disability salary at 60% percent and the employer will pay the remaining total based on years of service at the following rates: : • 0-6 years of service: 70% • 7 + years of service: 100% • Any employees represented by a labor agreement hired after January 1, 2016 will receive employee’s pre-disability salary up to a maximum of 60% provided by a short-term disability insurance provider. • Any employees not represented by a labor agreement hired after January 1, 2017 will receive employee’s pre-disability salary up to a maximum of 60% provided by a short-term disability insurance provider. Employees may receive short-term disability payments of up to 90 consecutive calendar days per year, after which long-term disability coverage may be utilized. PTO may be used to bridge the gap from short term disability. For employees who worked at the City before 2007, they may use their Extended Leave Bank to bridge the gap to short term disability. See the employee handbook for more information. Long Term Disability Your Long Term Disability (LTD) policy is a City provided benefit offered through a selected insurance carrier. Eligible employees are covered with a benefit equal to 60% of Page | 8 monthly pay subject to a maximum paid by the insurance carrier. PTO or an Extended Leave Bank can used to bridge the gap on long term disability. It is the employee’s responsibility to communicate with the benefits team and their department supervisor weekly to inform them of their health/return to work status during their disability. An employee handbook can be obtained from the benefits team. Paid Time Off (PTO) Less than full-time status or leaves of absence can affect total days available. Employees in regular part-time positions, generally scheduled to work 30 or more hours per week, shall earn paid time off based on their years of service on a pro-rated basis. Every 173.33 hours worked is equal to a “month”. Temporary and seasonal employees are not eligible for PTO. PTO may be used in one (1) hour increments for non-exempt employees. PTO should be scheduled with as much advance notice as possible to assist in scheduling workflow. Exempt employees should refer to the employee handbook for PTO usage. At the end of each calendar year, you may roll over up to one times your annual PTO allocation into your PTO bank. Any PTO time over one year’s accrual will be forfeited. For non-union employees when you leave the City upon termination or retirement, an employee must contribute 50% of their PTO severance into their Post-Retirement Health Care Savings Plan. Union Employees contribution is per the current labor agreement. For more information see the employee handbook. PERA – Public Employees Retirement Association The City and employees are both required to participate in a pension program. State law sets the required amount of the contribution. For more information, see the Additional Information section for links to the PERA website. MSRS – Post Retirement Health Savings Minnesota State Retirement System (MSRS) administers the Post-Retirement Health Care Savings Plan. Dollar amounts per the employee handbook or current labor Service Increment Total PTO Days/year Total PTO hours/per pay period 0 - .9 years 15 4.7 1 - 4.9 years 20 6.2 5 - 9.9 years 25 7.7 10 - 14.9 years 30 9.3 15 – 19.9 years 35 10.8 20 + * 40 12.4 *Applies only to employees hired prior to December 1, 2011 Page | 9 agreement are set aside tax-free both going into and when taken out of your account. Money set aside in this account is used to pay for medical expenses, health insurance, and other premiums after your termination from state employment. For more information view the Additional Information section for links to the MSRS website. Flexible Spending Accounts (FSAs) Two Flexible Spending Accounts offer participating employees a convenient way to use pre-tax dollars to pay for non-covered health care and dependent care expenses: • Health Care Expense Reimbursement Account--Under our Medical Plan, you pay deductible and co-insurance costs out of your own pocket. You also pay the full cost of other items that are not covered by the Plan. By participating in this expense reimbursement account, you can pay up to $2,500 of these expenses with pre-tax dollars. Health Care Expense Reimbursement Accounts must be limited to vision and dental expenses if you or your spouse have participation in an HSA. Contact a benefits team member for more information or questions. For 2017: Eligible 2017 Health Care FSA expenses may be incurred between Jan. 1 – Dec. 31, 2017. You have until March 31, 2018, to submit your claims for reimbursement. Any funds remaining in your account after March 31, 2018, will be forfeited, so it is important to estimate your expenses carefully. • Dependent Care Expense Reimbursement Account--If you must pay for the care of a dependent child or adult care.. Eligible employees who enroll in the expense reimbursement account can also cover up to $5,000 of such expenses per Plan year. The dependent care account reimburses dependent day care expenses necessary while you (and your spouse, if you're married) are attending school on a full-time basis or working. Typically, these would be day care expenses for children, but you can also use this account to reimburse day care for other dependents, such as spouses, parents, or grandparents, who cannot care for themselves. Your dependent must live in your home at least eight hours a day. Allowable expenses include those for care provided in your home, a sitter's home, or a day care facility. Allowable expenses must include proof of payment for the services. Expenses for certified all- day kindergarten programs are not eligible. For 2017: Eligible 2017dependent care FSA expenses may be incurred between Jan. 1 – Dec. 31, 2017. You have until March 31, 2018, to submit your claims for reimbursement. Any funds remaining in your account after March 31, 2018, will be forfeited, so it is important to estimate your expenses carefully. The above two accounts do not change the amount or shape of your current health care benefits. They are a means of budgeting and paying for these expenses in a more economical manner. Deferred Compensation and ROTH Contributions Page | 10 The Minnesota Deferred Compensation Plan (MNDCP) and ROTH is open to all Minnesota public employees. This program allows an employee to voluntarily set aside a portion of their income and accumulate it on a pre-tax basis, after tax basis or both. For more information, see the Additional Information section for links to the MSRS website. Family Heritage New in 2017, Family Heritage offers voluntary supplemental health and life insurance plans for employees. This program allows employees to voluntarily purchase supplemental insurance for Cardiac and Stroke Coverage; Accidental Injury and Death Coverage; Intensive Care Coverage and Cancer Care Coverage. For more information, see the Additional Information section for links to the Family Heritage website. Additional Information Cash Benefits After you have selected your benefits, you may still have part of your monthly employer contribution left over. Any unspent monthly employer contributions will be paid to you as taxable cash compensation. If you are waiving “medical insurance” because you are covered under an spouse’s health insurance plan the City’s “opt out” contribution for your cafeteria plan will be distributed amongst any of the other cafeteria benefits if you choose. If no elections, the entire amount will be paid out to you as taxable income each month. If you participate in another plan or Medicare you are not eligible for the “opt out” contribution. Annual Notices Medicare Creditable Coverage Notice We are required to provide a Medicare Creditable Coverage Notice to any Medicare- eligible members enrolled or seeking enrollment on our medical Plan. Medicaid and the Children’s Health Insurance Program (CHIP) Notice We are also required to provide this notice which offers information to help employees and their children who are eligible for our health coverage, but need assistance in paying their health premiums, as well as Special Enrollment periods. The notice gives state contact information for Minnesota. Women’s Health and Cancer Rights Act Notice The Women’s Health and Cancer Rights Act Notice outlines your coverage required by federal law in the event of a mastectomy. HIPAA Special Enrollment Rights If you are waiving coverage under our medical Plan, you may have special enrollment rights if you have a qualified status change. Page | 11 In the interest of being environmentally conscious, more information on the above notices is available by contacting the benefits team. Protecting Your Health Information Privacy Rights The City of Corcoran is committed to the privacy of your health information. The administrators of the City’s Blue Cross Blue Shield of Minnesota (the “Plan”) use strict privacy standards to protect your health information from unauthorized use or disclosure. The Plan’s policies protecting your privacy rights and your rights under the law are described in the Plan’s Notice of Privacy Practices. You may receive a copy of the Notice of Privacy Practices by contacting Jessica Beise, City Clerk/Administrative Services Coordinator at 763-400-7029 or via email at jbeise@ci.corcoran.mn.us. Helpful Links PERA - http://www.mnpera.org/ MSRS (Post Retirement Health Care Savings Plan and Deferred Compensation) - https://www.msrs.state.mn.us/ Family Heritage - http://www.familyheritagelife.com/ STAFF REPORT Agenda Item. 12b. Council Meeting: October 13, 2016 Prepared By: Jessica Beise Topic: 2017 Employee Benefits – Training Resource Solutions Joint Powers Agreement Action Required: Direction Summary: Due to changes with the Affordable Care Act the City’s insurance provider was no longer able to provide the insurance as the joint powers insurance group was full insured. As part of the work for the Compensation Sub- Committee was to review health insurance options, the committee reviewed the small group market, MNSure, Services Cooperatives and a State Employee Insurance Plan. After a review of costs and options, it was recommended that the small group market option would provide flexibility and cost savings. Staff recently was informed of a significant increase of between 12% and 15% would be affecting the small group market. After a review of other options, staff is recommending moving forward with a service cooperative for insurance. The Training Resource Solutions service cooperative offers an identical HSA plan with the same insurance company Blue Cross Blue Shield of Minnesota. The service cooperative works with cities and school districts in central Minnesota to provide health insurance options. In order to move forward with Training Resource Solutions service cooperative the City needs to authorize staff to sign their standard Joint Powers Agreement. Financial/Budget: As mentioned in the previous report, by moving to a co-op plan a significant savings of approximately $45,000 has been realized as compared to 2016. Alignment with Values: This item relates to the following adopted values: FISCAL RESPONSIBILITY We believe that fiscal responsibility, and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Approve the Training Resource Solutions Joint Powers Agreement. 2. Decline to approve the Training Resource Solutions Joint Powers Agreement. Recommendation: Approve the Training Resource Solutions Joint Powers Agreement. Council Action: 1. Consider a motion to approve the Training Resource Solutions Joint Powers Agreement. Page 2 Attachments: 1. Training Resource Solutions Joint Powers Agreement 1 JOINT POWERS AGREEMENT FOR GROUP EMPLOYEE BENEFITS AND OTHER FINANCIAL AND RISK MANAGEMENT SERVICES This Joint Powers Agreement, hereinafter referred to as "Agreement," is made between Participant Member ___________________ and other Participant Members as are now or may hereafter become parties to this Agreement, and the _____________________ hereinafter called the "SC." RECITALS Whereas, Minn. Stat. 471.59, Subds. 1 and 10, authorizes two or more governmental units to exercise jointly or cooperatively powers which they possess in common, and Whereas, Minn. Stat. 123A.21, establishes service cooperatives, the purpose of which, among other things, is to assist participating governmental units in meeting certain specific needs which can most advantageously be met on a regional basis, and Whereas, the Participant Members wish to authorize the SC Board of Directors to act as a joint board for the purpose of exercising certain powers as set forth in this Agreement, and Whereas, the Participant Members acknowledge that the Board of Directors of the SC is representative of the parties to this Agreement; NOW THEREFORE, the parties hereto agree as follows: SECTION 1 PURPOSE, INTENT AND OBJECTIVE 1.1 Purpose. Under the provisions of Minnesota law, governmental units may enter into contracts to provide Group Employee Benefits for their employees and to obtain Other Financial and Risk Management Services deemed necessary or beneficial for their operation. Under the provisions of Minn. Stat. 471.59, two or more governmental units (including, but not limited to, school districts, counties, towns, other governmental agencies and service cooperatives) may agree to exercise jointly or cooperatively powers which they possess in common. The purpose of this Agreement is to authorize the Board to exercise the common powers of the participating governmental units in connection with certain matters pertaining to the administration and funding of Group Employee Benefits and the provisions of Other Financial and Risk Management Services, all as described herein. It is not the purpose of this Agreement to transfer to the Board the authority to execute contracts on behalf of Participants, or to in any manner become involved in any collective bargaining process. 1.2 Compliance with Applicable Laws. It is the parties' intent to comply with the applicable statutory requirements pertaining to requests for proposals for group insurance, self-insurance, COBRA and its Minnesota extensions, service cooperatives, and all other applicable federal and state statutes. Pursuant to the laws governing service cooperatives, it is also intended that nonprofit, non- governmental units be allowed to participate as Associate Members in the Group Employee Benefits and Other Financial and Risk Management Services made available pursuant to this Agreement, although it is not intended that such nonprofit, non-governmental units exercise any of the powers or 2 authorities exclusively delegated to governmental units described in Minn. Stat. 471.59 Subd. 1. SECTION 2 DEFINITIONS 2.1 Advisory Committee(s) means committees appointed by the Board in accordance with Section 4.8 of this Agreement which are representative of the Participants as deemed appropriate by the Board for the purpose of recommending policies, procedures and actions to the Board. 2.2 Agreement means this Joint Powers Agreement as the same may be amended from time to time. This document, and all other documents in the same form executed (or deemed executed as provided in Section 9 of this Agreement) by SC and other Participant Members, all as amended from time to time, shall together constitute a single Agreement. 2.3 Associate Member means any nonprofit or non-governmental entity which participates in any of the Group Employee Benefits or Other Financial and Risk Management Services made available to Associate Members by the Board, and agrees in writing to be bound by the terms of this Agreement other than those terms explicitly applicable only to Participant Members (or is deemed to have so agreed as provided in Section 9 of this Agreement). 2.4 Board or Joint Powers Governing Board means the SC Board of Directors acting as the joint board authorized to exercise certain powers of the Participant Members, as permitted by Minn. Stat. 471.59, Subd. 2, and as set forth in this Agreement. 2.5 Carrier Contract means an agreement by and between the Board and a Provider which establishes terms for the benefits, administration or funding of Group Employee Benefits or Other Financial and Risk Management Services. 2.6 CBA means collective bargaining agreement. 2.7 CBA Employee Benefits means employee welfare and retirement benefits made available by the Board from time to time for adoption by a Participant pursuant to the terms of a CBA, and may include, but shall not be limited to health benefits coverage, wellness and employee assistance programs, life insurance, disability income protection, dental insurance, flexible spending programs, retirement programs and long term care insurance. In no event shall any Discretionary Employee Benefits be considered CBA Employee Benefits unless and until they become part of a collective bargaining agreement between a union and a Participant. 2.8 Discretionary Employee Benefits means employee welfare and retirement benefits made available by the Board from time to time for adoption by a Participant, exclusive of any CBA Employee Benefits, and may include, but shall not be limited to health benefits coverage, wellness and employee assistance programs, life insurance, disability income protection, dental insurance, flexible spending programs, retirement programs and long term care insurance. Discretionary Employee Benefits may be terminated or reduced by the Board at any time. In the event any Discretionary Employee Benefit is terminated by the Board but continued by one or more Participants, the provision of such Discretionary Employee Benefit shall become the sole responsibility of such Participants. 3 2.9 Group Contract shall mean an agreement for the rendering of services by and between a Participant and a Provider of such services. In connection with the self-insurance of employee health benefits, such an agreement may also mean a Participant's agreement to participate in a program of self-insurance. 2.10 Group Employee Benefits shall mean CBA Employee Benefits and Discretionary Employee Benefits. 2.11 Other Financial and Risk Management Services may. include, but shall not be limited to, technical advice regarding borrowing programs, contracted legal services, property/casualty safety group protection, personal property and casualty protection, student accident, coverage, and other services as made available by Group Contract for Participants from time to time by the Board. 2.12 Participant means both Participant Members and Associate Members. It does not refer to individual employees obtaining insurance or other benefit coverage pursuant to a plan offered by a Participant which is funded or administered in whole or in part pursuant to this Agreement. 2.13 Participant Member means any governmental unit as defined in Minn. Stat. 471.59 which is accepted for participation in this Agreement by the Board, certifies that its employee benefit plans qualify as "governmental plans" that are exempt from application of the Employee Retirement Income Security Act of 1974, as amended ("ERISA"), and agrees in writing to be bound by the terms of this Agreement (or is deemed to have so agreed as provided in Section 9 of this Agreement). 2.14 Pool means the collective group of Participants in a given program of Group Employee Benefits or Other Financial and Risk Management Services, as the context shall require. Absent an agreement expressly to the contrary, a separate Pool shall exist for each such program and a separate Group Contract shall exist between the Provider and each Participant for the rendering of services or benefits for which such Pool is formed. 2.15 Program Funds means any monies, reserves, excesses or other amounts, whether acquired through contributions, payments, discounts, dividends, refunds, credits, reserves, savings, interest or otherwise, that are held and administered in accordance with Section 6 of this Agreement. 2.16 Provider means the person, insurance carrier, third party administrator, or other entity which is selected by the Board, in its discretion, to provide Participants with Group Employee Benefits or Other Financial and Risk Management Services or, as in the case of self-insured health benefits, to provide administrative or other services in connection with such Benefits or Services. 2.17 SC means the ________________________ Service Cooperative, a governmental agency and public corporation, whose existence is authorized by Minn. Stat. 123A.21. 4 SECTION 3 JOINT POWERS GOVERNING BOARD 3.1 Board Membership. The SC Board of Directors, when exercising the joint powers authorized by this Agreement, will also serve as the Board referred to in this Agreement. The Board will be elected pursuant to the Bylaws of the SC. As appropriate, the Board may designate one or more representatives to act on its behalf. 3.2 Upon Dissolution of SC. In the event that the SC is dissolved, the Board shall continue to exist and its members shall be elected solely from the governing bodies of the Participant Members to this Agreement in a manner consistent with the provisions of the Joint Powers Act, Minn. Stat. 471.59, Subd.2. Any administrative services provided by the SC prior to its dissolution shall be provided thereafter as determined by the Board in its discretion. 3.3 Acknowledgment by Associate Members. Associate Members acknowledge that Minn. Stat. 471.59 does not authorize their participation in a Joint Powers Agreement, even though Minn. Stat. 123A.21, Subd.3, authorizes nonprofit, non-governmental organizations to participate in Group Employee Benefits, Other Financial and Risk Management Services, and other programs made available from time to time by service cooperatives. By participating in any such program made available by the SC, such non-governmental Associate Members agree to be bound by the terms of this Agreement (other than those terms explicitly applicable only to Participant Members) and that the Board is representative of their interests. SECTION 4 RIGHTS AND RESPONSIBILITIES OF THE BOARD 4.1 Authorized Powers. Pursuant to Minn. Stat. 471.59, Subd. 2, in addition to any other powers specifically delegated to the Board by this Agreement, the Board is hereby authorized to: (a) establish, procure and administer Group Employee Benefits and Other Financial and Risk Management Services; (b) define and clarify requests for proposals, rights and responsibilities, length of contract, premium or contribution rates and other costs, termination guidelines, the relative liability of the parties, and the method(s) by which parties to this Agreement shall exercise their common powers; and (c) receive, collect, hold, invest, expend and disburse Program Funds in connection with the exercise of its powers under this Agreement. 4.2 Group Employee Benefits. 4.2.1 CBA Employee Benefits. The Board may from time to time make employee welfare and retirement benefits available for adoption by Participants pursuant to a CBA. The Board may arrange alternative financing arrangements respecting such benefits, and may administer or arrange for the administration of such benefits. Any employee or collective bargaining 5 representative notification of alternative financing arrangements shall be the responsibility of the Participant. The Group Contract for the provision of such benefits shall be between the Participant and the Provider. Pursuant to Minn. Stat. 471.6161, Subd.5, the Board has no authority nor authorization to change a policy or benefit respecting a Participant's CBA Employee Benefits in a manner that would reduce the aggregate value of such benefits. 4.2.2 Discretionary Employee Benefits. The Board may from time to time make available for adoption by Participants Discretionary Employee Benefits. The Board may arrange alternative financing arrangements respecting such benefits, and may administer or arrange for the administration of such benefits. The Group Contract for the provision of such benefits shall be between the Participant and the Provider. Notwithstanding that a Group Contract for Discretionary Employee Benefits be between a Participant and a Provider, the Board, upon reasonable notice to Participants, may prospectively amend, reduce or terminate any such Discretionary Employee Benefits in its sole and absolute discretion. 4.2.3 Reserves. The Board shall from time to time determine the minimum amount of funds needed for purposes of risk management and rate stabilization. Any such funds shall be held and used in accordance with, and subject to the limitations set forth in, Section 6. 4.2.4 Self-Insurance of Health Benefits. In accordance with Minn. Stat. 471.617, Group Employee Benefits that are employee health benefits may be self-insured. A self- insurance Pool made available by the Board shall be a pool established and operated by the Board, or by the Board and one or more other joint powers governing boards governed by Minn. Stat. 471.59 or service cooperatives governed by Minn. Stat. 123A.21. 4.3 Other Financial and Risk Management Services. The Board may make available Other Financial and Risk Management Services for electing Participants and may administer, or arrange for the administration of such services. The Board will determine the most cost-effective and appropriate manner in which to deliver Other Financial and Risk Management Services and the service fees and other costs pertaining to the same. 4.4 Carrier Contracts. The Board, alone or in collaboration with other governmental units, whether acting alone or jointly, including other service cooperatives, may negotiate Carrier Contracts for the benefit of the SC and each of the Participants with respect to any Group Employee Benefit or Other Financial and Risk Management Service. Such Carrier Contracts may establish, among other things: (a) the terms and conditions for any program, (b) premium or contribution rates and other costs, (c) funding arrangements, (d) administrative arrangements, including the extent to which the SC shall provide administrative services, (e) the applicable responsibilities of the Board, and 6 (f) the amount of service fees payable to the SC. The Carrier Contract is a proprietary document between the Service Cooperative and the provider. However, at the request of any Participant, the Board may provide that Participant with any information regarding the applicable Carrier Contract that is reasonably necessary for the Participant to understand its rights and obligations thereunder. 4.5 SC Service Fees. The SC shall be paid a service fee in consideration for services rendered pursuant to this Agreement and any Carrier Contracts. The amount and source of such service fee shall be established from time to time by the Provider and the SC and shall be approved by the Board. Such service fee may include, but shall not be limited to, a percentage of premiums collected from Participants for the payment of Group Employee Benefits, a fixed fee per contract per month paid by each Participant, or such other arrangements approved from time to time by the Board. At the time a Participant elects to participate in any of the Group Employee Benefits made available by the Board, the Participant shall, by execution of this Agreement (or by the deemed execution of this Agreement as provided in Section 9), be deemed to have acknowledged and agreed to the amount of such service fee and the source of its payment, including any part thereof derived from discounts, refunds, dividends, and similar revenues. Services fees payable with respect to Other Financial and Risk Management Services shall be established and disclosed from time to time as determined by the Board. Participants shall be given advance notice of any change in service fees. 4.6 Use of SC Service Fees. The SC may use service fees to provide programs and services which are determined pursuant to Minn. Stat. Sec. 123A.21, Subd. 7 to be priority needs of the particular region and to assist in meeting special needs which arise from fundamental constraints upon individual members. 4.7 Service Providers. 4.7.1 Selection. The Participants hereby delegate to the Board the right to select the Providers for Group Employee Benefits and Other Financial and Risk Management Services. 4.7.2 Governmental Unit Bidding and Contracting Laws. As applicable, the Board shall comply with all state and federal laws relating to requests for proposals, review of proposals, length of Group Contract rules, and other laws and regulations relating to contracting for Group Employee Benefits and Other Financial and Risk Management Services. 4.7.3 Service Provider Rate Increases. The Board will annually review renewal information as presented by Providers, make recommendations and determine if requests for proposals are necessary. Rate renewals for group insurance will be determined on the basis of the aggregate change of premiums. 4.8 Premiums and/or Contract Charges. To the extent not established by the applicable Carrier Contract or in any other manner prescribed by this Agreement, premiums and/or contract charges shall be determined by the Board in its discretion; provided, however, that in accordance with Section 6.5, no retroactive assessment may be made without the consent of the affected Participants. 7 4.9 Advisory Committee(s). The Board may, but is not required to, appoint one or more advisory committees. The purpose of any such committee may include, without limitation, the receipt and processing of information relating to group employee benefits, and the future direction of such benefits as well as other programs and services. The Board shall consider, but is not required to adopt, advisory committee recommendations and proposals. Labor representation, when appropriate, on any advisory committee formed by the Board shall be, insofar as is reasonably possible, representative of the bargaining representatives of individuals covered in the relevant Pool. Notwithstanding anything to the contrary in this Section 4.8, the SC shall create a labor- management committee to advise it on certain matters as required by Minn. Stat. 123A.25. 4.10 Authority of Board. The Board, with due consideration given to recommendations submitted by any advisory committee which may be established, shall, unless otherwise expressly agreed, retain final authority in all matters relative to this Agreement and to the Group Employee Benefits and Other Financial and Risk Management Services subject to this Agreement; provided, however, that nothing in this Agreement shall permit the Board to enter into a Group Contract on behalf of a Participant, and that, subject to any applicable notice rules, nothing in this Agreement shall prevent a Participant from withdrawing from this Agreement, any Group Employee Benefit, or any Other Financial and Risk Management Service. 4.11 Liability Limited. The Board, its authorized representatives, employees and designees shall have no duty or liability to any of the Participants or Providers with respect to the fees, premium and/or contract charges, offers, acceptances or binders of coverage, cancellation notices, or other matters relating to a Participant's subscribers, all of which shall be the responsibility of the Participant. The Board, its authorized representatives, employees and designees, and each Participant shall have no duty or liability due to negligence of other Participants and Providers. When it is not exercising the joint powers authorized by this Agreement (and, therefore, not acting as the Board), the SC Board of Directors shall have no duty or obligation whatsoever to act for the benefit of Participants (as Participants). 4.12 Withdrawal by Board. The undertakings for the provision of Group Employee Benefits in this Agreement may be terminated by the Board or the SC (as applicable) at any time. SECTION 5 RIGHTS AND RESPONSIBILITIES OF PARTICIPANTS 5.1 Enrollment and Renewal. Participants may elect whether to participate in any Group Employee Benefit and any Other Financial and Risk Management Service made available by the Board. If a Participant elects to participate in a Group Employee Benefit or Other Financial or Risk Management Service, the Participant must execute any applicable Group Contract, Group Contract amendment, enrollment and renewal documents directly with the Provider. 5.2 Participants to Furnish Data. Each Participant agrees to furnish all reasonably necessary employee data directly to the SC or its designee. 5.3 Remittance of Premiums and Contract Charges. The Participant shall remit premiums and/or contract charges in the time and manner as from time to time determined by the Board. 5.4 CBA Employee Benefits. Each Participant that participates in CBA Employee Benefits shall 8 be solely responsible for the collective bargaining of such benefits, and for providing any notices regarding CBA Employee Benefits, including, without limitation, the obligation to notify certain representatives regarding the adoption of a self-insured health benefit plan set forth in Minn. Stat. 471.617, Subd.4. 5.5 Participant Withdrawal. 5.5.1 Voluntary Withdrawal. At any time during a year, (but at least three (3) months prior to renewal), a Participant may terminate its participation in this Agreement or in a Pool upon ninety (90) days written notice to the Board and to all Providers of programs in which it participates. 5.5.2 Withdrawal Relating to Participant Rate Solicitation. If a Participant solicits proposals independently of this agreement within five months prior to the end of the master agreement, the Board retains the right to deem that the Participant has withdrawn from the appropriate pool. “Soliciting proposals” shall be defined as requesting and/or accepting written or verbal proposals of any kind, regardless of how formal or informal. 5.5.3 Withdrawal Relating to Dual Offering. If a Participant offers Group Employee Benefits through an additional or different plan which, in the discretion of the Board, are considered to be substantially similar to those provided by a Pool in which the Participant participates, then the Board retains the right to deem that such Participant has withdrawn from the Pool. 5.5.4 Withdrawal at Annual Renewal. If a material change in any term or condition of a Group Employee Benefit or Other Financial or Risk Management Service in which a Participant participates is proposed to commence as of the Participant's annual renewal date, the Participant may withdraw from the applicable Pool as of the renewal date, provided the Participant gives advance written notice of its intent to withdraw promptly (within 30 days) after receiving notice of the material change, even if such notice is given less than five (5) months in advance of the renewal date. 5.6 Effect of Participant Withdrawal. Upon a Participant's withdrawal or deemed withdrawal from this Agreement or from a Pool, the following rules shall apply: 5.6.1 Withdrawal from this Agreement. Upon its withdrawal from this Agreement, a Participant shall be deemed to have withdrawn from all Pools maintained under this Agreement in which the Participant is participating at the time of such withdrawal. If a Participant no longer participates in any Pool, the Participant shall be deemed to have withdrawn from this Agreement, as well as from the applicable Pool(s). . 5.6.2 Withdrawal from a Pool. Withdrawal by a Participant from any Pool shall not affect the Participant's participation in any other Pool. 5.6.3 Program Funds. No Program Funds or any other amounts that may, in any way, be attributable to a Participant's participation in a Pool shall be returned to the Participant in the event such Participant's participation in a Pool ends prior to the Pool's termination. 5.6.4 Future Participation Limited. If a Participant withdraws or is deemed by the Board to have withdrawn from a Pool, such Participant's participation in such Pool shall be prohibited for a 9 period of twelve (12) months from the date of such withdrawal or deemed withdrawal. If a Participant withdraws or is deemed by the Board to have withdrawn from this Agreement, such Participant's participation in this Agreement (and any Pool offered hereunder) shall be prohibited for a period of twelve (12) months from the date of such withdrawal or deemed withdrawal. SECTION 6 PROGRAM FUNDS ADMINISTRATION 6.1 Program Funds. It is understood and agreed that, in connection with the Group Employee Benefits and Other Financial and Risk Management Services made available pursuant to this Agreement, the Board may acquire Program Funds. The Board may, in its discretion, establish and maintain separate accounts for specified portions of the Program Funds, and may designate specific purposes, such as the payment and financing of Group Employee Benefits or the stabilization of the cost of such benefits, for which the amounts credited to such account shall be used, but it shall not be required to do so. 6.2 General Rules Regarding Management and Disposition of Program Funds. Program Funds shall be used solely for the purposes of providing Group Employee Benefits and Other Financial and Risk Management Services, providing related services, defraying the reasonable expenses of administering such benefits and services, and, if the Board determines that such use would either directly or indirectly benefit Participants (e.g., by spreading risk, achieving economies of scale, generating revenues or enhancing the Board's ability to negotiate with Providers as a result of the Board's visibility, presence in the marketplace or enhanced expertise), establishing, providing and administering similar benefits and services offered by the joint action of other governmental units. Program Funds shall not inure to the benefit of the Board; this prohibition shall not, however, prohibit the payment of service fees to an SC as provided below. Subject to the foregoing, the Board, in its sole discretion, shall determine the management and disposition of the Program Funds. The Board may consider Advisory Committee recommendations regarding the use of Program Funds before any determinations are made. The following are examples of purposes for which the Board may use and apply Program Funds. (a) to negotiate the purchase of, administer, provide and maintain (either directly or through the purchase of insurance, or both) Group Employee Benefits (including, but not limited to programs related to the purpose for which the Fund was created, such as, for example, in the case of a Health Pool, an Employee Assistance Program (EAP) and Wellness Program) and Other Financial and Risk Management Services; (b) to pay or provide for the payment of reasonable and necessary expenses of administering Group Employee Benefits and Other Financial and Risk Management Services including, without limitation, all expenses which may be incurred in connection with the establishment and administration of Pools, the employment of administrative, legal, accounting, other expert and clerical assistance, the leasing of such premises and the purchase of lease materials, supplies, equipment, and liability and property insurance; (c) to establish and accumulate funds deemed adequate by the Board to carry out the purposes of the Pools, for example, for purposes of rate stability and risk reserve; (d) to pay any federal, state or local income, employment, death or other tax which may 10 be properly imposed on or levied against Group Employee Benefit, Other Financial and Risk Management Service, a Pool, or on benefits paid therefrom; (e) to pay for any bond and to pay the premiums on any insurance purchased by a Pool, including, but not limited to liability insurance, "stop loss" insurance and other insurance intended to pay directly or indirectly the benefits established with respect to a Pool; and (f) to pay the SC any service fee payable to it pursuant to, or authorized pursuant to, this Agreement. 6.3 Investment of Program Funds. Program Funds shall be held and invested in a manner that is consistent with any applicable legal requirements regarding the holding and investment of funds by the Participant Members who are governmental units within the meaning of Minn. Stat. 471.59. 6.4 Withdrawal of Participant. In the event of the withdrawal of a Participant prior to the termination of this Agreement or of a Pool, Program Funds attributable to contributions of such Participant shall not be returned to such Participant. 6.5 Termination of Pool. In the event of termination of a Pool, any portion of the Program Funds that has been designated for use solely in connection with the terminating Pool, and any other portion allocated to the terminating Pool by the Board in its sole discretion, shall be distributed to the Pool Participants in a manner to be determined by the Board, which may include the following: (a) payment of benefits to or on behalf of enrolled employees with respect to claims arising prior to such termination; (b) provision of similar benefits for such employees; (c) payment of reasonable and necessary expenses incurred in such termination; (d) payment of taxes; and (e) cash payments to Participant Members according to a formula established by the Board. Upon such termination, the Board shall continue to serve for such period of time and to the extent necessary to carry out the directions of the preceding sentence. The Participants who receive such distributions shall be solely responsible for determining whether, and to what extent, any amounts they receive will be distributed to individuals who were covered by benefit programs provided by the terminating Pool. 6.6 Funding of Risk. Premiums may be adjusted, but no retroactive assessment shall be made without consent and agreement by the affected Participants. Subject to their obligation to provide accurate information regarding the individuals who will receive benefits from a Pool, no Participant or its employees shall bear any financial risk other than the agreed upon premium. SECTION 7 11 LENGTH OF AGREEMENT AND TERMINATION Pursuant to Minn. Stat. 471.59, Subd. 4, but subject to the provisions herein relating to Participant withdrawal, this Agreement shall be ongoing. SECTION 8 LIABILITY OF PARTIES Any Participant to this Agreement holds the Board and its employees and its designees, and the SC and its board, employees and designees, harmless from any and all causes of action arising at law or in equity unless such action shall arise from its or their gross negligence and is permitted, after application of all doctrines and statues respecting immunity, by applicable law. The parties agree to waive any rights to litigation from any dispute arising out of this Agreement unless such action is the result of intentional wrongdoing. All benefits hereunder are the sole responsibility of the Provider(s) and the Participants, and shall not be the responsibility of the Board or the SC. SECTION 9 AGREEMENT BY PARTICIPATION Any governmental unit, and any nonprofit or non-governmental entity, which participates in any of the Group Employee Benefits or Other Financial and Risk Management Services and remits premium and/or contract charges in accordance with this Agreement, shall be deemed to have approved this Agreement and, in the case of an eligible governmental unit, to have executed this Agreement by its duly authorized officers, and shall be bound by the terms and conditions of this Agreement to the same extent as if such formal approval had been obtained and such execution had occurred. SECTION 10 SOLICITATION OF BIDS Notwithstanding anything in the Joint Powers Agreement to the contrary, the following amendments and additions, consistent with changes made by the Minnesota State Legislature in 2006, shall become part of the Joint Powers Agreement. 1. All members of Service Cooperative Health Insurance Pools may solicit bids and other information from competing sources of health coverage at any time other than within the five months prior to the end of the Carrier Contract. 2. Should a member of the Health Insurance Pool solicit bids pursuant to #1 above, the Service Cooperative will not impose a fine or other penalty against the member for soliciting a bid or other information during the allowed period. Should a member leave the Service Cooperative Health Insurance Pool and obtain health insurance coverage elsewhere, the Service Cooperative may prohibit member from participating in Service Cooperative coverage for a period of up to one year. 12 3. The Service Cooperative shall provide each member with that entity’s monthly claims data notwithstanding the provisions of Minn. Stat. 13.203. 13 Pursuant to all applicable state and federal laws, this Agreement has been approved by the governing boards of the parties and is signed by the duly authorized officers of the parties. PARTICIPANT MEMBER Name of Organization _______________________________________________________ By _____________________________________________________________________ Title _____________________________________________________________________ Date ____________________________ SERVICE COOPERATIVE Name of Organization _______________________________________________________ By _____________________________________________________________________ Title ____________________________________________________________________ Date ____________________________ STAFF REPORT Agenda Item. 12c. Council Meeting: October 13, 2016 Prepared By: Brad Martens Topic: Public Participation at Meetings Action Required: Direction Summary: In October 2014 the City Council adopted guidelines for public participation at City Council, Planning Commission, and Parks and Trails Commission meetings. Staff updated the document after the implementation of video recording meetings with the addition of the following statement: “Video recordings of public meetings will be made available via the City’s website at www.ci.corcoran.mn.us.” Recently at the September 22, 2016 meeting it was requested to review the document and discuss possible amendments. Attached to this report are the adopted document and the Mayor’s proposed changes. Council should direct staff to make any amendments as necessary. 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. TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. Options: 1. Direct staff to amend the document as necessary. Recommendation: N/A Council Action: Consider a motion to direct staff to amend the document as necessary. Attachments: 1. Public participation at City Council, Planning Commission, and Parks and Trails Commission meetings. 2. Proposed Open Forum Language Public Participation at City Council, Planning Commission, and Parks and Trails Commission Meetings The City of Corcoran regularly holds meetings of the City Council, Planning Commission and Parks and Trails Commission. Meetings are typically held in the Council Chambers at City Hall, 8200 County Road 116 and typically start at 7:00pm unless otherwise stated in the public notice. A complete schedule of upcoming public meetings can be found at City Hall or on the City’s website at www.ci.corcoran.mn.us. The Public is welcome and encouraged to attend. Copies of the meeting materials are posted in advance of the meeting on the City’s website no later than the Monday before the meeting, and in a binder outside of the Council Chambers at least 30 minutes prior to the meeting. During a meeting of the City Council, there is a need for civility and expedition in the carrying out of public business. In order to ensure the public has a full opportunity to be heard and the City Council has an opportunity to conduct business in an orderly manner, the following rules are established in regards to public participation at Council meetings. At each meeting there is a designated period of time for “Open Forum” during which individuals in the audience who wish to speak on an item are invited to the podium. Before addressing the City council, individuals must sign in with their name and address. Meetings are video recorded so individuals must step up to the podium and speak loudly and clearly. Time is limited to five minutes per person/subject. Longer presentations must be scheduled through the City Administrator’s office. Council action or discussion should not be expected at the time of Open Forum. The City Council will listen and may choose to direct staff to provide further information so that the subject may be studied before action is considered. Individuals requesting specific information will be asked to complete an Information Disclosure Request which will be responded to by City staff. Public comments are always taken during Public Hearings. However for other issues, it is left to the discretion of the Mayor and Councilors as to whether to take comments as they conduct the business of the City. Individuals unable to attend a City Council meeting or who would like to ask a question before a meeting are encouraged to contact the City Administrator who may be able to answer questions on behalf of the City of Corcoran. Video recordings of public meetings will be made available via the City’s website at www.ci.corcoran.mn.us. CITY OF CORCORAN Current Language To Be Read at Time of Open Forum Open Forum provides residents with the opportunity to address an issue with the City Council. The City Council will not take official action on items discussed during Open Forum, except to refer items to staff for future report or follow through. If you wish to address the City Council, please fill out the Open Forum sign-up sheet. Once it is your time to speak, state your name, address, and topic that you wish to discuss. Speakers will be limited to five minutes to discuss an issue unless additional time is approved by the City Council. Proposed Language To Be Read at Time of Open Forum Open Forum provides residents with the opportunity to address an issue with the City Council. The City Council will not take official action on items presented during Open Forum, except to refer items to staff for future report or follow through. If you wish to address the City Council, the Mayor will ask you to raise your hand and you will be recognized to speak. At that time, please go to the podium and sign in. You may then state your name and address and present your topic that you wish to discuss. Speakers will be limited to five minutes to present an issue unless additional time is approved by the City Council. The Council may limit the number of speakers on the same topic. The Council may also close the Open Forum at any time if it deems it appropriate to do so. STAFF REPORT Agenda Item. 12d. Council Meeting: October 13, 2016 Prepared By: Brad Martens Topic: Recruitment Process – Accountant Action Required: Approval Summary: The City has received a resignation notice from Jeanie Heinecke, Deputy Clerk for the City effective at the end of 2016. Due to the payroll and claims functions of the position, staff is requesting approval to begin the recruitment process as soon as possible. After careful consideration staff is recommending the same position be filled with only minor tweaks to the job description which is attached to this report. If authorized to proceed, staff envisions the following timeline: • October 14th: Post the position opening • November 4th: Applications due • November 10th: First round interviews • November 15th: Second round interviews • November 21st: Council approval of conditional offer • December 19th or January 3rd: Potential start dates It is requested that the City Council approve the updated job description and authorize staff to begin the recruitment process as outlined above. Staff will send the updated job description out in advance of the meeting. It should be noted staff is recommending changing the title to “Accountant” (formerly Deputy Clerk). Staff believes it better reflects the duties and may attract more individuals from the private sector. Financial/Budget: If a start date occurs in 2016, some additional funds would be necessary to cover the overlap. Staff feels that this would be funds well spent. Additionally, there will likely be some amount of payout of accrued PTO. If the start date occurs in 2017 the additional expenditures would be limited to payout of PTO accrued. 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. Page 2 Options: 1. Approve the job description; authorize staff to proceed with the recruitment process as recommended. 2. Send back to staff for further review. Recommendation: Approve the job description; authorize staff to proceed with the recruitment process as recommended. Council Action: Consider a motion to approve the job description; authorize staff to proceed with the recruitment process as recommended. Attachments: None ci4y Of Ce&rcoo-ra*%1 Job Summary: Item '12d. Department: Administration Reports To: City Clerk /Administrative Services Coordinator Points: 237 Grade: 8 FLSA: Non - Exempt Bargaining Unit: NA Revision Date: October 2016 The Accountant is responsible for administrative duties of an accounting nature. Duties include claims, accounts receivable, accounts payable, utility billing, payroll, benefits administration, and insurance administration. Additionally the Accountant assists the City Clerk /Administration Services Coordinator with the annual audits. Scope of Impact: The Accountant is responsible for tasks that have an impact on the revenue received by the city. Work is guided by the City Clerk /Administration Services Coordinator. The Accountant performs relatively complex clerical duties involving the application of general computational and customer service skills; follows established procedures, yet must exercise judgment in analyzing transactions, determining entries, and conducting customer relations. Work is performed with limited supervision of routine daily activities. Has no supervisory responsibility. Essential Duties and Responsibilities: • The Accountant performs technical accounting activities. • Prepares accounts payable and receivable transactions and posts information to general ledger journal, verifies account information, and generates checks for bill payments; • Inputs payroll information in to accounting system software, and reconciles related accounts; • Prepares regular financial performance report for City Council; keeps the Administrator and City Council informed of all financial activities and concerns; • Prepares Federal, State accounting and tax reports and prepares payments; • Processes billing and special assessments invoicing for dust control, recycling and property maintenance; certifies unpaid special assessments to Hennepin County; • Maintains property address and resident information in Banyon Utility Billing software; • Processes general insurance claims and assists with employees benefits related claims; • Deposits and transfers money between accounts and reconciles accounts; • Manages escrow accounts; alerts the Administrator of shortfalls in escrow accounts so that exposure to unpaid services can be managed; • Maintains Investment payments; • Assists with the City's various audits; • Processes and reconciles credit card transactions; • Tracks balances in the memorial park fund, park fund, utility fund and other dedicated funds. �: � 4c r.9 fi.Y" '�- "'*,way. r• } `j t � ,r�a � �. + O Cit Y of Corcoran 2016 • Performs permit issuance and other business transactions for the City. • Receives liquor license applications & issues licenses upon determination of qualifications; • Administers crop land rentals; • Issues over - the - counter building permits; • Coordinates utility billing for the City. o Coordinates all utility billing and recording functions — including automated and manual meter readings, calculation of both automated and manual bills; • Processes and prepares all utility bills, balances utility entries for billing; • Records all utility payments and posts to customer history accounts; • Discusses billing matters with customers and property owners; answers questions and concerns relating to rates, usage, and billing procedures; • Maintains all utility billing records including setting up new accounts as needed, keeping customers up to date, and arranging for special meter readings and billings when customers move in or out; • Prepares certification of delinquent utility bills; • Monitors data to identify consumption irregularities and reports findings to appropriate staff. • Attends meetings and seminars in order to remain current with administrative duties and informs City Administrator /City Council of new developments. • Performs other duties and activities as assigned. Minimum Qualifications: The job requires an associate's degree and three or more years of general accounting and customer service experience, or equivalent. Desired Qualifications: Additional desired qualifications include knowledge of governmental practices and policies and experience with Banyon software. Knowledge, Skills and Abilities Required for Successful Job Performance: • Customer service skills including demonstrated ability to build positive relationships with employees and managers; • Knowledge of the functions and responsibilities of City Departments, staff, and key community members; • Knowledge of public information laws, rules, and regulations applicable to City government; • Knowledge of and ability to operate accounting software and standard office software, including strong Excel skills sufficient to manipulate data, draft reports and maintain records; • Ability to analyze and resolve problems; OCity of Corcoran 2016 • The ability to work independently and to prioritize work requests; ability to plan coordinate and prioritize workload to meet project deadlines; • Verbal and high -level written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work - related materials; • Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information. Physical and Mental Requirements: Physical effort is light, with lifting or carrying up to 25 pounds intermittently. Report preparation and word processing will at times require extended use of a keyboard. Work interruptions are frequent. The Accountant must be able to use judgment to respond to situations occurring during the absence of the City Clerk /Administrative Services Coordinator. Working Conditions: Work is performed in a normal office environment. Attendance at evening meetings may be required intermittently. Work may involve dealing with and calming individuals who are emotionally charged over an issue. Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time. Employee Signature and Date: Supervisor and/or Department Head Signature and Date: OCity of Corcoran 2016 Item '12d_ Position Posting —Accountant The City of Corcoran is seeking a customer service and team oriented individual to support the Administration Department in completing finance and accounting related activities. Position duties include claims, accounts receivable, accounts payable, utility billing, payroll, benefits administration, and insurance administration. Minimum requirements include an associate's degree and three or more years of general accounting and customer service experience, or equivalent. Desired qualifications include knowledge of governmental practices and policies and experience with Banyon software and Excel spreadsheets. Employment will be subject to completion of a pre - employment background check. The 2016 salary range is $48,900.80 to $59,633.60. Starting salary will depend on qualifications. Candidates must submit a cover letter, resume and application to the City of Corcoran by Friday, November 4, 2016 at 4:00 pm. Further information can be found by reviewing our position profile or by visiting our website at www.ci.corcoran.mn.us. CITY OF CORCORAN AT A GLANCE City: Corcoran, MN Population: 5,475 Position: Accountant Start Date: December 2016 Salary: $48,900.80 — $59,633.60 The pay scale for an accountant starts at $23.51/hr. and caps at $28.67/hr. after 5 years of service with satisfactory performance reviews. This is anon- exempt position. Benefits include optional health, dental, flexible spending accounts and life insurance plans. The position participates in the Public Employee Retirement Association Pension Plan; additional retirement investment options are available through MSRS. Proposed Recruitment Schedule Initial Interviews November 10 Second Interviews November 15 Please note dates are subject to change. Item '12d. PosirriON PROF1 The City of Corcoran is seeking a customer service and team oriented individual to support the Administration Department in completing finance and accounting related activities. As Accountant, individuals would assist in handling the City's finances through processing claims, accounts y. receivable/ payable, and utility billing. _ Additionally this position processes payroll, benefits administration, and insurance administration. The Accountant position is an integral part of the functions of City Hall as the City continues to grow and adapt. Successful candidates will demonstrate a knowledge of general accounting principles and possess a commitment to internal and external customer service. The Administration Department at the City of Corcoran manages the core opera- tions of the City. Managing the finances, elections, licensing, code enforcement, permitting and customer service are some of the main responsibilities of the Administration Department. The Administration Department is staffed by DEPARTmF,NT PRoFii ,F the City Administrator, City Clerk/ Administrative Services Coordinator, Code Compliance Official, Accountant, and Administrative Assistant. Training and professional development opportunities are available. MISSION STATEMENT Tice City of Corcoran will provide high qualihj public services in a cost effective, responsible, and professional manner in order to create a preferred environment to live, zvork, play, and transact business. THE ORGANIZATION Employees are under the direction of a Council- Adm�ustrator form of government. The team is comprised of 19 full -time staff members as well as part -time and seasonal employees. City Council BECOME A PART Commissions City Attorney OF THE TEAM Team Values City Administrator • Flexibility, Adaptability, City s Cooperation, and Creativity Clerk /Administrative public Work Planning Engineering Director of Public Services Coordinator p Su erintend Contracted (Contracted) Safety • Community Focus - -_ Public Works • Communication Code Compliance Maintenance Fire Department Administrative Lieutenant Official Workers Contracts Assistant • Personal Accountability Accountant Police Officers i Vision Statement The City of Corcoran -- -� Administrative will provide high quality Assistant Police Reserves public services in a cost- - - - - -- -- effective, responsible, and - - - - -- -- - - - -- - - - -- -- - -- - - - -_ - - -- -- -- - - - -- - professional manner in order THE COMMUNITY to create a preferred environment to live, work, Corcoran is a picturesque community located on the western edge of la and transact business. Hennepin County approximately 20 miles from Minneapolis. Corcoran is play an attractive city of wooded countryside, wetlands streams farms and -- -- --- -- --_ - -- valleys. Corcoran is primarily a residential community with a population of approximately 5,500. Housing is composed of single family homes, farms, hobby farms and newer subdivisions which offer a variety of housing options. CLICK HERE A A significant portion of Corcoran is used for agricultural purposes. Corcoran's land area encompasses 36 square miles. Communities WO surrounding Corcoran include Maple Grove, Plymouth, Medina, Loretto, Greenfield, Hanover, and Rogers. Or visit http://bit.ly /1TOPjxg to download the application and supplemental questionnaire. The City of Corcoran is an Equal Opportunity Employer