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2017-01-12 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 January 12, 2017 - 7:00pm 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Oath of Office a. Ron Thomas b. Jonathan Bottema c. Brian Dejewski 4. Agenda Approval 5. Open Forum 6. Presentations a. Years of Service Recognition – Steve Warren (20 Years) 7. Consent Agenda a. Draft Minutes of December 19, 2016 Council Meeting* b. Job Description Approval – Police Technician* c. Elm Creek Watershed Commissioner Resignation – Jonathan Bottema* d. Hennepin County Residential Grant Agreement* 8. Claims as Presented a. Escrow Claims (Fund #500)* b. All Other Financial Claims* 9. Staff Reports / Memos / Commissions a. Commission Representatives* b. City Project Update* 10. Planning Business a. Expanded Grading Plan – Ravinia* b. 2040 Comprehensive Plan Update Process* 11. Unfinished Business 12. New Business a. Elm Creek Watershed Commissioner Appointment* b. Maintenance Operator Recruitment Process* c. Annual Appointments* d. 2017 City Council Calendar* e. Goal Setting Process* f. Request for Speed Study* g. Recycling Forgiveness Request* 13. 2017 Council Schedule* 14. Council Liaison Calendar Planning Commission 12/1/16 1/5/17 2/2/17 3/2/17 4/6/17 Guenthner Thomas Bottema Dejewski LaFave Parks and Trails Commission 12/20/16 1/17/17 2/21/17 3/21/17 4/18/17 Hank Bottema Dejewski LaFave Keefe 15. Adjournment CITY OF CORCORAN City Council Meeting Minutes December 19, 2016 - 7:00pm The Corcoran City Council met on December 19, 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, City Planner Lindahl, Director of Public Safety Gottschalk, Public Works Superintendent Meister, and City Clerk/Administrative Services Coordinator Beise. 1.Call to Order / Roll Call Mayor Guenthner called the meeting to order at 7:00 pm. 2.Pledge of Allegiance Mayor Guenthner invited all in attendance to rise and join in the Pledge of Allegiance. 3.Agenda Approval MOTION: made by Keefe, seconded by Hank to approve the agenda as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 4.Open Forum Michelle Matthews, Minnesota Solar, addressed the Council regarding the solar garden agenda item. Per Council consensus, Ms. Matthews was asked to speak during that agenda item. 5.Presentations No presentations were heard. 6.Consent Agenda a.Draft Minutes of the December 8, 2016 Council Meeting b.Resolution 2016-91 – Accepting a Donation from the Northwest Area Jaycees c.Job Description Updates – Lieutenant and City Clerk-Administrative Services Coordinator d.Resolution 2016-102 – Recognizing the Corcoran Police Department Shop with a Cop Program Councilor Thomas noted a clerical change in the minutes. City Administrator Martens noted that he would amend the tax rate definition. Councilor Thomas asked that Items 6b. and 6d. be considered separately to read them aloud. Councilor Hank asked that Item 6a. be considered separately. MOTION: made by Thomas, seconded by LaFave to approve the consent agenda consisting of Item 6c. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Councilor Hank noted he would abstain from voting on the minutes. MOTION: made by Thomas, seconded by LaFave to approve Item 6a. with the amended tax rate language. Voting Aye: Guenthner, Keefe, LaFave, and Thomas Abstain: Hank (Motion carried 4:0) Mayor Guenthner read aloud Resolution 2016-91 – Accepting a Donation from the Northwest Area Jaycees. MOTION: made by Hank, seconded by Keefe to approve Item 6b. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 7a. Mayor Guenthner read aloud Resolution 2016-102 – Recognizing the Corcoran Police Department Shop with a Cop Program. MOTION: made by Thomas, seconded by LaFave to approve Item 6d. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Keefe, seconded by Thomas to approve escrow claims as presented. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. All Other Financial Claims MOTION: made by LaFave, seconded by Thomas to approve all other claims as presented. Councilor Thomas inquired about the Lametti and Sons coding. City Administrator Martens noted he would follow up with the Council on the coding. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Commissioner Representatives Mayor Guenthner noted Planning Commissioner Russell and Parks and Trails Commissioner Nybo were in attendance. b. Planning Project Update; report received. c. Code Compliance Report; report received. d. Alcohol and Tobacco Compliance Checks; report received. e. 2016 Year in Review Council discussed featuring the items in the report in the newsletter. 9. Planning Business a. Ordinance Amendment for Dynamic Signs in the MP District (City File 16-029) City Planner Lindahl presented the report noting the sign variance and ordinance process and the planning commission recommendation. MOTION: made by Thomas, seconded by Keefe to adopt Ordinance 2016-343 Amending the Text of Chapter 84 of the City Code. Council discussed the standards, setbacks from structures, and previous discussion on this topic. Voting Aye: Guenthner, Keefe, and Thomas Nay: Hank and LaFave (Motion carried 3:2) MOTION: made by Thomas, seconded by Keefe to adopt Resolution 2016-92 Approving the Findings of Fact for the Ordinance Amending the Text of Chapter 84 of the Corcoran City Code. Voting Aye: Guenthner, Keefe, and Thomas Nay: Hank and LaFave (Motion carried 5:0) MOTION: made by Keefe, seconded by Thomas to adopt Ordinance 2016-344 a Summary Ordinance of Ordinance 2016-343. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) b. Lennar Ravinia 7th Addition PUD Amendment (City File 16-030) City Planner Lindahl presented the report noting there are two different requests, one for a PUD amendment and one for expanded grading. City Planner Lindahl noted the PUD amendment modify the size of lots from 75-foot and 65-foot lots to 65-foot lots and 55-foot lots and no additional park dedication was recommended. City Planner Lindahl noted the expanded grading would be to rough grade the remainder of the site. Council discussed the grading timeline and grading of the neighborhood park. City Administrator Martens noted that staff has begun work on the phase one of the park project and grading plans will be completed by May to coincide with the Lennar grading. Council inquired about the passive parkland. City Planner Lindahl noted that plans do not show grading in the area and final plat would require more approval. Council inquired about the impact of grading on the passive park land. City Planner Lindahl noted that erosion control and tree protection would be required. Council discussed the grading plan, impact to existing neighbors, and the process for a final grading plan. MOTION: made by Thomas, seconded by Keefe to adopt Resolution 2016-93 Approving PUD Amendment for Ravinia 7th Addition for Property North of Gleason Parkway. Council discussed the consistency of the amendment with the current development. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) MOTION: made by Thomas, seconded by Guenthner to adopt Resolution 2016-94 Approving Grading Expansion for Ravinia 7th Addition and Future Phases Planned North of Gleason Parkway. Per Council request, Paul Tabone, Lennar representative addressed the Council regarding the timeline. Mr. Tabone noted the grading would take place in spring of 2017 and the final 7th Addition Plat has not been submitted. Mr. Tabone noted that grading request would be to balance and fill as needed. Council dicussed flexibility and communications plan with the Hunter Neighborhood and the Tabor property. Mr. Tabone noted that Lennar had been in contact with the Tabor property owners to resolve the driveway issue and that the Hunter Neighborhood would be contacted if the project would reach those properties. Council discussed limiting the scope of grading plan and limiting soil erosion issues. Staff provided options for limiting the grading plan scope. Council discussed the timeline for the park and build out, the process should the project cease, and activity along property lines. Staff noted the timeline was a ten-year build out for the project and that the Gleason Parkway right of way may need to be platted as part of the 7th Addition. MOTION: made by LaFave, seconded by Hank to table the item for further consideration until January 12, 2017. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) c. IUP for Solar at 23710 Highway 55 (City File 16-032) City Planner Lindahl presented the report noting approval requires a glare study, MNDOT approval, and additional screening. City Planner Lindahl noted different types of financial guarantees for decommissioning and the Council should discuss a policy. MOTION: made by LaFave, seconded by Thomas to adopt Resolution 2016-95 Approving an Interim Use Permit for Minnesota Solar for a Community Solar Garden at 23710 State Highway 55. Per Council request, Michelle Matthews, Minnesota Solar representative addressed the council noting additional screening would take place, decommissioning plan is based on value of the materials and they are open to options for the financial guarantee. Council discussed performance bonds, escalators within a performance bond, value of the materials, environmental concerns, and challenges with escalating letters of credit. Michael Kruse, Minnesota Solar, addressed the Council on fees from other cities for decommissioning. Mr. Kruse noted fees being between $50,000 and $125,000 as a performance bond for the delta between the cost of decommissioning and the value of salvaged materials. Staff noted that cities are learning about these types of requests, the examples in the packet provide options, and staff recommended a conservative approach. Council discussed staff recommendation, the financial assumptions provided, and opportunity for the applicant to provide additional information and request a lower amount. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) d. Lot Consolidation of 8909 Trail Haven Road and 8920 Foxline Drive (City Files 16-034) City Planner Lindahl presented the report noting this was the first request of the new process and dedicated of easements and right of way were required. MOTION: made by LaFave, seconded by Thomas to adopt Resolution 2016-96 Approving a Lot Consolidation for Property Located at 8920 Foxline Drive and 8909 Trail Haven Road. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) 10. Unfinished Business No unfinished business was presented. 11. New Business a. Consideration of Fee Reduction – Tim Laurent, Motor Cafe City Administrator Martens presented the report noting the fees and Council was asked to provide direction. Council discussed wanting to help, wanting flexibility without providing preferential treatment, and the challenges to waiving fees. Council received the report and took no action. b. 2017 Labor Agreement – Police Officers City Administrator Martens presented the report noting the process and that a tentative agreement has been reached with four areas of changes. City Administrator Martens noted that an amended wage schedule was at the dais due to a typo. Council discussed wages, pay equity, a compensation philosophy, negotiation tactics, and health care language change. MOTION: made by Thomas, seconded by Keefe to approve the 2017 Labor Agreement between the City of Corcoran and Minnesota Teamsters Public Law Enforcement Employee’s Union, Local No. 320. Councilor Hank noted he would vote for the contract but is disappointed with Short-term Disability. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Mayor Guenthner thanked City Administrator Martens and Director of Public Safety Gottschalk for their work on the agreement. c. 2017 Fee Schedule MOTION: made by Keefe, seconded by LaFave to adopt Ordinance 2016-345 Adopting 2017 Fee Schedule. Council discussed the process for reevaluating fees. Staff noted fees are reviewed annually. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) d. 2017 Full-time, Part-time, and Seasonal Wage Schedule City Administrator Martens noted that at the dais was the Resolution for adopting the wage schedule included in the packet. City Administrator Martens presented the report, noting that pay equity is important in approving wage schedule. Council discussed the effect of labor negotiations on the pay scale and pay equity. MOTION: made by Thomas, and Keefe to approve Resolution 2016-97 adopting the 2017 Wage Schedule for City Employees. Council discussed reviewing pay scales, insurance benefits, and a comprehensive review. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) e. 2017 General Fund Budget and Property Tax Levy City Administrator Martens presented the report noting the final adjustments resulting in a final levy is reduced from the preliminary levy by $35,443. MOTION: made by Thomas, seconded by LaFave to adopt Resolution 2016-98 Adopting 2017 Budget and Final 2016 Tax Levy Collectible in 2017. Council discussed cost of living and staffing cost increases and need for a policy for compensation. City Administrator Martens noted that the wage schedule has been adopted and per Council direction staff could look into alternative pay structures. Council discussed the wage increases, pay structures, explaining the surpluses, reducing the equipment transfer, utilizing the surplus to reduce the levy, concerns for lowering the levy, and IT costs. City Administrator Martens noted the increased IT costs were for Cloud based systems. Public Safety Director noted license renewal was a factor for the switch to Cloud based systems. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) f. Job Description Updates – Public Works Superintendent, Director of Public Safety, and City Administrator City Administrator Martens presented the report noting changes for each of the job descriptions and the updates changed the grade which increased the compensation. Council discussed the superintendent position update in the grade scale and hourly versus salary wages. Public Works Superintendent Meister noted he prefers not to be salary. City Administrator Martens noted there is a test for salary versus hourly. Council discussed looking at other cities with the grade scale for positions. City Administrator Martens noted the information is proprietary and that the Council can change the descriptions. Council discussed the recommendations. City Administrator Martens noted that all job descriptions had been reviewed. Council discussed a third party review of information. City Administrator Martens noted additional review is at the discretion of the Council. MOTION: made by Thomas, seconded by Keefe to approve job description updates and pay adjustments as presented effective January 1, 2017. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) g. 2017 Water and Sanitary Sewer Budgets City Administrator Martens presented the report, noting that expenditures in certain years may be more than revenue but is in line with the financial management plan. MOTION: made by Hank, seconded by LaFave adopted Resolution 2016-99 Adopting Final 2017 Water and Sewer Budgets. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) h. Resolution 2016-100 Honoring Outgoing Councilmember Pat Hank Mayor Guenthner read aloud Resolution 2016-100. MOTION: made by Guenthner, seconded by Thomas to adopt Resolution 2016-100 Honoring Outgoing Councilmember Pat Hank. Mayor Guenthner and the Council thanked Councilmember Hank. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Mayor Guenthner turned the meeting over to Acting Mayor Thomas. i. Resolution 2016-101 Honoring Outgoing Mayor Ken Guenthner Acting Mayor Thomas read aloud Resolution 2016-101. MOTION: made by Thomas, seconded by Hank to adopt Resolution 2016-101 Honoring Outgoing Mayor Ken Guenthner. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Acting Mayor Thomas provided Mayor Thomas with a service award. Acting Mayor Thomas turned over the meeting to Mayor Guenthner. 12. Unscheduled Items No unscheduled items were presented. 13. 2017 Council Schedule City Administrator Martens reviewed the upcoming schedule. Mayor Guenthner thanked the City of Corcoran. Mayor Guenthner noted it was a great learning experience and thanked everyone. 14. Council Liaison Calendar The Council liaison calendar was not reviewed, but was available in the Council Packet. 15. Adjournment MOTION: made by Hank, seconded by Keefe to adjourn. Voting Aye: Guenthner, Hank, Keefe, LaFave, and Thomas (Motion carried 5:0) Meeting adjourned at 9:22pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Item 7b. Council Meeting: January 12, 2017 Prepared By: Director Matt Gottschalk Topic: Police Technician Job Description Action Required: Approval Summary: The 2017 budget includes an allocation for part-time administrative help in the Police Department. The part-time position has been titled Police Technician. Its duties and job description closely resembles that of the Administrative Assistant but does contain some minor variations. The primary variation is that it removes some of the long-term records system maintenance responsibilities and adds some equipment maintenance responsibilities. Recruitment for the position will be targeted towards law enforcement students. Financial/Budget: Approval of this job description does not carry any financial implications. 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. TREATING THE CITIZEN AS OUR CUSTOMER We believe that citizens are our customers and should be treated with courtesy, respect, and deserve the best services we can provide. PROFESSIONALISM We believe that continuous improvement is the mark of professionalism and are committed to applying this principle to the services we offer and the development of our employees. EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: 1. Approve the job description as presented. 2. Approve the job description with specific changes. 3. Send back to staff with specific direction. Recommendation: Staff recommends approving the job description as presented. Council Action: Approval Attachments: 1. Job Description – Police Technician POLICE TECHNICIAN ©City of Corcoran 2017 1 Department: Public Safety Reports To: Police Lieutenant Points: Grade: N/A FLSA: Non-Exempt Bargaining Unit: N/A Revision Date: January 2017 Job Summary: The Corcoran Police Technician provides administrative support for the department, including front desk and telephone coverage. The primary responsibility of the position is to support the administrative functions of the Police Department with collateral duties in general department operations. Scope of Impact: The Police Technician impacts the effectiveness of the department and is expected to perform assigned duties without a need for significant work direction on daily tasks. Essential Duties and Responsibilities: •Provides office support for the department. o Receives visitors and answers telephone calls; refer callers to proper persons and/or provides requested information and records in accordance with state and local laws and policies; may take complaints from public and prepare written reports or refer complaints to the officer on duty; o Prepares and types correspondence, labels, reports, memos, letters ordinances, etc.; prepares, types, edits and proofreads a variety of documents; including general correspondence, reports, memorandums, minutes, statements, and etc.; o Maintains a supply of department forms and office materials; •Provides support for police related permits and applications. o Assists with issuing and maintaining records of all burn permits and administrative citations in accordance with applicable ordinances and state laws; receives and records fees for issued burn permits and administrative citations; o Processes cash and customer service transactions; o Assists with the monitoring and billing of false police alarms; o Processes BCA and FBI fingerprint cards; o Intakes applications for handgun permits, applications and licenses; o Performs criminal histories for criminal complaints, gun permits and other lawful requests; •Assists in planning and controlling the filing and maintenance of departmental records. o Assists in maintaining Records Management System. Enter incidents, review supplements, maintain master name index and addresses, enter MOC codes for CJRS state reporting, maintain case management/incident statuses, etc.; o Enters and retrieves records from state terminal; City of Corcoran N/A POLICE TECHNICIAN ©City of Corcoran 2017 2 o Receives inquiries and refers records and information requests in accordance with data privacy laws and departmental policy; o Assists in the maintenance of departmental historical and media records; o Assists in the maintenance of Squad Video Recording records; exports required squad video tapes for case files and data retention. •Supports Firearms Safety Training and Truck Safety Seminar; maintains and organizes class rosters, financials, handouts, attendee contact/registration, attendance, certificates, etc. •Assists in the maintenance of department equipment and facilities. •Drives department vehicles in non-emergency situations as assigned. •Assists with department trainings. •Performs other duties and activities as assigned. Minimum Qualifications: Candidates for this position must have a high school diploma or equivalent and be currently enrolled in, or graduated from, an accredited Minnesota law enforcement program. Candidates must successfully pass a comprehensive background investigation. Candidates must have a valid Minnesota Driver’s License or the ability to obtain one within 30 days. Desired Qualifications: Additional desired qualifications include prior public safety experience and fluency in a second language or sign language. Knowledge, Skills and Abilities Required for Successful Job Performance: •Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information; •Knowledge of the functions and responsibilities of City Departments, staff, and key community members; •Knowledge of city computer system, county programs, and the city financial program; •Knowledge of and ability to operate standard office software sufficient to manipulate data, draft reports and maintain records; •Customer service skills including demonstrated ability to build positive relationships with employees and managers; •Ability to analyze and resolve problems; •Ability to maintain CJIS certification; •The ability to work independently and to prioritize work requests; •Verbal and high-level written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work-related materials; POLICE TECHNICIAN ©City of Corcoran 2017 3 •Ability to work with neighboring public safety agencies and outside professional organizations to continue to learn and bring efficiencies within our organization; Physical and Mental Requirements: Physical effort is moderate, with lifting or carrying up to 50 pounds intermittently. Report preparation and word processing will at times require extended use of a keyboard. Work interruptions are frequent. Working Conditions: Work is generally performed in a normal office environment but may involve occasional outdoor activity or infrequent local travel. The candidate will be the first person to whom a complaint is delivered by a citizen, and may involve dealing with and calming individuals who are emotionally charged over an issue. Candidates must be able to work extended hours on an emergency basis and work unusual hours if required, either by direction or necessity. Tenure in this position will be limited to two years and/or one year from the date of taking the Peace Officer Standards and Training Licensing Exam. 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 Director of Public Safety and City Administrator retain the discretion to add duties or change the duties of this position at any time. From:jonathan.bottema@ubs.com To:Brad Martens Subject:Elm Creek watershed Date:Monday, December 19, 2016 1:18:42 PM Attachments:disclaim.txt Please be informed that I will be resigning the position of Elm Creek watershed commissioner, with an effective date of December 31, 2016. Jonathan Bottema, CFA®, CFP® Senior Vice President - Wealth Management Chartered Retirement Plan Specialist UBS Financial Services 681 East Lake St. Ste 354 Wayzata, MN 55391 952-475-9453 Fax 1-877-401-6980 Toll Free 800-627-2463 www.ubs.com/fa/jonathanbottema $JHQGD,WHPF STAFF REPORT Agenda Item. 7d. Council Meeting: January 12, 2017 Prepared By: Jessica Beise Topic: Hennepin County Residential Grant Agreement Action Required: Approval Summary: Hennepin County Ordinance 13 requires that each city implemen t and maintain a recycling program. Hennepin County provides grant funds to implement and maintain recycling program. On a regular basis, the City enters into the grant agreement with Hennepin to receive grant funds for our recycling services. Due to changes in the County’s funding policy, curbside organics funding will increase and curbside residential recycling funding will decrease over the term of the agreement. Staff will be reviewing options for implementing organics recycling, and will provide a report to the Council at a future City Council meeting. Financial/Budget: The City budgets annually the recycling grant funds for residential recycling services. 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 Resolution 2017-02 Authorizing Submittal and Execution of Residential Recycling Grant Agreement with Hennepin County for Years 2017-2020. Attachments: 1. Resolution 2017-02 Authorizing Submittal and Execution of Residential Recycling Grant Agreement with Hennepin County for Years 2017-2020 2. Residential Recycling Grant Agreement City of Corcoran January 12, 2017 County of Hennepin State of Minnesota RESOLUTION NO. 2017-02 Motion By: Seconded By: RESOLUTION AUTHORIZING SUBMITTAL AND EXECUTION OF RESIDENTIAL RECYCLING GRANT AGREEMENT WITH HENNEPIN COUNTY FOR YEARS 2017-2020 WHEREAS, pursuant to Minnesota Statutes, Chapter 115A.552, Counties shall ensure that residents have an opportunity to recycle; and WHEREAS, Hennepin County Ordinance 13 requires that each city implement and maintain a recycling program; and WHEREAS, Hennepin County provides grant funds to implement and maintain recycling program, WHEREAS, the grant period is January 1, 2017 to December 31, 2020. WHEREAS, the Hennepin County Board adopted a resolution to amend the Hennepin County Residential Recycling Funding Policy to incorporate requirements to expend additional SCORE funds on organics recycling; and WHEREAS, in order to receive grant funds, the City must sign the agreement; and WHEREAS, the City wishes to receive these grant funds each year. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Corcoran, Minnesota that the City Council accepts the agreement as proposed. BE IT FURTHER RESOLVED, that the City Council authorizes the Mayor, City Administrator or his designee to execute such Residential Recycling Grant Agreement with the County. VOTING AYE VOTING NAY Thomas, Ron Thomas, Ron Bottema, Jon Bottema, Jon Dejewski, Brian Dejewski, Brian Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Whereupon, said Resolution is hereby declared adopted on this 12th day of January, 2017. ________________________________ Ron Thomas- Mayor ATTEST: City Seal ____________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Items 8a-b. Council Meeting: January 12, 2017 Prepared By: Jessica Beise Topic: Claims as Presented Action Required: Informational Summary: Escrow Claims (Fund #500) and All Other Financial Claims will be provided separately to Councilmembers via email and will be placed in the City Hall Agenda Packet and on the website when available. Due to the availability of our consultant, staff anticipates claims to be ready by noon on January 12th Ag e n d a I t e m 8 a - b . STAFF REPORT Agenda Item 9a. Council Meeting: January 12, 2017 Prepared By: Brad Martens Topic: Commission Representatives Action Required: None – Informational Summary: The advisory commission representatives for the January 12th Council meeting are as follows: Planning Commission: Dean Jacobs Parks and Trails Commission: Trish Krueger 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 9b. 1 CITY OF CORCORAN City Project Update Staffing I. Administration a. Re-posting the Accountant Position in January II. Police a. Posting Part-time Police Technician position in January III. Public Works a. Requesting approval to recruit for Maintenance Operator position Administration: I. Corcoran Southeast District Market Analysis a. Finalizing report to present to Council II. Credit Card Processing a. Software installation is complete and hardware has been ordered. b. Staff anticipates implementation for utility bills for January 2017 and a gradual roll out to other departments III. Newsletter a. First of four newsletters mailed in January IV. Solicitors Peddlers and Transient Merchant Ordinance & Background Check Policy a. Staff completing draft ordinance and policy for Council consideration at a future meeting V. Sub-watershed Assessment a. Grant approved; work to begin in spring 2017. VI. Twins Grant a. Awarded $15,000 to go along with $10,000 City commitment; reaching out to organizations to fill the $25,000 gap for the Meister Field improvement project VII. Hazardous Property a. Demolition permit applied for; staff reviewing Public Works/Parks: I. Install water meters; read monthly II. Floor settling issue 9b. 2 a. Independent report received; contractor has submitted claim to their insurance for review III. No-Fault Sewer Backup Coverage a. Coordinating policy with League of Minnesota Cities Insurance Trust b. Requires the adoption and implementation of various maintenance plans IV. Utility locates completed as needed V. Planning winter ditching projects VI. Planning summer culvert repairs VII. Lift station monitoring VIII. Tree trimming Police: I. Implementing animal impoundment procedures II. Drafting RFP for a fire study III. Incorporating paperless processing of public requests (burn permits, data requests, firearms permits, etc.) a. A large majority have been converted. Some state forms like firearms permits still remain as we look for the best platform to accomplish it. IV. Streamlining officers’ data collection procedures on calls for service a. Continuing in 2017 with the implementation of Dynaforms V. Analyzing and evaluating space needs for essential services VI. Refreshing reserve officer program VII. Managing and refreshing the department policy manual (Lexipol) VIII. Coordinating POST, OSHA, and discretionary department trainings Planning: I. Ravinia a. 215 lots platted; PUD amendment approved for phase seven b. Continue to coordinate building permit/utility process for new homes c. Planning for future improvements i. Neighborhood park: Contract approved with Wenck Associates ii. Hackamore improvements: Beginning design work iii. Western water loop: design in 2018 and complete in 2019 iv. 66th Avenue improvements (extend Gleason Parkway to CR 116) II. Comprehensive Plan Update a. Presenting plan to Council at January 12th meeting III. Code/Zoning Updates a. None in process Finance: I. 2017 Budget Adopted II. Five Year Plan a. To be updated with 2017 approved budget and levy 9b. 3 III. Equipment Certificates a. Purchases of 2016 equipment completed b. Will request approval for 2017 purchase in first quarter 2017 c. Goal to eliminate equipment certificates by 2019 (fund with CIP) IV. Reserves a. Goal is 35% of unrestricted fund balance b. End of year 2015 at 36.2%; will update with 2016 audit i. $182,337 dedicated towards long range planning meaning that actual unrestricted balance is 31.9% (end of year 2015) Council Priorities I. Downtown Utility and Street Improvement Project a. Project under construction; to be completed in 2017 b. City is seeking liquidated damages II. Regional Recreation Amenity a. Council scheduled to discuss in February III. Paving Gravel Collector Roads a. Council to continue discussion on assessment policy at Future Projects I. City Council goal setting STAFF REPORT Agenda Item 10a. Council Meeting: January 12, 2017 Prepared By: Brad Martens Topic: Expanded Grading Plan - Ravinia Action Required: None Summary: The City Council considered a request from Lennar to expand the grading area in the Ravinia development at the December 19, 2016 meeting. The City Council tabled the item until the January 12, 2017 meeting. Since that time, Lennar has withdrawn their request for consideration and will ask for re - consideration with the approvals for Ravinia phase seven. No action is required of the City Council as the request has been withdrawn. Financial/Budget: N/A 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: N/A Recommendation N/A Council Action: N/A Attachments: None 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: January 5, 2017 for the January 12, 2017 City Council Meeting RE: Initiate 2040 Comprehensive Plan Update Process (City File 17-001) 60-DAY REVIEW DEADLINE:N/A 1.Request Staff requests that the City Council review the work plan outlined by staff and consulting staff to complete the 2040 Comprehensive Plan update as required by State Law. 2.Project Summary MN Statute §473.858 requires cities within the seven county metropolitan area to update their comprehensive plans every 10 years. The 2040 Comprehensive Plans are to be adopted by December 31, 2018. A comprehensive plan is an expression of the community’s vision for the future and a strategic map to reach that vision. Comprehensive planning is an important tool for cities to guide future development of land to ensure a safe, pleasant, and economical environment for residential, commercial, industrial, and public activities. Landform, Wenck and City staff worked together this winter to develop a work plan for this required update. The Metropolitan Council provides a System Statement to each city that outlines what is required to be completed with the Comprehensive Plan. We reviewed the requirements, discussed items that were raised by the previous Council and worked to provide a plan that meets minimum requirements cost effectively. One of the ways we propose to do this is to use City staff rather than consultant staff for large portions of the work. •Mike Pritchard will be the primary staff person on this project and will be responsible for leading public outreach efforts (notices, website, etc.), preparing the Economic Development and Implementation Chapters and taking the draft sections prepared by Wenck and Landform and preparing documents for review and approval. •Landform will be responsible for preparing the Land Use, Parks and Trails, Housing and Resilience (which includes solar) Chapters. •Wenck will be responsible for preparing the Transportation, Wastewater, Surface Water and Water Supply Chapters. Wenck will prepare all of the Maps for the document with feedback from Landform and City Staff. Agenda Item: 10b. 2040 Comprehensive Plan Initiation 2 January 12, 2017 • Landform, Wenck and City Staff will have monthly project update meetings and will attend open houses, Commission and Council meeting when their items are being discussed. We believe that much of the 2040 Comprehensive Plan will be an update to the current plan, but there are some chapters that will require more discussion. Staff has identified 3 areas that should have additional focus, but the Council may identify other key issues as part of the kickoff meeting: 1. Metropolitan Urban Service Area (MUSA) Boundary . This is the area where development is planned to occur only when municipal sewer and water are available. The adopted 2030 Comprehensive Plan intentionally provides the city with many options for the phasing of development and the mix of land uses in the MUSA. Our existing plan provides for significantly more land than is required to accommodate the 2030 forecasts and the 2040 forecasts were further reduced from the 2030 forecasts. The Metropolitan Council has indicated that they will allow us to retain this land area in the 2040 MUSA, so can continue to have flexibility in our growth management plan if desired. Early in the update process we anticipate discussion of this issue with the City Council. 2. Development Rights. The rural areas where sewer and water is not planned to be provided prior to 2040, the Metropolitan Council directs communities to provide no more than 1 unit per 10 acres. There has been some Council discussion in the past about trying to reduce that density. There has also been discussion about eliminating the program entirely. We will provide background information and options early in the process. 3. Transportation. Street planning has a significant effect on development. The Council will need to make importation decisions about streets that will impact other chapters. Staff will be prepared to lead this discussion early in the process. Our work plan shows: 1. A joint meeting on March 16th with Council/Commissioners to kick off the project, 2. Eight Council meetings/work sessions (generally on the 3rd Thursday of the month), 3. Three Planning Commission meetings (at regularly scheduled meetings), 4. Two Parks and T rails meetings (at regularly scheduled meetings) plus 5. Four open houses/workshops. We are proposing two traditional meetings at City Hall and two meetings “on-the-road” at Corcoran Country Daze and another to be determined event. If the Council believes we have too many or not enough meetings, they should provide direction. We expect the bulk of the work to be done in late 2017 and a draft Comprehensive Plan for agency comment to be distributed in November 2017. The Statutes require that agencies be given 6 months to review and comment before we send the 2040 Comprehensive Plan to the Metropolitan Council for review. After the Metropolitan Council completes their review, the City can adopt the plan. We anticipate adoption in May 2018. These dates will be refined as we move through the process. 2040 Comprehensive Plan Initiation 3 January 12, 2017 3. Action Staff requests that the Council approve the preliminary work plan and direct the City Administrator to begin working consulting staff to kick off the Comprehensive Plan as outlined. Attachments a. Draft Work Plan and Schedule b. Metropolitan Council Corcoran Checklist Task Start date Landform Hours City Staff Hours Wenck Hours TOTAL ESTIMATED HOURS Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar April May June July Aug Sept Oct Task 1. Project Management 38 57 31 126 Council meeting to Order Project 01/12/17 4 4 Kickoff meeting to review scope, schedule, responsibilities and deliverables 01/18/17 2 2 2 6 Monthly Team Meetings 02/15/17 0 Meeting 1 02/15/17 2 3 2 7 Meeting 2 03/15/17 2 3 2 7 Meeting 3 04/19/17 2 3 2 7 Meeting 4 05/17/17 2 3 2 7 Meeting 5 06/21/17 2 3 2 7 Meeting 6 07/19/17 2 3 2 7 Meeting 7 08/16/17 2 3 2 7 Meeting 8 09/20/17 2 3 2 7 Meeting 9 10/18/17 2 3 2 7 Meeting 10 11/15/17 2 3 2 7 Meeting 11 12/20/17 2 3 2 7 Meeting 12 01/17/18 2 3 2 7 Meeting 13 02/21/18 2 3 2 7 Coordinate with Metropolitan Council representatives 05/24/17 0 Meeting 1 05/24/17 3 8 0 11 Meeting 2 12/13/17 3 8 3 14 Task 2. Community Engagement 124 70 60 254 Kickoff meeting with Council/Commissions to identify priorities and vision. 03/16/17 8 4 4 16 Meetings with Parks Commission 06/20/17 0 Meeting 1 - Key Issue Priority 06/20/17 8 4 12 Meeting 2 - Draft 10/17/17 8 4 12 Meetings with Planning Commission 05/04/17 0 Meeting 1 - big picture items 05/04/17 8 4 12 Meeting 2 - Land Use 07/06/17 8 4 12 Meeting 3 - Public Hearing 11/02/17 8 4 12 Meetings with City Council 04/20/17 0 Meeting 1 - Kickoff and Big Picture items 04/20/17 8 2 4 14 Meeting 2 - Land Use/MUSA/Development Rights 06/29/17 8 2 10 Meeting 3 - Transportation and Parks 08/17/17 8 2 8 18 Meeting 4 - Utilities 09/21/17 2 8 10 Meeting 5 - Draft 10/19/17 8 2 2 12 Meeting 6 - Approve for Met Council 11/20/17 8 2 2 12 Meeting 7 - Adopt 10/25/18 4 2 6 Open House/Workshops 06/21/17 0 City Hall Open House 06/21/17 8 8 8 24 Country Daze Outreach?08/19/17 8 8 8 24 Other Event outreach?07/15/17 8 8 8 24 City Hall Open House 10/19/17 8 8 8 24 Task 3. Plan Development and Adoption 246 217 267 730 Land Use Chapter 01/16/17 80 8 8 96 Transportation Chapter 02/17/17 65 65 Wastewater 01/16/17 40 40 Surface Water 02/17/17 40 40 Water Supply 02/17/17 40 40 Parks and Trails Chapter 02/17/17 60 12 72 Housing Chapter 05/01/17 20 20 40 Resilience Chapter 09/04/17 3 15 18 Economic Competitiveness Chapter 05/01/17 8 16 24 Implementation Chapter 10/03/17 8 16 8 32 Draft Plan 10/03/17 40 40 40 120 Coordinate on development of other chapters 10/13/17 8 8 16 Combine Planning and Engineering Chapters into Draft Plan 10/13/17 40 40 Make minor refinements to plan based on staff comments 10/11/17 2 8 2 12 Make one comprehensive edit to plan based on Commission and Council comments 11/23/17 8 16 8 32 Adjacent Jurisdication Review 11/20/17 2 2 Met Council Submission 05/22/18 1 8 9 Make minor modifications based on Met Council comments 05/23/18 8 16 8 32 Mapping Services (Either Landform or Wenck)0 0 77 77 Gather mapping data from City and County 01/16/17 6 6 Collect city logo, design layout template, establish mapping style 01/16/17 6 6 Create maps based on schedule established in kickoff meeting (15 est.) 03/01/17 45 45 Map Edits 10/02/17 20 20 408 344 435 1187 2017 2018 Page - 1 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran CHECKLIST OF MINIMUM REQUIREMENTS FOR CORCORAN The checklist below was compiled from information on the Plan Elements pages in the Local Planning Handbook under the “Minimum Requirements” sections of the respective topics. Please note that this information is subject to change. The most current information can always be found on the website. Also, please remember that additional information may be requested during the review process for clarification and accuracy by the Technical Review staff. If you have any questions, please contact your Sector Representative. LAND USE Forecasts and Community Designation □ Include a table of forecasted population, households, and employment for 2020, 2030, and 2040, consistent with the Council’s forecasts. □ Remember, Council forecasts must be used consistently throughout your entire comprehensive plan. □ Your transportation plan needs to allocate forecasts to transportation analysis zones (TAZs). □ Your water and wastewater plans need to reflect forecasts to plan for urban services. □ Your land use plan must reflect and be coordinated with your forecasts. □ Include a map acknowledging your regional Community Designation(s) and acknowledge the overall density expectations for your Community Designation(s). □ Each Community Designation identifies both Council and Community Roles in Thrive’s land use policy section. Plans must be consistent with Community Roles for your Community Designation(s) as well as Community Roles that apply to everyone. Existing Land Use □ Provide an Existing Land Use Map with a land use legend. □ Provide an Existing Land Use Table. Calculate total acres and percent of total acres for each land use category. □ Land uses categories on the map and in the table, as well as any text references must all be consistent with one another. Future Land Use □ The Future Land Use plan must be consistent with the Council’s forecasts of population, households, and employment and identify sufficient land to support your community’s forecasted growth. □ Provide a Future Land Use Map and land use legend, including density ranges for all land uses that allow residential development. □ Provide a Future Land Use Table. Calculate total acres and percent of total acres for each land use category for each 10- year planning period (2020, 2030, and 2040). □ Define each land use category shown on the Future Land Use Map. Land use categories must be used consistently throughout your plan. □ Land use categories must include types of allowed uses and the minimum and maximum densities (“the allowable density range”) for all categories that allow residential uses. Allowed uses should include a description of allowable housing types such as single family, detached, duplexes, townhomes, etc. □ For each “mixed use” category, define an expected share of individual land uses and identify the permitted density range for residential uses. For example, Mixed Use Downtown might have an expectation of 30% commercial, 40% office, and 30% residential with a density of 10-15 units per acre. □ Acknowledge Council-approved master plan boundaries of regional parks, park reserves, and special recreation features by guiding the properties with a land use of “Park” (or your equivalent) on your Future Land Use Map. For Communities within the Metropolitan Urban Service Area (MUSA) and Rural Centers: □ Identify employment locations and provide a measurement of intensity of planned employment. Employment locations are typically the areas guided for commercial, office, industrial and institutional uses. Acceptable measurements of intensity include Floor Area Ratio (FAR), building footprint or impervious coverage. Ranges for measuring intensity are acceptable. Page - 2 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran For Communities with Special Resources: □ In order for properties to be enrolled in the Agricultural Preserves Program, the Future Land Use Map must reflect an Agricultural land use designation with a maximum density of 1 unit per 40 acres at the time of plan adoption, as required by state law. □ See the Special Resources section within the Land Use Plan Element for requirements for Critical Area Plans, Historic Preservation, and others. Density Calculations □ Identify where forecasted residential growth will happen on your Future Land Use Map. Show expected new development and re-developed areas. □ Identify what density range is expected for each residential land use in your community. □ Identify when residential development or redevelopment is anticipated to happen. See the Handbook section on Staged Development and Redevelopment. □ The average net residential density for your community must be consistent with the density requirements for your community designation. □ Provide a minimum and maximum value for each residential density range. (Zero is not an acceptable minimum. The maximum value must be a whole number.) □ Use the lowest allowed residential density from land use ranges in your calculations. For example, a land use that permits a density range of 3-5 units per acre must use 3 units per acre in all density calculations for this land use. This ensures that even at the lowest permitted density, the community will be developing at densities that meet overall density expectations. □ Focus on areas of change. Show us which planned land uses have changed from your previously approved plan and where new land uses (change or development intensity) is planned/expected. □ Provide the net developable acreage for each residential land use. It’s OK to exclude wetlands and natural water bodies, public parks and open space, arterial road rights-of-way, and natural resource lands protected by local plans and ordinances (i.e. steep slopes, wetland buffers, tree preservation) from area calculations. Stormwater ponds, utility easements, local roads, and local rights-of-way cannot be excluded from area calculations. □ The information you develop in your land use plan carries over to other elements of your comprehensive plan. The areas and densities in the land use plan must be consistent across elements related to forecasted growth, wastewater, water, housing, and transportation. For Communities with an Affordable Housing Allocation: □ Guide residential land at densities sufficient to create opportunities for affordable housing using one of the following options outlined in the Housing Plan Element. Refer to the Projected Housing Need section. For Diversified Rural Communities with Flexible Development Ordinances: □ You must be consistent with the Flexible Development Guidelines adopted in August 2008. These guidelines apply to Diversified Rural communities with staging areas for future urbanization identified as Long Term Service Areas for regional wastewater services. You should review these guidelines if you have local ordinances that allow densities greater than 1 unit per 10 acres (open space ordinances, cluster developments, density bonuses etc.). Staged Development and Redevelopment □ Identify potential local infrastructure impacts for each 10-year increment. □ Demonstrate that the municipality is capable of providing services and facilities that accommodate its planned growth. □ The staging plan or likely development phasing must be consistent with the volume of anticipated sewer flow identified in your community’s Local Sewer Plan. □ The staging plan or likely development phasing must support and be consistent with your community’s share of the Region’s Need for Affordable Housing for 2021 - 2030. For Suburban Edge, Emerging Suburban Edge, Rural Centers, and Communities with Orderly Annexation Agreements (OAAs): □ Map stages of development in 10-year increments (existing, 2020, 2030, and 2040). □ Provide a table of staged development in 10-year increments. The table must include future land uses, area in acres, density ranges, and total residential units by each 10-year time increment. Natural Resources □ Describe your community’s goals, intentions, and priorities concerning preservation, conservation, or restoration of natural resources in your community. Special Resource Protection □ All plans must include a protection element for historic sites. Page - 3 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran □ All plans must include policies for the protection and development of access to direct sunlight for solar energy. Solar access is addressed in depth under the Resilience section. □ All plans must identify whether or not aggregate resources are available within the community. For communities with aggregate resources, additional requirements apply. For Communities with Agricultural Preserves: □ In order for properties to be enrolled in the Agricultural Preserves Program, the Future Land Use Map must reflect an Agricultural land use designation with a maximum density of 1 unit per 40 acres, as required by state law. Page - 4 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran TRANSPORTATION Transportation Analysis Zones □ Include a table allocating forecasted population, household, and employment growth by TAZ for 2020, 2030 and 2040. □ Describe how you have allocated demographic growth based on your plan’s assumptions for guided future land use (e.g., density, mix of uses, locations for new development, highway/transit access, redevelopment, etc.). Roadways □ Describe and map the functional classification of all existing and proposed roads within your community, using the functional classification system described in Appendix D of the TPP and the roadway classification map currently recognized in the region. □ Maps must reflect the principal arterials adopted as the metropolitan highway system in the 2040 Transportation Policy Plan (2040 TPP). □ If a community determines that a change to the A-minor arterial system in the community is warranted, a request should be made to the Transportation Advisory Board (TAB) for the change, and TAB’s approval secured, prior to reflecting the new classification in the community’s plan. Check the council’s website or contact Elaine Koutsoukos at 651-602-1717 for more information. □ Maps should also show the streets classified by the community as major and minor collectors and local streets. Changes to these streets from the function shown on the regional map are at a community’s discretion, and do not need approval from TAB. However, these changes should follow the criteria laid out in Appendix D of the TPP and maintain system continuity. A map or table highlighting any discrepancies between the community’s map and the regional functional classification map previously referenced should be submitted to Council staff so the regional map can be updated. □ Include the following information for the principal and A-minor arterials: □ Identify the existing and future number of lanes. □ Map current traffic volumes, including heavy commercial volumes, which include both ADT and HCADT. □ Map forecasted 2040 traffic volumes. (This should be done using the Council’s regional model, or another method with approval from Council forecasting staff.) □ Identify future rights-of-way that need to be preserved. □ Incorporate access management guidelines of MnDOT, or those of the county in which your community is located, into your comprehensive plan as well as into your subdivision and zoning ordinances. □ Describe recommendations from recent corridor studies regarding roadway improvements, changes in land use, and/or access. Transit □ The region has established Transit Market Areas to guide the types and levels of transit service that are appropriate for efficient and effective services. Transit Market Areas are defined in Appendix G of the 2040 TPP by the demographic and urban design factors that are associated with successful transit service. Identify your community in relationship to your transit market area(s). Describe and map the existing and planned transit infrastructure and services in your community, including those of Metro Transit or other regional transit service providers. Communities should include the identification of the following basic elements of the transit system in their comprehensive plan: □ Existing transit routes and dial-a-ride services Bicycling and Walking □ Describe and map the existing and planned on-road and off-road bicycle facilities in your community. □ Map and describe the Regional Bicycle Transportation Network (RBTN) within your community: □ Show all Tier 1 and Tier 2 RBTN corridors and alignments. □ Show the relationship of the RBTN to the local bicycle network of off-road trails and on-street bikeways including all existing and planned connections. □ Include locations of regional employment clusters and activity center nodes (as shown on the RBTN map) and other local activity centers. □ For Tier 1 and Tier 2 corridors on the RBTN, describe and map the existing or planned bicycle facility alignments that are within the established corridors; the purpose of these corridors is as a placeholder for cities/counties to designate a planned alignment. If there is a planned alignment that would fulfill the intent of the corridor and that lies within and in line with the corridor’s directional orientation that the community would propose to replace the established corridor, map that alignment and denote by indicating it as “proposed for the RBTN.” □ Analyze and address the need for local bicycle and pedestrian facility improvements to provide connections that remove major physical barriers (i.e., freeways, railroad corridors, rivers and streams) on the regional (RBTN) and local networks. □ Discuss pedestrian system needs in a manner that responds to your community designation (as described in Thrive MSP 2040) and addresses the needs of your community. Page - 5 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran Aviation □ Identify policies and ordinances that protect regional airspace from obstructions. Include how your community will notify the FAA of proposed structures. Freight □ Identify railways, barge facilities and truck or intermodal freight terminals within the community. □ Identify other important nodes that may generate freight movement, such as industrial parks and large shopping areas. □ Map the road network showing volumes of multi-axle trucks (also known as “heavy commercial average annual daily traffic or HCAADT”) for Principal Arterial and A-Minor functional classifications. □ Identify any local roadway issues or problem areas for goods movement, such as weight-restricted roads or bridges, bridges with insufficient height or width clearances, locations with unprotected road crossings of active rail lines, or intersections with inadequate turning radii. Page - 6 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran WASTEWATER Areas Served by the Regional System □ A table that details the households and employment forecasts in 10-year increments through 2040, based on the Council’s forecasts and any subsequent negotiated modifications. This should be broken down by areas served by the Metropolitan Disposal System, locally owned and operated wastewater treatment systems, and Community and Subsurface sewage treatment systems. The forecasts used in your wastewater plan must be consistent with the forecasts used throughout your plan, including in land use, transportation, and water supply. □ Your wastewater plan must be designed to support these forecasts and provide any allocation breakdowns between sewered and unsewered service for population, households, and employment. □ An electronic map or maps (GIS shape files or equivalent must also be submitted) that show the following information: □ Your existing sanitary sewer system identifying lift stations, existing connection points to the metropolitan disposal system, and future connection points. □ Local sewer service districts by connection point. □ Intercommunity connections and any proposed changes in government boundaries based on Orderly Annexation Agreements. □ The location of all private and public wastewater treatment plants in your community. □ Copy of any intercommunity service agreements entered into with an adjoining community after December 31, 2008; including a map of areas covered by the agreement. □ A table or tables that contain the following information: □ Capacity and design flows for existing trunk sewers and lift stations. □ Assignment of 2040 growth forecasts by Metropolitan interceptor facility. In the absence of this information the Council will make its own assignments for the purpose of system capacity needs determination. □ Define your community’s goals, policies, and strategies for preventing and reducing excessive inflow and infiltration (I/I) in the local sewer system, including: □ Define the requirements and standards for minimizing inflow and infiltration and for the disconnection of sump pump, foundation drain, and/or rain leader connections to the sanitary sewer system. □ Include a copy of or reference to your local ordinance that prohibits the discharge of sump pumps, foundation drains, and/or rain leaders to the sanitary disposal system. □ Include a copy of or reference to your local ordinance requiring the disconnection of existing foundation drains, sump pumps, and roof leaders from the sanitary sewer system. □ Include a summary of activities or programs related to I/I source mitigation on private sewer services. □ Describe the extent, source, and significance of existing I/I problems in your community. □ Analyze the costs for remediating the I/I issues identified in your community. □ An implementation plan that contains a program strategy, priorities, scheduling, and financing mechanisms for eliminating and preventing excessive I/I from entering the sanitary sewer system. For communities with new trunk sewer systems that require connections to the Metropolitan Disposal System, you also need to include the following: □ A table that details the proposed time schedule for the construction of the new trunk sewer system in your community. □ Describe the type and capacity of the treatment facilities, whether municipally or privately owned. □ Copies of the associated National Pollutant Discharge Elimination System (NPDES) or State Disposal System (SDS) permits. Community and Subsurface Treatment Systems □ Describe your community’s management program for SSTS to comply with MPCA regulations (Minn. Rules Chapters 7080- 7083). □ Map the locations of all existing public and private treatment systems, if any, including package treatment plants and group on-site systems. □ Map the locations of all sub-surface sewage treatment systems. You should also identify the locations of known non- conforming systems or systems with known problems. □ Describe the conditions under which private, community treatment systems (ex. package treatment plants, community drainfields) would be allowed. Examples of such conditions include: □ allowable land uses and residential densities □ installation requirements □ management requirements □ local government responsibilities Page - 7 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran SURFACE WATER The items in the Minimum Requirements section below are consistent with the requirements under the new Minnesota Rules Chapter 8410, adopted in July of 2015 and Minn. Stat. 103B.235. Executive Summary, Water Resource Management Related Agreements, and Amendment Process □ Provide an executive summary that includes the highlights of the local water management plan. □ Describe the water resource management related agreements that have been entered into by your community. This includes joint powers agreements related to water management that the community may be a party to between itself and watershed management organization(s), adjoining communities, or private parties. □ Include a section on amendment procedures that defines the process by which amendments may be made. The amendment procedure must be consistent with the amendment procedures in the watershed organization(s) plans that affect your community. Physical Environment and Land Use □ Describe the existing physical environment and existing land use. You may be able to incorporate data by reference if allowed by the appropriate watershed organization(s) plan. You should be aware that not all watershed plans contain the level of detail needed and in those cases, you will be required to provide this information directly in your local water management plan. □ Describe the proposed physical environment and future land use. □ Include a map and/or description of drainage areas that includes path and flow directions of the stormwater runoff in your community. □ Describe the volumes and rates of flow for those defined drainage areas. Existing and Potential Water Resource-Related Problems □ Include an assessment of the existing water resource related problems in your community. □ Include an assessment of the potential water resource related problems in your community. □ Include a list or map of impaired waters within your community as shown on the most current 303d impaired waters list. Local Implementation Plan/Program □ Include prioritized nonstructural, programmatic, and structural solutions to identified problems. □ Describe the areas and elevations for stormwater storage adequate to meet performance standards or official controls in watershed organization(s) plan. □ Define the water quality protection methods that would be adequate to meet performance standards or official controls. □ Clearly define the roles and responsibilities of the community from that of the WMO(s) for carrying out implementation components. □ Describe the official controls and any changes needed to official controls. □ Include a table briefly describing each component of the implementation program that clearly details the schedule, estimated cost, and funding sources for each component, including annual budget totals. □ Include a table describing the capital improvement program that sets forth by year, details of each contemplated capital improvement that includes the schedule, estimated cost, and funding source. Page - 8 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran WATER SUPPLY For Communities Without Municipal Public Water Supplies □ Include information about water supply sources, by providing the following maps from your system statement: □ Surface water features and their interaction with the regional groundwater system □ The location of groundwater level monitoring and aquifer testing □ The presence of any regulatory and management areas □ Include information about assessing and protecting private water supplies/water sources For Communities With Public Water Supply Systems Owned By Another Entity □ Include the updated local water supply plan developed by the Public Water Supply System (PWS) that serves your community along with your local comprehensive plan update. □ Collaborate with the owner of the PWS to ensure their local water supply plan reflects your water demand in a way that is consistent with your community’s population forecast. Assessing & Protecting Source Water □ If the community does not have a municipal community public water supply system, include information about water supply sources, by providing the following maps from your system statement: □ Surface water features and their interaction with the regional groundwater system □ The location of groundwater level monitoring and aquifer testing □ The presence of any regulatory and management areas □ If the community does not have a municipal community public water supply system, include information about assessing and protecting private water supplies/water sources. Page - 9 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran PARKS AND TRAILS Regional Parks and Trails □ Describe, map, and label the Regional Parks System facilities that are located in your community. □ Acknowledge the Council-approved master plan boundaries of regional parks, park reserves, and special recreation features by guiding the properties with a land use of “Park” (or your community’s equivalent) on your Future Land Use map. Local Parks and Trails □ Describe and map your existing and proposed local parks, trails, and recreation facilities. □ Include a capital improvement program for parks and open space facilities as part of your implementation program. Page - 10 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran HOUSING Existing Housing Needs □ Complete an existing housing assessment, including: □ A table of existing local conditions, including the following information: □ 1. Total number of housing units. □ 2. Number of housing units affordable to households with incomes at or below 30% Area Median Income (AMI), between 31 and 50% AMI, and between 51 and 80% AMI. □ 3. Number of housing units that are owner occupied. □ 4. Number of housing units that are rental. □ 5. Number of single family homes. □ 6. Number of multi-family homes. □ 7. Number of publicly subsidized housing units by the following types: senior housing, housing for people with disabilities, and all other publicly subsidized units. Include expiration dates of affordability requirements when applicable. □ Number of existing households that are experiencing housing cost burden with incomes at or below 30% Area Median Income (AMI), between 31 -50% AMI, and 51 -80% AMI. A map of owner-occupied housing units identifying their assessed values. At a minimum, differentiate the values above and below $211,500. □ A narrative analysis of existing housing needs. At a minimum address the components of the existing housing assessment within the local context of your community. Plans consistent with Council policy will clearly identify existing housing needs and priorities for the community. Projected Housing Need □ Discuss how the land use plan addresses the future housing need for your forecasted growth. For Those Communities With An Affordable Housing Need Allocation: □ Acknowledge your community’s allocation of the region’s need for affordable housing at three levels of affordability: <30% AMI, 31-50% AMI, and 51-80% AMI. □ Guide residential land at densities sufficient to create opportunities for affordable housing using one of the following options: □ Option 1: Guide sufficient land at minimum residential densities of 8 units/acre to support your community’s total allocation of affordable housing need for 2021 – 2030. This option may be best for communities that find it difficult to support densities of 12 units/acre (per Option 2), or prefer simplicity over flexibility in their density minimums. □ Option 2: Guide sufficient land at minimum residential densities of: □ 12 units/acre to address your community’s allocation of affordable housing need at <50% AMI. This combines your community’s allocation at <30% AMI and 31-50% AMI. □ 6 units/acre to address your community’s allocation of affordable housing need at 51-80% AMI. □ Option 2 may be best for communities that feel they can achieve affordable housing needs at 51-80% AMI with less than 8 units/acre. It also allows the affordable housing need to be addressed with less actual land, as is the case if communities choose to use even higher densities than are required. Furthermore, communities using Option 2 may guide land to meet their allocation of affordable housing need at 51-80% AMI using a minimum density range of 3-6 units/acre if they have demonstrated in the last 10 years the application of programs, ordinances, and/or local fiscal devices that led to the development of housing affordable at 51-80% AMI in their community. Examples include: density bonuses for affordable housing unit inclusion, local funding programs such as TIF, etc. Implementation Plan □ A description of public programs, fiscal devices, and other specific actions that could be used to meet the existing and projected housing needs identified in the housing element. Include in what circumstances and in what sequence they would be used. □ Plans consistent with Council policy will clearly and directly link identified needs to available tools. Needs are identified within the three levels of affordability, and tools should therefore be addressed within the levels of affordability as well. □ Plans consistent with Council policy will consider all widely accepted tools to address their housing needs. A list of widely accepted tools is provided, however, this list is not exhaustive. Communities are strongly encouraged to include any additional tools at their disposal when identifying how they will address their housing needs. Page - 11 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran RESILIENCE Energy Infrastructure and Resources □ Local governments in the seven-county metropolitan area are required by state law to include an element in their Plan for protection and development of access to direct sunlight for solar energy systems. Page - 12 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran ECONOMIC COMPETITIVENESS Redevelopment □ Minnesota Statutes § 473.859 Subd. 1 states that local comprehensive plans “shall contain objectives, policies, standards, and programs to guide… redevelopment and preservation for all lands and waters within the jurisdiction of the local governmental unit”. The information provided in this section of the handbook is intended to assist communities as they grapple with the opportunities and challenges associated with development sites that are declining in value, viability, and marketability. Page - 13 | METROPOLITAN COUNCIL LOCAL PLANNING HANDBOOK Print Date: 3/11/2016 Checklist of Minimum Requirements for Corcoran IMPLEMENTATION Implementation □ Describe all public programs, fiscal devices, and other actions that your community will use to implement your plan. □ Define a timeline as to when actions will be taken to implement each required element of your comprehensive plan. □ Include a Capital Improvement Program (CIP) for transportation, sewers, parks, water supply, and open space facilities. Specify the timing and sequence of major local public investments. □ The CIP must align with development staging identified in other parts of your plan and include budgets and expenditure schedules. □ Describe all relevant official controls addressing at least zoning, subdivision, water supply, and private sewer systems. □ Include a schedule for the preparation, adoption, and administration of needed changes to official controls. □ Include your local zoning map and zoning category descriptions. Identify what changes are needed to ensure zoning is not in conflict with your new land use plan and consistent with regional system plans and policies. □ Review and update official controls within 9 months of adopting your 2040 plan. Official controls must not be in conflict with your updated plan. You must provide copies of all revised official controls to us. □ The Housing Plan Element has implementation requirements as well. Refer to that section to ensure that implementation requirements for the Housing Action Plan are met. For Diversified Rural Communities with Flexible Development Ordinances: □ You must be consistent with the Flexible Development Guidelines adopted in August 2008. These guidelines apply to Diversified Rural communities with staging areas for future urbanization identified as Long Term Service Areas for regional wastewater services. If you have local ordinances that allow densities greater than 1 unit per 10 acres, such as open space ordinances, cluster developments, or density bonuses, (or other similar ordinances) you should review these guidelines. STAFF REPORT Agenda Item 12a. Council Meeting: January 12, 2017 Prepared By: Brad Martens Topic: Elm Creek Watershed Commissioner Appointment Action Required: Direction Summary: Consent agenda item 7c. was the resignation of Elm Creek Watershed Commissioner Jonathan Bottema. In order for the City to have representation on the commission, the Council should consider appointing an individual to serve on the Commission. Currently no active applications exist for individuals seeking to beco me the City’s representative on the Elm Creek Watershed Commission. Staff will begin reaching out to individuals to seek interest. In the meantime, staff will also attend the meetings to monitor activities. Staff has been educated that existing elected officials are eligible to become a commissioner. Financial/Budget: The Elm Creek Watershed Commissioner serves without compensation. At the discretion of the City Administrator, consultants may be directed to support the commissioner. 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. EQUAL OPPORTUNITY We believe that every employee and citizen should be afforded an equal opportunity to participate in all aspects of employment, citizenship, and governance in the City of Corcoran based exclusively on their ability to contribute. Options: 1. Direct staff to seek applicants for the Elm Creek Watershed Commission. Recommendation Direct staff to seek applicants for the Elm Creek Watershed Commission. Council Action: Direct staff to seek applicants for the Elm Creek Watershed Commission. Attachments: None. STAFF REPORT Agenda Item 12b. Council Meeting: January 12, 2017 Prepared By: Brad Martens Topic: Maintenance Operator Recruitment Process Action Required: Approval Summary: Included in the 2017 budget is the hiring of an additional Maintenance Operator for the Public Works Department paid for out of the water and sanitary sewer utility. The number of full-time Public Works employees has been unchanged for 13 years. The additional requirements of the department with a water/sanitary sewer utility, enhanced stormwater requirements, additional housing units, and infrastructure has left the department unable to continue at existing service levels without adding staff. It is requested the City Council authorize the City Administrator to begin the recruitment process with the following anticipated timeline: Post position: January 17th Applications due: February 6th First round interviews: Week of February 13th Second round interviews: Week of February 20th Conditional offer: February 23rd First day of employment: March 20th Financial/Budget: The additional salary costs for the position are to be paid out of the water and sanitary sewer utility funds. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Authorize the City Administrator to begin the recruitment process for the position of Maintenance Operator. 2. Send back to staff for further review. Recommendation Authorize the City Administrator to begin the recruitment process for the position of Maintenance Operator. Council Action: Consider a motion to authorize the City Administrator to begin the recruitment process for the position of Maintenance Operator. Attachments: 1. Job Description – Maintenance Operator PW MAINTENANCE OPERATOR ©City of Corcoran 2015 1 Department: Public Works Reports To: PW Superintendent Points: 228 Grade: 7 FLSA: Non-Exempt Bargaining Unit: NA Revision Date: June, 2015 Job Summary: The Public Works Maintenance Operator provides maintenance of roads, drainage, wastewater and surface water collection, water distribution, equipment maintenance, parks and buildings. The Maintenance Operator performs heavy equipment operation, operation of power tools and physical labor as needed. Scope of Impact: The PW Maintenance Operator is responsible for providing public service and for preservation of public assets through timely attention to problems and careful operation, including attention to safety procedures. Essential Duties and Responsibilities: • Performs assigned work in an efficient and safe manner. o Follows all safety procedures according to industry best practices and state and federal regulations; follows all City and Department policies; o Strives to learn and gain proficiency in a broad variety of equipment operation; o Performs work in a manner that protects public and private assets; o Responds immediately to problems with sewer or water; identifies problems and, after taking action to mitigate further damage; confers with the Superintendent or Crew Leader on follow-up action; o Monitors weather conditions and is alert for possible early call-in to address snow, ice or flooding; o Suggests improved methods and practices for public works when experience and common sense dictates. • Operates appropriate equipment to clear brush, install culverts, mow grass, remove silt and other drainage obstructions, patch potholes, erect signs, repair frost boils, remove and replace concrete curbs and asphalt roadways and other duties relating to park and roadway maintenance. o Blacktop work will include sub cutting, removal, installation, compaction of asphalt, and seal coating; o Concrete work will include removal of concrete, forming, curb pouring, and finishing; City of Corcoran PW MAINTENANCE OPERATOR ©City of Corcoran 2015 2 o Performs right-of-way maintenance to avoid obstruction of view, overhanging trees, clogged ditches and retention ponds; o Drives medium, heavy, and light trucks in order to deliver and pick up materials and supplies; o Operates snow removal equipment in a safe, responsible manner in order to provide a passable condition and maximum safety on public roads and property. • Performs maintenance of equipment and facilities. o Monitors hours on motorized equipment and ensures that manufacturer recommended services are performed; o Inspects equipment at the beginning and end of shifts to ensure safety and readiness of equipment; o Troubleshoots motorized equipment problems and reports observations based on seriousness; o Carries out maintenance of grounds and parking areas at city hall, parks and public works facilities; o Ensures that the public works facility is organized and safe; o Assists with the seasonal opening and closing of park facilities and the maintenance of grounds and active play areas; applies chemicals on park property. • Performs work necessary to maintain the water and sanitary sewer system. o Installs water meters, flushes hydrants; o Shuts off water to properties in emergencies or as directed; o Inspects to ensure that sump pumps are not discharged into the sanitary sewer system; o Assists with lift station maintenance, etc. • Carries out mitigation services for nuisance properties or noxious weeds and reports time and materials used. • Responds to emergencies and natural disasters with equipment. o Works to restore the transportation network so that emergency vehicles can pass; o Assists with support to other communities with joint powers agreements in the event of a natural disaster. • Performs other duties and activities as assigned. Minimum Qualifications: The job requires a high school diploma and two or more years of experience in the operation power tools, trucks and heavy equipment, or equivalent. A Class B CDL is required. At the directive of the Superintendent, to address Department needs, a Class A CDL license with air brakes endorsement must be obtained within six months. A DOT Physical Health Card is required. At the directive of the Superintendent to obtain licenses necessary to operate the water and sanitary sewer system. Additional training post-hire may be required. Ability to respond to emergency calls within 30 minutes. PW MAINTENANCE OPERATOR ©City of Corcoran 2015 3 Desired Qualifications: Additional desired qualifications include experience in a municipal or government setting. Coursework or certifications in civil engineering inspections are preferred. Water and wastewater operation, construction inspection and mechanic training and are preferred. Knowledge, Skills and Abilities Required for Successful Job Performance: • Knowledge of equipment used by the department; ability to analyze and resolve problems; mechanical ability and knowledge of equipment troubleshooting and maintenance procedures; • Knowledge of civil engineering principals and road construction procedures; ability to read engineering drawings and to use specialized equipment to read elevations and locate boundaries and right-of-ways; • Knowledge of materials, methods, & operations used in street, building, parks & ground maintenance; • Knowledge of the functions and responsibilities of City Departments, staff, and key community members; • Ability to perform in a professional and courteous manner to requests from other staff members; ability to maintain a positive attitude toward work, the public, and coworkers; ability to be public service oriented with tactful and effective conflict resolution skills; • The ability to work independently; • Knowledge of traffic laws, ordinances, and regulations involved in equipment operation; • Knowledge of water distribution and wastewater collection; ability to read control panels, meters and gauges, to be able to detect when problems are occurring, and respond appropriately; • Knowledge of the occupational hazards and safety precautions necessary to perform manual and maintenance work; • Knowledge of the location of City streets, easements and alleys; knowledge of plow routes; • Knowledge of erosion control and conservation management practices; • Ability to have a creative, inquiring and innovative manner willing to explore new approaches, implement new methods, and be receptive to suggestions of others; • Ability to operate a telephone or radio to communicate effectively with City staff; • Ability to follow oral and written instructions; • Will have a high degree of integrity and a high sense of personal and professional ethics. Physical and Mental Requirements: Physical effort ranges from light to heavy, with lifting, pushing, pulling or carrying up to 60 pounds intermittently. Heavier work may require use of a helper or power equipment. Lifting over 60 pounds without assistance is discouraged and should be a last resort. Plowing snow may require high attention to the road and environment to avoid accidents. Working Conditions: Work is mainly outdoors or in a vehicle. Work includes driving within the City of Corcoran to perform maintenance activities. There is exposure to weather conditions and dirt, grease, noise, biting insects PW MAINTENANCE OPERATOR ©City of Corcoran 2015 4 and unpleasant odors. Some work requires wearing safety apparel. There is exposure to traffic, slippery footing and working close to moving equipment. Work may include extended or irregular hours. 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: ____________________________________________________ STAFF REPORT Agenda Item 12c. Council Meeting: January 12, 2017 Prepared By: Brad Martens/Jessica Beise Topic: Annual Appointments Action Required: Approval Summary: Each year the City makes annual appointments as required for the operatio ns of the City. The recommended appointments are the same as 2016 except for Acting Mayor which requires City Council direction. It is requested the City Council review the appointments and select an Acting Mayor for 2017. Selected notes on annual appointments: City Newspaper: No increase in rates City Attorney: No increase in rates City Planner: No increase in rates City Engineer: $3/hour increase for City Engineer City Auditor: $140 increase over 2015 audit. Financial/Budget: Fees for various appointments are included in the 2017 budget. 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. Options: 1. Approve Resolution 2017-01 establishing annual appointments and authorize the City Administrator and Mayor to execute engagement letters as required. Recommendation: Approve Resolution 2017-01 establishing annual appointments and authorize the City Administrator and Mayor to execute engagement letters as required. Council Action: Consider a motion to approve Resolution 2016-01 establishing annual appointments and authorize the City Administrator and Mayor to execute engagement letters as required. Attachments: 1. Resolution 2017-01 Establishing Annual Appointments Page 2 2. Crow River News Engagement Letter 3. Landform 2017 Rate Schedule 4. Wenck Associates Engagement Letter 5. Carson, Clelland & Schreder Engagement Letter 6. Abdo, Eick, & Meyers Engagement Letter City of Corcoran January 12, 2017 County of Hennepin State of Minnesota RESOLUTION NO. 2017-01 Page 1 of 2 Motion By: Seconded By: RESOLUTION ESTABLISHING ANNUAL APPOINTMENTS FOR THE CITY OF CORCORAN FOR 2017 WHEREAS, the City of Corcoran (City) is required to designate the official newspaper, official depositories and signatories, make annual appointments to various commissions within the organization of the City, as well as other defined organizational items as defined by State Statute and City Codes. NOW THEREFORE, BE IT RESOLVED that the City hereby makes the following appointments for the year 2015. 1. Official Newspaper Crow River News, (aka Sun Media) 10917 Valley View Road, Eden Prairie MN 55344 2. Acting Mayor The Acting Mayor shall be ___ 3. Planning Consultant Landform, 105 S. Fifth Avenue, # 513 Minneapolis, MN 55401 4. Engineer Wenck Associates, Inc., 1800 Pioneer Creek Center, Maple Plain MN 55359 5. Attorney – Civil and Criminal John Thames - Carson, Clelland & Schreder, 6300 Shingle Creek Parkway, Suite 305, Minneapolis, MN 55430-2190 6. Auditor Abdo, Eick & Meyers, LLP 5201 Eden Avenue #250, Edina, MN 55436 KDV Ltd., 220 Park Avenue South, Saint Cloud, MN 56302 7. Assistant Weed Inspector City Administrator and the Public Works Department 8. Insurance Agent Anderson Insurance Agency, 312 Central Avenue S.E., #488, Minneapolis, MN 55414-1064 9. Animal Control Officer Monticello Animal Facility, 203 Chelsea Road, Monticello, MN 55362 10. Official Depositories Farmers State Bank of Hamel BankWest 21st Century Bank (Formerly State Bank of Loretto) Northland Securities Smith Barney Citigroup Piper Jaffray City of Corcoran January 12, 2017 County of Hennepin State of Minnesota RESOLUTION NO. 2017-01 Page 2 of 2 11. Official Signatory The following individuals are hereby authorized as official signatories for the City: a. Mayor/Ron Thomas b. City Administrator/Brad Martens 12. Authorized for funds transfer and inquiry at Farmers State Bank of Hamel The following individuals are hereby authorized for funds transfer and inquiry for the City checking and savings accounts at Farmers State Bank of Hamel: a. City Administrator/Brad Martens b. City Clerk/Administrative Services Coordinator/Jessica Beise VOTING AYE VOTING NAY Thomas, Ron Thomas, Ron Bottema, Jon Bottema, Jon Dejewski, Brian Dejewski, Brian Keefe, Mike Keefe, Mike LaFave, Tonya LaFave, Tonya Whereupon, said Resolution is hereby declared adopted on this 12th day of January, 2017. ________________________________ Ron Thomas - Mayor ATTEST: ____________________________________ City Seal Jessica Beise– City Clerk/Administrative Services Coordinator 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. December 13, 2016 Brad Martens City of Corcoran 8200 County Road 116 Corcoran, MN 55340 RE: 2017 Rate Schedule Dear Mr. Martens, Thank you for utilizing our firm to provide planning services for the City. We appreciate your confidence in us and we value the opportunity to work with you and your staff since 2003. We are proud to have been able to take the lead on the 2016 planning efforts, which included 34 land use applications. These applications included review of eight ordinance amendments, four phases of Ravinia and a variety of other development applications, including expansion of Park Place Storage, a new community solar garden, a new dog kennel and others. We look forward to continuing to work with you in 2017 as the City begins the 2040 Comprehensive Plan updates, in addition to ongoing city business like development review and ordinance updates. Landform has a full time staff of professionals, all of whom are committed to providing services that are truly tailored to the communities we serve and helping our clients plan great places. I have attached our municipal rate schedule for 2017, which remains unchanged from 2016. We recognize that we all have budget constraints and this rate schedule allows us to be competitive with other firms while allowing us to provide a comprehensive range of services through retention of our most talented employees. These rates will become effective on January 1, 2017 for hourly work performed by Landform on behalf of the City in 2017. We look forward to working with the City of Corcoran in 2017 and the opportunity to continue to provide professional planning services to assist your staff. Landform is an interdisciplinary site design firm with a studio-based, client-centered practice. Our professional staff includes landscape architects, planners, urban designers, civil engineers and land surveyors. We offer you a SensiblyGreen® approach to your development challenges from Site to Finish®. If you have any questions or comments, please do not hesitate to call me at 612.638.0225. Sincerely, Landform Kendra Lindahl, AICP Principal Planner Brad Martens 2 December 13, 2016 2017 Rate Schedule Professional Services Hourly Rates Senior Principal 195.00/hour Principal 160.00/hour Principal Planner 125.00/hour Planning Lead 115.00/hour Senior Planner 115.00/hour Planner III 92.00/hour Planner II 77.00/hour Planner I 67.00/hour Associate 135.00/hour Studio Lead 135.00/hour Senior Designer 115.00/hour Senior CAD Manager 120.00/hour Designer III 92.00/hour Designer II 77.00/hour Designer I 67.00/hour Survey Lead 135.00/hour Project Lead 115.00/hour Survey Technician III 92.00/hour Survey Technician II 77.00/hour Survey Technician I 67.00/hour Crew Chief 125.00/hour Survey Coordinator 95.00/hour Field Technician 55.00/hour GPS Equipment 35.00/hour Construction Observation III 120.00/hour Construction Observation II 85.00/hour Construction Observation I 80.00/hour Business Lead 75.00/hour Administrative Assistant 57.00/hour 1. Attendance at regularly scheduled Planning Commission and City Council meetings will be billed at a flat rate of $100.00 per meeting. 2. Internal reimbursable expenses are priced as follows: Mileage Based on IRS Requirements Plotting on Bond 0.50 per square foot Plotting on Vellum 1.10 per square foot Plotting on Mylar 2.75 per square foot Color Printing 1.00 for 8.5 x 11 2.50 for 8.5 x 14, 11 x 17 Foam core 25.00 per sheet Scanning 1.50 per scan CD/DVD/Thumb drive 10.00 per cd/dvd/thumb drive 3. External reimbursable expenses shall be billed at cost plus 15%. 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 - January, 5 2017 Brad Martens City Administrator City of Corcoran 8200 County Road 116 Corcoran, MN 55340 RE: Letter of Engagement for City Engineering Services Dear Brad: On behalf of Wenck Associates, we thank you for the opportunity to serve as the City Engineer and look forward to continuing in that role in 2017. Our team has provided the depth and expertise to serve the day to day engineering services, construction management, and needs of growth. We appreciate supporting the staff and Council in achieving the Council’s goals and look forward to another exciting year. Over the past year, we have worked alongside staff with the Downtown property owners and developers to support the City in customer service and technical expertise. Our business model shows that Corcoran benefits from experienced municipal engineers while discounting rates and eliminating charges for Council meeting time past one hour, some weekly City Hall hours, initial resident inquiries, mileage costs, and other miscellaneous items. We are proud to provide this discounted local service while keeping the range of Wenck hourly rates still competitive with other metro firms. Business Model As noted above, Wenck provides a discount to Corcoran of 18% from our standard fee schedule. This can be provided due to the steady nature of municipal work and our location allows for efficiency. Developers on escrow work receive this discount also. Unbilled fees We recognize that a client does not want to see a charge for every phone call, meeting minute, or site visit and due to our location can provide no charge services along with quick response. Wenck documented over 200 unbilled hours of service in 2017 and since 2009 our records show approximately 1,200 hours (over $120,000) of unbilled savings to the City. Downtown Project The 2017 fee structure has been modified from the standard approach (January 1 increase) since the Contractor for the Downtown Project has missed completion deadlines. Wenck is proposing to maintain the 2016 fee schedule for that project up through substantial completion. This “freeze” is in partnership with the City, to deliver a quality project while minimizing our clients cost impacts from the Contractor. The fees for engineering work is billed on an hourly basis and categories will increase at 3% ($2 to $3 per hour). Our City Engineer rate for 2016 is proposed to increase from $126 to $129. Engineering staff is billed in accordance with experience as listed on the chart below. The range in this schedule has not changed from 2012, however employees have received a step increase: Brad Martens City Administrator City of Corcoran January 12, 2015 2 C:\Users\jbeise\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\3O9ZFS1J\Corcoran 2017 letter of engagement.docx Personnel Hourly Rate ($) Registered Engineer/Project Manager $90.00-150.00 Senior Engineer Specialist/Scientist $119.00-175.00 Senior Technician/Surveyor/Construction $75.00-120.00 PM/ Engineer/CADD Technician $80.00-120.00 Inspector – Technician $60.00-100.00 Clerical $60.00-70.00 Other Options Corcoran may wish to discuss two other scenarios used for engineering and construction. These are: Engineering Fee as a percent of construction, or Monthly retainer for City Engineer tasks and meetings These arrangements have both advantages and disadvantages based on the type and complexity of each project, understanding and needs of the client, etc. Independent Contractor Wenck serves as an Independent Contractor to the City. We look forward to discussing this letter of engagement and a productive 2017 year. Sincerel y, Wenck Associates, Inc. Kent Torve, P.E., LEED AP Principal ENGAGEMENT LETTER The Law Firm of Carson, Clelland & Schreder agrees to represent the City of Corcoran for civil legal services and for municipal prosecution services in 2017 . Civil services include meeting attendance, staff consultation and the production of work relating to ordinances , zoning, special assessments , development contracts and other contractual matters. Representation for EDA matters is also anticipated. In addition to the before mentioned subjects, any other services as needed and directed by the City Council will be gladly performed . Charges for the civil work will be $70.00 per hour for paralegal assistant and $142.50 per hour for attorney . The criminal prosecution services include the prosecution of petty misdemeanors , misdemeanors and gross misdemeanors as they occur; review and preparation of criminal complaints and consultation and advice with officers and police administration. The prosecution services include vehicle forfeitures. The prosecution services are billed at $97.50 per hour for attorney and $37 .50 per hour for legal assistant. The firm will also provide human resources and labor consultation and representation if desired by the City. These services will be billed at the civil rate . Sincerely, Jo~ on behalf of Carson , Clelland & Schreder APPROVED BY CITY OF CORCORAN By: Its Mayor By: Its Clerk STAFF REPORT Agenda Item 12d. Council Meeting: January 12, 2017 Prepared By: Brad Martens Topic: 2017 City Council Calendar Action Required: Approval Summary: Attached to this report is a proposed schedule for City Council and Commission meetings for 2017. Staff requests the Council approve the calendar as presented. The second City Council meeting in November is proposed to be moved to November 20 th to avoid the Thanksgiving holiday. Additionally, staff is requesting direction from the City Council on whether regular work sessions should be scheduled to discuss items in advance of formal consideration. Work sessions can take place immediately in advance of the formal meetings or on separate days. 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. Options: 1. Approve 2017 City Calendar as presented; direct staff on whether regular work sessions should be scheduled. 2. Approve 2017 City Calendar with amendments; direct staff on whether regular work sessions should be scheduled. Recommendation: Approve 2017 City Calendar as presented; direct staff on whether regular work sessions should be scheduled. Council Action: Consider a motion to approve 2017 City Calendar as presented; direct staff on whether regular work sessions should be scheduled. Attachments: 1. 2017 City of Corcoran Calendar Meetings S M T W T F S S M T W T F S S M T W T F S 25 26 27 28 29 30 31 29 30 31 1 2 3 4 26 27 28 1 2 3 4 1 2 3 4 5 6 7 5 6 7 8 9 10 11 5 6 7 8 9 10 11 8 9 10 11 12 13 14 12 13 14 15 16 17 18 12 13 14 15 16 17 18 15 16 17 18 19 20 21 19 20 21 22 23 24 25 19 20 21 22 23 24 25 22 23 24 25 26 27 28 26 27 28 1 2 3 4 26 27 28 29 30 31 1 29 30 31 1 2 3 4 5 6 7 8 9 10 11 2 3 4 5 6 7 8 S M T W T F S S M T W T F S S M T W T F S 26 27 28 29 30 31 1 30 1 2 3 4 5 6 28 29 30 31 1 2 3 2 3 4 5 6 7 8 7 8 9 10 11 12 13 4 5 6 7 8 9 10 9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24 23 24 25 26 27 28 29 28 29 30 31 1 2 3 25 26 27 28 29 30 1 30 1 2 3 4 5 6 4 5 6 7 8 9 10 2 3 4 5 6 7 8 S M T W T F S S M T W T F S S M T W T F S 25 26 27 28 29 30 1 30 31 1 2 3 4 5 27 28 29 30 31 1 2 2 3 4 5 6 7 8 6 7 8 9 10 11 12 3 4 5 6 7 8 9 9 10 11 12 13 14 15 13 14 15 16 17 18 19 10 11 12 13 14 15 16 16 17 18 19 20 21 22 20 21 22 23 24 25 26 17 18 19 20 21 22 23 23 24 25 26 27 28 29 27 28 29 30 31 1 2 24 25 26 27 28 29 30 30 31 1 2 3 4 5 3 4 5 6 7 8 9 1 2 3 4 5 6 7 S M T W T F S S M T W T F S S M T W T F S 24 25 26 27 28 29 30 29 30 31 1 2 3 4 26 27 28 29 30 1 2 1 2 3 4 5 6 7 5 6 7 8 9 10 11 3 4 5 6 7 8 9 8 9 10 11 12 13 14 12 13 14 15 16 17 18 10 11 12 13 14 15 16 15 16 17 18 19 20 21 19 20 21 22 23 24 25 17 18 19 20 21 22 23 22 23 24 25 26 27 28 26 27 28 29 30 1 2 24 25 26 27 28 29 30 29 30 31 1 2 3 4 3 4 5 6 7 8 9 31 1 2 3 4 5 6 Updated 12/28/2016 763-479-4209 Tonya LaFave JANUARY FEBUARY SEPTEMBER MARCH 763-479-1720 Council Members tlafave@ci.corcoran.mn.us Planning Randy's Sanitation 763-972-3335 OCTOBER NOVEMBER DECEMBER Mike Keefe Mayor Septic / Henn Co.612-543-5200 jbottema@ci.corcoran.mn.us mkeefe@ci.corcoran.mn.us Planning Commission Engineer Parks & Trails Commissions Jon Bottema Building Inspector MAY JUNE JULY AUGUST 612-638-0225rthomas@ci.corcoran.mn.us APRIL 2017 CITY OF CORCORAN CALENDAR MEETINGS Meetings Contracted Services Council Ron Thomas City Holiday Brian Dejewski bdejewski@ci.corcoran.mn.us City Assessor 763-473-3978 STAFF REPORT Agenda Item 12e. Council Meeting: January 12, 2017 Prepared By: Brad Martens Topic: Goal Setting Process Action Required: Direction Summary: It is requested that the City Council consider scheduling a meeting or meetings to establish goals for the organization as well as to review the adopted mission, vision, and values. In the past this has taken place on a Saturday, however could be scheduled for two consecutive evenings. It is recommended that eight hours be devoted to this activity. Please be prepared with your calendars to pick a date or dates that work. Financial/Budget: N/A 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. 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. Direct staff to schedule a goal setting work session. 2. Take no action. Recommendation: Direct staff to schedule a goal setting work session. Council Action: Consider a motion to direct staff to schedule a goal setting work session . Attachments: None STAFF REPORT Agenda Item 12f. Council Meeting: January 12, 2017 Prepared By: Brad Martens Topic: Request for Speed Study Action Required: Direction Summary: In September 2016, the Parks and Trails Commission reviewed a concern regarding th e speed limit near the City Park and School District property on County Road 50. The specific concern was the increase in speed for westbound traffic in advance of the School District property entrance which is used for various recreation activities. After discussion, the Parks and Trails Commission requested staff to work with Hennepin County to initiate a study to consider moving the 55 mph zone further west on County Road 50. Staff has had initial discussions with the County and requests Council approval to formally request the study be completed. The Rockford School District Superintendent has been consulted and agrees with the request. The speed study would determine what speeds should exist and where. Although there is always an opportunity for speeds to increase based upon the study, staff feels it would be extremely unlikely to increase the speed beyond 55 mph or move the 55 mph zone closer to the CR 10/CR 50 intersection. Financial/Budget: There are no costs associated with requesting or completing the study. 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. 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 request the speed study as presented. 2. Take no action. Recommendation: Direct staff to request the speed study as presented. Page 2 Council Action: Consider a motion to direct staff to request the speed study as presented. Attachments: 1. Existing Speed Limit Near City Park Existing speed limit near City Park STAFF REPORT Agenda Item. 12g. Council Meeting: January 12, 2017 Prepared By: Jessica Beise Topic: Recycling Forgiveness Request Action Required: Direction Summary: The City received a request to forgive recycling for a resident at 6730 Rolling Hills Road. The request is attached. Hennepin County requires cities to offer recycling services to all residences. In the past Council has forgiven recycling for properties that are vacant. Randy’s will be billing customers in January. Financial/Budget: The impact would be the resident portion of recycling which is $35.77. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Approve the recycling forgiveness request for 6730 Rolling Hills Road. 2. Modify the recycling forgiveness request for 6730 Rolling Hills Road. 3. Deny the recycling forgiveness request for 6730 Rolling Hills Road. Recommendation: Due to the precedent this may set and the requirement for the City to provide residential recycling services to all residences, staff recommends denial of the forgiveness request. Council Action: Direct staff how to proceed. Attachments: 1. Recycling Forgiveness Request – 6730 Rolling Hills Road City of Corcoran 2017 City Council Schedule Agenda Item 13. January 26, 2017 Planning Project Update Code Compliance Report Bring Your Own Device Policy (Council and staff) Code Enforcement Procedures and Goals Legislative priorities February 9, 2017 Draft Assessment Policy Petition for Paving – Sundance Road (from June 9, 2016 meeting) Gambling fund allocation policy Regional Recreation Amenity Discussion February 23, 2017 Planning Project Update Code Compliance Report Planning Commission Report Parks and Trails Commission Report Preliminary Plat Extension – Sawgrass 2017 Capital Improvement Plan Purchases March 9, 2017 Public Works Director/Engineer Recruitment Process March 23, 2017 Planning Project Update Code Compliance Report April 13, 2017 Financial Performance Report 2016 Surplus Allocation April 27, 2017 Planning Project Update Code Compliance Report