Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2017-10-12 Council Agenda Packet
CITY OF CORCORAN *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. The complete Council Agenda Packet is available electronically on the website at www.ci.corcoran.mn.us. Corcoran City Council Agenda October 12, 2017 - 7:00pm 1. Call to Order / Roll Call 2. Pledge of Allegiance 3. Agenda Approval 4. Open Forum 5. Presentations 6. Consent Agenda a. Draft Minutes of September 28, 2017 Council Meeting* b. Stanchion Bar’s Optional 2AM License Renewal* 7. Claims as Presented a. Escrow Claims (Fund #500)* b. All Other Financial Claims* 8. Staff Reports / Memos / Commissions a. Commission Representatives* 9. Planning Business 10. Unfinished Business a. Feasibility Study for Paving Gravel Roads* b. Discussion on Reviewing Organizational Performance* 11. New Business a. Financial Guidelines Update* b. Draft Local Water Supply Plan* c. Social Media Policy and Implementation* 12. 2017 Council Schedule* 13. Council Liaison Calendar Planning Commission 10/5/17 11/2/17 12/7/17 1/4/18 2/1/18 Keefe Thomas Bottema Dejewski LaFave Parks and Trails Commission 10/17/17 11/21/17 12/19/17 1/16/18 2/20/18 Available LaFave Keefe Available Bottema 14. Adjournment CITY OF CORCORAN City Council Meeting Minutes September 28, 2017 - 7:00pm The Corcoran City Council met on September 28, 2017 at City Hall in Corcoran, Minnesota. Present were Mayor Thomas, Councilor Bottema, Councilor Dejewski, Councilor Keefe, and Councilor LaFave. Also present were City Administrator Martens, City Planner Lindahl, City Clerk/Administrative Services Coordinator Beise, Public Works Director Mattson, and Director of Public Safety Gottschalk. 1. Call to Order / Roll Call Mayor Thomas called the meeting to order at 7:00 pm. 2. Pledge of Allegiance Mayor Thomas invited all in attendance to rise and join in the Pledge of Allegiance. 3. Agenda Approval City Administrator Martens inquired about the adding a discussion on the Comprehensive Plan. Council did not add any items to agenda. MOTION: made by Keefe, seconded by Bottema to approve the agenda as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 4. Open Forum No persons were present for open forum. 5. Presentations No presentations were heard. 6. Consent Agenda a. Draft Minutes of September 14, 2017 Council Meeting b. Mayers Ag Preserve (City File17-018) c. Resolution 2017- 53 – Recognizing the Firearm Safety Program d. Resolution 2017-54 – Accepting Donation from the Corcoran Lions Councilor LaFave asked that Item 6c. be considered separately. Councilor Dejewski asked that Item 6b. be considered separately. MOTION: made by LaFave, seconded by Keefe to approve the consent agenda consisting of Items 6a and 6d. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Council inquired about the impact of agricultural preserve on the neighboring properties. City Planner Lindahl outlined the state program which is aimed at preserving agricultural land. City Planner Lindahl noted that there are tax benefits and the program protects from assessments being levied on the property. Council inquired about notification to surrounding property owners. City Planner Lindahl noted the program is a state program and does not have a notification requirement. Mayor Thomas noted the comprehensive plan could addressed agricultural preserve program. Council inquired about the impact of agricultural preserve on assessments being levied should Willow Drive/Larkin Road be paved. City Administrator Martens noted the City can only assess benefiting properties and if properties are in agricultural preserve would be an increase in the amount the City would be responsible for in the project. MOTION: made by LaFave, seconded by Bottema to approve Item 6b. 6a. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Mayor Thomas read aloud Resolution 2017-53 Recognizing the Firearm Safety Program MOTION: made by Dejewski, seconded by Keefe to approve Item 6c. Council discussed the positive comments received from others on the program. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Mayor Thomas also thanked the Corcoran Lions for the donation for the Meister Field project. 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Keefe, seconded by LaFave to approve escrow claims as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave Council inquired about presenting information on the fees charged for the Public Works Director. (Motion carried 5:0) b. All Other Financial Claims MOTION: made by Keefe, seconded by Bottema to approve all other claims as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 8. Staff Reports / Memos/Commissions a. Commissioner Representatives Mayor Thomas noted Parks and Trails Commission Chair Anderson and Planning Commissioner Schultz were in attendance and invited them to speak on items related to the Commission. Parks and Trail Commissioner Chair Anderson noted he recently attended a pollinator conference and there are ways to integrate pollinator friendly practices into developments. b. Planning Project Update; report received. c. Code Compliance Report; report received. d. Ravinia Neighborhood Park Meeting City Administrator Martens noted that staff will be sending out a notice and posting the meeting should the Council be interested in attending the park planning meeting. 9. Planning Business a. Hoppe Lot Consolidation and Vacation for 9815 Rush Creek Blvd. (City File 17-022) City Planner Lindahl presented the report noting the properties are legal non-conforming and would have one development right remaining which would have to comply with the current ordinance at the time construction. Mayor Thomas opened the public hearing. An audience member inquired about the public hearing. Council noted the public hearing provides an opportunity for public comment on the easement vacation. No persons spoke at the public hearing. MOTION: made by Dejewski, seconded by Bottema to close the public hearing Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Council inquired about the tax impact of a lot combination. City Administrator Martens noted staff would look into the tax impact. Council discussed tax impact and what would happen in the structure was destroyed. City Planner Lindahl noted that the property owner could rebuild as it is a lot of record and if it could meet setbacks and have access to well and septic. Council inquired about the permanency of a vacation. City Planner Lindahl noted that vacations are permanent. MOTION: made by Keefe, seconded by LaFave to adopt Resolution 2017-58 to Approve a Lot Consolidation for Property Located at 9815 Rush Creek Boulevard (PID 08-119-23-23-0016 & 08- 119-23-23-0014). Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) MOTION: made by Dejewski, seconded by Bottema to adopt Resolution 2017-59 Approving Vacation of Drainage and Utility Easement within the “Oak Hollow” Subdivision. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) b. Variance and Final Plat for Gmach Farm Subdivision on Property at 22525 County Road 117 (City File 17-027) City Planner Lindahl presented the report noting a variance is required due to the lot width measured at the street access. Council noted they have reviewed the project previously. MOTION: made by LaFave, seconded by Keefe to adopt Resolution 2017-60 to Approve a Variance for Property Located at 22525 County Road 117 ( PID 05-119-23-13-0002). Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) MOTION: made by Bottema, seconded by Dejewski to adopt Resolution 2017-61 to Approve a Final Plat for Property Located at 22525 County Road 117 ( PID 05-119-23-13-0002). Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) c. Zoning Ordinance Text Amendment to Prohibit Community Solar Gardens (City File 17-018) City Planner Lindahl presented the report noted the two approved community solar gardens would not be affected by the ordinance change. Council discussed anti-glare technology. City Planner Lindahl noted that staff would need to review requiring anti-glare. Council discussed leaving in community solar gardens but noting they are prohibited. City Planer Lindahl was concerned that listing it as prohibited would not be consistent within the zoning ordinance and noted staff would not recommend leaving it in the table. Council discussed about control over solar gardens and directing staff to look at glare as part of the ordinance update. MOTION: made by Bottema, seconded by LaFave to adopt Ordinance 2017-355 Amending the Text of Title X of the Corcoran City Code, Entitled Zoning Ordinance. Council discussed glare requirements and updating ordinance. City Administrator Martens noted that the ordinance language allows for changes in technology. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) MOTION: made by Bottema, seconded by LaFave to adopt Resolution 2017-62 Approving Findings of Fact for an Ordinance Amending the Text of Section 1060 of Title X of the Corcoran City Code, entitled Corcoran Zoning Ordinance. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) MOTION: made by Dejewski, seconded by Bottema to adopt Ordinance 2017-356 Summary Ordinance of Ordinance 2017-355. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Council discussed adding the glare discussion to an ordinance update. d. Interim Use Permit/Conditional Home Occupation License for Good Dogs MN at 10220 Trail Haven Road (City File 17-021) Rod Priebe, 10400 Trail Haven Road, address the Council on concerns with the term ‘kennel’ as defined by ordinance and the future expansion of the kennel businesses. City Planner Lindahl presented the report outlining the kennel definition that an interim Use Permit has a sunset clause. City Planner Lindahl noted the changes from the proposal presented to the Planning Commission. Council inquired about the safety requirements for within the home and parking requirements. City Planner Lindahl noted a building permit and code would apply and the parking area was not required to be an improved surface as recommended by the Planning Commission. Council inquired about the terms of the interim use permit. City Planner Lindahl noted that any changes to the Interim Use Permit would need to be approved by Council. Council discussed the state noise standard. Council discussed dog-waste management and inspections for conditional home occupation licenses. City Planner Lindahl noted the ordinance does not address waste management however the Planning Commission will be reviewing the kennel ordinance at the upcoming meeting. City Planner Lindahl noted that inspections on conditional home occupation license are completed every three years or on a complaint basis. Council addressed the applicant on the request for no signage and the requirement for one ninety-minute class per day. Applicant Kellee Zenk noted signage was not needed. Planning Commissioner Schultz noted that traffic was considered in the limitation for one class per day and noted a clerical error in the narrative related to the fence location. Council discussed traffic concerns presented at the Planning Commission and parking. Council inquired about if the applicant would request more than one training class per day. Applicant Zenk noted there was not a desire for an additional class per day. Council discussed outlining the days allowed, home occupation licenses traffic. Council inquired about the language for an amendment to the Interim Use Permit. Council discussed the possible amendment. City Planner Lindahl noted the clerical error in the narrative would be corrected for the fence setback as proposed in the site plan. MOTION: made by Keefe, seconded by Dejewski to adopt Resolution 2017-63 Approving an Interim Use Permit for Kellee Zenk DBA Good Dogs Minnesota at 10220 Trail Haven Road (PID 03- 119-23-33-0001). Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) e. Conditional Home Occupation License/Interim Use Permit for Red Barn Pet Retreat (City File 17-028) City Planner Lindahl presented the report noted the number of animals allowed would not change but the number of pets kenneled overnight would change as well as the buildings being utilized for the business. City Planner Lindahl noted per a review of the ordinance, staff determined with the number of animals not changing the proposed amendment was viewed as a minor change. Council discussed the staff interpretation, number of complaints since opening, the neighborhood support for the kennel, and experience with kennel. City Planner Lindahl noted there was a letter of support for the amendment on the dais and added to the house agenda packet. Council discussed thoughts on requiring a public hearing for the amendment or a notice to the surrounding properties. MOTION: made by Keefe, seconded by Bottema to adopt Resolution 2017-64 Approving an Amendment to an Interim Use Permit for Daniel Benjamin (Red Barn Pet Retreat) at 19520 Stieg Road (PID 01-119-23-31-0002). Councilor LaFave noted she would vote no as she would like to see a public hearing held. Voting Aye: Thomas, Bottema, Dejewski, and Keefe Nay: LaFave (Motion carried 4:1) f. PUD Sketch Plan for “Encore” a 208 Home Development from Pulte Homes of Minnesota, LLC at 9975 County Road 101 (City File 17-029) Tiffany Wilcox, 19885 Hunters Ridge, addressed the Council regarding concerns with safety of the road and changes to the neighborhood with the proposed development. Virginia Anderson, 19710 Hunters Ridge, addressed the Council regarding concerns with traffic and safety with the Hunters Ridge and County Road 116 intersection, changes to the neighborhood, costs and requirements to hook up to City water and sewer, and the impact on property values. Kathy Dickinson, 19725 Hunters Ridge, addressed the Council regarding concerns with the City developing like neighboring communities and traffic on County 116. City Planner Lindahl presented the report noting likely County Road improvements would be required and the out lot at the end of Hunters Ridge was required to be recorded as right of way as part of the 1998 plat but was not recorded and would need to be converted to right of way as part of this project. City Planner Lindahl noted additional trail connections would need to be shown on the plans. Paul Heuer, Pulte Homes, presented slides on the project to Council. Mr. Heuer outlined the current Pulte Homes neighborhoods, how the project fits into the City’s Comprehensive Plan and the Three River Parks Plan, and the vision of the community noting it will be an active age targeted community. Mr. Heuer outlined the components of the project including the arrival drive, trails, the need to extend sewer to the project, and the impact of industrial zoned land on the sewer connection. Mr. Heuer outlined the needed feedback to order a feasibility study for the sewer. Mr. Heuer provided new information on an adjacent property to the south with additional homes, connection of the two neighborhoods with a street connection, new commercial property, and an additional connection to County Road 30. Council inquired about the interaction with the surrounding neighbors and the proposed limited number of housing types. Mr. Heuer noted typically they reach out after the concept plan to neighbors and there would be multiple floor plans within two to three housing styles. Council inquired about mixed age communities, the amenity package, the use of the amenity center by non-residents and a partnership for a community amenity such as a pool. Mr. Heuer noted they have mixed age communities but this project is not proposed as one and the amenity package increases as typically with more homes add to the project. Mr. Heuer noted the amenity center would not typically not be opened to outside residents as they are not paying to maintain it and should the City be interested in a partnership for a shared amenity they would be willing to discuss it. Council discussed financial concerns with the additional sewer noting a sewer utility future sewer connection. City Administrator Martens noted the number of homes required to make the system float as well as with the newly platted project it pushes out the date for additional general fund assistance. Council discussed the recapture agreement. City Administrator Martens noted that Lennar currently has one with the City for a similar situation. Council inquired about the sewer route and type. City Administrator Martens noted the developer is would be asking for a feasibility study to determine the sewer route. Council inquired about the main entrance. Mr. Heuer noted proposed main entrance on County Road 101. Council inquired about transportation planning. City Administrator Martens noted a feasibility study would need to be completed on transportation. Council inquired about minimizing traffic concerns and entrance monuments at the street connections. Mr. Heuer noted the there are various planning elements in the plan to address transportation concerns and the monuments have not been finalized. Council noted concerns with setbacks and home facades. Mr. Heuer noted the market is interested in the smaller setbacks and invited the Council to see the smaller homes in the surrounding communities. Council inquired about the school district. Mr. Heuer noted that it is Osseo-Maple Grove school district and the buyer is interested in strong school districts. Council inquired about storage for recreational vehicles, size of the park system, and the sewer connection. Mr. Heuer noted there is not planned storage, the trail is estimated at one mile and the sewer would service the sewered area as identified in the Comprehensive Plan. Council inquired about water connection. City Administrator Martens noted that the water connection is available near the location of the site and a new agreement would need to be reached with Maple Grove for the second connection. Council inquired about water connection to adjacent properties. City Administrator Martens noted water and sewer would need to be stubbed to the adjacent property line. Council discussed the connectivity of the community. Mr. Heuer noted the trails would be public trails and connect to other neighborhoods. Council provided thoughts on the project. Council noted that the currently policy is to not require to connection to sewer and water system for existing neighborhoods. Council discussed the senior housing. City Administrator Martens noted that a motion for Pulte to begin a feasibility study for sewer would be required should support exist for the project, noting that a vote for the feasibility study is not a formal vote to approve the project. MOTION: made by Dejewski, seconded by Keefe to authorize staff to order a feasibility study for Council discussed being friendly with the neighbors. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) g. Sign Ordinance Discussion City Administrator Martens presented the report noting that a discussion was had on increasing the dynamic sign area but requiring a portion of the dynamic section to be static or change less often. Council discussed the previous rational for the ordinance, impact of this change, and the impact of the current ordinance. City Administrator Martens noted the timeline would change and the ordinance would need to be reviewed. Council discussed looking at the ordinance requirements. City Clerk/Administrative Services Coordinator noted the dynamic portion is section is built in one square foot section and staff would need to investigate keeping a static section within the sign. Council discussed the frequency of the changes to the sign. City Administrator Martens noted that the content cannot be regulated and staff would need to work with the attorney on the language related to a static section of the sign. Per consensus, staff was directed to work to look into proposed changes and bring back options for an ordinance amendment. 10. Unfinished Business No unfinished business was presented. 11. New Business a. Temporary Part-time Office Assistant City Clerk/Administrative Services Coordinator Beise presented the report noting that due to upcoming maternity leave she is requesting additional support to make the leave a smooth transition. Council inquired about the budget impact and budget amendments. City Administrator Martens noted he anticipated the wages and salaries would be over budget and a budget notation would be made. City Administrator Martens noted the Council could at the end of the year direct staff to complete transfers between departments. MOTION: made by Keefe, seconded by Dejewski to authorize staff to hire a temporary part-time office assistant. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) b. Rockford School District Lease Agreement - 2018 City Administrator Martens presented the report noting the process and timeline of the lease agreement. MOTION: made by Bottema, seconded by Keefe to authorize staff to work with the Rockford School District to extend the lease agreement term through 2018. Council inquired about the City’s costs with the maintenance of the property. City Administrator Martens noted the school district position that has been communicated is that the lease provides for exclusive use and the City costs result from the City’s exclusive use. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) c. Hennepin County Youth Sports Grant City Administrator Martens presented the report outlined the recommendations for the grants by the Parks and Trails Commission. City Council inquired about the impact of the grant. City Administrator Martens noted the matching funds and in the past the City has not received the full amounts requested. Council inquired about a larger project such as bathrooms. City Administrator Martens noted a Park Master Plan should be created and look for other larger opportunities such as bathroom facilities. Council discussed park improvements. City Administrator Martens noted that the Parks and Trails Commission would be interested in the Park Master Planning but needs direction on future athletic space within the City. Council discussed improvements. City Administrator Martens noted that should funding fall short of the requested amount the City with approval from the County could do a smaller project. MOTION: made by Bottema, seconded by LaFave to authorize staff to apply for grants as recommended by the Parks and Trails Commission. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) d. Police Department Patch and Badge Update Director of Public Safety Gottschalk presented the report noting that the updates would better reflect the community and department. City Administrator Martens noted the costs would come out of the police reserve fund and would be approximately $1,000.00 a portion of which would be credited back upon ordering the badges and patches. Council discussed the designs and the decision for design to be with the Police department. MOTION: made by Bottema, seconded by Dejewski to authorize staff to order samples of the newly designed badge and patches; and grant the authority to the Director of Public Safety to choose the final patch design for the department. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 12. 2017 Council Schedule City Administrator Martens reviewed the upcoming schedule. Council discussed the Comprehensive Plan work session. City Planner Lindahl noted she was hoping to focus on specific areas with land use concerns. 13. Council Liaison Calendar The Council liaison calendar was not reviewed, but was available in the Council Packet. 14. Adjournment MOTION: made by Keefe, seconded by LaFave to adjourn. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Meeting adjourned at 9:50pm. ________________________________ Jessica Beise – City Clerk/Administrative Services Coordinator STAFF REPORT Agenda Item 6b. Council Meeting: October 12, 2017 Prepared By: Jessica Beise Topic: Stanchion Bar’s Optional 2AM License Renewal Action Required: Approval Summary: The Stanchion Bar has applied annually for 2AM liquor license in compliance with the City Code to allow for establishments to serve alcoholic beverages until 2AM. Financial/Budget: The State of Minnesota collects the licensing fee for the optional 2AM license. 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. Council Action: Approve the Stanchion Bar’s Optional 2AM License Renewal Application. Attachments: 1.Stanchion Bar’s Optional 2AM License Renewal Application AgendaItem 7a-b. CouncilMeetingDate: 10/12/2017 FINANCIALCLAIMS PreparedBy: jrotz CHECKRANGE FUND #500ESCROWCLAIMSAgendaItem: 7a. Paid toAmountProject name 500-20392$ Carson, Clelland & Schreder - MNSolar IUP16-032 500-20420$ Carson, Clelland & Schreder - BassLakeCrossingM/IHomes 17-012 Total TotalFund #500 = SeeattachedPayments Detail) ALLOTHER FINANCIAL CLAIMSAgendaItem:7b.$ 181,709.05TotalChecks Seeattached Check DetailRegister) TotalofAutoDeductions TOTALEXPENDITURES FORAPPROVAL$ AutoDeductions / Electronic Fund Transfer / OtherDisbursements DatePaid toAmount 10/2/2017PayPal MN - MNFallMaint. Expo$ 10/2/2017Bag-A-NutLLC$ 10/6/2017CustomAluminumFabric$ 9/22/2017MN DeptRev - SpecialFuelTaxLicense$ 9/28/2017Net PayrollPP20$ 9/29/2017Payroll Taxes$ 9/29/2017Paychex Fee$ 10/3/2017PERA$ 10/4/2017Optum - HSA$ 10/4/2017State ofMN - MSRS$ 10/4/2017StateofMN - Roth$ Total H:\\CityHallInformation\\CITYGOVERNMENT\\Council, Commissions & Committees\\CouncilInformation\\CouncilClaims\\2017ClaimsWorkbook 10/06/172:06PMCITYOFCORCORAN Page 1 Check Detail Register© October 2017 Check AmtInvoiceComment 10100 FarmersState Bank Unpaid ACME TOOLS E100-45200-210 Operating Supplies (GENERAL)$299.965272000SUPPLIES E100-42100-380 Utility & Services (GENERAL)$299.965272000UTILITY & SERVICES Total ACMETOOLS 599.92 Unpaid AMAZONCAPITALSERVICES E100-41941-210 Operating Supplies (GENERAL)$74.951L1R-YN1H-4CITYHALL POSTBASE INKCARTRIDGES E100-41951-210 Operating Supplies (GENERAL)$84.991TGP-DQMW-CITY I.T. - COMPUTER E100-42100-200 OfficeSupplies (GENERAL)$42.741XQG-P7FD-VOFFICE SUPPLIES Total AMAZON CAPITAL SERVICES 202.68 Unpaid BEAUDRYOILCOMPANY E100-42100-212 Motor Fuels$1,166.20850115SQUAD FUEL E100-43100-212 MotorFuels$26.67850115GASOLINE E100-41920-210 Operating Supplies (GENERAL)$88.75850115GASOLINE E100-43100-212 MotorFuels$1,090.89850116DIESEL Total BEAUDRYOILCOMPANY 2,372.51 Unpaid CARSON, CLELLAND & SCHREDER E100-41600-300 ProfessionalSrvs (GENERAL)$2,057.75092917CIVIL - LEGAL E100-42100-304 LegalFees$1,941.95092917CRIMINAL E205-42100-304 Legal Fees$227.50092917VEHICLE FORFEITURE G500-20392 Potentia SolarInc$332.51092917MN SOLAR G500-20420 BassLakeCrossMIHome17-012$1,319.18092917BASS LAKE CROSSING M/IHOMES 17-012 Total CARSON, CLELLAND & SCHREDER 5,878.89 Unpaid CASH E100-42100-200 OfficeSupplies (GENERAL)$9.001-4-17MONEYORDERFORBAIL E100-42100-200 OfficeSupplies (GENERAL)$3.002-15-17MONEY ORDER FOR BAIL E100-42100-200 OfficeSupplies (GENERAL)$3.002-3-17MONEY ORDER FORBAIL E100-42100-220 Repair/Maint Supply (GENERAL)$13.823-19-17LIGHTBULBSFOR SQUAD E100-42100-200 OfficeSupplies (GENERAL)$3.004-27-17MONEYORDER FOR BAIL E202-42100-210 Operating Supplies (GENERAL)$22.634-27-17CRIME MEETING E205-42100-210 Operating Supplies (GENERAL)$21.755-15-17VEHICLETITLE TRANSFER E100-42100-201 Postage/Shipping$12.155-9-17SHIPPED APACKAGE E100-42100-200 OfficeSupplies (GENERAL)$3.006-14-17MONEY ORDER FOR BAIL E100-42100-200 OfficeSupplies (GENERAL)$3.007-21-17MONEYORDER FOR BAIL E100-42100-200 OfficeSupplies (GENERAL)$3.007-24-17MONEYORDER FOR BAIL E100-42100-209 Police Reserves$96.709-13-17FOODFOROFFICERMATTHEWSFUNERAL Total CASH 194.05 Unpaid CENTURY LINK E100-45200-321 Telephone$55.67100217LANDLINE763-420-4061 Total CENTURY LINK 55.67 Unpaid CINTAS - 470 E100-41941-210 Operating Supplies (GENERAL)$63.85470237583CITY HALLRUGS 10/06/172:06PMCITYOFCORCORAN Page 2 Check Detail Register© October 2017 Check AmtInvoiceComment E100-42100-223 Building RepairSupplies$43.50470237584PDRUGS E100-43100-210 Operating Supplies (GENERAL)$28.61470237585PW RUGS E100-41941-210 Operating Supplies (GENERAL)$61.17470237586CITY HALLRUGS E100-43100-417 Uniforms$163.31470237587PW UNIFORMS E100-41941-210 Operating Supplies (GENERAL)$63.85470240854CITYHALLRUGS E100-42100-223 BuildingRepairSupplies$43.50470240855PD RUGS E100-43100-210 Operating Supplies (GENERAL)$69.93470240856PW RUGS E100-41941-210 Operating Supplies (GENERAL)$61.17470240857CITY HALLRUGS E100-43100-210 Operating Supplies (GENERAL)$72.28470240858PUBLIC WORKS TOWELS E100-43100-417 Uniforms$163.31470240859PW UNIFORMS Total CINTAS - 470 834.48 Unpaid COMCAST- 902943336 E100-41941-321 Telephone$107.6156674771LAND LINE E100-42100-321 Telephone$107.6156674771LAND LINE E100-43100-321 Telephone$107.6256674771LANDLINE Total COMCAST- 902943336 322.84 Unpaid DIAMOND MOWERS E100-43100-225 Landscape/DitchMaterials$777.650131613-INLANDSCAPE SUPPLIES Total DIAMOND MOWERS 777.65 Unpaid ECMPUBLISHERS INC E100-41941-210 Operating Supplies (GENERAL)$39.57531219HALESCORNER 2ND-PH E100-41941-210 Operating Supplies (GENERAL)$35.62531220BASS LAKE ESTATES-PH Total ECMPUBLISHERS INC 75.19 Unpaid ELECTRIC PUMP E602-49450-400 Repairs & MaintCont (GENERAL$400.000061249-INREPAIRS & MAINTENANCE Total ELECTRIC PUMP 400.00 Unpaid EMERGENCY SERVICESCONSULTING E100-42100-300 Professional Srvs (GENERAL)$1,000.0017-281SERVICEDELIVERY/FIELDWORKDONE Total EMERGENCY SERVICES CONSULTING 1,000.00 Unpaid EVOLVINGSOLUTIONSINC E100-41951-207 ComputerSupplies$1,477.5098687LICENSE RENEWAL Total EVOLVINGSOLUTIONSINC 1,477.50 Unpaid FEHN COMPANIES E100-43100-232 Gravel$1,932.901968GRAVEL Total FEHNCOMPANIES 1,932.90 Unpaid FERGUSONWATERWORKS E601-49400-215 Water Meters$1,181.770261496METERS Total FERGUSONWATERWORKS 1,181.77 Unpaid GOPHERSTATEONE CALL E601-49400-380 Utility & Services (GENERAL)$60.757090290SERVICE 10/06/172:06PMCITYOFCORCORAN Page 3 Check Detail Register© October 2017 Check AmtInvoiceComment E602-49450-380 Utility & Services (GENERAL)$60.757090290SERVICE Total GOPHER STATE ONECALL 121.50 Unpaid HEINZ, DAVID E100-45200-810 Refunds/Reimbursements$275.00286647REFUNDS/REIMBURSEMENTS Total HEINZ, DAVID 275.00 Unpaid HENN COSHERIFF-MC129 E100-42100-301 Prisoner$225.001000099028PRISONERFEES - BOOKING/HOUSING Total HENNCOSHERIFF-MC129 225.00 Unpaid HENNCOTAXPAYER SERVICES E100-41900-210 Operating Supplies (GENERAL)$9.102ND HALFPROPERTY TAX16-119-2314 0026 E100-41900-210 Operating Supplies (GENERAL)$1,202.552NDHALFPROPERTYTAXES26-119-23110005 E100-41900-210 Operating Supplies (GENERAL)$86.772ND HALFPROPERTY TAXES 26-119-23110006 E100-41900-210 Operating Supplies (GENERAL)$64.512NDHALFPROPERTYTAX - 7900MAPLEHILL ROAD Total HENNCOTAXPAYER SERVICES 1,362.93 Unpaid JOTSCOMPUTER SERVICES E100-41951-300 ProfessionalSrvs (GENERAL)$956.2525393CONTRACT SERVICE Total JOTSCOMPUTERSERVICES 956.25 Unpaid LAMETTI & SONSINC E422-43100-530 ImprovementsOtherThan Bldgs$112,744.80PAY 13DT UTILITYPROJECT - STREET37% Total LAMETTI & SONSINC 112,744.80 Unpaid LEAGUE OFMINNESOTACITIES E100-41300-208 TrainingandInstruction$75.00261871TRAINING Total LEAGUEOFMINNESOTA CITIES 75.00 Unpaid LORETTOFIREDEPARTMENT E100-42200-300 Professional Srvs (GENERAL)$34,861.032-22122017FIREPROTECTION - 4THQTR Total LORETTO FIREDEPARTMENT 34,861.03 Unpaid MARTENS, BRAD E100-41300-210 Operating Supplies (GENERAL)$50.00REIMBURSEMCELL PHONE E100-41300-210 Operating Supplies (GENERAL)$86.67REIMBURSEMMILEAGE G100-21709 DependentCareFSAWithhold$1,800.00REIMBURSEMREIMBURSEMENTS Total MARTENS, BRAD 1,936.67 Unpaid MAXIMUM RECYCLING LLC E100-43100-225 Landscape/DitchMaterials$40.001606RECYCLED 2 STEEL REFRIGERATORS Total MAXIMUMRECYCLING LLC 40.00 Unpaid MEDINA, CITY OF E100-42100-111 OvertimeEvents/Grants$630.0000006160MAPLE GROVETRIATHLON Total MEDINA, CITYOF 630.00 Unpaid MENARDSMAPLEGROVE 10/06/172:06PMCITYOFCORCORAN Page 4 Check Detail Register© October 2017 Check AmtInvoiceComment E100-45200-210 Operating Supplies (GENERAL)$109.929024REPAIR SUPPLIES Total MENARDS MAPLE GROVE 109.92 Unpaid METROPOLITAN AREAMGRSASSOC E100-41400-208 TrainingandInstruction$20.002623MEETING E100-41300-208 TrainingandInstruction$20.002635MEETING Total METROPOLITAN AREA MGRS ASSOC 40.00 Unpaid METROPOLITANCOUNCIL ENVIRO E602-49450-312 MCESSewage Treatment$443.110001072800MATERIAL TREATMENT Total METROPOLITAN COUNCILENVIRO 443.11 Unpaid MILLERTRUCKING AND LANDSCAPE E100-43100-225 Landscape/DitchMaterials$168.00128277LANDSCAPE/DITCH MATERIALS Total MILLER TRUCKING AND LANDSCAPE 168.00 Unpaid MINNESOTA EQUIPMENT E100-43100-232 Gravel$225.00F01303SUPPLIES E100-45200-210 Operating Supplies (GENERAL)$402.44P47531SUPPLIES Total MINNESOTA EQUIPMENT 627.44 Unpaid MNDEPARTMENT OFPUBLIC SAFETY E205-42100-210 Operating Supplies (GENERAL)$31.75PLATE # 2009VEHICLE FORFEITURE TITLE Total MN DEPARTMENTOFPUBLIC SAFETY 31.75 Unpaid MORRISELECTRONICS E100-41951-300 ProfessionalSrvs (GENERAL)$37.5020143734CITYITSERVICE E100-41951-300 ProfessionalSrvs (GENERAL)$30.0020143820CITYITSERVICE E100-41951-300 ProfessionalSrvs (GENERAL)$187.5020143826CITY ITSERVICE E100-41951-300 ProfessionalSrvs (GENERAL)$220.0020143884CITY ITSERVICE Total MORRIS ELECTRONICS 475.00 Unpaid NAPAAUTOPARTS - CORCORAN E100-42100-220 Repair/Maint Supply (GENERAL)$12.49143506SUPPLIES Total NAPAAUTO PARTS - CORCORAN 12.49 Unpaid RANDYS ENVIRONMENTAL SERVICES E100-41941-380 Utility & Services (GENERAL)$259.50092617CITY HALLGARBAGE 1-28035-1 E100-43232-300 Professional Srvs (GENERAL)$479.78092617MONTHLY RECYCLING 1-28035-1 E100-45200-380 Utility & Services (GENERAL)$230.91092617PARKS GARBAGE1-103-9 E100-43100-380 Utility & Services (GENERAL)$183.32092617PUBLIC WORKSGARBAGE (9100) 1-211214-9 Total RANDYSENVIRONMENTAL SERVICES 1,153.51 Unpaid ROLFERICKSONENTERPRISES INC E100-41550-300 ProfessionalSrvs (GENERAL)$4,625.0093017MONTHLY ASSESSINGFEE E100-41550-300 ProfessionalSrvs (GENERAL)$12.8493017COUNTY DATA FEE E100-41550-210 Operating Supplies (GENERAL)$0.0093017FORMSANDSUPPLIES Total ROLFERICKSONENTERPRISES INC 4,637.84 10/06/172:06PMCITYOFCORCORAN Page 5 Check Detail Register© October 2017 Check AmtInvoiceComment Unpaid SPRINT E100-43100-321 Telephone$425.22391283315-19CELL SERVICE Total SPRINT 425.22 Unpaid STREICHER SPOLICEEQUIPMENT E100-42100-417 Uniforms$360.92I1280918UNIFORMS E100-42100-417 Uniforms$74.98I1282314UNIFORMS Total STREICHER SPOLICEEQUIPMENT 435.90 Unpaid TEAMSTER LOCAL 320 G100-21707 Union Dues$343.44OCT17UNION DUES/TLDF Total TEAMSTERLOCAL 320 343.44 Unpaid TEGRETE E100-41941-400 Repairs & MaintCont (GENERAL$365.0070219MONTHLY CITYHALL CLEANING Total TEGRETE 365.00 Unpaid TRANSUNIONRISK & ALTERNATIVE E100-42100-218 Investigations$25.003609221-0917SERVICE Total TRANSUNION RISK & ALTERNATIVE 25.00 Unpaid WESTSIDE WHOLESALETIRE E100-43100-220 Repair/Maint Supply (GENERAL)$1,018.50797345SERVICE Total WESTSIDE WHOLESALETIRE 1,018.50 Unpaid XCELENERGY E100-43100-380 Utility & Services (GENERAL)$862.70562633405UTILITIES - 9100 Total XCEL ENERGY 862.70 10100 Farmers StateBank$181,709.05 FundSummary 10100 Farmers State Bank 100GENERALFUND$64,862.55 202POLICE DONATION FUND$22.63 205DWIFORFEITURE FUND$281.00 422DOWNTOWN IMPROVEMENT$112,744.80 500 ESCROWHOLDING FUND$1,651.69 601WATER$1,242.52 602 SEWER$903.86 181,709.05 CityofCorcoran ConsultantSummary 10/12/2017 NameInvoice DateAmount Due Carson, Clelland & Scherder09/29/17 5,878.89 Landform MetroWestInspection RolfEricksonEnterprises09/26/17$ 4,637.84 Wenck Associates Total$ 10,516.73 H:\\CityHallInformation\\CITYGOVERNMENT\\Council, Commissions & Committees\\CouncilInformation\\Council Claims\\2017ClaimsWorkbook Vendor: CARSON, CLELLAND &SCHREDER CITY OF CORCORAN Date: 9-29-17 PAYMENT VOUCHER Address: CARSON,CLELLAND&SCHREDER 6300 SHINGLE CREEK PKWY#305 Payment Total: $ 5,878.89 MINNEAPOLIS MN 55430-2190 Due Date: 10/29/17 AmountpundDepartment 16. T--- Account ! CIVIL-LEGAL 2 057.75 ,100 +--- 004 300 L 100 42100 304 CRIMINAL 1,941.95 205 42100 304 VEHICLE FORFEITURE 227.50 422 , 43100 530 DT UTILITY PROJECT- STREET 37% 422 1 49400 530 DT UTILITY PROJECT-WATER 28% 422 49450 530 DT UTILITY PROJECT-SEWER 35% 411 43100 300 I PW FLOOR SETTLING 100 41600 300 LENNAR/RAVINIA 601 49400 304 i WATER-50% 602 49450 304 SEWER-50% 500 : - 500 20320 20335 Lennar Engineering Lennar Design III 500 20389 STREHLER ESTATES 16-01 500 20392 MN Solar 332.51 500 20407 1 MOTOR CAFE CUP 500 20416 T _ _ Sunrise Solar 17-007 500 20420 Bass Lake Cross MI Home 17-012 1,319.18 500 , 20421 Ravinia 7th Addition TOTAL : I $ 5,878.89 Approved Notes Check# 3 60 4S\ INECarson, Clelland Schreder SEP 2 9 2017 ATTORNEYS AT LAW- 6300 SHINGLE CREEK PARKWAY STE 305 MINNEAPOLIS, MN 55430-2190 763)-561-2800 September 29, 2017 CITY OF CORCORAN 8200 CO RD 116 CORCORAN, MN 55340 Professional Services Amount Civil 8/29/2017 Conference with Public Works Director regarding Lametti agreement, paving projects,178.13 easement acquisition, review draft agreement, research easement opinion, correspondence with Planner regarding escrow agreement terms, update files 8/30/2017 Research acquisition by user requirements, limitations, prescriptive easement requirements,285.00 review applicable caselaw, research eminent domain action requirements related to Ag Preserve Review correspondence from Administrator, Planner, research Ag Preserve review 178.13 extension authority, discretion level, conference with Planner regarding application review and potential comp plan amendments 8/31/2017 Correspondence with Director of Public Works, review/revise letter agreement, draft redline 142.50 version, add comments for staff review Correspondence with Clerk regarding escrow agreement terms, escrow policy, LOC policy, 237.50 City use of CarFax and Data Practies issues, begin review of proposed contract 9/6/2017 Review proposed CarFax contract, begin revising language, research Data Practices conflict 237.50 issues, 169 disclosure obligation/limitations Correspondence with title company, conference with Administrator, send recorded deed 11.67 9/8/2017 Research Data Practices compliance issue 71.25 9/12/2017 Pull 9/14 City Council agenda, packet for review 29.17 9/13/2017 Review City Council agenda packet 142.50 9/15/2017 Correspondence with Administrator, Code Enforcement Official, Planner, research special 106.88 voting requirement issue, review Data Practices issue, update files 9/19/2017 Conference with Clerk regarding CarFax contract and Data Practices response 47.50 9/22/2017 Correspondence with Planner, Code Enforcement Official regarding open files 35.63 Conference with Administrator regarding several open files, encroachment agreement, title 106.88 issues, conference with Public Works Director regarding easement need, easement acquisition issues, update files Conference with Becky regarding title work request, prescriptive easement challenge file 35.63 Correspondence with title company regarding O&E requests,conference with Attorney 35.00 Thames regarding open files CITY OF CORCORAN Page 2 Amount 9/22/2017 Pull 9/28 City Council agenda, packet for review 17.50 9/26/2017 Review files and conference with Attorney Carson regarding past project files 52.50 Conference with Director of Public Safety regarding CarFax contract, conference with Code 106.88 Enforcement Official regarding Chase and McCarthy properties, status, plan, update files SUBTOTAL: I uu, Llt6cxo-3 2,057.75] Bass Lake Crossing Easements 9/11/2017 Review parcel sketches, correspondence with Administrator, review correspondence from 249.38 Developer, correspondence with Planner, Public Works Director, conference with Becky regarding title work, begin drafting easements Conference with Attorney Thames regarding parcel sketches and needed title work, 35.00 correspondence with title company 9/12/2017 Review of documents, open file 11.67 9/13/2017 Review Development Agreement, resolution, correspondence with Planner 47.50 9/15/2017 Correspondence with Planner, Administrator, title company, draft trail and access easement,427.50 trail and temporary construction easement, and access and utility easement 9/19/2017 Correspondence with Developer, correspondence with title company, update file 35.63 Follow up with title company regarding O&E requests 11.67 9/21/2017 Receipt and review of O&E reports 17.50 9/22/2017 Review title work, evaluate stray deed interest, correspondence with applicant, Planner, 285.00 Administrator, Public Works Director, revise easements, update file Further review of O&E reports, conference with Attorney Thames, review MN SOS records 105.00 and prepare legal descriptions,exhibits Further preparation of legal descriptions and exhibits for trail and access easements, update 93.33 file SUBTOTAL: Sc o 'Z° 1?c 1,319.18] MN Solar Application 8/29/2017 Review assignment letter, applicant correspondence, entity information 47.50 8/30/2017 Research entity information, draft escrow agreement, correspondence with Planner 213.75 9/5/2017 Correspondence with Planner, Clerk regarding entity notices and additional documentation 35.63 required per agreement 9/7/2017 Correspondence with Planner, Clerk, review correspondence from entity representative, 35.63 review SOS records, update file SUBTOTAL: Sou "2°3`12 [ 332.51] Criminal 8/28/2017 Review and prepare files for 8/29 hearings 24.38 8/29/2017 Attend morning and afternoon calendars at Brookdale court 48.75 Preparation for 8/30 cases 16.25 8/30/2017 Update files from 8/29 hearings 24.38 Attend arraignments and pretrial hearings 48.75 CITY OF CORCORAN Page 3 Amount 9/1/2017 Review and prepare files for 9/5 hearings 24.38 Email defense attorney regarding criminal matter and review of file 32.50 9/5/2017 Attend morning and afternoon court hearings 24.38 Review files in preparation for 9/6 hearings 32.50 Correspondence with law enforcement, research potential charges 65.00 9/6/2017 Review and update files from 9/5 hearings 24.38 Handle Brookdale court calendar 73.13 9/7/2017 Email to Chief regarding gun permit law; telephone conference with Hennepin County 97.50 Sheriffs Office regarding same Review and respond to emails 16.25 9/8/2017 Review and respond to emails regarding criminal matters 16.25 Review discovery, research enhanceability issue, research notice issue, research disclosure 32.50 issue, note files 9/12/2017 Attend arraignments and pretrial hearings 48.75 Preparation of one complaint 40.00 Review Brookdale files for 9/13 calendar 48.75 9/13/2017 Handle Brookdale court calendar 113.75 9/15/2017 Prepare disposition letters and follow up instructions to assistants 24.38 9/18/2017 Prepare letter to pro se defendant 32.50 Review Brookdale files in preparation for 9/19 hearings 48.75 9/19/2017 Review and prepare files for 9/20 hearings 24.38 Handle Brookdale court calendar 65.00 9/20/2017 Attend morning and afternoon court hearings 73.13 9/21/2017 Review and update files from 9/20 hearings 24.38 9/22/2017 Preparation of two complaints 80.00 Correspondence with witness, update file 24.38 Review files, prepare disposition letters 48.75 9/25/2017 Review Brookdale files in preparation for 9/26 hearings 48.75 9/26/2017 Review discovery, correspondence with witnesses, conference with Attorney Ross regarding 48.75 open files Handle Brookdale court calendar 48.75 Open criminal files, preparation of criminal complaints; preparation of cases for court 178.13 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests,complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 59.38 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests,complete incoming discovery requests for monthly period Open criminal files, preparation of criminal complaints; preparation of cases for court 243.75 calendars, including court and jury trials; contact and notice to witnesses for trial testimony, prepare outgoing discovery requests,complete incoming discovery requests for monthly period SUBTOTAL: j do 1,925.69] p` CITY OF CORCORAN Page 4 Amount Vehicle Forfeiture: 9/14/2017 Email defense attorney regarding forfeiture matter 16.25 9/22/2017 Review status of forfeiture cases and email defense attorney 65.00 9/25/2017 Review forfeiture cases and prepare paperwork 146.25 SUBTOTAL: 21w 3v9 [ 227.50] For professional services rendered 5,862.63 Client Expense Charges : Criminal Expenses: Monthly support fee 16.26 SUBTOTAL: 16.26] Total Client Expense Charges CIL).- ti° 3v({ 16.26 Total amount of this bill 5,878.89 Previous balance 4,495.62 9/18/2017 Payment-thank you 4,495.62) Total payments and adjustments 4,495.62) Balance due 5,878.89 I hereby declare under the penalties of perjury that the foregoing statement for legal services is just and correct and that no part thereof has been paid. John J. Thames, City Attorney Vendor: ROLF ERICKSON ENTERPRISES INC CITY OF CORCORAN DATE: 9-26-17 PAYMENT VOUCHER Address: ROLF ERICKSON ENTERPRISES INC Payment Total: $ 4,637.84 PO BOX 47841 PLYMOUTH MN 55447 Due Date: _ 10/26/17 Fund Department Account Description Amount 100 41550 300 MONTHLY ASSESSING FEE 93017 4,625.00 100 41550 300 COUNTY DATA FEE 12.84 100 41550 210 FORMS AND SUPPLIES 100 41550 210 FORMS AND SUPPLIES 100 41550 210 FORMS AND SUPPLIES 100 41550 201 POSTAGE TOTAL $ 4,637.84 Approved Notes Check# 3daLf kCkArk D' STATEMENT SEP 26 %O t7 25-Sep-17 ROLF ERICKSON ENTERPRISES, INC. SOUTWEST ASSESSING P 0 BOX 47841 PLYMOUTH, MN 55447 CITY OF CORCORAN 8200 Co. Rd. 116 CORCORAN, MN 55340 SEPTEMBER 2017 ASSESSING FEE 4,625.00 COUNTY DATA FEE 12.84 TOTAL 4,637.84 STAFF REPORT Agenda Item 8a. Council Meeting: October 12, 2017 Prepared By: Brad Martens Topic: Commission Representatives Action Required: None – Informational Summary: The advisory commission representatives for the October 12th Council meeting are as follows: Planning Commission: Meredith Wu Parks and Trails Commission: Chad Robran 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 PUBLIC COMMENT CARD CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763- 420 -2288 www.ci.corcoran.mn.us Date: /= / Open Forum: Yes or No If vt a] rror- s r ev r g oil 4-In �rganda .ifeln, u cv , >p�rrk at open f r.>r tlrl1 Name of Speaker: Related to Agenda Item: Yes or No Agenda Item Number: 0 1� Are you speaking for the item against the item not applicable Representing: Meeting Rules of Conduct: • Fill out and turn in white comment card to a staffinember. • When called upon, approach podium and state name and address. • Indicate ifrepresenting a group. • Litnit remarks to 3 -5 min utes. Address: Telephone (optional): Comments: �-� Please Approach the Podium to Speak When Called Upon PUBLIC COMMENT CARD CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763- 420 -2288 www.ci.corcoran.mn.us Date: / / / c '2) / 7 Open Forum: Yes or No Ir` you rye nor s oijk-ing 0111311 i7�+�lltl�tl llt'In, c��r� � rll sxler3k at Opert � ol-11r1.7 Name of Speaker: Related to Agenda Item(�or No Agenda Item Number: ./ / 0 Are you speaking for the item Xagainst the item not applicable Representing: Meeting R ales of Conduct., • Fill out and turn in white comm en t card to a staffinember. • When called upon, approach podium and state name and address. • Indicate ifrepresenting a group. 1 • Limit remarks to 3 -5 minutes. �.... : Y, .:.. ,..... -- Address: �/ �'�,`� ,� r� � Telephone (optional): Comments: Please Approach the Podium to Speak When Called Upon CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763 - 420 -2288 www.ci.corcoran.mn.us Date. / / Open Forum: Yes or No Ifyou nvt i11:111fr011 i7U �1LL?G'11(�ii 11'eill, you will 5pek at open flumn Name of Speaker:""° Related to Agenda Item: Yes r No Agenda Item Number: Are you speaking for he m against the item not a pp licable Representing: -. Ea Address: 6/ 4W J Comments: P , PUBLIC COMMENT CARD Meeting R ales of Conduct: • Fill out and turn in white comment card to a staffinember. • When called upon, approach podium and state name and address. • Indicate ifrepresenting a group. • Limit remarks to 3 -5 minutes. Telephone (optional): Please Approach the Podium to Speak When Called Upon CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763 - 420 -2288 www.ci.corcoran.mn.us Date: Open Forum: Yes or No Ifyou are not speakrnva an all ag endla item, you will speak at open forum Name of Speaker: -- Related to Agenda Item: �o Agenda Item Number: Are you speaking for the item against the item not applicable Representing: 57ci Address: Comments: PUBLIC COMMENT CARD Meeting Rules of Con duct: • Fill out and turn in white comment card to a staffinember. • When called upon, approach podium and state name and address. • Indicate ifrepresenting a group. • Limit remarks to 3 -5 minutes. Telephone (optional): Please Approach the Podium to Speak When Called Upon �y Ide PUBLIC COMMENT CARD CITY OF CORCORAN 8200 County Road 116, Corcoran, MN 55340 763 - 420 -2288 www.ci.corcoran.mn.us _:........:.. M:.. _.:..... ..... .......... , Date: ► � / � .� / Open For :Yes or No Meeting R ules of Conduct: If 1, pan 10 s III 1 0) Il f Ilc% c'rJl, L'Z711 IS III �It llli �tf U(vn Fivilm Name of Speaker: ,� • Fill out and turn in white comment � � � p card to a staffinember. upon, llapproach podium ca • When e Related to Agenda Item:'�Yes or No Agenda Item NumberA� 1' - and state name and address. Are you speaking for the item against the item not applicable • Indicate ifrepresenting a group. �f • Limit remarks to 3 -S minutes. Representing g Address: Telephone (optional): Comments: Please Approach the Podium to Speak When Called Upon STAFF REPORT Agenda Item. 10a. Council Meeting: October 12, 2017 Prepared By: Brad Martens, Kevin Mattson Topic: Feasibility Studies for Paving Gravel Collector Roads Action Required: Direction Summary: At the direction of the City Council, feasibility studies were drafted for the following paving projects: • Willow Drive/Larkin Road: County Road 116 – City of Medina • Trail Haven Road: County Road 117 - County Road 10 The studies are attached to this report for review. Big picture, both projects are significantly more expensive than originally anticipated in previous years. This is due to the higher level of detail used in creating feasibility studies as well as the addition of a possible adjacent trail. The following table provides a side-by-side comparison of the projects: Willow Drive/Larkin Road Trail Haven Road Road length 3.65 miles 2.65 miles Project cost (with trail) $5,400,000 $5,176,000 Finance gap (with trail) $1,404,000 $1,340,000 Project cost (without trail) $4,450,000 $4,228,000 Finance gap (without trail) $454,000 $392,000 As shown above, both projects, with and without a trail have a finance gap which would require the City to bond for the difference. The trail adds approximately $1M in costs in both projects ($200,000 easement acquisition; $800,000 trail construction). A portion of this cost could be paid out of the park dedication fund which as a balance of approximately $669,000. From a financial perspective the projects are similar in overall cost and extremely similar in the projected finance gap. Due to the lack of differentiating at the cost level, the following factors may be helpful in considering: • Cost per linear foot (LF) o Willow Drive/Larkin Road: $280/LF with trail; $231/LF without o Trail Haven Road: $370/LF with trail; $302/LF without o The Willow Drive/Larkin Road project would pave an additional mile of gravel road as compared to Trail Haven Road • Traffic counts (see the third attachment to this report) o Trail Haven Road: September 2017 traffic counts show a range of 403-1,053 vehicles per day. o Willow Drive/Larkin Road: Poor weather/road quality led to counts needing to be updated and will be collected on October 9-10; these will be provided to the Council when completed. Page 2 The Council should consider the feasibility study and provide staff direction on the following items: • Preferred road project • Level of support for bonding for a portion of the project • Level of support for including the trail in the project The next step would be to finalize the feasibility study on the preferred project for review at the next Council meeting in which the Council could approve the study and call for a public hearing. Financial/Budget: Both projects propose using $3,036,000 in MSA funds and assessing approximately $800,000 to properties. The Willow Drive/Larkin Road project also proposes using $160,000 in asphalt funds (these funds would be used to overlay Larkin Road west of County Road 116 if the Trail Haven Road project was approved). The finance gap varies on type of project selected and other funds utilized (park dedication, surplus, etc.). The below bullets points show roughly what the general fund impact would be to bond for various amounts; payments would begin in 2019: • $1,400,000: $176,000/year for 10 years • $1,000,000: $126,000/year for 10 years • $700,000: $88,000/year for 10 years • $400,000: $50,000/year for 10 years Existing debt service is anticipated to decrease approximately $100,000 in 2019 however the financial management plan anticipates bonding for park property and issuing bonds to cover those costs. Alignment with Values: This item relates to the following adopted values: EXCELLENCE AND QUALITY IN THE DELIVERY OF SERVICES We believe that service to the public is our reason for being and strive to deliver quality services in a highly professional, cost-effective, and friendly manner. FISCAL RESPONSIBILITY We believe that fiscal responsibility and the prudent stewardship of public funds is essential for citizen confidence in government. Options: 1. Direct staff to finalize a feasibility study on a preferred project. 2. Send back to staff for further review. Recommendation: The projects are very similar in overall project costs. If Willow Drive/Larkin Road traffic counts are similar, staff recommends moving forward with the Willow Drive/Larkin Road project as it would complete an additional mile of road improvement as compared to Trail Haven Road. Page 3 Regardless of project selected, staff recommends at minimum including the cost of obtaining easement for an adjacent trail. This is an important element in the comprehensive plan and it will be difficult to obtain that additional easement by itself in the future. Council Action: Consider a motion to direct staff to finalize a feasibility study on a preferred project. Attachments: 1. Feasibility Study – Willow Drive and Larkin Road Pavement Improvement Project 2. Feasibility Study – Trail Haven Road Pavement Improvement Project 3. 2017 Traffic Counts WENCK File #2294-01 October 2017 Prepared for: City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Prepared by: WENCK Associates, Inc. 1800 Pioneer Creek Center Maple Plain, MN 55359 Phone: 763-479-4200 Fax: 763-479-4242 Feasibility Study Willow Drive and Larkin Road Pavement Improvement Project October 2017 i T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx FEASIBILITY STUDY for Willow Drive and Larkin Road Pavement Improvement Project OCTOBER 2017 PREPARED FOR:City of Corcoran 8200 County Road 116, Corcoran, MN 55340 City Council Members:Ron Thomas, Mayor Mike Keefe Tonya LaFave Jonathan Bottama Brian Dejewski PREPARED BY:WENCK ASSOCIATES, INC. 1800 Pioneer Creek Center P.O. Box 249 Maple Plain, Minnesota 55359-0249 Telephone: (763) 479-4200 I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly registered Professional Engineer under the laws of the State of Minnesota. Date: ____________________________________________________ Kenton C. Torve, P.E. Registration No: 24807 October 2017 i T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx Table of Contents 1.0EXECUTIVE SUMMARY.................................................................................1-1 2.0PROPOSED IMPROVEMENTS........................................................................2-1 2.1General.............................................................................................2-1 3.0FINANCING.................................................................................................3-1 3.1General.............................................................................................3-1 3.2Assessment Method............................................................................3-1 3.3Cost Apportionment............................................................................3-1 3.4Easements.........................................................................................3-1 3.5Wetland............................................................................................3-1 3.6Permits.............................................................................................3-1 3.7Financing...........................................................................................3-2 4.0RECOMMENDATIONS...................................................................................4-1 5.0SCHEDULE...................................................................................................5-1 TABLES 1Cost Summary for Paving Gravel Surface 2Cost Summary for Paving Gravel Surface and Off Road Trail FIGURES 1Willow Drive/Larkin Road – Assessed Parcels 2Willow Drive/Larkin Road – Assessed Parcels 3Willow Drive/Larkin Road – Assessed Parcels APPENDIX AAppraiser Opinion Letter August 2017 1-1 T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx 1.0Executive Summary This Feasibility Study has been prepared at the request of the City Council for pavement improvements to the existing gravel roads named Willow Drive from the Medina border which connects to Larkin Road and ends at CR 116. The construction will include improving the gravel surface to pavement using State Aid design standards for road alignment, pavement section, and street width. The alternative includes an “Off Road Trail. This report contains figures outlining the proposed improvements, itemized cost estimates, a proposed cost apportionment, and potentially assessed properties on figures. Cost and Method of Assessment The estimated project costs for Willow Drive/Larkin Road Pavement Improvement Projects are as follows: LowMidHigh Paving Gravel Surface $4.2M$4.45 M$6.0M Paving Gravel Surface and Off Road Trail$4.9M$5.4 M$7.1M An itemized breakdown of the preliminary costs are included in Tables 1 and 2. The proposed method of assessment is per the City’s current policy and based on an appraiser’s opinion letter dated July 13, 2017 (see Appendix A). August 2017 2-1 T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx 2.0Proposed Improvements 2.1GENERAL The project is located in south central Corcoran, north of Highway 55 and connects to the Medina border on the south (Willow Drive) and CR 116 on the east (Larkin Road). The City is in discussion with Medina regarding the extension of pavement improvements to the remainder of Willow Drive to match the existing pavement edge located just north of an existing business in Medina. The proposed work would include improving the existing gravel base and paving to State Aid design standards for vertical and horizontal alignment, pavement section, and pavement width. Council has directed that cost be reviewed for an off road trail. The final road features will be determined during the design component of the project. The estimated construction costs have contingencies in place for unknown items such as subgrade issues, easement cost variability and construction cost variability Design standards are set by MnDOT and changes to the existing road bed include flatter side slopes (4:1), horizontal alignment (curves), culvert extensions (to obtain flatter slopes), bituminous thickness, soil improvements, etc. Some curbing may be utilized to lessen the impacts to adjacent properties, however the vast majority of the project is a rural section with ditches. August 2017 3-1 T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx 3.0 Financing 3.1GENERAL The total project costs associated with the improvements are proposed to be financed through various methods, including State Aid construction funds, assessments, possibly park funds, etc. The total estimated project costs for the various improvements identified in this report include indirect project costs such as engineering, legal, administrative, geotechnical testing, existing right-of-way, additional easements, and other miscellaneous items. 3.2ASSESSMENT METHOD The proposed method of assessment for the project was determined by the recently approved assessment policy. 3.3COST APPORTIONMENT Construction costs are shown in Tables 1 and 2. The benefitting parcels are identified in Figure 1, 2 and 3. An appraiser’s opinion letter is provided in Appendix A. 3.4EASEMENTS Review of the existing right-of-way will be completed to determine the extent of additional easements and/or right-of-way. A prescriptive easement exists for the roadway surface and maintenance area, so additional costs are estimated as a line item and differences would be in the contingency. 3.5WETLAND A field delineation of any wetlands located within or adjacent to the road corridor will be completed to determine the wetland mitigation or credit purchase that will be required. A line item for wetland credits is included, with both the on road, and off road trail requiring more wetland purchase costs. 3.6PERMITS It is anticipated that the following permits will be required for the project. This may not be an exhaustive list, but includes those permits typical for projects with similar improvements and impacts. Minnesota Pollution Control Agency – NPDES permit (construction) Elm Creek Watershed, Army Corps of Engineers – wetland permits. MnDOT plan approvals August 2017 3-2 T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx 3.7FINANCING Financing options for the project could come from various funding sources including assessments, State Aid, and city general fund via a bond. Revenue $1,620,000Current 2017 MSA Balance $236,0002018 Contribution $1,856,000Projected 2018 Balance $1,180,000Five-Year Advance $3,036,000Total MSA $800,000Assessment Revenue See Note 1 Below $160,000 Larkin Overlay 2018 Asphalt Budget $3,996,000Total Scenarios The two options have the following financing scenarios. Option 1—Paving Road Only Project Cost $ 4,450,000 Revenue$3,996,000 Gap$454,000 Table 2 shows a range of costs for the project, which is intended to provide alternative financing scenarious for discussion. Gap (High)$2,004,000 Gap (Low) $ 204,000 Option 2—Paving and Off-Road Trail Project Cost $5,400.000 Revenue$3,996,000 Gap$ 1,404,000 Gap (High)$ 3,104,000 Gap (Low) $ 904,000 Note 1: Additional $400,000 in assessment revenue is anticipated to be deferred until future plat as outlined in the assessment policy August 2017 4-1 T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx 4.0Recommendations All improvements addressed within this report are feasible from an engineering perspective. Therefore, it is recommended that: If the proposed improvements are determined by the Council to be feasible and necessary, the City Council should approve this Feasibility Report by Resolution and order the Public Improvements Hearing. August 2017 5-1 T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Willow Larkin 2017 September\Text\Willow Drive Feasibility Report DRAFT_October 2017.docx 5.0Schedule Following the Improvement Hearing, and if the City so orders the project, the construction could occur in 2018. Assessments will be certified following construction and the formal assessment hearing process. See the following proposed schedule. October 12th Engineer Presents Draft Feasibility Study and Council October 26th Council adopts resolution receiving Feasibility Study; Schedules improvement hearing. Fall/Winter 2017Obtain ROW and easements 2018 December 14th Hold Improvement Hearing Order plans and specifications March 1st Send Plans to MnDOT for State Aid Review January 25th Approve Plans and Specifications, Authorize Bidding *Note – MnDOT State Aid Review process can add 4-6 weeks April 12th Present plans and specifications, authorize staff to bid project and order assessment hearing May 14th Receive Bids May 24th Hold assessment hearing; Issue notice of award JuneContracting Process July--DecemberConstruction NovemberRecord assessments with County June 2019Complete restoration Tables Table 1 Cost Summary for Paving Gravel Surface Willow Drive Larkin Road Pavement Improvement Project City of Corcoran No.Item Units Est. Qty Contractor Est. Unit Price Est. Total OPTION 1 - Willow between County Road 116 & City Limits (Medina) No Trail 1 MOBILIZATION & DEMOBILIZATION LUMP SUM 1 $150,000.00 $150,000.00 2 TRAFFIC CONTROL LUMP SUM 1 $10,000.00 $10,000.00 3 CLEAR & GRUB LUMP SUM 1 $10,000.00 $10,000.00 4 BITUMINOUS PAVEMENT RECLAMATION SQ YD 20,700 $5.00 $103,500.00 5 SALVAGE & RESPREAD EXISTING TOPSOIL LUMP SUM 1 $25,000.00 $25,000.00 6 COMMON EXCAVATION CU YD 25,230 $12.00 $302,760.00 7 COMMON EXCAVATION - UNSUITABLE/SOIL CORRECTION CU YD 7,680 $15.00 $115,200.00 8 12" SELECT GRANULAR TON 10,200 $10.00 $102,000.00 9 8" AGGREGATE BASE, CLASS 5 TON 16,700 $15.00 $250,500.00 10 4" SHOULDER AGGREGATE, CLASS 2 TON 3,900 $35.00 $136,500.00 11 1.5" TYPE WEARING COURSE MIXTURE TON 4,800 $70.00 $336,000.00 12 2" TYPE NON-WEARING COURSE MIXTURE TON 6,400 $60.00 $384,000.00 13 BITUMINOUS MATERIAL FOR TACK COAT GAL 1,200 $5.00 $6,000.00 14 GEOTEXTILE FABIC, TYPE V NON-WOVEN SQ YD 37,845 $2.00 $75,690.00 15 6" PVC DRAINTILE LIN FT 14,000 $10.00 $140,000.00 16 CULVERT REPLACEMENT LIN FT 3,030 $60.00 $181,800.00 17 DRIVEWAY APPROACHES (PAVED)EACH 72 $2,000.00 $144,000.00 18 SITE RESTORATION LUMP SUM 1 $85,000.00 $85,000.00 19 EROSION CONTROL LUMP SUM 1 $30,000.00 $30,000.00 20 PAVEMENT MARKINGS LUMP SUM 1 $10,000.00 $10,000.00 21 GUARDRAIL INSTALLATION LIN FT 500 $35.00 $17,500.00 22 ROAD CROSSING - BOX CULVERT LUMP SUM 1 $55,000.00 $55,000.00 23 WETLAND MITIGATION LUMP SUM 1 $150,000.00 $150,000.00 24 ROAD WIDENING/ALTERNATIVES LUMP SUM 1 $10,000.00 $10,000.00 25 EASEMENT ACQUISITION LUMP SUM 1 $250,000.00 $250,000.00 $3,080,450.00 20% CONTINGENCY $616,090.00 EST. TOTAL CONSTRUCTION COST $3,696,540.00 20% INDIRECT COSTS $739,308.00 EST. TOTAL COST $4,435,848.00 NOTES (For All Tables)ROUNDED VALUE $4,450,000.00 1 - Does not include costs for relocation of private utilities 2- Public works potential to perform topsoil, shoulder aggregate, etc. 3. Indirect costs increased to 20% to include O/E and legal work. Borings may change common ex quantity. Table 2 Cost Summary for Paving Gravel Surface and Off Road Trail Willow Drive Larkin Road Pavement Improvement Project City of Corcoran No.Item Units Est. Qty Contractor Range Est. Unit Price Probable Total Low High OPTION 2 - Willow between County Road 116 & City Limits (Medina) Offset Trail 1 MOBILIZATION & DEMOBILIZATION LUMP SUM 1 $150,000.00 $150,000.00 2 TRAFFIC CONTROL LUMP SUM 1 $10,000.00 $10,000.00 3 CLEAR & GRUB LUMP SUM 1 $10,000.00 $10,000.00 4 BITUMINOUS PAVEMENT RECLAMATION SQ YD 20,700 $5.00 $103,500.00 5 SALVAGE & RESPREAD EXISTING TOPSOIL LUMP SUM 1 $25,000.00 $25,000.00 6 COMMON EXCAVATION CU YD 25,230 $12.00 $302,760.00 $302,760.00 $555,060.00 7 COMMON EXCAVATION - UNSUITABLE/SOIL CORRECTION CU YD 7,680 $15.00 $115,200.00 $46,080.00 $276,480.00 8 12" SELECT GRANULAR TON 10,200 $10.00 $102,000.00 $102,000.00 $153,000.00 9 8" AGGREGATE BASE, CLASS 5 TON 16,700 $15.00 $250,500.00 $217,100.00 $283,900.00 10 4" SHOULDER AGGREGATE, CLASS 2 TON 3,900 $35.00 $136,500.00 $117,000.00 $175,500.00 11 1.5" TYPE WEARING COURSE MIXTURE TON 4,800 $70.00 $336,000.00 $288,000.00 $384,000.00 12 2" TYPE NON-WEARING COURSE MIXTURE TON 6,400 $60.00 $384,000.00 $352,000.00 $448,000.00 13 BITUMINOUS MATERIAL FOR TACK COAT GAL 1,200 $5.00 $6,000.00 14 GEOTEXTILE FABIC, TYPE V NON-WOVEN SQ YD 37,845 $2.00 $75,690.00 15 6" PVC DRAINTILE LIN FT 14,000 $10.00 $140,000.00 16 CULVERT REPLACEMENT LIN FT 3,030 $60.00 $181,800.00 17 DRIVEWAY APPROACHES (PAVED)EACH 72 $2,000.00 $144,000.00 18 SITE RESTORATION LUMP SUM 1 $85,000.00 $85,000.00 19 EROSION CONTROL LUMP SUM 1 $30,000.00 $30,000.00 20 PAVEMENT MARKINGS LUMP SUM 1 $10,000.00 $10,000.00 21 GUARDRAIL INSTALLATION LIN FT 500 $35.00 $17,500.00 22 ROAD CROSSING - BOX CULVERT LUMP SUM 1 $55,000.00 $55,000.00 23 WETLAND MITIGATION LUMP SUM 1 $150,000.00 $150,000.00 $150,000.00 $225,000.00 24 ROAD WIDENING/ALTERNATIVES LUMP SUM 1 $10,000.00 $10,000.00 25 EASEMENT ACQUISITION LUMP SUM 1 $250,000.00 $250,000.00 $200,000.00 $550,000.00 $3,080,450 $2,905,430 $4,181,430 20% CONTINGENCY $616,090 $581,086 $836,286 EST. TOTAL CONSTRUCTION COST $3,696,540 $3,486,516 $5,017,716 20% INDIRECT COSTS $739,308 $697,303 $1,003,543 EST. TOTAL COST $4,435,848 $4,183,819 $6,021,259 ROUNDED VALUE $4,450,000 $4,200,000 $6,000,000 OFF ROAD TRAIL 1 COMMON EXCAVATION CU YD 6000 $10.00 $60,000.00 $72,000.00 $132,000.00 2 6" AGGREGATE BASE, CLASS 5 TON 7243 $15.00 $108,645.00 3 3" TRAIL BITUMINOUS TON 3030 $80.00 $242,400.00 4 ADDITIONAL BOX CULVERT LUMP SUM 1 $25,000.00 $25,000.00 5 ADDITIONAL CULVERT LENGTHS LIN FT 66 $60.00 $3,960.00 6 ADDITIONAL WETLAND MITIGATION LUMP SUM 1 $150,000.00 $150,000.00 $150,000.00 $225,000.00 7 RESTORATION LUMP SUM 1 $20,000.00 $20,000.00 8 ADDITIONAL EASEMENT ACQUISITION LUMP SUM 1 $200,000.00 $200,000.00 $150,000.00 $400,000.00 $810,005.00 $760,005.00 $1,085,005.00 EST. TOTAL COST $5,245,853.00 $4,943,824.20 $7,106,264.20 ROUNDED VALUE $5,400,000.00 $4,900,000.00 $7,100,000.00 Figures Appendix A Appraiser Opinion Letter Toll Free: 800-472-2232 Email: wenckmp@wenck.com Web: wenck.com Report Type Real Estate Consulting Letter Report Effective Date July 13, 2017 Prepared By: Ethan Waytas, Appraiser William R. Waytas, Appraiser Nagell Appraisal Incorporated 12805 Highway 55, Suite 300 Plymouth, Minnesota 55441 Tel: 952.544.8966 | Fax: 952.544.8969 Client Subject Property City of Corcoran Street Improvement Project Attn: Brad Martens, City Administrator Willow Drive and Larkin Road 8200 County Road 116 Corcoran, MN 55340 Corcoran, MN 55340 File # V1707001 Nagell Appraisal Incorporated | 952.544.8966 Page 1 NAGELL APPRAISAL INCORPORATED 12805 Highway 55 #300 Minneapolis 952-544-8966 Plymouth, MN 55441 St. Paul 651-209-6159 Established in 1968 Central Fax 952-544-8969 __________________________________________________________________________ City of Corcoran July 25, 2017 Attn: Brad Martens, City Administrator 8200 County Road 116 Corcoran, MN 55340 To Brad Martens: Per your request, this is a letter report is to assist the city for guidance regarding a potential street improvement project within the city (see attached map for the location of the street in the project). The proposed project is the construction of a wider, MSA Standard road. A majority of the existing road is gravel, however, there is a paved area. This report is not an appraisal, but rather provides a preliminary opinion of a general range of market benefit, if any, for similar properties. SCOPE OF ASSIGNMENT In accordance with your request, a drive-by viewing of the properties has been made along with some general market comments regarding benefit (if any) for the proposed street improvement project as it relates to the subject market. As noted in the engagement letter, no specific sales data has been collected for this assignment. The general market comments are based on past appraisals, experience, and market information. Pictures of the streets were taken on July 13, 2017. The appraiser also viewed an aerial/satellite image on the county GIS website. A project feasibility report was not available at the time of this letter report; the city provided a summary of the proposed project. If the feasibility report describes a different project, the findings of this letter could differ. PROJECT The City of Corcoran is proposing to improve Willow Drive and Larkin Road with new asphalt, base, wider drive lanes, and a shoulder. Per request, you desire to know the benefit (if any) as it impacts properties in the project area. Motivation for the road improvement project stems from deteriorating existing gravel and paved road surface. Page 2 Nagell Appraisal Incorporated | 952.544.8966 AREA DESCRIPTION The City of Corcoran is a western outlying suburban community located approximately 35 minutes northwest of Downtown Minneapolis. The population was 5,500 as of 2010 census (a decrease of 2.3% from the 2000 census). Residential properties generally range in price between $75,000 and $750,000+ in the City Limits with an average of about $340,000 (MLS statistics). The commercial portion of the city is located at the intersection of County Roads 10 & 116. The remainder of the city is mostly made up of rural residential, large estate-sized residential and newer scattered single-family residential developments. Corcoran has a reputation as a stable community. Access to most shopping and surrounding communities is within 15 minutes. Most existing buildings in the area range from average to good quality. SUBJECT PROPERTIES The project area consists of detached single family residential homes on small acreage parcels ranging from around 1 acre to 5+ acres. Also located in the project area are some larger acreage properties (e.g. hobby farms). Most of the residential dwellings are average quality with 1-story, 1.5-story, or 2-story design, and appear to have been built within the past 40 years. Per city, the larger acreage properties will have additional building rights due to the road paving. Along the eastern boundary (near Fletcher Lane) of the project are multiple commercial properties which will benefit from the project as well. Additionally, there are residential properties that do not directly front on Wil low Drive, but do have indirect access via a neighborhood road; these properties also benefit from the proposed road project. EXISTING STREETS & UTILITIES Physical Condition of the Existing Road: The existing road improvements are gravel (unpaved along Willow Drive and portions of Larkin Road), paved (a portion of Larkin Road), no storm sewer or curb. The roads require continuous maintenance, which can be costly, as the subgrade appears to be susceptible to moisture. The existing road appears to have exceeded its original expected life and is not up to current road standards. Physical Condition of Existing Utilities: There are no public utilities in the road; a majority of the existing homes have private sanitary sewer and private well. Functional Design of the Road: The existing gravel design is dated, and the base material no longer appears to provide adequate support for the road bed. Drainage appears to be compromised as a result of the design. The existing paved road is in fair condition Gravel and roads in fair condition do not meet the expectations of typical market participants in this suburban market for re-development, resale price, and/or updating the current uses. Overall, the existing street improvements are in fair to poor condition, look dated and reflect likewise on the adjoining and side street properties. Gravel roads create significantly more dust and require users of the road to wash their cars more. Nagell Appraisal Incorporated | 952.544.8966 Page 3 PROPOSED ROAD IMPROVEMENT The city is proposing to upgrade Willow Drive and a portion of Larkin Road from gravel to paved (bituminous) roadway. Per city, the base will be 12” of Class 5 aggregate, with 3” of non -wearing pavement plus an additional 2” pavement wear layer. There will be 12’ wide drive lanes and 4” deep shoulders (2’ paved, 2’ with Class 2 aggregate). Additionally, the city will pave driveway approaches. Note: There is no storm sewer/curb and gutter work included in this project. The foundation and base of the road will also be improved to current standards to facilitate better drainage, keep the road base dry and provide safer road conditions. Reportedly, the new street improvements are to last for over 20+ years. Given the existing condition and limited market appeal of the current gravel road, the proposed road project is logical. It is also sensible to construct and install utility infrastructure while the road is being improved. As part of the project the city would also improve the existing fair condition paved portion of Larkin Road. The road would be constructed to match the new paved asphalt area on Willow Road and the gravel portion of Larkin Road. If any of the above descriptions change, the benefit due to the project could differ. HIGHEST AND BEST USE The subject project area is located in the southeastern portion of the city near County Road 116. The properties in the project area are a mixture of small acreage residential, large acreage residential, hobby farms, agricultural, and commercial. Owners in the subject area appear to update their property as needed when site and building components wear out or become dated. Owners in the overall area commonly pave their driveways as needed, recognizing it adds value when done. Therefore, it is logical to update the road to the subject properties as needed as these are essential property characteristics that are expected in this market. An informed buyer would consider the condition of the road and road bed. A well-constructed and good condition road provides aesthetic appeal to a property. Given a choice, a potential informed buyer would likely prefer a newer road over a deteriorating road. If replacement of components of real estate near the end of their economic life in a home or building is postponed, it can be more costly in the long run; delays in replacing components can result in incurring higher interim maintenance costs and potential difficulty in marketing the property. Also, it is typical for the cost of the replacement of an improvement to increase over time. That said it is logical and prudent for market participants to update/replace dated components when needed. Therefore, the highest and best use of the surrounding properties in the project area is for the continued residential use with the proposed infrastructure improvements. Page 4 Nagell Appraisal Incorporated | 952.544.8966 DISCUSSION OF MARKET BENEFIT Listed below are the factors that will be taken int o consideration concerning the potential benefit to the properties. Description Existing Improvements Change 1) Road Surface Gravel Paved, good 2) Road Surface Fair condition pavement Paved, good 2) Base Condition Appears poor Good 3) Curb N/A N/A 4) Drainage Appears poor Adequate 5) Storm Sewer Surface Surface 6) City water N/A N/A 7) City sewer N/A N/A 8) Sidewalk N/A N/A 9) Street Lights N/A N/A 10) Functional Design of Road Dated Good 11) Traffic Management Fair Average 12) Pedestrian Use (biking, walking, etc.) Fair Good 13) Median N/A N/A 14) Road Proximity to Properties N/A N/A 15) Dust Yes Nil 16) Visual Impact on Properties Poor Good Based on the preceding grid, the subject properties will improve in 8 of the 16 categories. Market participants generally recognize that roads need replacing when nearing the end of a long economic life. A typical buyer in the subject market commonly prefers a paved road surface road versus a gravel road. In addition to visual benefit, new street improvements provide better and safer use for pedestrians (biking, walking, stroller, rollerblading, etc.) and drivers. In addition, paved roads provide an added benefit to drivers, as there is less dust and need for washing the car. The new streets will enhance potential for re-development and/or updating the current properties. Properties that indirectly/directly abut or have driveways that exit on the new street will benefit. Based on past appraisals, experience, and general market information, it is not uncommon for properties similar those in the subject market to realize an increase in price for new street improvements. Nagell Appraisal Incorporated | 952.544.8966 Page 5 Discussion of Market Benefit – Continued Willow Drive and Larkin Road (gravel areas) For most residential properties (depending on site size, building quality, type of use and overall appeal) the average benefit for a buildable lot or potential future lot with frontage on Willow Drive or Larkin Road (gravel areas) could be around $13,000 to $18,000 per property. There are also a number of properties with indirect frontage on Willow Drive or Larkin Road (for example on Nystrom Lane). The average benefit for a buildable residential lot or potential future residential lot with indirect paved frontage (Cates Longhorn Road for example, good quality) on Willow Drive or Larkin Road (gravel areas) could be around $5,000 to $6,000 per property. The average benefit for a buildable residential lot or potential future residential lot with indirect gravel frontage (Nystrom Lane, average quality or within 1,000’ of Willow Drive or Lark Road , gravel areas) could be around $4,000 to $5,000 per property. Willow Drive and Larkin Road (paved areas) For most residential properties (depending on site size, building quality, type of use and overall appeal) the average benefit for a buildable lot or potential future lot with frontage on Willow Drive or Larkin Road (paved areas) could be around $7,000 to $12,000 per property. The average benefit for a commercial property that has direct access to Larkin Road (paved area) could be around $10,000 to $14,000 per property. Corner lots are based at a pro-rata percentage using street frontage. So if 75% of the frontage is being improved while 25% on the side street(s) is not, then the multiplier would be 75% of the benefit. Page 6 Nagell Appraisal Incorporated | 952.544.8966 CONCLUSION The benefit amount noted above should not be construed or relied on as being an appraisal, but are general observations based on the overall market. If an appraisal were made on the individual properties, the actual benefit amount could vary from market observations above. If you have additional questions, please do not hesitate to contact us. Sincerely, Ethan Waytas William R. Waytas, SRA, CRP Certified General MN 40368613 Certified General MN 4000813 Enclosures: Location Map, Aerial Map View of Project, Subject Photos, Qualifications, Engagement Letter __________________________________________________________________________ www.nagellmn.com Nagell Appraisal Incorporated | 952.544.8966 Page 7 LOCATION MAP Page 8 Nagell Appraisal Incorporated | 952.544.8966 AERIAL VIEW OF PROJECT MAP *Red line reflects project area (approximate) Nagell Appraisal Incorporated | 952.544.8966 Page 9 SUBJECT PHOTOGRAPHS Street scene Street scene Street scene New construction Page 10 Nagell Appraisal Incorporated | 952.544.8966 Subject Photographs – continued Street scene Street scene Street scene Street scene Nagell Appraisal Incorporated | 952.544.8966 Page 11 Subject Photographs – continued Street scene (side street, Cates Longhorn Road) House view House view House view Page 12 Nagell Appraisal Incorporated | 952.544.8966 Subject Photographs – continued Street scene Street scene Street scene Street scene Nagell Appraisal Incorporated | 952.544.8966 Page 13 Subject Photographs – continued Street scene Street scene Commercial property Commercial property Page 14 Nagell Appraisal Incorporated | 952.544.8966 Subject Photographs – continued Commercial property Street scene Nagell Appraisal Incorporated | 952.544.8966 Page 15 QUALIFICATIONS Appraisal Experience Presently and since 2006, Ethan Waytas has been employed as an employee of Nagell Appraisal Incorporated, an independent appraisal firm (12 employees) who annually prepare 1,500 +/- appraisal reports of all types. He is currently a full time licensed certified general real estate appraiser, as well as the director of the company’s IT department. Properties appraised: • Commercial - low and high-density multi-family, retail, office, industrial, restaurant, church, strip- mall, fast-food, convenience stores, auto-service and repair, cinema, numerous special use properties, and subdivision analysis. • Residential – single-family residences, hobby farms, lakeshore, condominiums, townhouses, REO and land. • Eminent Domain – extensive partial and total acquisition appraisal services provided to numerous governmental agencies and private owners. • Special Assessment – numerous street improvement and utilities projects for both governmental and private owners. • Clients - served include banks, savings and loan associations, trust companies, corporations, governmental bodies, relocation companies, attorneys, REO companies, accountants and private individuals. • Area of Service - most appraisal experience is in the greater Twin Cities Metro Area (typically an hour from downtown metro). Numerous assignments throughout Minnesota. Professional Membership, Associations & Affiliations License: Certified General Real Property Appraiser, MN License #40368613 Education -- Graduate of the University of Minnesota: College of Science and Engineering, Twin Cities Campus Bachelor of Science in Computer Science, with distinction, 3.86 GPA. -- General & Professional Practice Courses & Seminars -- Basic Appraisal Procedures -- Basic Appraisal Principles -- 2012-2013 15-Hour National Uniform Standards of Professional Appraisal Practice -- General Appraiser Sales Comparison Approach -- General Appraiser Income Approach – Part 1 -- General Appraiser Income Approach – Part 2 -- Advanced Income Capitalization -- General Appraiser Report Writing and Case Studies -- Real Estate Finance, Statistics and Valuation Modeling -- 2014-2015 7-hour National USPAP Update Course -- General Appraiser Site Valuation & Cost Approach -- Advanced Market Analysis and Highest & Best Use -- Advanced Concepts & Case Studies -- Quantitative Analysis Page 16 Nagell Appraisal Incorporated | 952.544.8966 Curriculum Vitae -- continued Appraisal Experience Presently and since 1985, William R. Waytas has been employed as a full time real estate appraiser. Currently a partner and President of the Nagell Appraisal & Consulting, an independent appraisal firm (12 employees) who annually prepare 1,500 +/- appraisal reports of all types. Mr. Waytas was employed with Iver C. Johnson & Company, Ltd., Phoenix, AZ from 1985 to 1987. Properties appraised: • Commercial - low and high-density multi-family, retail, office, industrial, restaurant, church, strip- mall, fast-food, convenience stores, auto-service and repair, hotel, hotel water park, bed & breakfast, cinema, marina, numerous special use properties, and subdivision analysis. • Residential – single-family residences, hobby farms, lakeshore, condominiums, townhouses, REO and land. • Eminent Domain – extensive partial and total acquisition appraisal services provided to numerous governmental agencies and private owners. • Special Assessment – numerous street improvement and utilities projects for both governmental and private owners. • Review – residential, commercial and land development. • Clients - served include banks, savings and loan associations, trust companies, corporations, governmental bodies, relocation companies, attorneys, REO companies, accountants and private individuals. • Area of Service - most appraisal experience is in the greater Twin Cities Metro Area (typically an hour from downtown metro). Numerous assignments throughout Minnesota. Professional Membership, Associations & Affiliations License: Certified General Real Propert y Appraiser, MN License #4000813. Appraisal Institute: SRA, Senior Residential Appraiser Designation, General Associate Member Employee Relocation Council: CRP Certified Relocation Professional Designation. International Right-Of-Way Association: Member HUD/FHA: On Lender Selection Roster and Review Appraiser DNR: Approved appraiser for Department of Natural Resources Testimony -- Court, deposition, commission, arbitration & administrative testimony given. Mediator -- Court appointed in Wright County. Committees -- President of Metro/Minnesota Chapter, 2002, Appraisal Institute. -- Chairman of Residential Admissions, Metro/MN Chapter, AI. -- Chairman Residential Candidate Guidance, Metro/Minnesota Chapter, AI. -- Elm Creek Watershed Commission, Medina representative 3 years. -- Medina Park Commission, 3 years. Nagell Appraisal Incorporated | 952.544.8966 Page 17 Curriculum Vitae -- continued Education -- Graduate of Bemidji State University, Minnesota. B.S. degree in Bus. Ad. -- During college, summer employment in building trades (residential and commercial). -- Graduate of Cecil Lawter Real Estate School. Past Arizona Real Estate License. -- General & Professional Practice Courses & Seminars -- Course 101-Introduction to Appraising Real Property. -- Numerous Standards of Professional Practice Seminar. -- Fair Lending Seminar. -- Eminent Domain & Condemnation Appraising. -- Eminent Domain (An In-Depth Analysis) -- Property Tax Appeal -- Eminent Domain -- Business Practices and Ethics -- Scope of Work -- Construction Disturbances and Temporary Loss of Going Concern -- Uniform Standards for Federal Land Acquisitions (Yellow Book Seminar) -- Partial Interest Valuation Divided (conservation easements, historic preservation easements, life estates, subsurface rights, access easements, air rights, water rights, transferable development rights) Commercial/Industrial/Subdivision Courses & Seminars -- Capitalization Theory & Techniques -- Highest & Best Use Seminar -- General & Residential State Certification Review Seminar -- Subdivision Analysis Seminar. -- Narrative Report Writing Seminar (general) -- Advanced Income Capitalization Seminar -- Advanced Industrial Valuation -- Appraisal of Local Retail Properties -- Appraising Convenience Stores -- Analyzing Distressed Real Estate -- Evaluating Commercial Construction -- Fundamentals of Separating Real Property, Personal Property and Intangible Business Assets Residential Courses & Seminars -- Course 102-Applied Residential Appraising -- Narrative Report Writing Seminar (residential) -- HUD Training session local office for FHA appraisals -- Familiar with HUD Handbook 4150.1 REV-1 & other material from local FHA office. -- Appraiser/Underwriter FHA Training -- Residential Property Construction and Inspection -- Numerous other continuing education seminars for state licensing & AI Speaking Engagements -- Bankers -- Auditors -- Assessors -- Relocation (Panel Discussion) Publications -- Real Estate Appraisal Practice (book): Acknowledgement -- Articles for Finance & Commerce and Minnesota Real Estate Journal WENCK File #2294-01 October 2017 Prepared for: City of Corcoran 8200 County Road 116 Corcoran, MN 55340 Prepared by: WENCK Associates, Inc. 1800 Pioneer Creek Center Maple Plain, MN 55359 Phone: 763-479-4200 Fax: 763-479-4242 Feasibility Study Trail Haven Road Pavement Improvement Project CR 10 to CR 117 September 2017 i T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Trail Haven 2017 CR 10 to CR 117\Text\Trail Haven September 2017 CR 10 to CR 117.docx FEASIBILITY STUDY for Trail Haven Road Pavement Improvement Project OCTOBER 2017 PREPARED FOR:City of Corcoran 8200 County Road 116, Corcoran, MN 55340 City Council Members:Ron Thomas, Mayor Mike Keefe Tonya LaFave Jonathan Bottama Brian Dejewski PREPARED BY:WENCK ASSOCIATES, INC. 1800 Pioneer Creek Center P.O. Box 249 Maple Plain, Minnesota 55359-0249 Telephone: (763) 479-4200 I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision and that I am a duly registered Professional Engineer under the laws of the State of Minnesota. Date: ____________________________________________________ Kenton C. Torve, P.E. Registration No: 24807 September 2017 i T:\2294-Corcoran\01-General\Phase 700-Municipal State Aid\700-05 Pavement Management\Trail Haven 2017 CR 10 to CR 117\Text\Trail Haven September 2017 CR 10 to CR 117.docx Table of Contents 1.0EXECUTIVE SUMMARY.................................................................................1-1 2.0PROPOSED IMPROVEMENTS........................................................................2-1 2.1General.............................................................................................2-1 3.0FINANCING.................................................................................................3-1 3.1General.............................................................................................3-1 3.2Assessment Method............................................................................3-1 3.3Cost Apportionment............................................................................3-1 3.4Easements.........................................................................................3-1 3.5Wetland............................................................................................3-1 3.6Permits.............................................................................................3-1 3.7Financing...........................................................................................3-2 4.0RECOMMENDATIONS...................................................................................4-1 5.0SCHEDULE...................................................................................................5-1 TABLES 1Cost Summary for Paving Gravel Surface and Off Road Trail CR 10 to CR 30 2Cost Summary for Paving Gravel Surface and Off Road Trail CR 30 to CR 117 FIGURES 1Trail Haven Road – Assessed Parcels CR 10 to CR 30 2Trail Haven Road – Assessed Parcels CR 30 to CR 117 APPENDIX AAppraiser Opinion Letter October 2017 1-1 1.0Executive Summary This Feasibility Study has been prepared at the request of the City Council for pavement improvements to the existing gravel road named Trail Haven Road. The road under consideration is two segments extending from CR 10 to CR 117. The construction will include improving the gravel surface to pavement using State Aid design standards for road alignment, vertical curves, pavement section, and street width. The alternative includes an “Off Road” Trail. This report contains figures outlining the proposed improvements, itemized cost estimates, a proposed cost apportionment, and potentially assessed properties on figures. Cost and Method of Assessment A range of costs were estimated (Tables 1 and 2) for the Trail Haven Road Pavement Improvement Project and are summarized as follows: LowMidHigh Paving Gravel Surface $3.87 M$4.23 M $5.16 M Paving Gravel Surface and Off Road Trail$4.75 M$5.18 M$6.48 M An itemized breakdown of the preliminary costs are included in Tables 1 and 2. The proposed method of assessment is per the City’s current policy and based on an appraiser’s opinion letter dated July 13, 2017 (see Appendix A). October 2017 2-1 2.0Proposed Improvements 2.1GENERAL The project is located in north central Corcoran, north of County Road 10 and connects to the Rogers border at CR 117. One set of culverts along Trail Haven are in the MnDOT bridge program and would be replaced also. The proposed work would include improving the existing gravel base and paving to State Aid design standards for vertical alignment, pavement section, and pavement width. Council has directed that cost be reviewed for an off road trail. The final road features will be determined during the design component of the project. The estimated construction costs have contingencies in place for unknown items such as subgrade issues, easement cost variability, and construction cost variability. Design standards are set by MnDOT and changes to the existing road bed include flatter side slopes (4:1), vertical curve alignment (for sight distance), culvert extensions (to obtain flatter slopes), bituminous thickness, soil improvements, etc. Some curbing may be utilized to lessen the impacts to adjacent properties, however the vast majority of the project is a rural section with ditches. October 2017 3-1 3.0 Financing 3.1GENERAL The total project costs associated with the improvements are proposed to be financed through various methods, including State Aid construction funds, assessments, possibly park funds, etc. The total estimated project costs for the various improvements identified in this report include indirect project costs such as engineering, legal, administrative, geotechnical testing, existing right-of-way, additional easements, and other miscellaneous items. 3.2ASSESSMENT METHOD The proposed method of assessment for the project was determined by the recently approved assessment policy. 3.3COST APPORTIONMENT Construction costs are shown in Tables 1 and 2. The benefitting parcels are identified in Figures 1 and 2 with an appraiser’s opinion letter provided in Appendix A. 3.4EASEMENTS Review of the existing right-of-way will be completed to determine the extent of additional easements and/or right-of-way. A prescriptive easement exists for the roadway surface and maintenance area, so additional costs are estimated as a line item and differences would be in the contingency. 3.5WETLAND A field delineation of any wetlands located within or adjacent to the road corridor will be completed to determine the wetland mitigation or credit purchase that will be required. A line item for wetland credits is included, with the off road trail requiring more wetland purchase costs. 3.6PERMITS It is anticipated that the following permits will be required for the project. This may not be an exhaustive list, but includes those permits typical for projects with similar improvements and impacts. Minnesota Pollution Control Agency – NPDES permit (construction) Elm Creek Watershed, Army Corps of Engineers – wetland permits. MnDOT plan approvals October 2017 3-2 3.7FINANCING Financing options for the project could come from various funding sources including assessments, State Aid, and city general fund via a bond. Revenue $1,620,000Current 2017 MSA Balance $236,0002018 Contribution $1,856,000Projected 2018 Balance $1,180,000Five-Year Advance $3,036,000Total MSA $800,000Assessment Revenue See Note 1 Below $3,836,000Total Scenarios The two options have the following financing scenarios for the “probable” range of the cost estimates shown on Tables 1 and 2. Option 1—Paving Road Only Project Cost $4,228,000 Revenue$3,836,000 Gap$ 392,000 Table ___ shows a range of costs for the project, which is intended to provide alternative financing scenarios for discussion. Gap (High) $1,328,000 Gap (Low)$ 31,600 Option 2— Paving Road and Off-Road Trail Project Cost $5,176,000 Revenue$3,836,000 Gap$1,340,000 Gap (High) $2,640,000 Gap (Low)$911,700 Note 1: Rounded from $786,600. Additional $105,000 in assessment revenue is anticipated to be deferred until future plat as outlined in the assessment policy. October 2017 4-1 4.0Recommendations All improvements addressed within this report are feasible from an engineering perspective. Therefore, it is recommended that: If the proposed improvements are determined by the Council to be feasible and necessary, the City Council should approve this Feasibility Report by Resolution and order the Public Improvements Hearing. October 2017 5-1 5.0Schedule Following the Improvement Hearing, and if the City so orders the project, the construction could occur in 2018. Assessments will be certified following construction and the formal assessment hearing process. See the following proposed schedule. October 12th Engineer Presents Draft Feasibility Study and Council October 26th Council adopts resolution receiving Feasibility Study; Schedules improvement hearing. Fall/Winter 2017Obtain ROW and easements 2018 December 14th Hold Improvement Hearing Order plans and specifications March 1st Send Plans to MnDOT for State Aid Review January 25th Approve Plans and Specifications, Authorize Bidding *Note – MnDOT State Aid Review process can add 4-6 weeks April 12th Present plans and specifications, authorize staff to bid project and order assessment hearing May 14th Receive Bids May 24th Hold assessment hearing; Issue notice of award JuneContracting Process July--DecemberConstruction NovemberRecord assessments with County June 2019Complete restoration Tables Table 1 Cost Summary for Paving Gravel Surface and Off Road Trail CR 10 to CR 30 Trail Haven Road Pavement Improvement Project City of Corcoran No.Item Units Est. Qty Estimated Price Range Est. Unit Price Probable Total Low High OPTION 2 - Trail Haven Between CR 10 and CR 30 1 MOBILIZATION & DEMOBILIZATION LUMP SUM 0.3 $150,000.00 $45,000.00 2 TRAFFIC CONTROL LUMP SUM 0.3 $10,000.00 $3,000.00 3 CLEAR & GRUB LUMP SUM 0.3 $20,000.00 $6,000.00 4 BITUMINOUS PAVEMENT RECLAMATION SQ YD 1,400 $5.00 $7,000.00 5 SALVAGE & RESPREAD EXISTING TOPSOIL LUMP SUM 0.3 $35,000.00 $10,500.00 6 COMMON EXCAVATION - OFFSITE CU YD 24,200 $12.00 $290,400.00 $290,400.00 $435,600.00 7 COMMON BORROW - ONSITE CU YD 7,000 $8.00 $56,000.00 $42,000.00 $70,000.00 8 COMMON EXCAVATION - UNSUITABLE/SOIL CORRECTION CU YD 1,174 $15.00 $17,605.50 $14,084.40 $21,126.60 9 12" SELECT GRANULAR TON 11,620 $10.00 $116,200.00 $116,200.00 $174,300.00 10 8" AGGREGATE BASE, CLASS 5 TON 7,750 $15.00 $116,250.00 $100,750.00 $131,750.00 11 4" SHOULDER AGGREGATE, CLASS 2 TON 1,200 $35.00 $42,000.00 $36,000.00 $54,000.00 12 1.5" TYPE WEARING COURSE MIXTURE TON 1,410 $70.00 $98,700.00 $84,600.00 $112,800.00 13 2" TYPE NON-WEARING COURSE MIXTURE TON 1,870 $60.00 $112,200.00 $102,850.00 $130,900.00 14 BITUMINOUS MATERIAL FOR TACK COAT GAL 815 $5.00 $4,075.00 15 GEOTEXTILE FABIC, TYPE V NON-WOVEN SQ YD 21,700 $2.00 $43,400.00 16 6" PVC DRAINTILE LIN FT 4,000 $10.00 $40,000.00 17 CULVERT REPLACEMENT LIN FT 1,200 $60.00 $72,000.00 18 DRIVEWAY APPROACHES (PAVED)EACH 16 $3,000.00 $48,000.00 19 SITE RESTORATION LUMP SUM 0.3 $66,000.00 $19,800.00 20 EROSION CONTROL LUMP SUM 0.3 $30,000.00 $9,000.00 21 PAVEMENT MARKINGS LIN FT 6,094 $2.00 $12,188.00 22 WETLAND MITIGATION LUMP SUM 0.3 $220,000.00 $66,000.00 $66,000.00 $92,400.00 23 ROAD WIDENING/ALTERNATIVES LUMP SUM 0.3 $0.00 $0.00 $0.00 24 EASEMENT ACQUISITION LUMP SUM 1.0 $104,000.00 $104,000.00 $95,000.00 $125,000.00 25 STORMWATER MANAGEMENT LUMP SUM 0.3 $100,000.00 $30,000.00 $30,000.00 $30,000.00 $1,369,318.50 $1,297,847.40 $1,697,839.60 20% CONTINGENCY $273,863.70 $259,569.48 $339,567.92 EST. TOTAL CONSTRUCTION COST $1,643,182.20 $1,557,416.88 $2,037,407.52 20% INDIRECT COSTS $328,636.44 $311,483.38 $407,481.50 EST. TOTAL COST $1,971,818.64 $1,868,900.26 $2,444,889.02 OFF ROAD TRAIL 26 COMMON EXCAVATION CU YD 1700 $15.00 $25,500.00 $20,400.00 $30,600.00 27 COMMON BORROW - ONSITE CU YD 9250 $8.00 $74,000.00 $55,500.00 $92,500.00 28 6" AGGREGATE BASE, CLASS 5 TON 2240 $15.00 $33,600.00 29 3" TRAIL BITUMINOUS TON 940 $80.00 $75,200.00 30 ADDITIONAL CULVERT LENGTHS LIN FT 80 $60.00 $4,800.00 31 ADDITIONAL STORMWATER MANAGEMENT LUMP SUM 0.3 $25,000.00 $7,500.00 $6,000.00 $15,000.00 32 ADDITIONAL WETLAND MITIGATION LUMP SUM 0.3 $240,000.00 $72,000.00 $64,800.00 $100,800.00 33 RESTORATION LUMP SUM 0.3 $20,000.00 $6,000.00 34 ADDITIONAL EASEMENT ACQUISITION LUMP SUM 1.0 $60,000.00 $60,000.00 $60,000.00 $110,000.00 $358,600.00 $326,300.00 $468,500.00 20% CONTINGENCY $71,720.00 $65,260.00 $93,700.00 EST. TOTAL COST $2,402,138.64 $2,260,460.26 $3,007,089.02 ROUNDED VALUE -wetlands were estimated using NWI -common ex unsuitable was estimated using wetland crossing areas.the additional unsuitbale was assumed to be in the low points on the road. The costs varied using $12/Cu Yd for the low end and $17/Cu Yd for the high end.quantities are 10%of common ex for probalbe,7%for low nad 20%for high -sand was updated using the same unsuitable areas,because the unsuitable areas are filled with sand.Sand was estimated with $8/ton on the low end and $12/ton on the high end -Easements were updated using total grading and differenct easement costs Table 2 Cost Summary for Paving Gravel Surface and Off Road Trail CR 30 to CR 117 Trail Haven Road Pavement Improvement Project City of Corcoran No.Item Units Est. Qty Estimated Price Range Est. Unit Price Probable Total Low High OPTION 3 - Trail Haven Between CR 30 and CR 117 1 MOBILIZATION & DEMOBILIZATION LUMP SUM 0.4 $150,000.00 $60,000.00 2 TRAFFIC CONTROL LUMP SUM 0.4 $10,000.00 $4,000.00 3 CLEAR & GRUB LUMP SUM 0.4 $20,000.00 $8,000.00 4 BITUMINOUS PAVEMENT RECLAMATION SQ YD 0 $5.00 $0.00 5 SALVAGE & RESPREAD EXISTING TOPSOIL LUMP SUM 0.4 $35,000.00 $14,000.00 6 COMMON EXCAVATION - OFFSITE CU YD 17,800 $12.00 $213,600.00 $213,600.00 $320,400.00 7 COMMON BORROW - ONSITE CU YD 7,000 $8.00 $56,000.00 $42,000.00 $70,000.00 8 COMMON EXCAVATION - UNSUITABLE/SOIL CORRECTION CU YD 1,528 $15.00 $22,926.00 $18,340.80 $27,511.20 9 12" SELECT GRANULAR TON 15,140 $10.00 $151,400.00 $151,400.00 $227,100.00 10 8" AGGREGATE BASE, CLASS 5 TON 10,100 $15.00 $151,500.00 $131,300.00 $171,700.00 11 4" SHOULDER AGGREGATE, CLASS 2 TON 1,560 $35.00 $54,600.00 $46,800.00 $70,200.00 12 1.5" TYPE WEARING COURSE MIXTURE TON 1,830 $70.00 $128,100.00 $109,800.00 $146,400.00 13 2" TYPE NON-WEARING COURSE MIXTURE TON 2,450 $60.00 $147,000.00 $134,750.00 $171,500.00 14 BITUMINOUS MATERIAL FOR TACK COAT GAL 1,060 $5.00 $5,300.00 15 GEOTEXTILE FABIC, TYPE V NON-WOVEN SQ YD 28,225 $2.00 $56,450.00 16 6" PVC DRAINTILE LIN FT 4,000 $10.00 $40,000.00 17 CULVERT REPLACEMENT LIN FT 1,400 $60.00 $84,000.00 18 DRIVEWAY APPROACHES (PAVED)EACH 28 $3,000.00 $84,000.00 19 SITE RESTORATION LUMP SUM 0.4 $66,000.00 $26,400.00 20 EROSION CONTROL LUMP SUM 0.4 $30,000.00 $12,000.00 21 PAVEMENT MARKINGS LIN FT 7,936 $2.00 $15,872.00 22 WETLAND MITIGATION LUMP SUM 0.4 $220,000.00 $88,000.00 $88,000.00 $123,200.00 23 ROAD WIDENING/ALTERNATIVES LUMP SUM 0.4 $0.00 $0.00 $0.00 24 EASEMENT ACQUISITION LUMP SUM 1.0 $104,000.00 $104,000.00 $2,000.00 $50,000.00 25 STORMWATER MANAGEMENT LUMP SUM 0.4 $100,000.00 $40,000.00 $40,000.00 $100,000.00 $1,567,148.00 $1,388,012.80 $1,888,033.20 20% CONTINGENCY $313,429.60 $277,602.56 $377,606.64 EST. TOTAL CONSTRUCTION COST $1,880,577.60 $1,665,615.36 $2,265,639.84 20% INDIRECT COSTS $376,115.52 $333,123.07 $453,127.97 EST. TOTAL COST $2,256,693.12 $1,998,738.43 $2,718,767.81 OFF ROAD TRAIL 26 COMMON EXCAVATION CU YD 2200 $15.00 $33,000.00 $26,400.00 $39,600.00 27 COMMON BORROW - ONSITE CU YD 7500 $8.00 $60,000.00 $45,000.00 $75,000.00 28 6" AGGREGATE BASE, CLASS 5 TON 2910 $15.00 $43,650.00 29 3" TRAIL BITUMINOUS TON 1220 $80.00 $97,600.00 30 ADDITIONAL CULVERT LENGTHS LIN FT 40 $60.00 $2,400.00 31 ADDITIONAL STORMWATER MANAGEMENT LUMP SUM 0.4 $25,000.00 $10,000.00 $8,000.00 $50,000.00 32 ADDITIONAL WETLAND MITIGATION LUMP SUM 0.4 $240,000.00 $96,000.00 $96,000.00 $134,400.00 33 RESTORATION LUMP SUM 0.4 $20,000.00 $8,000.00 34 ADDITIONAL EASEMENT ACQUISITION LUMP SUM 1.0 $80,000.00 $80,000.00 $80,000.00 $175,000.00 $430,650.00 $407,050.00 $625,650.00 20% CONTINGENCY $86,130.00 $81,410.00 $125,130.00 EST. TOTAL COST $2,773,473.12 $2,487,198.43 $3,469,547.81 ROUNDED VALUE -wetlands were estimated using NWI -common ex unsuitable was estimated using wetland crossing areas.the additional unsuitbale was assumed to be in the low points on the road. The costs varied using $12/Cu Yd for the low end and $17/Cu Yd for the high end.quantities are 10%of common ex for probalbe,7%for low nad 20%for high -sand was updated using the same unsuitable areas,because the unsuitable areas are filled with sand.Sand was estimated with $8/ton on the low end and $12/ton on the high end -Easements were updated using total grading and differenct easement costs Figures 12 Address Unassigned 1611923410001 David W Kerber Et Al Trustee ID Address PID Owner 1A 21515 Treeline Drive 1611923140013 Thomas J Dokman Trustee 2A 21525 Treeline Drive 1611923140012 Richard Curtis 3A 9040 Foxline Drive 1611923140011 Scott T Jarland Et Al 4A 9016 Foxline Drive 1611923140010 MC Anderson & JR Anderson 5A 9000 Foxline Drive 1611923140009 Nicholas Earl Arrigo 6A 8940 Foxline Drive 1611923140008 Carolyn A Carlson 7A 8920 Foxline Drive 1611923140007 Division in Progress 8A 8900 Foxline Drive 1611923140006 JA Lind & JB Pearson 9A 8901 Foxline Drive 1611923140021 Johanna Augustine Lammers 10A 8919 Foxline Drive 1611923140020 Andrew C Hirsch 11A 8939 Foxline Drive 1611923140019 Dale M Holm & Wife 12A 9001 Foxline Drive 1611923140018 DE Hudson & JR Hudson 13A 9019 Foxline Drive 1611923140017 AM Shores Et Al Revoc Trust 14A 9037 Foxline Drive 1611923140016 PJ Yaklich & KA Yaklich 15A 9101 Foxline Drive 1611923140015 JM Tobias & JE Tobias 16A 9117 Foxline Drive 1611923110022 JL Winkler/ Amy B K-Winkler 17A 9239 Foxline Drive 1611923110017 Sandra Kay Doboszenski 18A 9259 Foxline Drive 1611923110016 RR Baudler & SA Baudler 19A 9305 Foxline Drive 911923440016 Robert M Laketa 20A 9260 Foxline Drive 1611923110006 James E Abell 21A 9240 Foxline Drive 1611923110007 Aimee L Steen 22A 9220 Foxline Drive 1611923110008 TF & CS Holford 23A 9200 Foxline Drive 1611923110009 Hartkopf Family Trust 24A 9148 Foxline Drive 1611923110010 Bruce Hammon Thomas 25A 21540 Treeline Drive 1611923110011 DR Bisbee & DL Bisbee 26A 21530 Treeline Drive 1611923110012 Michael K Weiler 27A 21520 Treeline Drive 1611923110013 KR & DM Carlstrom 28A 21510 Treeline Drive 1611923110014 GE Monzo & LA Mattison ID Address PID Owner 19 8901 Trail Haven Road 1611923140001 RS & KF Newville 20 8909 Trail Haven Road Division in Progress 21 9017 Trail Haven Road 1611923140022 JA Helcl & JA Helcl 22 9035 Trail Haven Road 1611923140014 Ryan Wolf & Kathleen Wolf 23 21500 Treeline Dr 1611923110015 JW Erickson & PA Erickson 24 9125 Trail Haven Road 1611923110005 Lorelei R Hall Trustee 25 9201 Trail Haven Road 1611923110004 Lorelei R Hall Trustee 26 9223 Trail Haven Road 1611923110003 Jane M Dube 27 9247 Trail Haven Road 1611923110002 CJ & SL Aase 28 9257 Trail Haven Road 1611923110001 CJ & SL Aase 29 Address Unassigned 911923440017 BP & DR Kerber 30 9415 Trail Haven Road 911923440004 BP & DR Kerber 31 9425 Trail Haven Road 911923440003 PK Hank & JE Hank 32 9435 Trail Haven Road 911923440019 John P Sauer 33 Address Unassigned 911923440011 Mark Sifferle 34 Address Unassigned 911923440014 Sandra A Hidem 35 9475 Trail Haven Road 911923440018 Sandra A Hidem 36 9495 Trail Haven Road 911923410012 Mark Sifferle 37 9515 Trail Haven Road 911923410003 Trent Oihus 38 9625 Trail Haven Road 911923410010 PM Khan & SU Khan 39 21525 Co. Rd. No. 30 911923410009 Floyd H & Carol A Broman 40 9650 Trail Haven Road 1011923320005 Natures Grove LLC 41 9120 Trail Haven Road 1011923330003 Edmund Cain Family Farms 42 21420 93rd Ave N 1011923330002 The Church of St. Thomas 43 9120 Trail Haven Road 1511923210002 Donald W Tombers Trust 44 9120 Trail Haven Road 1511923220001 Donald W Tombers Trust 45 9010 Trail Haven Road 1511923230001 David W Kerber Et Al Trustee 46 8900 Trail Haven Road 1511923320001 Randall & Candace Faue 47 8850 Trail Haven Road 1511923320010 Richard Harvey & Sara Harvey Michael D Higgins & Wife 48 21510 Co. Rd. No. 30 911923140004 Michael D Higgins & Wife 49 9735 Trail Haven Road 911923140003 JC Ballinger/ BG Ballinger 50 9823 Trail Haven Road 911923140002 M Hibbard & Meaghan Hibbard 51 9837 Trail Haven Road 911923140001 Warren W Pramann Jr 52 9901 Trail Haven Road 911923110008 P Mohr & V Mohr Rev Trust 53 9933 Trail Haven Road 911923110007 Leo W Ott & Rita K Hosie 54 9945 Trail Haven Road 911923110006 S Fuchs & H Fuchs 55 10095 Trail Haven Road 911923110001 Lisa R Koppi 56 21520 Oakdale Drive 411923440009 BD Peterson & SS Fox 57 10215 Trail Haven Road 411923440010 Vang Lee Xiong & Ge Vang 58 10405 Trail Haven Road 411923410002 G Miller & Or MD Miller Trs 59 10765 Trail Haven Road 411923110001 MD Schutte & KD Schutte 60 10800 Trail Haven Road 311923220005 Jeffrey A Clipperton Et Al 61 Address Unassigned 311923220007 Jeffrey A Clipperton Et Al 62 10690 Trail Haven Road 311923220008 Rand E Morris 63 10600 Trail Haven Road 311923230003 Curtis F Hawes Rev Trust 64 Address Unassigned 311923230002 J Bottema & A Bottema 65 10500 Trail Haven Road 311923320001 Jonathan J Bottema 66 10440 Trail Haven Road 311923320002 Kenneth S Moore Etal 67 10410 Trail Haven Road 311923320003 Patricia A Tadych 68 10400 Trail Haven Road 311923320004 RL Priebe & DM Priebe Tres 69 10220 Trail Haven Road 311923330001 Aymee Thurston/ Kellee Zenk 70 10210 Trail Haven Road 311923330009 Beth M Singh 71 10170 Trail Haven Road 311923330010 G Bennett & R Bennett 72 10150 Trail Haven Road 311923330005 Dean R Michalko 73 10104 Trail Haven Road 311923330006 CJ Teetzel & AL Teetzel 74 10035 Trail Haven Road 1011923220005 B Alexander & S Alexander 75 21427 Meadow Lane 1011923220014 MF Arens & DL Danielson 76 9714 Trail Haven Road 1011923230007 MJ & PM Kerber 77 9710 Trail Haven Road 1011923230008 Donald K Affeldt ID Address PID Owner GE Monzo & LA Mattison 29A 21600 Sicora Lane 911923110005 P & D Lundell 30A 21590 Sicora Lane 911923110004 PR Lundell & DA Lundell 31A 21580 Sicora Lane 911923110003 AG Maghrak & SJ Maghrak 32A 21580 Sicora Lane 911923110002 AG Maghrak & SJ Maghrak 33A 21550 Oakdale Drive 411923440008 TW & CS Huff 34A 21405 Co. Rd. No. 117 311923220003 AR Scott & TM Scott 35A 21422 Meadow Lane 1011923220003 Kathleen A Gaulke Et Al 36A 21414 Meadow Lane 1011923220004 Allen J Cavanaugh 37A 10024 Meadow Circle 1011923220006 JB Anderson & VM Anderson 38A 21324 Meadow Lane 1011923220007 Catalin R Dima/ Kelly M Dima 39A 21310 Meadow Lane 1011923220008 William A Hentges 40A 21300 Meadow Lane 1011923220009 Joel C Christianson Et Al 41A 21313 Meadow Lane 1011923220010 RM & SR Seydow 42A 21325 Meadow Lane 1011923220011 MS & DL Nyquist 43A 21406 Meadow Lane 1011923220012 Mark R Lindstrom 44A 21417 Meadow Lane 1011923220013 William R Gorrill & Wife 45A 21420 Circle Lane 1011923230002 Jerry Arns & Jodi Arns 46A 21410 Circle Lane 1011923230003 Judith L Grover Rev Trust1 47A 21400 Circle Lane 1011923230004 S & L Trippel 48A 21415 Circle Lane 1011923230005 BJ Hagemann & C Hagemann 49A 21401 Circle Lane 1011923230006 BJ Nelson & KA Nelson ID Address PID Owner Appendix A Appraiser Opinion Letter Toll Free: 800-472-2232 Email: wenckmp@wenck.com Web: wenck.com Report Type Real Estate Consulting Letter Report Effective Date September 8, 2017 Prepared By: Ethan Waytas, MAI, Appraiser William R. Waytas, Appraiser Nagell Appraisal Incorporated 12805 Highway 55, Suite 300 Plymouth, Minnesota 55441 Tel: 952.544.8966 | Fax: 952.544.8969 Client Subject Property City of Corcoran Street Improvement Project Attn: Brad Martens, City Administrator Trail Haven Road 8200 County Road 116 Corcoran, MN 55340 Corcoran, MN 55340 File # V1708001 Nagell Appraisal Incorporated | 952.544.8966 Page 1 NAGELL APPRAISAL INCORPORATED 12805 Highway 55 #300 Minneapolis 952-544-8966 Plymouth, MN 55441 St. Paul 651-209-6159 Established in 1968 Central Fax 952-544-8969 _________________________________________________________________________ City of Corcoran September 8, 2017 Attn: Brad Martens, City Administrator 8200 County Road 116 Corcoran, MN 55340 To Brad Martens: Per your request, this is a letter report is to assist the city for guidance regarding a potential street improvement project within the city (see attached map for the location of the street in the project). The proposed project is the construction of a wider, MSA Standard paved road. A majority of the existing road is gravel, however, there are some partial paved areas (minimal). This report is not an appraisal, but rather provides a preliminary opinion of a general range of market benefit, if any, for similar properties. SCOPE OF ASSIGNMENT In accordance with your request, a drive-by viewing of the properties has been made along with some general market comments regarding benefit (if any) for the proposed street improvement project as it relates to the subject market. As noted in the engageme nt letter, no specific sales data has been collected for this assignment. The general market comments are based on past appraisals, experience, and market information. Pictures of the streets were taken on September 8, 2017. The appraiser also viewed an aerial/satellite image on the county GIS website. A project feasibility report was not available at the time of this letter report; the city provided a summary of the proposed project. If the feasibility report describes a different project, the findings of this letter could differ. PROJECT The City of Corcoran is proposing to improve Trail Haven Road with new asphalt, base, wider drive lanes, and a shoulder. Per request, you desire to know the benefit (if any) as it impacts properties in the project area. Motivation for the road improvement project stems from deteriorating existing gravel and minimal paved road surface. Page 2 Nagell Appraisal Incorporated | 952.544.8966 AREA DESCRIPTION The City of Corcoran is a western outlying suburban community located approximately 35 minutes northwest of Downtown Minneapolis. The population was 5,500 as of 2010 census (a decrease of 2.3% from the 2000 census). Residential properties generally range in price between $75,000 and $750,000+ in the City Limits with an average of about $340,000 (MLS statistics). The commercial portion of the city is located at the intersection of County Roads 10 & 116. The remainder of the city is mostly made up of rural residential, large estate-sized residential and newer scattered single-family residential developments. Corcoran has a reputation as a stable community. Access to most shopping and surrounding communities is within 15 minutes. Most existing buildings in the area range from average to good quality. SUBJECT PROPERTIES The project area consists of detached single family residential homes on small acreage parcels ranging from around 1 acre to 5+ acres. Also located in the project area are some larger acreage properties (e.g. hobby farms). Finally, there are agricultural and some commercial properties as well. Most of the residential dwellings are average quality with 1-story, 1.5-story, or 2-story design, and appear to have been built within the past 40 years. Per city, the larger acreage properties will have additional building rights due to the road paving. There are residential properties that do not directly front on Trail Haven Road, but do have indirect access via a neighborhood road; these properties also benefit from the proposed road project. EXISTING STREETS & UTILITIES Physical Condition of the Existing Road: The existing road improvements are gravel (mostly unpaved along Trail Have Road), paved (near County Road 30 and Oakdale Drive), no storm sewer or curb. The roads require continuous maintenance, which can be costly, as the subgrade appears to be susceptible to moisture. The existing road appears to have exceeded its original expected life and is not up to current road standards. Physical Condition of Existing Utilities: There are no public utilities in the road; a majority of the existing homes, agricultural, and commercial properties have private sanitary sewer and private well. Functional Design of the Road: The existing gravel design is dated, and the base material no longer appears to provide adequate support for the road bed. Drainage appears to be compromised as a result of the design. The existing paved road is in fair condition Gravel and roads in fair condition do not meet the expectations of typical market participants in this suburban market for re-development, resale price, and/or updating the current uses. Overall, the existing street improvements are in fair to poor condition, look dated and reflect likewis e on the adjoining and side street properties. Gravel roads create significantly more dust and require users of the road to wash their cars more. Nagell Appraisal Incorporated | 952.544.8966 Page 3 PROPOSED ROAD IMPROVEMENT The city is proposing to upgrade Trail Haven Road from gravel to paved (bituminous) roadway. Per city, the base will be 12” of Class 5 aggregate, with 3” of non -wearing pavement plus an additional 2” pavement wear layer. There will be 12’ wide drive lanes and 4” deep shoulders (2’ paved, 2’ with Class 2 aggregate). Additionally, the city will pave driveway approaches along Trail Haven Road. Note: There is no storm sewer/curb and gutter work included in this project. The foundation and base of the road will also be improved to current standards to facilitate better drainage, keep the road base dry and provide safer road conditions. Reportedly, the new street improvements are to last for over 20+ years. Given the existing condition and limited market appeal of the current gravel road, the proposed road project is logical. It is also sensible to construct and install utility infrastructure while the road is being improved. As part of the project the city would also improve the existing fair condition paved portion of Trail Haven Road (near County Road 30 and Oakdale Drive). If any of the above descriptions change, the benefit due to the project could differ. HIGHEST AND BEST USE The subject project area is located in the northern portion of the city near County Road 10. The properties in the project area are a mixture of small acreage residential, large acreage residential, hobby farms, agricultural, and commercial. Owners in the subject area appear to update their property as needed when site and building components wear out or become dated. Owners in the overall area commonly pave their driveways as needed, recognizing it adds value when done. Therefore, it is logical to update the road to the subject properties as needed as these are essential property characteristics that are expected in this market. Additionally, many of the streets in the city are paved, which sets a base norm of market participants expecting paved roads. An informed buyer would consider the condition of the road and road bed. A well-constructed and good condition road provides aesthetic appeal to a property. Given a choice, a potential informed buyer would likely prefer a newer road over a deteriorating road. If replacement of components of real estate near the end of their economic life in a home or building is postponed, it can be costlier in the long run; delays in replacing components can result in incurring higher interim maintenance costs and potential difficulty in marketing the property. Also, it is typical for the cost of the replacement of an improvement to increase over time. That said it is logical and prudent for market participants to update/replace dated components when needed. Therefore, the highest and best use of the surrounding properties in the project area is for the continued residential/agricultural/commercial use with the proposed infrastructure improvements . Page 4 Nagell Appraisal Incorporated | 952.544.8966 DISCUSSION OF MARKET BENEFIT Listed below are the factors that will be taken into consideration concerning the potential benefit to the properties. Description Existing Improvements Change 1) Road Surface Gravel Paved, good 2) Road Surface Fair condition pavement Paved, good 2) Base Condition Appears poor Good 3) Curb N/A N/A 4) Drainage Appears poor Adequate 5) Storm Sewer Surface Surface 6) City water N/A N/A 7) City sewer N/A N/A 8) Sidewalk N/A N/A 9) Street Lights N/A N/A 10) Functional Design of Road Dated Good 11) Traffic Management Fair Average 12) Pedestrian Use (biking, walking, etc.) Fair Good 13) Median N/A N/A 14) Road Proximity to Properties N/A N/A 15) Dust Yes Nil 16) Visual Impact on Properties Poor Good Based on the preceding grid, the subject properties will improve in 8 of the 16 categories. Market participants generally recognize that roads need replacing when nearing the end of a long economic life. A typical buyer in the subject market commonly prefers a paved road surface road versus a gravel road. In addition to visual benefit, new street improvements provide better and safer use for ped estrians (biking, walking, stroller, rollerblading, etc.) and drivers. In addition, paved roads provide an added benefit to drivers, as there is less dust and need for washing the car. The new streets will enhance potential for re-development and/or updating the current properties. Properties that indirectly/directly abut or have driveways that exit on the new street will benefit. Based on past appraisals, experience, and general market information, it is not uncommon for properties similar those in the subject market to realize an increase in price for new street improvements. Nagell Appraisal Incorporated | 952.544.8966 Page 5 Discussion of Market Benefit – Continued Trail Haven Road (gravel areas) For most residential/agricultural properties (depending on site size, building quality, type of use and overall appeal) the average benefit for a buildable lot or potential future lot with frontage on Trail Haven Road (gravel areas) could be around $13,000 to $18,000 per property. Properties with shared driveway access onto Trail Haven Road would have the same benefit as properties with direct driveway access. There are also a number of residential properties with indirect frontage on Trail Haven Road (for example on Treeline Drive) that use Trail Haven Road exclusively. The average benefit for a buildable residential lot or potential future residential lot with indirect grave frontage (Treeline Drive) on Trail Haven Road (gravel areas) could be around $5,000 to $6,000 per property. • A corner lot benefit with gravel frontage (but no access) along Trail Haven Road could be around $6,000 to $7,000 per property. The average benefit for a commercial property that has direct access to Trail Haven Road (paved area) could be around $15,000 to $20,000 per buildable lot or potential future lot. Trail Haven Road (paved areas) For most residential/agricultural properties (depending on site size, building quality, type of use and overall appeal) the average benefit for a buildable lot or potential future lot with frontage on Trail Haven Road (paved areas) could be around $7,000 to $12,000 per property. Properties with shared driveway access onto Trail Haven Drive would have the same benefit as properties with direct driveway access. The average benefit for a commercial property that has direct access to Trail Haven Road (paved area) could be around $10,000 to $14,000 per buildable lot or potential future lot. Page 6 Nagell Appraisal Incorporated | 952.544.8966 CONCLUSION The benefit amount noted above should not be construed or relied on as being an appraisal, but are general observations based on the overall market. If an appraisal were made on the individual properties, the actual benefit amount could vary from market observations above. If you have additional questions, please do not hesitate to contact us. Sincerely, Ethan Waytas, MAI William R. Waytas, SRA, CRP Certified General MN 40368613 Certified General MN 4000813 Enclosures: Location Map, Aerial Map View of Project, Subject Photos, Qualifications, Engagement Letter Erin Waytas, trainee lic. no. 40368620, viewed the street for the effective date of this letter. William Waytas has previously driven on the street and Ethan Waytas has been by the area along County Road 10 and 117. _________________________________________________________________________ www.nagellmn.com Nagell Appraisal Incorporated | 952.544.8966 Page 7 LOCATION MAP Page 8 Nagell Appraisal Incorporated | 952.544.8966 AERIAL VIEW OF PROJECT MAP *Red line reflects project area (approximate) Nagell Appraisal Incorporated | 952.544.8966 Page 9 SUBJECT PHOTOGRAPHS Street scene Street scene Street scene Typical residential home Page 10 Nagell Appraisal Incorporated | 952.544.8966 Subject Photographs – continued Street scene (looking west on Treeline Drive) Street scene Street scene (paved portion) Street scene Nagell Appraisal Incorporated | 952.544.8966 Page 11 Subject Photographs – continued Street scene Street scene Street scene Commercial property Page 12 Nagell Appraisal Incorporated | 952.544.8966 QUALIFICATIONS Appraisal Experience Presently and since 2006, Ethan Waytas has been employed as an employee of Nagell Appraisal Incorporated, an independent appraisal firm (12 employees) who annually prepare 1,500 +/- appraisal reports of all types. He is currently a full time licensed certified general real estate appraiser, as well as the director of the company’s IT department. Properties appraised: • Commercial - low and high-density multi-family, retail, office, industrial, restaurant, church, strip - mall, fast-food, convenience stores, auto-service and repair, cinema, numerous special use properties, and subdivision analysis. • Residential – single-family residences, hobby farms, lakeshore, condominiums, townhouses, REO and land. • Eminent Domain – extensive partial and total acquisition appraisal services provided to numerous governmental agencies and private owners. • Special Assessment – numerous street improvement and utilities projects for both governmental and private owners. • Clients - served include banks, savings and loan associations, trust companies, corporations, governmental bodies, relocation companies, attorneys, REO companies, account ants and private individuals. • Area of Service - most appraisal experience is in the greater Twin Cities Metro Area (typically an hour from downtown metro). Numerous assignments throughout Minnesota. Professional Membership, Associations & Affiliations License: Certified General Real Property Appraiser, MN License #40368613 Holds the MAI designation from the Appraisal Institute Education -- Graduate of the University of Minnesota: College of Science and Engineering, Twin Cities Campus Bachelor of Science in Computer Science, with distinction, 3.86 GPA. -- General & Professional Practice Courses & Seminars -- Basic Appraisal Procedures -- Basic Appraisal Principles -- 2012-2013 15-Hour National Uniform Standards of Professional Apprai sal Practice -- General Appraiser Sales Comparison Approach -- General Appraiser Income Approach – Part 1 -- General Appraiser Income Approach – Part 2 -- Advanced Income Capitalization -- General Appraiser Report Writing and Case Studies -- Real Estate Finance, Statistics and Valuation Modeling -- 2014-2015 7-hour National USPAP Update Course -- General Appraiser Site Valuation & Cost Approach -- Advanced Market Analysis and Highest & Best Use -- Advanced Concepts & Case Studies -- Quantitative Analysis Nagell Appraisal Incorporated | 952.544.8966 Page 13 Curriculum Vitae -- continued Appraisal Experience Presently and since 1985, William R. Waytas has been employed as a full time real estate appraiser. Currently a partner and President of the Nagell Appraisal & Consulting, an independent appraisal firm (12 employees) who annually prepare 1,500 +/- appraisal reports of all types. Mr. Waytas was employed with Iver C. Johnson & Company, Ltd., Phoenix, AZ from 1985 to 1987. Properties appraised: • Commercial - low and high-density multi-family, retail, office, industrial, restaurant, church, strip- mall, fast-food, convenience stores, auto-service and repair, hotel, hotel water park, bed & breakfast, cinema, marina, numerous special use properties, and subdivision analysis. • Residential – single-family residences, hobby farms, lakeshore, condominiums, townhouses, REO and land. • Eminent Domain – extensive partial and total acquisition appraisal services provided to numerous governmental agencies and private owners. • Special Assessment – numerous street improvement and utilities projects for both governmental and private owners. • Review – residential, commercial and land development. • Clients - served include banks, savings and loan associations, trust companies, corporations, governmental bodies, relocation companies, attorneys, REO companies, accountants and private individuals. • Area of Service - most appraisal experience is in the greater Twin Cities Metro Area (typically an hour from downtown metro). Numerous assignments throughout Minnesota. Professional Membership, Associations & Affiliations License: Certified General Real Property Appra iser, MN License #4000813. Appraisal Institute: SRA, Senior Residential Appraiser Designation, General Associate Member Employee Relocation Council: CRP Certified Relocation Professional Designation. International Right-Of-Way Association: Member HUD/FHA: On Lender Selection Roster and Review Appraiser DNR: Approved appraiser for Department of Natural Resources Testimony -- Court, deposition, commission, arbitration & administrative testimony given. Mediator -- Court appointed in Wright County. Committees -- President of Metro/Minnesota Chapter, 2002, Appraisal Institute. -- Chairman of Residential Admissions, Metro/MN Chapter, AI. -- Chairman Residential Candidate Guidance, Metro/Minnesota Chapter, AI. -- Elm Creek Watershed Commission, Medina representative 3 years. -- Medina Park Commission, 3 years. Page 14 Nagell Appraisal Incorporated | 952.544.8966 Curriculum Vitae -- continued Education -- Graduate of Bemidji State University, Minnesota. B.S. degree in Bus. Ad. -- During college, summer employment in building trades (residential and commercial). -- Graduate of Cecil Lawter Real Estate School. Past Arizona Real Estate License. -- General & Professional Practice Courses & Seminars -- Course 101-Introduction to Appraising Real Property. -- Numerous Standards of Professional Practice Seminar. -- Fair Lending Seminar. -- Eminent Domain & Condemnation Appraising. -- Eminent Domain (An In-Depth Analysis) -- Property Tax Appeal -- Eminent Domain -- Business Practices and Ethics -- Scope of Work -- Construction Disturbances and Temporary Loss of Going Concern -- Uniform Standards for Federal Land Acquisitions (Yellow Book Seminar) -- Partial Interest Valuation Divided (conservation easements, historic preservation easements, life estates, subsurface rights, access easements, a ir rights, water rights, transferable development rights) Commercial/Industrial/Subdivision Courses & Seminars -- Capitalization Theory & Techniques -- Highest & Best Use Seminar -- General & Residential State Certification Review Seminar -- Subdivision Analysis Seminar. -- Narrative Report Writing Seminar (general) -- Advanced Income Capitalization Seminar -- Advanced Industrial Valuation -- Appraisal of Local Retail Properties -- Appraising Convenience Stores -- Analyzing Distressed Real Estate -- Evaluating Commercial Construction -- Fundamentals of Separating Real Property, Personal Property and Intangible Business Assets Residential Courses & Seminars -- Course 102-Applied Residential Appraising -- Narrative Report Writing Seminar (residential) -- HUD Training session local office for FHA appraisals -- Familiar with HUD Handbook 4150.1 REV-1 & other material from local FHA office. -- Appraiser/Underwriter FHA Training -- Residential Property Construction and Inspection -- Numerous other continuing education seminars for state licensing & AI Speaking Engagements -- Bankers -- Auditors -- Assessors -- Relocation (Panel Discussion) Publications -- Real Estate Appraisal Practice (book): Acknowledgement -- Articles for Finance & Commerce and Minnesota Real Estate Journal PETER COOK JUBERT TroyLa Bass LakeRd Glad s t o n e B l v d Mo h a w k D r Bl u e s t e m Rd S FieldstoneBlvd Z i r c on L a N Oakdale Dr Oakdale Dr O a k d ale Dr Oa k d a l e D r Salem La Hu n t ers R d g Va g a b o n d L a 6 5 t h P l 63rdAve N 85th Pl 63rd PlN 9 5 t h Ave Abilene L a 100th Ave Tr a i l L a 97thAve Hackamore Rd Hackamore Rd Hillside Dr Ma p l e L a Buckskin Tr Zircon L a 97th Ave N 97th Ave N 97th Ave N 97th Ave N 97th Ave N 97th Ave N 97th Pl 89thAve Brockton La N Brockton La N Garrison Rd Co m m e r c e St W Be c h t o l d R d Be c h t o l d R d Bechtold Rd H e a t her L a 75th Ave N Schutte Farm Rd Tr a i l H a v e n R d Tr a i l H a v e n R d Tr a i l H a v e n R d 81stPl Horseshoe Tr Horseshoe Tr Horseshoe Tr Ol d S t u r b r i d g e D r Rob ert L a Pa r k D r M e a d o w L a Pioneer Tr HorseshoeBendDr RushCreek Dr 68th Ave N Larson Rd Wi l l o w D r Hun t e r Rd Highland RidgeRd Me i s t e r Ci r Ga r r i s o n La 62n d Ave 7 1 s t L a N Ka l k R d J a c k i e La JulieAnn Dr W itchitaTr Hi d d e n Va l l e y D r MapleLa E CountryCirE C h a p a rr a l L a Homestead Tr TreelineDr Ca i n R d Ca i n R d Ca i n R d SchutteLa Eb e r t R d Rolling Hills Rd OldeSturbridgeRd 66thAveN Primrose L a H u n t e r L a Country Rd W a g o nWheelL a Darrel La 81st Pl N Rebecca ParkTr Larkin Rd Larkin Rd Larkin Rd El m S t Patrick Pl 70th Ave N Eagle R i d g e R d B u t t e r wort hL a MeadowviewDr Fo x l i n e D r 109th Ave N 109th Ave N 109th Ave N 109th Ave N Ga r d e n L a Sn y d e r R d Pi n t o Dr Ti l t o n T r S Dassel La O swaldFarm Rd 101st Ave Stieg Rd Harff Rd Valley Dr AutumnWay Windmill D r Old Settler s Rd W h i t eTail D r SchutteRd Su n d a n c e R d Rus hMeado w La Meister Rd F o x Valley Dr Arrowhead D r M ystiqueDr Gi n s e n g L a Brandywine R d Strehler Rd Strehler Rd St r e h l e r R d Gleason Rd Meadow Greek Dr Tessmer Rd High BluffLa 73rdAve N Ma p l e H i l l R d WoodlandTr 93rd Ave N Du f f n e y Dr W al n u t G r o v e L a N H a g e Dr Jef f e r y L a Foxberr yDrBluebellTrN Z i r c o nLa Yellow s to ne L a A l v a r a d o L a N CherryLa SettlersRd B e ll e S t BelleSt Va l l e y V i e w R d P ark T r a il D r Rush CreekBlvd HiddenPonds Dr Br o c k t o n L a N Chisholm Tr Tewsbury Gate B e rgamon t Dr Lily PondLa ShannonLa W C o r c o r a nTr E Corcoran Tr C o u n t r y C i r Fe r n La S u n n y Hill L a Bl u e B o n n e t D r WhitetailRd 203 116 47 117 117 117 116 116 116 116 11 3 103 103 12 3 11 1 130 111 103 119 110 103 10 6 11 5 11 5 10 7 10 7 113 10 7 11 7 112 101 101 10 10 30 19 50 10 19 19 30 30 30 30 10 10 19 101 50 101 101 19 19 10 10 50 50 55 55 55 175 285 58 0 6300 68 0 0 5900 82 0 91 0 0 6300 59 0 0 95 12500 3900 79 0 0 23 5 2200 2650 2550 440 0 65 0 0 48 0 0 2400 91007100 61 0 0 2450 67 0 0 82 0 0 2500 66 0 0 3050 67 0 0 76 0 0 51 0 0 2750 2500 5200 2150 1050 700 66 0 0 225 1450 25 0 37 0 14100 830 59 0 0 23 5 455 1200 21 5 290 16 0 225 1100 510 57 0 58 0 0 39 5 480 1600 15900 Corcoran Dayton Gr e e n f i e l d In d e p e n d e n c e MapleGrove Medina Rogers 0 0.25 Mi. Numerals Indicate Average Annual Daily Traffic (AADT) Volumes on Designated Roads Traffic Volumes are Subject to Variability and Construction EffectsFor More Info Visit: http://www.dot.state.mn.us/traffic/data/coll-methods.html#cp Minnesota Department of TransportationOffice of Transportation Data and AnalysisTraffic Volume Programhttp://www.dot.state.mn.us/traffic/data/index.html To view this data using an online interactive map please visit: http://www.dot.state.mn.us/traffic/data/tma.html 2014 Publication Traffic Volumes - Corcoran Map Source:Minnesota Department of TransportationOffice of Transportation Data and AnalysisTraffic Volume Program2014 AADT Producthttp://www.dot.state.mn.us/traffic/data/data-products.html Corcoran MAP LEGEND AADT Year 2010 and older 2014 201320122011 101 Railroads COUNTIES National ForestsNational ParksTribal Gov'tsState ForestsState Parks Interstate 94 US Highway 169 MN Highway 55 CSAH 55 MSAS County Road 55 Cities Other Roads Ditches Perennial Streams RiversLakes 952 496 570 765 857 1262 364 245541 570 1053 801 501 403 415 532 SEPT 2017 JULY 2017 2014 STAFF REPORT Agenda Item. 10b. Council Meeting: October 12, 2017 Prepared By: Brad Martens Topic: Discussion on Reviewing Organizational Performance Action Required: Discussion Summary: In February, the City Council held a goal setting session to set the strategic goals for the City. Part of that discussion was around roles and responsibilities of Council members which include assessing performance of the organization. According the materials presented the Council has the following responsibilities regarding performance: • Make sure the organization is accomplishing what it is supposed to and avoiding doing what it is not supposed to. • The board assesses organizational performance and its own performance. Staff was asked to place this topic on a future agenda for discussion. Currently each staff person in the organization receives an annual employee evaluation which includes general performance factors and job specific performance factors. Additionally the City Council annually evaluates the City Administrator and receives a year in review presentation at the last meeting of the year. The Council should discuss whether a formal discussion should take place on overall organizational performance including the City Council itself. This item was originally on the September 14th Council agenda however was tabled as two members were absent. Financial/Budget: None. 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. Discuss processes for reviewing organizational performance. Recommendation: Staff recommends at minimum continuing with the existing processes for employee evaluations. Council Action: Discuss processes for reviewing organizational performance. Page 2 Attachments: None. STAFF REPORT Agenda Item. 11a. Council Meeting: October 12, 2017 Prepared By: Jessica Beise Topic: Financial Guidelines Update Action Required: Approval Summary: In 2012, the City adopted Financial Guidelines which outline the City’s Financial Management as well as general internal control information. As part of the 2016 audit, it was strongly recommended by Abdo, Ecik and Meyers the City’s auditing firm that the Financial Guidelines be updated to include a portion on utility billing. Staff reviewed the guidelines and is suggesting the following changes: • Minor procedural and employee title changes; • The addition of previously adopted financially related policies make a comprehensive document • New utility billing and escrow sections. Joe Rigdon of Bergen KDV, the City’s audit consulting firm reviewed the guidelines and recommends approval. Financial/Budget: The update to the guidelines was budgeted as annual audit consulting. 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. Adopt the revised Financial Management Guidelines as presented. 2. Suggest amendments to the Financial Management Guidelines. 3. Decline to adopt the revised Financial Management Guidelines. Recommendation: Adopt the revised Financial Management Guidelines as presented. Council Action: 1. Consider a motion to Adopt the revised Financial Management Guidelines as presented. Attachments: 1. Financial Management Guidelines 1 . CITY OF CORCORAN FINANCIAL GUIDELINES ADOPTED DATE February 9, 2012 Revised October 12, 2017 8200 COUNTY ROAD 116, CORCORAN, MN 55340 763-420-2288 – OFFICE 763-420-6056 – FAX E-mail – general@ci.corcoran.mn.us / Website – www.ci.corcoran.mn.us 2 FINANCIAL GUIDELINES TABLE OF CONTENTS UNRESERVED FUND BALANCE ....................................................................... 3 BUDGET ....................................................................................................... 7 CAPITALIZATION ............................................................................................ 9 INVESTMENT ............................................................................................... 13 RECONCILIATION OF BANK/INVESTMENT ACCOUNTS .................................... 21 RECEIPT AND DEPOSIT OF FUNDS ............................................................. 243 PAYROLL ................................................................................................ 3129 PURCHASE OF GOODS AND SERVICES ....................................................... 331 DISBURSEMENT AND PAYMENT OF CLAIMS ................................................ 397 ESCROW ACCOUNTS AND LETTERS OF CREDIT………………………… 43 Formatted: Font: (Default) Arial Formatted: Normal, Line spacing: single Formatted: Font: (Default) Arial Formatted: Font: (Default) Arial, Bold Formatted: Font: 12 pt, Bold, Check spelling and grammar 3 FUND BALANCE GUIDELINE I. PURPOSE The purpose of this policy is to establish specific guidelines the City of Corcoran will use to maintain an adequate level of fund balance to provide for cash flow requirements and contingency needs because major revenues, including property taxes and other government aids are received in the second half of the City’s fiscal year. The purpose of this policy is to also establish specific guidelines the City will use to classify fund balances into a categories based primarily on the extent to which the City is bound to honor constraints on the specific purposes for which amounts in these funds can be spent. II. CLASSIFICATION OF FUND BALANCE/PROCEDURES 1. Nonspendable • This category includes fund balance that cannot be spent because it is either (i) not in spendable form or (ii) is legally or contractually required to be maintained intact. Examples include inventories and prepaid amounts. 2. Restricted • Fund balance should be reported as restricted when constraints placed on those resources are either (i) externally imposed by creditors, grantors, contributors, or laws or regulations of other governments or (ii) imposed by law through constitutional provisions or enabling legislation. 3. Committed • Fund balance that can only be used for specific purposes pursuant to constraints imposed by formal action of the government’s highest level of decision-making authority. The committed amounts cannot be used for any other purpose unless the government removes or changes the specified use by taking the same type of action it employed to commit those amounts. • The City’s highest level of decision making authority (City Council) will annually or as deemed necessary commit specific revenue sources for specified purposes by resolution. This formal action must occur prior to the end of the reporting period, however, the amount to be subject to the constraint, may be determined in the subsequent period. • To remove the constraint on specified use of committed resources the City Council shall pass a resolution 4. Assigned 4 • Amounts that are constrained by the government’s intent to use for specified purposes, but are neither restricted nor committed. Assigned fund balance in the General fund includes amounts that are intended to be used for specific purposes. • The City Council has delegated the authority to assign and remove assignments of fund balance amounts for specified purposes to the City Administrator. 5. Unassigned • Unassigned fund balance represents the residual classification for the General fund. Includes amounts that have not been assigned to other funds and that have not been restricted, committed, or assigned to specific purposes within the General fund. The General fund should be the only fund that reports a positive unassigned fund balance amount. i. The City will strive to maintain an unrestricted fund balance in the General fund of an amount not less than ___35_% of the next year’s budgeted expenditures of the General fund. (Note: The desired level of unrestricted fund balance can be expressed either as a minimum amount or as a range between a minimum and maximum amount). This will assist in maintaining an adequate level of fund balance to provide for cash flow requirements and contingency needs because major revenues, including property taxes and other government aids are received in the second half of the City’s fiscal year. ii. Unrestricted fund balance can be “spent down” if there is an anticipated budget shortfall in excess of $10,000. iii. If spending unrestricted fund balance in designated circumstances has reduced unrestricted fund balance to a point below the minimum targeted level, as noted above, the replenishment will be funded by property tax levy within one year. II. STABILIZATION ARRANGEMENTS Stabilization arrangements are defined as formally setting aside amounts for use in emergency situations or when revenue shortages or budgetary imbalances arise. The City will set aside amounts by resolution as deemed necessary that can only be expended when certain specific circumstances exist. The resolution will identify and describe the specific circumstances under which a need for stabilization arises. The need for stabilization will only be utilized for situations that are not expected to occur routinely. 5 III. MONITORING AND REPORTING The City Administrator shall periodically or at least annually prepare the status of fund balances in relation to this guideline and present to the City Council in conjunction with the development of the annual budget. When both restricted and unrestricted resources are available for use, it is the City’s policy to first use restricted resources, and then use unrestricted resources as they are needed. When committed, assigned or unassigned resources are available for use, it is the City’s policy to use resources in the following order; 1.) committed 2.) assigned and 3.) unassigned. A negative residual amount may not be reported for restricted, committed, or assigned fund balances in the General fund. 6 THIS PAGE INTENTIONALLY LEFT BLANK 7 BUDGET GUIDELINE Budget: A budget is a comprehensive financial plan for a specific period of time. It outlines city activities and service levels, and contains estimates of probable costs and available sources during the coming year. The city’s budget serves three essential purposes: • To set public policy • To act as a legislative control on taxing and spending by the City Council • To serve as a financial planning tool The city’s operating budget will be legally adopted (appropriated) on an annual basis consistent with generally accepted accounting principles. All annual appropriations will lapse at each fiscal year end. The appropriated budget will be prepared by fund, function, department, and object (revenue or expenditure) code. The legal level of budgetary control, or the lowest level at which the city may not exceed appropriations, is the department level. Budget Process: Before preparing the annual budget, the city will review potential revenue sources. A review of available intergovernmental grants and aids, special assessments, licenses and permits, charges for services, fines and forfeits, and other sources of city revenue will be completed. After estimating all other revenues, the city will determine the amount necessary to be collected from property taxes, within any mandated property tax levy limits. This includes a determination of whether the city’s property tax capacity rate is adequate to meet the revenue needs of the city. In By July of each year, each Ddepartment Hhead of the city will submit subsequent year requests for budget appropriations to the City Administrator. Budget appropriations will include personnel services, supplies, and other services and charges. Capital outlay requests will be obtained from the most current year of the five-year Capital Improvement Plan and will be incorporated into the current year operating budget. Debt service (principal, interest, and fiscal charges) budgets will be in compliance with individual debt covenants. The City Council may hold budget meetings or workshops at which the City Administrator and Department heads will present the proposed overall budget for the City Council’s review. The City Council will approve a preliminary budget and property tax levy by September 15 30 of each year. The preliminary property tax levy will be certified by September 15 30 of each year to Hennepin County. 8 Additional budget meetings or workshops may be held, prior to a truth in taxation public hearingbudget meeting generally conducted in early December. After the truth in taxation public hearing budget meeting has been held, the City Council will approve a final budget and property tax levy by December 28th of each year. The final property tax levy will be certified each December to Hennepin County for collection in the following year. The county is responsible for collecting and remitting all property taxes for the city. Budget Monitoring: After the close of each month’s quarter’s accounting, the City Clerk/TreasurerAccountant will prepare monthly regular end of year forecast revenue and expenditure budget reports, including current year budget, current year actual, and current year variance. Additional information may be included, as requested by the City Council. Monthly budget reports will be reviewed by the City Administrator and Department heads and distributed to the City Council. Department heads will be held responsible for individual department budgets and actual results, under the supervision of the City Administrator and/or City Council. Formatted: Superscript 9 CAPITALIZATION GUIDELINE Capital Assets: Capital assets are major assets that benefit more than a single fiscal period. Typical examples are land, improvements to land, easements, buildings, building improvements, vehicles, machinery, equipment, works of art and historical treasures, infrastructure, and various intangible assets. Capital assets are reported in the applicable governmental or business-type activities columns in the city’s government-wide financial statements. Infrastructure assets are long-lived capital assets that normally are stationary in nature and normally can be preserved for a significantly greater number of years than most capital assets. Examples of infrastructure assets include roads, bridges, tunnels, drainage systems, water and sewer systems, dams, and lighting systems. Capital assets for the city will be defined as assets with an estimated useful life in excess of two years and an initial, individual cost of the following: • Land and Improvements $ 15,000 or more • Buildings and Improvements $ 15,000 or more • Other Improvements and Infrastructure $100,000 or more • Machinery, Equipment, and Vehicles $ 5,000 or more Capital assets will be reported at their historical cost. In the absence of historical cost information, the asset’s estimated historical cost may be used. Assets donated by parties outside the city will be reported at their fair value on the date the donation is made. The historical cost of a capital asset will include the following: • Ancillary charges necessary to place the asset in its intended location (such as freight charges) • Ancillary charges necessary to place the asset in its intended condition for use (such as installation and site preparation charges) • Capitalized interest The historical cost of a capital asset will include the cost of any subsequent additions or improvements but exclude the cost of repairs. An addition or improvement, unlike a repair, either enhances a capital asset’s functionality (effectiveness or efficiency), or it extends a capital asset’s expected useful life. For example, periodically resurfacing a road would be treated as a repair (the cost would not be capitalized), while adding a new lane constitutes an addition (a cost that would be capitalized). Any capital asset currently recorded that does not meet the capitalization threshold guidelines of this policy will be exempted from the requirements of this policy. 10 Depreciation: Depreciation is the portion of the cost of a capital asset charged as an expense during a particular period. In accounting for depreciation, the cost of a capital asset, less any salvage value, is prorated over the estimated useful life of such an asset, and each period is charged with a portion of such cost. Through this process, the entire cost of the asset is ultimately charged off as an expense. The city’s capital assets will be depreciated using the straight line method over the following estimated useful lives: • Land and Improvements Not Depreciated • Buildings and Improvements 10 to 50 years • Other Improvements and Infrastructure 20 to 50 years • Machinery, Equipment, and Vehicles 5 to 20 years • Construction in Progress Not Depreciated Accounting for Capital Assets: All capital asset records will be maintained for internal control and audit purposes. The City Clerk/AccountantTreasurer will maintain a listing of all capital assets, including acquisitions and disposals of capital assets, depreciation expense, and accumulated depreciation. Department heads will immediately notify the City Clerk/TreasurerAccountant of all capital asset acquisitions or disposals. Upon notification of the acquisition or disposal of capital assets and/or review of the city’s financial transactions, the City Clerk/TreasurerAccountant will update the capital assets listing. Each department head will complete a physical inventory of their respective department’s capital assets by December 31 of each year. The City Clerk/TreasurerAccountant will reconcile the physical inventory to the listing of capital assets. Capital Improvement Plan: A Capital Improvement Plan (CIP) will be developed for a period of five years. To be considered in the CIP, a capital asset or project must meet the useful life and capitalization amount thresholds as described above. Certain assets not meeting those thresholds may be included for informational and planning purposes at the City Council’s discretion. The city will maintain its physical assets in a manner adequate to protect the city’s capital investment and to minimize future maintenance and replacement costs. The city will provide for maintenance and replacement from current revenues where possible. Department heads will identify the needs, estimated costs, and potential funding sources for each capital asset or project for potential inclusion in the CIP. The City Administrator will be responsible for preparing and presenting the five year CIP annually to the City Council for approval. As resources are available, the most current year of the CIP will be incorporated into the current year operating budget as the capital improvement budget. The CIP will be reviewed and updated annually. Years two through five will be for planning purposes only. Any substantive change to the CIP after approval must be approved by the City Council. Sale of City-Owned Assets: 11 Per Minnesota Statute §15.054, officers and employees of the city are generally prohibited from selling city-owned assets to another officer or employee of the city. This prohibition does not apply to the sale of items acquired or produced for sale to the general public in the ordinary course of business. In addition, city employees and officers are allowed to sell city assets if the sale is in the normal course of their duties. Assets no longer needed for public purposes can be sold to a city employee (but not to an officer) under the following conditions: • There has been reasonable public notice and the property is sold by public auction or sealed bid. • The employee is the highest responsible bidder. • The employee who buys the property must not be directly involved in the public auction or sealed bid process. There is no exception that allows the sale of city-owned real estate to a city officer or employee. 12 THIS PAGE INTENTIONALLY LEFT BLANK 13 INVESTMENT GUIDELINE I. Governing Authority: Legality The investment program shall be operated in conformance with federal, state, and other legal requirements, including Minnesota Statute § 118A. The city may make electronic fund transfers for investments upon compliance with Minnesota Statute § 471.381. II. Scope: This guideline applies to the investment of all surplus funds of the city. Pooling of Funds Except for cash in certain restricted and special funds, the city will consolidate cash and reserve balances from all funds to maximize investment earnings and to increase efficiencies with regard to investment pricing, safekeeping, and administration. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principles. III. General Objectives: The primary objectives, in priority order, of investment activities shall be safety, liquidity, and yield: 1. Safety Safety of principal is the foremost objective of the investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objective will be to mitigate credit risk and interest rate risk. a. Credit Risk The city will minimize credit risk, which is the risk of loss due to the failure of the security issuer or backer, by: • Limiting investments to the types of securities listed in Section VII of this Investment Guideline. • Pre-qualifying the financial institutions, broker/dealers, intermediaries, and advisers with which the city will do business in accordance with Section V. • Diversifying the investment portfolio so that the impact of potential losses from any one type of security or from any one individual issuer will be minimized. b. Interest Rate Risk The city will minimize interest rate risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by: 14 • Structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities on the open market prior to maturity. • Investing operating funds primarily in shorter-term securities, money market mutual funds, or similar investment pools and limiting the average maturity of the portfolio in accordance with this guideline. (see section VIII). 2. Liquidity The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities mature concurrent with cash needs to meet anticipated demands (static liquidity). Furthermore, since all possible cash demands cannot be anticipated, the portfolio should consist largely of securities with active secondary or resale markets (dynamic liquidity). Alternatively, a portion of the portfolio may be placed in money market mutual funds or local government investment pools which offer same-day liquidity for short-term funds. The funds shall be invested to assure that funds are available to meet immediate payment requirements, including payroll, accounts payable, and debt service. 3. Yield The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to the safety and liquidity objectives described above. The core of investments is limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed. Securities shall generally be held until maturity with the following exceptions: • A security with declining credit may be sold early to minimize loss of principal. • A security swap would improve the quality, yield, or target duration in the portfolio. • Liquidity needs of the portfolio require that the security be sold. IV. Standards of Care: 1. Prudence The standard of prudence to be used by investment officials shall be the “prudent person” standard and shall be applied in the context of managing an overall portfolio. Investment officers acting in accordance with written procedures and this investment guideline and exercising due diligence shall be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and the liquidity and the sale of securities are carried out in accordance with the terms of this guideline. 15 The “prudent person” standard states that, “Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived.” 2. Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. Employees and investment officials shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial/investment positions that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the city. 3. Delegation of Authority Authority to manage the investment program is granted to the City Administrator, hereinafter referred to as investment officer. Responsibility for the operation of the investment program is hereby delegated to the investment officer, who shall act in accordance with established written procedures and internal controls for the operation of the investment program consistent with this investment guideline. Procedures should include references to: safekeeping, delivery vs. payment, investment accounting, repurchase agreements, wire transfer agreements, and collateral/depository agreements. No person may engage in an investment transaction except as provided under the terms of this guideline and the procedures established by the investment officer. The investment officer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials. V. Authorized Financial Institutions, Depositories, and Broker/Dealers: 1. Authorized Financial Institutions, Depositories, and Broker/Dealers A list will be maintained of financial institutions and depositories authorized to provide investment services. In addition, a list will be maintained of approved security broker/dealers selected by creditworthiness (e.g., a minimum capital requirement of $10,000,000 and at least five years of operation). These may include “primary” dealers or regional dealers that qualify under Securities and Exchange Commission (SEC) Rule 15C3-1 (uniform net capital rule). All financial institutions and broker/dealers who desire to become qualified for investment transactions must supply the following as appropriate: • Audited financial statements demonstrating compliance with state and federal capital adequacy guidelines. • Proof of National Association of Securities Dealers (NASD) certification (not 16 applicable to Certificate of Deposit counterparties). • Proof of state registration. • Completed broker/dealer questionnaire (not applicable to Certificate of Deposit counterparties). • Certification of having read and understood and agreeing to comply with the city’s investment policy. • Per Minnesota Statute § 118A.04, prior to completing an initial transaction with a broker, a city shall provide annually to the broker a written statement of investment restrictions which shall include a provision that all future investments are to be made in accordance with Minnesota Statutes governing the investment of public funds. A broker must acknowledge annually receipt of the statement of investment restrictions in writing and agree to handle the government city’s account in accordance with these restrictions. A city may not enter into a transaction with a broker until the broker has provided this written agreement to the government entity. • Evidence of adequate insurance coverage. An annual review of the financial condition and registration of all qualified financial institutions and broker/dealers will be conducted by the investment officer. VI. Safekeeping and Custody: 1. Delivery vs. Payment All trades of marketable securities will be executed by delivery vs. payment (DVP) to ensure that securities are deposited in an eligible financial institution prior to the release of funds. 2. Safekeeping Securities will be held by an independent third-party custodian selected by the entity as evidenced by safekeeping receipts in the city’s name. The safekeeping institution shall annually provide a copy of their most recent report on internal controls (Statement of Auditing Standards No. 70, or SAS 70). 3. Internal Controls The investment officer shall establish a system of internal controls, which shall be documented in writing. The internal controls shall be reviewed by the City Council and with the independent auditor. The controls shall be designed to prevent the loss of public funds arising from fraud, employee error, and misrepresentation by third parties, unanticipated changes in financial markets, or imprudent actions by employees and officers of the city. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the benefits likely to be derived and (2) the valuation of costs and benefits requires estimates and judgments by management. 17 Accordingly, the investment officer shall establish a process for an annual independent review by an external auditor to assure compliance with policies and procedures or alternatively, compliance should be assured through the city’s annual independent audit. VII. Suitable and Authorized Investments: 1. Investment Types Consistent with the GFOA Policy Statement on State and Local Laws Concerning Investment Practices, the following investments will be permitted by this policy and are those defined by state and local law where applicable: • U.S. Treasury obligations which carry the full faith and credit guarantee of the United States government and are considered to be the most secure instruments available; • U.S. government agency and instrumentality obligations that have a liquid market with a readily determinable market value; • Certificates of deposit and other evidences of deposit at financial institutions, • Bankers’ acceptances; • Commercial paper, rated in the highest tier (e.g., A-1, P-1, F-1, or D-1 or higher) by a nationally recognized rating agency; • Investment-grade obligations of state, provincial and local governments and public authorities; • Repurchase agreements whose underlying purchased securities consist of the aforementioned instruments; • Money market mutual funds regulated by the Securities and Exchange Commission and whose portfolios consist only of dollar-denominated securities; and • Local government investment pools either state-administered or developed through joint powers statutes and other intergovernmental agreement legislation. Investment in derivatives of the above instruments shall require authorization by the City Council. 2. Collateralization Minnesota statutes require all City deposits be protected by insurance, surety bond or collateral. The market value of collateral pledged must equal 110 percent of deposits not covered by insurance or bonds. VIII. Investment Parameters: 1. Diversification It is the policy of the city to diversify its investment portfolios. To eliminate risk of loss resulting from the over-concentration of assets in a specific maturity, issuer, or class of securities, all cash and cash equivalent assets in all city funds shall be diversified by maturity, issuer, and class of security. Diversification strategies shall be determined and revised periodically by the City Council/investment officer for all funds. 18 In establishing specific diversification strategies, the following general policies and constraints shall apply: Portfolio maturities shall be staggered to avoid undue concentration of assets in a specific maturity sector. Maturities selected shall provide for stability of income and reasonable liquidity. For cash management funds: • Liquidity shall be assured through practices ensuring that the next disbursement date and payroll date are covered through maturing investments or marketable U.S. Treasury bills. • Positions in securities having potential default risk (e.g., commercial paper) shall be limited in size so that in case of default, the portfolio’s annual investment income will exceed a loss on a single issuer’s securities. • Risks of market price volatility shall be controlled through maturity diversification. • The City Council/investment officer shall establish strategies and guidelines for the percentage of the total portfolio that may be invested in securities other than repurchase agreements, Treasury bills, or collateralized certificates of deposit. The City Council shall conduct a periodic review of these guidelines and evaluate the probability of market and default risk in various investment sectors as part of its considerations. 2. Maximum Maturities To the extent possible, the city shall attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the city will not directly invest in securities maturing more than five (5) years from the date of purchase or in accordance with state and local statutes and ordinances. The city shall adopt maturity limitations, consistent with the investment objectives. Reserve funds and other funds with longer-term investment horizons may be invested in securities exceeding five (5) years if the maturities of such investments are made to coincide as nearly as practicable with the expected use of funds. The intent to invest in securities with longer maturities shall be disclosed to the legislative body. Because of inherent difficulties in accurately forecasting cash flow requirements, a portion of the portfolio should be continuously invested in readily available funds such as local government investment pools, money market funds, or overnight repurchase agreements to ensure that appropriate liquidity is maintained to meet ongoing obligations. 3. Competitive Bids The investment officer shall obtain competitive bids from at least two brokers or financial institutions on all purchases of investment instruments purchased on the secondary market. IX. Reporting: 1. Methods 19 The investment officer shall prepare an investment report at least quarterly, including a management summary that provides an analysis of the status of the current investment portfolio and the individual transactions executed over the last quarter. This management summary will be prepared in a manner which will allow the city to ascertain whether investment activities during the reporting period have conformed to the investment policy. The report should be provided to the City Council. The report will include the following: • Listing of individual securities, including description, date of purchase, date of maturity, purchase price, interest rate, current market value, and change in market value. • Summary of transactions for the reporting period, including interest earnings, realized and unrealized gains or losses resulting from appreciation or depreciation in the value of investments, deposits and withdrawals, and investments purchased and sold. • Each quarterly report shall indicate any areas of policy concern and suggested or planned revision of investment strategies. 2. Performance Standards The investment portfolio will be managed in accordance with the parameters specified within this policy. The portfolio should obtain a market average rate of return during a market/economic environment of stable interest rates. A series of appropriate benchmarks shall be established against which portfolio performance shall be compared on a regular basis. The benchmarks shall be reflective of the actual securities being purchased and risks undertaken and the benchmarks shall have a similar maturity as the portfolio. 3. Marking to Market The market value of the portfolio shall be calculated at least quarterly and a statement of the market value of the portfolio shall be issued at least quarterly. This will ensure that review of the investment portfolio, in terms of value and price volatility, has been performed consistent with the GFOA Recommended Practice on “Mark-to-Market Practices for State and Local Government Investment Portfolios and Investment Pools.” In defining market value, considerations should be given to the GASB Statement 31 pronouncement. X. Policy Considerations: 1. Exemption Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. 2. Amendments 20 This policy shall be reviewed on an annual basis. Any changes must be approved by the investment officer and the City Council, as well as the individuals charged with maintaining internal controls. 21 RECONCILIATION OF BANK AND INVESTMENT ACCOUNTS GUIDELINE Monthly Reconciliation: The city will establish procedures calling for monthly reconciliations between bank accounts and the general ledger. The reconciliations will also include the city’s outstanding investments. All reconciliations will be reviewed and approved by the City Clerk/Administrative Services CoordinatorCity Administrator. Significant variances will be investigated immediately, with any needed adjustments to the general ledger approved by the City AdministratorCity Clerk/Administrative Services Coordinator. 1. Reconciliation of Bank Accounts: Reconciliation of Bank Accounts Guidelines: The following steps will be taken on a monthly basis to ensure complete and accurate reconciliation between bank accounts and the general ledger. The City City Clerk/TreasurerAccountant will be responsible for monthly bank reconciliations. 1. Monthly bank statements will be reconciled to the general ledger and account for all: a. Receipts b. Disbursements, accounting for both cancelled and outstanding checks c. Payroll disbursed via electronic draw on account d. Transfers between bank/investment accounts e. Wire transfers f. Electronic receipt and payment of funds g. Bank charges and earned interest 2. Subsidiary ledgers will be used to: a. Track daily bank account activity. b. Reconcile general ledger cash balances to bank balances on a monthly basis. 3. Bank reconciliations will be completed upon receipt of the bank statements. 4. The City Clerk/TreasurerAccountant will sign and date each monthly reconciliation when it has been completed. 5. The City Clerk/Treasurer Accountant will track all adjusting journal entries necessary to correct any variances determined through the reconciliation process. a. All journal entries will be approved by the City Clerk/Administrative Services CoordinatorCity Administrator. b. The City Administrator City Clerk/Administrative Services Coordinator will initial and date all journal entry adjustment forms. 6. All monthly bank account reconciliations will be reviewed, approved, initialed, and dated by the City Clerk/Administrative Services Coordinator City Formatted: Indent: Left: 0" 22 Administrator upon completion by the City Clerk/Treasurer.Accountant. 23 2. Reconciliation of Investment Accounts: Reconciliation of Investment Accounts Guidelines: The following steps will be taken on a monthly basis to ensure complete and accurate reconciliation of the city’s outstanding investments: The City Clerk/TreasurerAccountant will be responsible for monthly investment reconciliations. 1. Monthly investment account statements will be reconciled to the general ledger and used to account for: a. Interest earnings b. Change in fair market value c. Deposits and withdrawals d. Investments purchased and sold e. Investment balances 2. The City Clerk/TreasurerAccountant will reconcile all investment accounts utilizing a subsidiary ledger or spreadsheet. 3. The City Clerk/TreasurerAccountant will maintain a record of all investments. The record of investments will be utilized to: a. Maintain control over investments. b. Ensure that the city receives the correct interest payments as they become due. The record of investments will include: a. Date each investment was purchased b. Description of each investment c. Date of maturity d. Purchase price e. Interest rate f. Interest earnings g. Interest receivable h. Date sold i. Proceeds when sold j. Current market value k. Change in fair market value 4. All monthly investment reconciliations and the record of investments will be reviewed, approved, initialed, and dated by the City Clerk/Administrative Services Coordinator City Administrator upon completion by the AccountantCity Clerk/Treasurer. 24 RECEIPT AND DEPOSIT OF FUNDS GUIDELINE Depositories: A city that receives and disburses funds may deposit the funds only in financial institutions designated by its governing body. The city may deposit funds in amounts that are federally insured or if it deposits more than this amount, it must either have the depository furnish a bond or assign collateral to protect the excess deposit. 1. Designating a Depository Pursuant to Minnesota Statutes § 118A, all city councils must designate one or more financial institutions as a depository of city funds. A city may designate one or more of the following financial institutions as a depository: • Savings associations • Commercial banks • Trust companies • Credit unions • Industrial loan and thrift companies Depository Guidelines: • Annual designation of the City of Corcoran depositories will be made by the City Council during the first council meeting of the New Year. • Designation of depositories will be made by a City Council resolution and the resolution will state the terms and conditions of the deposit and be filed with the City Clerk/Treasurer.Administrative Services Coordinator • City of Corcoran depositories will be one or more of the above mentioned financial institutions. 2. Collateralization of Public Deposits The safety of public funds should be the foremost objective in public funds management. Collateralization of public deposits through the pledging of appropriate securities or surety bonds by depositories is an important safeguard for such deposits. State programs pertaining to the collateralization of public deposits have generally proven to be beneficial for both the public sector and its depositories. Historically, the maximum amount of FDIC Coverage has been $100,000 per depositor, not per separate account (the federal deposit insurance limit has been increased to $250,000 per depositor in 2008, and may be subject to further change). Pursuant to Minnesota Statute § 118A.03 (20142007), deposited amounts in excess of the federal deposit insurance limits must be protected by collateral security or a corporate surety bond executed by a company authorized to do business in the state which, when computed at its market value, shall be at least ten percent more that the amount of the excess deposit at the close of the banking day. Likewise, if a deposit is made in a nonmember bank (not covered by FDIC insurance), a city will need to obtain collateral or a corporate surety bond even if the deposit is less than the federal deposit insurance limit. The financial institution may furnish both a surety bond and collateral aggregating the required amount. State and local government depositors should take all possible actions to comply with federal requirements in order to ensure that their security interests in collateral pledged to secure 25 deposits are enforceable against the receiver of a failed financial institution. The city must ensure that the following criteria must be met in order to perfect a security interest in pledged collateral under federal law: • The assignment must be in writing; • The assignment must have been approved by the depository’s board of directors or loan committee, and the approval must be reflected in the minutes of the board or committee; • The assignment must have been continuously, from the time of its execution, an official record of the depository. Collateralization of Public Deposits Guidelines: • The City Administrator will ensure that a collateralization pledge is received from each city depository following the first depository board meeting of each year. • The City Administrator will ensure that each collateralization pledge: o Must be accompanied by a written assignment to the city from the financial institution. o Assignment must state that, upon default, the financial institution must release to the city on demand, free of exchange or any other charges, the pledged collateral. • The City Administrator will ensure that the assignment was approved by the depository’s board of directories and that the approval is reflected in the minutes of the board and that a copy of the depository board of director’s minutes be kept on file with the City Clerk/TreasurerAdministrative Services Coordinator. • The City Administrator will verify that the assignment has been continuously, from the time of its execution, an official record of the depository. • The City Administrator will verify that the collateral is one of the following as per Minnesota Statute § 118A.03, subd. 2: o United States government treasury bills, notes, or bonds; o Issues of a United States government agency or instruments that are quoted by a recognized industry quotation service available to the government entity; o A general obligation of a state or local government, with taxing powers, rated “A” or better; o A revenue obligation of a state or local government, with taxing powers, rated “AA” or better; o General obligation securities of a local government with taxing powers pledged as collateral against funds deposited by that same local government entity; o An irrevocable standby letter of credit issued by a Federal Home Loan Bank accompanied by written evidence that the Federal Home Loan Bank’s public debt is rated “AA” or better by Moody’s or Standard and Poor’s. o Time deposits that are fully insured by any federal agency. • The City Administrator will ensure that the depository pledged collateral when computed at its market value, is at least ten percent more than the amount of the excess deposit at the close of the banking day which by definition incorporates a financial institution’s cutoff hour. 26 Billing: The City AdministratorCity Clerk/Administrative Services CoorinatorCoordinator will be responsible for implementing and providing internal control for non-utility iesall billingbilling. The city periodically will bill for services, including annual recycling, annual dust control, and other (escrows, police, parks, miscellaneous): police security, escrows and miscellaneous other services as allowed by statute and ordinance. • The Administrative Assistant or Office AssistantAccountant will send out invoices for services rendered. annual bills for recycling and dust control, while other bills are prepared and sent by the City Clerk/Treasurer. • The Office AssistantAccountant will record payments and prepare deposits slips for billing recycling and dust control receipts. • The Office Assistant will maintain a database of individual recycling and dust control accounts receivable. • Late fees and interest penalties on delinquent bills may be assessed by the City Council. Utility Billing: The City Clerk/Administrative Services Coordinator will be responsible for implementing and providing internal control for utility billing. The city bills for water, sanitary sewer and dust control. Water and sanitary sewer are billed monthly. Dust control is billed annually. Per contract, recycling is billed through the contracted recycling service. Utility Billing Guidelines • All residential and commercial meters will be billed a minimum monthly water bill, even if water is shut off. o Residential and Non-residential water customers will be billed on actual usage as outlined in the adopted fee schedule o Residential and Non-residential sewer customers will be billed on 8,000 gallons of usage per month as outlined in the adopted fee schedule. • Late fees will be applied to accounts more than 30 days late. o When a customer makes a request to have a late fee waived, finance staff will grant the request if: the customer has not had a late fee waived in the last two (2) years As outlined by • Notice to delinquent utility customers delinquent accounts over 80 days late will be sent out. Notices will be sent out in October for those with delinquent accounts not paid as part of the Public Hearing process for assessments. • Upon final billing, any account with a credit balance of less than $5.00 will be written off to miscellaneous revenue and any account with a credit balance of $5.00 or more will be refunded to the seller of the property. • An Application for Utility Services must be completed by utility system users to service connection, tenant change, name change or other service change. Receipts: The City Clerk/Administrative Services Coordinator City Administrator will be responsible for implementing and providing internal control for all receipts. Pursuant to Minnesota Statute § 412.141, all city revenues, including receipts from city utilities, must go to the City Treasurer for deposit. The City TreasurerAccountant should Formatted: Font: Bold Formatted: Font: Bold Formatted: Indent: Left: 0.5", Hanging: 0.5", Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Indent: Left: 1", Bulleted + Level: 2 + Aligned at: 0.75" + Indent at: 1" Formatted: Indent: First line: 0", Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Formatted: Indent: Left: 1", Hanging: 0.31", Bulleted + Level: 2 + Aligned at: 0.75" + Indent at: 1" 27 make certain that deposits are never in excess of the FDIC guarantee, unless the city is in receipt of the depository’s collateral pledge. Receipting Process Guidelines: 1. Receipt Forms • Receipt forms will be pre-numbered. • The original receipt will be given to the person making the payment. • A copy of each receipt will be maintained within the Accountant’sCity Clerk/Treasurer’s records. 2. Receipt Distribution • Issuing the receipt will be completed immediately upon receiving the payment. • A separate receipt will be issued for all money received, including amounts received by mail. • The original receipt will be attached to any detailed accompanying remittance and kept on file with the City Clerk/Treasurer.Accountant. 3. Cash Receipts • Cash received in person (generally by the Administrative Assistant or the Police ClerkAdministrative Assistant) will be kept in a cash box which will be locked in a secure place in the office during and at the close of the business day. • Cash received by the city will be accompanied by a copy of the receipt issued. Each individual receipt will include the date, amount, remitter, appropriate accounting code, description of the receipt, and initials of the city staff receiving the payment. • All cash receipts will be deposited at least weekly by the City Clerk/TreasurerAccountant or other employee. 4. Check Receipts • Includes checks received via the mail, electronically, and that are collected in person (generally by the Administrative Assistant or the Police ClerkAdministrative Assistant). • Checks received by the city will be kept in a cash box which will be locked in a secure place in the office during and at the close of the business day. • Checks received by the City will be accompanied by copies of the receipts issued. Each individual receipt will include the date, amount, remitter, appropriate accounting code, description of the receipt, and the initials of the city staff receiving the payment. • All checks receipts will be deposited at least weekly by the ClerkAccountant/other employee. 5. Electronic Receipts Electronic receipts or wire transfers generally include: • Investment dollars received • Property tax settlements • Grants • Draws against project funds • Court fines • Credit Card Payments The City Clerk/Administrative Services Coordinator City Administrator will be Formatted: Indent: Hanging: 0.54", Bulleted + Level: 1 + Aligned at: 0.79" + Indent at: 1.04" 28 responsible for implementing and providing internal control for all electronic or wire transfer receipts. • The City Administrator Clerk/Administrative Services CoordinatorwillCoordinator will document the process and anticipate the funds to be wired to the designated depository on a particular date and time. • The City Administrator Clerk/Administrative Services Coordinator will obtain notification from the depository that the wire transfer has been received. • The depository will deliver a wire transfer receipt to the City Administrator who in turn provides that information to the City Clerk/TreasurerAccountant. • For all electronic receipts, a copy of any electronic receipt notification will be received or printed by the City Clerk/TreasurerAccountant who will prepare any appropriate general ledger transactions, including receipts and adjusting journal entries. 6. Accounting for Receipts All receipts including cash, checks, electronic receipts, and wire transfers will be accounted in the general ledger in the following manner: • All cash and check receipts will be entered into the general ledger in the form of a receipt batch by the City Clerk/TreasurerAccountant. All electronic receipts and wire transfers will be entered into the general ledger in the form of a separate receipt batch or adjusting journal entry per occurrence. • Each individual receipt will include the date, amount, remitter, appropriate accounting code, description of the receipt, and initials of the city staff receiving the payment. • The receipt batch total will be reconciled and agreed to the total of all cash, check, or electronic receipts to be deposited. • A receipt batch report will be prepared and printed by the City Clerk/TreasurerAccountant and provided to the City AdministratorCity Clerk/Administrative Services Coordinator. • The City Administrator City Clerk/Administrative Services Coordinator will review the receipt batch report, and approve by initialing and dating the report. The signed and approved receipt batch report will be kept on file with the AccountantCity Clerk/Treasurer. • All cash and check receipts will be deposited at least weekly. • All deposits will be made by the City Clerk/TreasurerAccountant or other employee. • A bank receipt will be attached to a copy of the deposit slip by the City Clerk/TreasurerAccountant, who will compare for accuracy. 29 30 THIS PAGE INTENTIONALLY LEFT BLANK 31 PAYROLL GUIDELINE Paying City Employees: Pursuant to Minnesota Statute § 412.271, subd. 2, when city employees are paid on an hourly or daily basis the city must keep a payroll. The payroll must indicate each employee’s name and the number of hours or days the employee has worked. A timekeeper, supervisor, officer, or employee having knowledge of how much an employee has worked must sign a declaration stating that the hours and days indicated on the payroll are accurate to the best of his or her knowledge. The employee being paid must also sign a declaration stating that he or she has done the work for which payment is received. Payroll Reporting Guidelines: The City Administrator Clerk/Administrative Services Coordinator will be responsible for implementing and providing internal control for all payroll accounting. 1. Time Sheet Records • City Staff Positions All city staff members will keep track of their time by recording hours worked on a time sheet which will be signed by each employee and the appropriate departmentDepartment head or City Administrator prior to the payroll date. In the case of the City Administrator, and Director of Public Safety, City Clerk/Administrative Services Coordinator, and Lieutenant, time off sheets will be filled out for time used and submitted to the assigned responsible party to be kept on file. • Elected Officials All elected officials will be paid a part-time salary twice a year (June and December). The City AdministratorCity Clerk/Administrative Services Coordinator will be responsible for authorizing the electedElected officials’ payroll. 2. Payroll Reporting: • Pay Period City staff will be paid every two weeks. There are twenty six pay periods in the year. The pay period will begin on Saturday and end on Friday. • Payroll Calculation On the Monday morning following the end of a two week payroll period, the assigned responsible person will collect time sheets for the prior two week pay period for all city staff members, and perform the following: • Enter all time sheet information onto a combined prepared spreadsheet, verify totals and transfer information to the payroll provider through an online site. Payroll must be submitted by Wednesday noon of the payroll week for payroll checks to be received at city hall by Friday. If an emergency situation should arise that the assigned responsible person is not able to process payroll, alternate assigned staff will complete payroll as provided in the payroll processing procedures. a generic spreadsheet found in the PR Allocations file can be filled in with the pertinent information. This can be emailed or faxed to the payroll provider for data input and records retrieval. • The payroll service will produce the payroll reports and prepare the payroll Checks or direct deposit slips, which will be delivered to the city hall no later than Thursday of the payroll week. • Upon receipt of the payroll reports, the assigned responsible person will review for accuracy. The payroll reports will be provided to the City Clerk/Administrative Services Coordinator City Administrator who will also review for propriety and 32 accuracy. Payroll reports will then be: o Signed by the City Clerk/Administrative Services CoordinatorCity Administrator approving payment for all city staff o Returned to the assigned responsible person for data retention • Payroll Check Distribution: Payroll checks and direct deposit slips will be distributed to all city staff members on the Friday following the last day of the pay period. Direct deposits, payroll taxes, and payroll service fees will be handled electronically by the payroll service through the city’s depository. • Payroll Records and Reporting: The assigned responsible party will file the approved payroll reports with time sheets and leave requests. Payroll authorization changes will be filed in human resources files. For each payroll, the assigned responsible person will file Deferred Comp, MSRS, HSA, and PERA or any other reports online, while the payroll service will handle federal and state payroll tax returns. Quarterly and year-end reporting, including federal forms 941, W2, and W3, will be handled by the city’s payroll service. The assigned responsible person will record the payroll information onto the Payroll Allocation worksheet and submit it to the assigned responsible person to enter into the accounting software. (This process should be done by Thursday of payroll processing week). The assigned responsible person will notify the City Clerk/Administrative Services CoordinatorCity Administrator the process has been completed and have monies transferred to the City’s checking account before 3:00 pm on Thursday. (This avoids overdrafts since 100% of the staff has direct deposit and online banking is used for benefit disbursements) 3. Leave Time Reporting: The assigned responsible person will track information pertaining to human resources including personnel information, salary history, hours worked, annual and compensatory leave balances, and benefits. The assigned responsible person will enter the information into payroll from the time sheets, including regular and overtime hours worked, leave used, holiday pay, and compensatory time used or earned. Regular leave reports will be generated and compared to the payroll reports as an added internal control measure. The City Administrator and Department Heads will be responsible to monitor overtime and annual leave and compensatory time balances. 4. Time off Request: The request for time off form will be utilized by all city staff members when requesting time off: • The staff member must note if the time off requested is compensatory time or annual leave. • The specific date and time requested must be noted on the form. • The request for time off form will be presented to the Ddepartment Hhead or City Administrator for a signature authorizing the time off. • All requests for time off forms will be included with the payroll time sheets for that particular payroll period. 33 PURCHASE OF GOODS AND SERVICES GUIDELINE 1. Purchasing: In the City of Corcoran, department heads have the responsibility to make all purchases while taking advantage of savings through bulk purchasing, systematic procedures, and effective expenditure controls. 2. Standards and Specifications: For all purchases, the city will have standards of quality. The standards will be brief, clear descriptions of the minimum requirements for purchases. The standards must be broad enough to include all competitive supplies and equipment. A. The department requiring the item will develop the specifications that will be used to make the purchase. Standard specifications are available for many items. B. Standard specifications will meet the needs of all departments when an item is used by two or more departments. 3. Making Purchases: Regular Purchasing Guidelines: All normal purchasing will adhere to the following process: The department head needing the item will: • Include a description of the product, quantity, and applicable specifications. • The Ddepartment Hhead will determine whether the budget has authorized the purchase and if sufficient funds are available. • The Ddepartment Hhead will cancel the requisition if the budget does not allow the purchase or if funds are not available. (Note: The City Council may modify the city’s budget to make funds available, but may not increase the total amount that has been levied). • The department head will request a purchase order number from the City Clerk/TreasurerAccountant for product purchased over $1,000.00. • If it is an approved budgeted item, the Ddepartment Hhead may then proceed to acquire the requested item. • If the city is required to obtain bids for the proposed purchase, the requisition will be referred to the City Council for further action (see competitive bidding requirements). • After the city has received the item and tested its compliance with the specifications, the city will process and pay the associated invoice according to the approval and payment of bills policy (see inspection and testing). Emergency Purchasing: In emergency situations, the Mayor and City Council may authorize expenditures which may be necessary to maintain the operational status of the city. Such expenditures will require approval at the next regular City Council meeting. • Before deciding that an emergency exists, the Mayor and City Council will consult with the city attorney. • An emergency must be declared by the Mayor. • An emergency must be confirmed by the City Council. • An emergency must be real and unexpected. • An emergency cannot be declared so the City Council can dispense with regular bidding requirements. 34 4. Inspection and testing: Inspection and Testing Guidelines: The following steps will be taken before the City pays for purchased items: • The Ddepartment Hhead or designated employee receiving the item will determine whether it conforms to the city’s specifications for that item. • The Ddepartment Hhead or designated employee will check packing slips or bills of lading for accuracy and that all items were received by the city. • The Ddepartment Hhead will retain the packing slip or bill of lading to attach to the corresponding invoice. 5. Competitive Bidding: Competitive Bidding Guidelines: Pursuant to Minnesota Statute § 471.345, the following types of contracts must be competitively bid if they are expected to exceed $100,000: • Contracts for the sale or purchase of supplies, materials, or equipment or the rental thereof. • Contracts for the construction, alteration, repair or maintenance of real or personal property. For contracts that are expected to exceed $25,000 but not to exceed $100,000, the city can: • Choose the competitive-bidding process, or • Make the contract by direct negotiation process: o Two or more quotations must be obtained if possible. o The city must keep all quotations on file for at least one year. For contracts that are expected to be $25,000 or less, the city has the discretion to: • Make the contract by obtaining quotations: o Two or more quotations must be obtained if possible. o The city must keep all quotations on file for at least one year. • Buy the item on the open market. Pursuant to Minnesota Statute § 471.35, a city that calls for bids for purchase of supplies or equipment that are competitive in nature cannot prepare specifications to exclude all but one type of supply or equipment. • Specifications must allow free and full competition. • Specifications may not give a prospective bidder an unfair advantage. • Specifications must be sufficiently definite and precise to afford a basis for comparable bids. Reverse Auction and Electronic Sale: Cities also have authority for the following procedures related to purchases and sales: • Reverse Auction Purchases—Minnesota Statute § 471.345, subd. 16 A city may contract to purchase supplies, materials and equipment (but not services), using an electronic purchasing process in which vendors compete to provide the supplies, materials, or equipment at the lowest price in an open and interactive environment. • Electronic Sales—Minnesota Statute § 471.345, subd. 17 A city may contract to sell supplies, materials, and equipment which is surplus, obsolete, or used, using an electronic selling process in which purchasers compete to purchase the supplies, materials, or equipment at the highest purchase price in an open and interactive environment. 35 Best Value Procurement: Also, in 2007, the Minnesota Legislature authorized cities and other government entities to use a “best value” procurement process for “construction, building alteration, improvement or repair and maintenance contracts.” For cities, best value procurement became available on July 1, 2007. Best value procurement is a process based on competitive proposals (as an alternative to bids) that awards the contract to “the vendor or contractor offering the best value, taking into account the specifications of the request for proposals, the price and performance criteria as set forth in Minnesota Statute § 16C.02, subd. 4a and described in the solicitation document.” The price and performance criteria mentioned in the previous paragraph may include, but are not limited to: (1) the quality of the vendor’s or contractor’s performance on previous projects; (2) the timeliness of the vendor’s or contractor’s performance on previous projects; (3) the level of customer satisfaction with the vendor’s or contractor’s performance on previous projects; (4) the vendor’s or contractor’s record of performing previous projects on budget and ability to minimize cost overruns; (5) the vendor’s or contractor’s ability to minimize change orders; (6) the vendor’s or contractor’s ability to prepare appropriate project plans; (7) the vendor’s or contractor’s technical capacities; (8) the individual qualifications of the contractor’s key personnel; or (9) the vendor’s or contractor’s ability to assess and minimize risks. “Performance on previous projects” does not include the exercise or assertion of a person’s legal rights. The solicitation document must state the relative weight of price and other selection criteria. The award must be made to the vendor or contractor offering the best value applying the weighted selection criteria. If an interview of the vendor’s or contractor’s personnel is one of the selection criteria, the relative weight of the interview must be stated in the solicitation document and applied accordingly. Personnel administering best value procurement procedures must be trained in RFP process for best value contracting for construction projects. Cooperative Purchasing: A city may contract for the purchase of supplies, materials, or equipment without regard to the competitive bidding requirements of this section if the purchase is through a national municipal association’s purchasing alliance or cooperative created by a joint powers agreement that purchases items from more than one source on the basis of competitive bids or competitive quotations. 6. Advertisement for Bids: Pursuant to Minnesota Statute § 412.311, a city must publish all requests for competitive bids in the city’s official newspaper at least ten days before the last day for submission of bids. As an alternative to publishing the notice in a newspaper, a city may put them on its website or in a recognized industry trade journal if certain steps (described below) are followed. 1. If a city designates an alternative method to newspaper notice: i. The city must continue to publish solicitations and requests in the newspaper for six months in addition to the alternative method. ii. The publication in the newspaper must indicate where to find the designated alternative method. iii. Alternative methods of publication must be in substantially the same format and for the same time period as is required for newspaper publication. 2. If, in the normal course of its business, a qualified newspaper maintains a web site, then 36 as a condition of accepting and publishing public notices, the newspaper must agree to post all the notices on its web site during the notice’s full publication period. Pursuant to Minnesota Statute § 429.041, subd.1, there are specific requirements for advertising for competitive bids when dealing with local improvement projects. If the estimated cost of a local improvement project financed by special assessments exceeds $100,000, the publication: 1. Must appear in the city’s official newspaper and at least once in a trade paper (such as the Construction Bulletin) not later than three weeks before the last date of submission for bids. 2. Must contain a statement of when the bids will be opened, which cannot be less than three weeks after its first publication. 3. The published notice must contain the following information: a. Description of the project or purchase. b. Availability of specifications in the office of the city clerk. c. Last day for submission of bids and the place where they are due. d. Time and place for opening bids. e. Statement reserving the right of the city to reject all bids. 7. Opening and Tabulation of Bids: Pursuant to Minnesota Statute § 429.041, subd.1, the city clerk should keep all bids sealed until after the last date for their submission. The city may specify in the public notice that two or more designated officers of the city will open bids publicly and tabulate them in advance of the meeting when they will be considered by the City Council. Opening and Tabulation of Bids Guidelines: The following steps will be taken when opening and tabulating competitive bids: 1. All competitive bids will remain sealed until the noticed bid opening. 2. All competitive bids will be opened by the City Administrator or City Clerk/TreasurerCity Clerk/Administrative Services Coordinator and one other city staff member or professional staff member. 3. All bids will be tabulated to include the name of the bidder and the amount of the bid. 4. After opening all bids, the City Administrator, City Clerk/TreasurerAdministrative Services Coordinator, or professional staff member such as the City Engineer will perform an investigation of all bids for compliance with the specifications, their reasonableness, and the responsibility of the bidders. 5. All bids received through competitive bidding must conform to the bid specifications. 6. An award of a contract by the City Council may be invalid if the selected bid varies materially from the specifications which may give a bidder a substantial advantage or benefit that other bidders do not have. 8. Disposition of Bids: Pursuant to Minnesota Statute § 429.041, subd. 2., the City Council may either accept one of the bids or reject all bids. Disposition of Bids Guidelines: 1. All competitive bids will be presented to the City Council once they have been opened, tabulated, and investigated. a. The City Council may either accept one of the bids or reject all bids. b. If the City Council rejects all bids, the City Council may either: 2. Issue a call for new bids. 37 3. Decide to undertake the project using day labor if it is a public project. a. If the City Council awards a contract, it must go to the lowest responsible bidder. 4. The bidder who submits the lowest bid in dollars is not necessarily the lowest responsible bidder and the City Council has the discretion in choosing among bidders. If the lowest bidder is not awarded the contract, reasonable and appropriate reasons must be documented in the city’s official minutes. 5. The responsibility of bidders includes the following: a. Financial responsibility b. Integrity c. Skill d. The likelihood of performing faithful and satisfactory work 9. Prompt Payment to Subcontractors City contracts that involve a prime contractor must require the prime contractor to pay subcontractors within ten days of the prime contractor’s receipt of payment from the city for undisputed services provided by the subcontractor. The contract must require the prime contractor to pay interest of 1.5 percent per month or any part of a month to the subcontractor on any undisputed amount not paid on time. 10. Performance and Payment Bonds For some contracts, cities must require contractors to provide a performance bond and a payment bond. This requirement applies to contracts over $75100,000 for the performance of public work. The required performance bond benefits the city by ensuring that the work is completed according to the terms of the contract, while the required payment bond benefits subcontractors and people who provide labor and materials, by seeing that their claims for labor and materials are paid. 11. Withholding Certificates Before a city makes the final payment to a contractor under a contract requiring the employment of employees for wages, it must make sure the contractor and any subcontractors have complied with withholding tax laws. Contractors and subcontractors show compliance by submitting a withholding affidavit to the Minnesota Department of Revenue. This can be done electronically or by mailing a completed Form IC134, “Withholding Affidavit for Contractors.” If a contractor or subcontractor has withheld taxes as required, the Department of Revenue will return an electronic confirmation or sign and return the Form IC134, certifying compliance. Commented [A1]: Statue Changed. MN statute 574.26 38 THIS PAGE INTENTIONALLY LEFT BLANK 39 DISBURSEMENT AND PAYMENT OF CLAIMS GUIDELINE Expenditures: In order for an expenditure of public funds to be lawful, it should meet both of the following standards: Public purpose: There must be a public purpose for the expenditure. The Minnesota Supreme Court has generally concluded that “public purpose” means an activity that meets all of the following standards: • The activity will benefit the community as a body. • The activity is directly related to functions of government. • The activity does not have as its primary objective the benefit of a private interest. The Minnesota Supreme Court has also held that the general objective of a public purpose is to promote the following for all of a city’s residents: • Public health • Safety • General welfare • Security • Prosperity • Contentment Authority: There must be specific or implied authority for the expenditure in statute or in the city’s charter. Specific authority is usually fairly clear. In contrast, whether authority is implied by a particular statute or charter provision is subject to interpretation. The city should consult with its city attorney as to whether authority for a specific expenditure is implied. Payment of Claims: Pursuant to Minnesota Statute § 412.271, subd.1, no disbursement of city funds shall be made except by an order drawn by the mayor and clerk upon the treasurer. Except when issued for the payment of judgments, salaries and wages previously fixed by the City Council or by statute, principal and interest on obligations, rent and other fixed charges, the exact amount of which has been previously determined by contract authorized by the City Council, no order shall be issued until the claim to which it relates has been audited and allowed by the City Council. Prompt Payment of Claims: Minnesota Statute § 471.425 requires that cities pay each vendor obligation according to the terms of the contract or, if no contract terms apply, within the standard payment period unless the city in good faith disputes the obligation. The following requirements must be met: • For cities who have regularly scheduled council meetings at least once a month, the standard payment period is defined as within 35 days of the date of receipt. 40 • A city shall calculate and pay interest to a vendor if the city has not paid the obligation according to the terms of the contract or, if no contract terms apply, within the standard payment period. • The rate of interest calculated and paid by the city on the outstanding balance of the obligation not paid according to the terms of the contract or during the standard payment period shall be 1.5 percent per month or part of a month. • No interest penalties may accrue against a purchaser who delays payment of a vendor obligation due to a good faith dispute with the vendor regarding the fitness of the product or service, contract compliance, or any defect, error or omission related thereto. If such delay undertaken by the city is not in good faith, the vendor may recover costs and attorney’s fees. • The minimum monthly interest penalty payment that a city shall calculate and pay a vendor for the unpaid balance for any one overdue bill of $100 or more is $10. For unpaid balances of less than $100, the city shall calculate and pay the actual interest penalty due the vendor. Immediate Payment of Claims: Pursuant to Minnesota Statute § 412.271, subd. 4, when payment of a claim based on contract cannot be deferred until the next City Council meeting without loss to the city through forfeiture of discount privileges or otherwise, it may be made immediately if the itemized claim is endorsed for payment by at least a majority of all the members of the City Council. The claim shall be acted upon formally at the next City Council meeting in the same manner as if it had not been paid, and the earlier payment shall not affect the right of the city or any taxpayer to challenge the validity of the claim. Cash Disbursement Guidelines: The City Administrator will be responsible for implementing and providing internal control for all disbursements. 1. General Guidelines: • All general disbursements will be approved in advance by the City Council. The following exceptions may be made upon approval of the City Administrator: o Debt service payments, including principal, interest, and fiscal agent fees o Payroll and related liability payments o Investment purchases o Sales tax and fuel tax payments o Postage replenishment o Contract or other payments that have specific City Council pre-approved payment instructions o Payments in which a substantial discount can be realized by timely payment o Payments where a substantial late charge would be incurred if timely payment was not made • All general disbursements, other than from payroll, petty cash, or made electronically, will be made by pre-numbered checks. • In accordance with Minnesota Statutes § 471.38 and § 471.391, checks by which claims are paid may have printed on their reverse side, above the space for endorsement thereof, the following statement: “The undersigned payee, in endorsing this check declares that the same is received in payment of a just and correct claim against the city, and that no 41 part of it has heretofore been paid.” When endorsed by the payee named in the check, such statement shall operate and shall be deemed sufficient as the required declaration of the claim. • Under no circumstances will blank checks be signed in advance. • Paying off of vendor statements (rather than invoices) will be prohibited. • Payment voucher forms will be utilized for all general disbursements. • Unpaid invoices will be maintained in a file by the City Clerk/TreasurerAccountant. 2. General Disbursement Process: • All invoices received by the city will be generally opened by the assigned responsible person who will distribute to the appropriate department heads. • The department heads will: o Verify that the goods and/or services were received o Verify that the amount of the invoice is correct o Attach packing slips or bills of lading o Complete and attach a payment voucher form, including: Vendor name and address Invoice number Account coding Description of invoice Amounts Department head initials to indicate payment approval o Present the payment voucher forms and attached invoices to the assigned responsible person. • The assigned responsible person processes all authorized payments by: o Completing payment voucher forms on invoices as authorized by the City Administrator and applicable Department Head. o Verifying that all amounts due and account codes are accurate o Reviewing application of sales tax on each invoice for propriety o Entering all invoices into the appropriate payment batch in the general ledger o Printing checks and check registers o Preparing claims listing reports, to include segregations for accounts payable, payroll, or other (checks and electronic disbursements) o Copying any specific invoices for the City Council’s review • The City Clerk/Administrative Services Coordinator Administrator will review the claims listing report for City Council approval by: o Reviewing the accounts payable report, payment voucher forms, invoices, and other pertinent backup documentation for accuracy o Providing a copy of the claims listing report to the City Council for approval during the regularly scheduled City Council meetings o Providing explanation to the City Council for all disbursements within the accounts payable report • Checks will be signed electronically and mailed on the day following City Council approval of the claims listing and accounts payable reports: o The Accountant will receive confirmation from the City Clerk/Administrative Services Coordinator or City Administrator that the claims were approved and checks shall be Two authorized signers (Mayor, one other City Council member, City Administrator, City Clerk/Treasurer) will sign all approved checks, while verifying that all checks are accurate by comparing the check and amount to the approved 42 claims listing. Source documents will be made available at signers’ request. After authorized signatures are obtained, the assigned responsible person will mailed for the approved disbursements: A check including stub will be mailed to the vendor A check stub will be attached to the payment voucher and invoice, which will then be filed o The Accountant will review outstanding checks regularly and follow up with vendors to ensure that claims are paid. o Outstanding checks over one year owed will be contacted by the Accountant phone or letter regarding the uncashed check. o Should outstanding checks be over two years old, the Accountant will submit those payments to the Minnesota Department of Commerce. o Should an employee have a lost/uncashed check, a lost check form should be completed and filed with the Accountant. 3. Electronic Disbursement Process: Electronic or wire transfers will generally be for: • Debt service payments, including principal, interest, and fiscal agent fees • Payroll and related liability payments • Investment purchases • Sales tax and fuel tax payments The City Administrator City Clerk/Administrative Services Coordinator will be responsible for implementing and providing internal control for all electronic or wire transfer disbursements. • The City Administrator Clerk/Administrative Services Coordinator will document the process and anticipate the funds to be wired to the designated depository on a particular date and time. • The City Administrator Clerk/Administrative Services Coordinator will obtain notification from the depository that the wire transfer has been made. • The depository will deliver a wire transfer receipt to the City Clerk/Administrative Services Coordinator Administrator who in turn provides that information to the City Clerk/TreasurerAccountant. • The City Clerk/TreasurerAccountant will prepare any appropriate general ledger transactions, including payments and adjusting journal entries. • The City Clerk/TreasurerAccountant will include electronic or wire transfers on each claims listing report. 4. Credit Cards/Debit Cards: In accordance with Minnesota Statute § 471.382, the City Council may authorize the use of a credit(credit (debit) card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. If a city officer or employee makes or directs a purchase by credit(credit (debit) card that is not approved by the City Council, the officer or employee is personally liable for the amount of the purchase. A purchase by credit(credit (debit) card must otherwise comply with all statutes, rules, or city policy applicable to city purchases. Maintaining the Credit(Credit (Debit) Card: • The city clerk will maintain possession of the credit(credit (debit) card in a safe place Formatted Formatted 43 at city hall. • A separate account will be held at Farmers State Bank, with a minimum required balance until an approved purchase is made. Making Purchases: All credit(credit (debit) card purchasing will adhere to the following process: • The department head will determine the need to purchase using the City credit(credit (debit) card. • Purchases over $2,500 must have prior approval from the City Administratormayor/acting mayor. • The department head will request a purchase order number from the Accountant for all product purchased with a credit(credit (debit) card. • The Department Head will include the purchase on the next available city council meeting agenda for approval. In accordance with Minnesota Statute § 471.382, the City Council may authorize the use of a credit card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. If a city officer or employee makes or directs a purchase by credit card that is not approved by the City Council, the officer or employee is personally liable for the amount of the purchase. A purchase by credit card must otherwise comply with all statutes, rules, or city policy applicable to city purchases. 5. Petty Cash/Imprest Funds: Pursuant to Minnesota Statute § 412.271, subd. 5, the City Council may establish one or more imprest funds for the payment in cash of any proper claim against the city which it is impractical to pay in any other manner, except that no claim for salary or personal expenses of an officer or employee shall be paid from such funds. The City Council shall appoint a custodian of each such fund who shall be responsible for its safekeeping and disbursement according to law. Money for the operation of such fund shall be secured by a transfer from the general fund. A claim itemizing all the various demands for which disbursements have been made from the fund shall be presented to the City Council at the next City Council meeting after the disbursements have been made. The City Council shall act upon it as in the case of other claims and an order shall be issued to the custodian for the amount allowed. The custodian shall use the proceeds of the order to replenish the fund; and if the council fails to approve the claim in full for any sufficient reason, the custodian shall be personally responsible for the difference. The City’s petty cash fund is available to make small purchases or reimbursements in cash, for items such as stamps, office supplies, parking, etc. • The petty cash fund will not exceed $100. • Petty cash will be kept in a cash box which will be locked in a secure place in the office during and at the close of the business day. • The City Clerk/TreasurerAccountant will be the custodian of the petty cash fund. • Withdrawals from the petty cash fund will be made only by completing a petty cash voucher. Supporting documentation will be attached to each voucher whichvoucher, which will state the date, amount, purpose, account code, and initials of authorizing personnel. • No staff member will be allowed to cash personal checks in the petty cash fund or to borrow from the petty cash fund. Commented [A2]: This section was adopted by the City Council on June 13, 2013 44 • The City Clerk/TreasurerAccountant will be responsible for reconciling the petty cash fund on a monthly basis. Reimbursements to the petty cash fund will go through the general disbursement process, and will be payable to “Petty Cash”. Escrow Accounts, Letters of Credit and Performance Bonds In an effort to safeguard the City the City requires escrow accounts, letters of credit and or performance bonds for work completed by the City on a specific project. The City Clerk/Administrative Services Coordinator will be responsible for implementing and providing internal control for all escrow accounts, letters of credit and performance bonds. Guideline for Escrow Accounts • Escrow deposits should be made at the time of application of a project or as required by staff for the continuation of a project or permit. • Escrow deposits will be tracked via the City’s accounting software. • Consultant and staff time may be charged against the escrow for actual expenses incurred. • Escrow accounts will be reconciled at a minimum quarterly. Should additional escrow funds be needed the Accountant or assigned staff will write a letter requiring additional escrow funds before the project can continue/ • Escrow refunds must be made in writing and submitted to the finance department. The accountant will verify with the City Planner, City Engineer, Public Works Director, and City Attorney that no additional charges are pending. Letter Of Credit Reduction Process and Policy The following procedures detail the process for reducing letters of credit submitted to the City of Corcoran for development projects. 1. Original Letters of Credit (LOC) will be placed on file with the City Clerk/Administrative Services Coordinator. A copy of the LOC shall also be placed in the project file. a. All letters of credit must follow the standard template provided by the City. b. All letters of credit must be issued by an FDIC financial institution in good standing. The City Clerk/Administrative Services Coordinator may reject an institution requested by the applicant if the finances of the financial institution holding the LOC cannot be deemed to be secure. 2. At the time that various aspects of construction, grading, restoration and/or landscaping are completed, developers may submit a written request for a reduction in the LOC. The written request must be substantiated by proof of payment for the work completed. The letter shall be addressed to the City Clerk/Administrative Services Coordinator and copied to the City Administrator, City Planner and City Engineer. 3. The City Engineer and the City Planner and any other appropriate staff will review the request for conformance to the original specifications required in acceptance of the LOC. 4. The original LOC will not be released until a new letter amending the original agreement to the reduced amount is provided by the developer. 5. If a reduction is warranted, the City Engineer will provide a written recommendation for reduction. The developer will receive written notice from the City if the authorization reducing the escrow is denied. 6. In some cases, the City Engineer or City Planner may recommend that a specified amount be held in the LOC to account for establishment of landscaping and/or restoration elements. Formatted: Font: (Default) Times New Roman, Bold Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman, Bold Formatted: Indent: Left: 0.25", Bulleted + Level: 1 + Aligned at: 0.79" + Indent at: 1.04" Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman 45 7. Letters of Credit will not be reduced beyond 90% until the project is officially accepted by the City. To reduce the LOC to zero, the applicant must make a formal request to the City Clerk/Administrative Services Coordinator. 8. The City Clerk/Administrative Services Coordinator with confer with the City Engineer and City Planner and will together make a decision on acceptance and forward the request for final release of the Letter of Credit to the City Administrator. Warranty and bond periods shall begin with the final release of the LOC. 9. A letter of credit will be required, but shall not be limited to, the following types of issues related to projects: a. Developer’s Agreements b. Lighting c. Landscaping (to include wetland related items) d. Enforcement of any and all conditions related to the proposed project e. Infrastructure improvements to include but not be limited to streets, sewers, etc. f. Driveways and Curb Cuts g. Drainage and Grading h. Payment of outstanding and expected escrow related items i. Any other purposes as required by staff Formatted: Font: (Default) Times New Roman Formatted: Font: (Default) Times New Roman Commented [A3]: This policy was adopted April 17, 2012. Formatted: Font: (Default) Times New Roman STAFF REPORT Agenda Item 11b. Council Meeting: October 12, 2017 Prepared By: Brad Martens Topic: Draft Local Water Supply Plan Action Required: Approval Summary: Staff is in the process drafting the Local Water Supply Plan for Corcoran. At the time the packet was printed the draft was still being updated. Staff will send out the plan to the City Council in advance of the October 12th meeting. Approval of the City Council is requested prior to the required submittal date of October 15, 2017. This is a new requirement now that we have a municipal water system. Financial/Budget: The document has been drafted internally. Upon review by the Department of Natural Resources the City may receive recommendations to implement ordinance or policy changes which may have a financial impact. This information will be unknown until the review is complete. 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 Local Water Supply Plan as presented by staff. 2. Approve the Local Water Supply Plan with changes. Recommendation: Approve the Local Water Supply Plan as presented by staff. Council Action: Consider a motion to approve the Local Water Supply Plan as presented by staff. Attachments: None – will be sent to Councilmembers in advance of the October 12th meeting 1 Draft Local Water Supply Plan Third Generation for 2016‐2018 October 12, 2017 Formerly called Water Emergency & Water Conservation Plan Cover photo by Molly Shodeen Agenda Item 11b. 2 For more information on this Water Supply Plan Template, please contact the DNR Division of Ecological and Water Resources at (651) 259‐5034 or (651) 259‐5100. Copyright 2015 State of Minnesota, Department of Natural Resources This information is available in an alternative format upon request. Equal opportunity to participate in and benefit from programs of the Minnesota Department of Natural Resources is available to all individuals regardless of race, color, creed, religion, national origin, sex, marital status, public assistance status, age, sexual orientation, disability or activity on behalf of a local human rights commission. Discrimination inquiries should be sent to Minnesota DNR, 500 Lafayette Road, St. Paul, MN 55155‐4049; or the Equal Opportunity Office, Department of the Interior, Washington, DC 20240. 3 Table of contents INTRODUCTION TO WATER SUPPLY PLANS (WSP) ............................................................... 6 Who needs to complete a Water Supply Plan ........................................................................... 6 Groundwater Management Areas (GWMA) .............................................................................. 6 Benefits of completing a WSP ................................................................................................... 6 WSP Approval Process ............................................................................................................. 7 PART 1. WATER SUPPLY SYSTEM DESCRIPTION AND EVALUATION.................................. 9 A. Analysis of Water Demand ................................................................................................. 9 B. Treatment and Storage Capacity ..................................................................................... 11 Treatment and storage capacity versus demand ........................................................................... 12 C. Water Sources ................................................................................................................. 13 Limits on Emergency Interconnections .......................................................................................... 13 D. Future Demand Projections – Key Metropolitan Council Benchmark .............................. 13 Water Use Trends ........................................................................................................................... 13 Projection Method .......................................................................................................................... 14 E. Resource Sustainability .................................................................................................... 15 Monitoring – Key DNR Benchmark ................................................................................................. 15 Water Level Data ............................................................................................................................ 15 Potential Water Supply Issues & Natural Resource Impacts – Key DNR & Metropolitan Council Benchmark ...................................................................................................................................... 16 Wellhead Protection (WHP) and Source Water Protection (SWP) Plans ....................................... 22 F. Capital Improvement Plan (CIP) ...................................................................................... 23 Adequacy of Water Supply System ................................................................................................. 23 Proposed Future Water Sources ..................................................................................................... 24 Water Source Alternatives ‐ Key Metropolitan Council Benchmark .............................................. 24 PART 2. EMERGENCY PREPAREDNESS PROCEDURES ..................................................... 25 A. Emergency Response Plan .............................................................................................. 25 B. Operational Contingency Plan ......................................................................................... 26 C. Emergency Response Procedures .................................................................................. 26 4 Emergency Telephone List .............................................................................................................. 26 Current Water Sources and Service Area ....................................................................................... 26 Procedure for Augmenting Water Supplies .................................................................................... 27 Allocation and Demand Reduction Procedures .............................................................................. 27 Notification Procedures .................................................................................................................. 29 Enforcement ................................................................................................................................... 30 PART 3. WATER CONSERVATION PLAN ................................................................................ 31 Progress since 2006 ................................................................................................................ 32 A. Triggers for Allocation and Demand Reduction Actions ................................................... 33 B. Conservation Objectives and Strategies – Key benchmark for DNR ............................... 33 Objective 1: Reduce Unaccounted (Non‐Revenue) Water loss to Less than 10% .......................... 33 Objective 2: Achieve Less than 75 Residential Gallons per Capita Demand (GPCD) ...................... 35 Objective 3: Achieve at least 1.5% annual reduction in non‐residential per capita water use ...... 37 Objective 4: Achieve a Decreasing Trend in Total Per Capita Demand .......................................... 38 Objective 5: Reduce Ratio of Maximum day to the Average Day Demand to Less Than 2.6 ......... 38 Objective 6: Implement Demand Reduction Measures ................................................................. 38 Objective 7: Additional strategies to Reduce Water Use and Support Wellhead Protection Planning .......................................................................................................................................... 41 Objective 8: Tracking Success: How will you track or measure success through the next ten years? .............................................................................................................................................. 41 C. Regulation ........................................................................................................................ 42 D. Retrofitting Programs ....................................................................................................... 42 Retrofitting Programs ..................................................................................................................... 43 E. Education and Information Programs ............................................................................... 43 Proposed Education Programs ....................................................................................................... 43 PART 4. ITEMS FOR METROPOLITAN AREA COMMUNITIES ............................................... 47 A. Water Demand Projections through 2040 ........................................................................ 47 B. Potential Water Supply Issues ......................................................................................... 47 5 C. Proposed Alternative Approaches to Meet Extended Water Demand Projections........... 47 D. Value-Added Water Supply Planning Efforts (Optional) ................................................... 48 Source Water Protection Strategies ............................................................................................... 48 Technical assistance ........................................................................................................................ 48 GLOSSARY ................................................................................................................................ 49 Acronyms and Initialisms ......................................................................................................... 51 APPENDICES TO BE SUBMITTED BY THE WATER SUPPLIER............................................. 51 Appendix 1: Well records and maintenance summaries ........................................................ 51 Appendix 2: Water level monitoring plan ................................................................................ 51 Appendix 3: Water level graphs for each water supply well .................................................... 51 Appendix 4: Capital Improvement Plan ................................................................................... 51 Appendix 5: Emergency Telephone List ................................................................................. 51 Appendix 6: Cooperative Agreements for Emergency Services ............................................ 51 Appendix 7: Municipal Critical Water Deficiency Ordinance ................................................... 51 Appendix 8: Graph of Ten Years of Annual Per Capita Water Demand for Each Customer Category .................................................................................................................................. 51 Appendix 9: Water Rate Structure .......................................................................................... 51 Appendix 10: Ordinances or Regulations Related to Water Use ............................................ 51 Appendix 11: Implementation Checklist ................................................................................. 51 Appendix 12: Sources of Information for Table 10 ................................................................. 51 6 DEPARTMENT OF NATURAL RESOURCES – DIVISION OF ECOLOGICAL AND WATER RESOURCES AND METROPOLITAN COUNCIL INTRODUCTION TO WATER SUPPLY PLANS (WSP) Who needs to complete a Water Supply Plan Public water suppliers serving more than 1,000 people, large private water suppliers in designated Groundwater Management Areas, and all water suppliers in the Twin Cities metropolitan area are required to prepare and submit a water supply plan. The goal of the WSP is to help water suppliers: 1) implement long term water sustainability and conservation measures; and 2) develop critical emergency preparedness measures. Your community needs to know what measures will be implemented in case of a water crisis. A lot of emergencies can be avoided or mitigated if long term sustainability measures are implemented. Groundwater Management Areas (GWMA) The DNR has designated three areas of the state as Groundwater Management Areas (GWMAs) to focus groundwater management efforts in specific geographies where there is an added risk of overuse or water quality degradation. A plan directing the DNRs actions within each GWMA has been prepared. Although there are no specific additional requirements with respect to the water supply planning for communities within designated GWMAs, communities should be aware of the issues and actions planned if they are within the boundary of one of the GWMAs. The three GWMAs are the North and East Metro GWMA (Twin Cities Metro), the Bonanza Valley GWMA and the Straight River GWMA (near Park Rapids). Additional information and maps are included in the DNR Groundwater Management Areas webpage. Benefits of completing a WSP Completing a WSP using this template, fulfills a water supplier’s statutory obligations under M.S. M.S.103G.291 to complete a water supply plan. For water suppliers in the metropolitan area, the WSP will help local governmental units to fulfill their requirements under M.S. 473.859 to complete a local comprehensive plan. Additional benefits of completing WSP template: The standardized format allows for quicker and easier review and approval Help water suppliers prepare for droughts and water emergencies. Create eligibility for funding requests to the Minnesota Department of Health (MDH) for the Drinking Water Revolving Fund. Allow water suppliers to submit requests for new wells or expanded capacity of existing wells. Simplify the development of county comprehensive water plans and watershed plans. Fulfill the contingency plan provisions required in the MDH wellhead protection and surface water protection plans. Fulfill the demand reduction requirements of Minnesota Statutes, section 103G.291 subd 3 and 4. 7 Upon implementation, contribute to maintaining aquifer levels, reducing potential well interference and water use conflicts, and reducing the need to drill new wells or expand system capacity. Enable DNR to compile and analyze water use and conservation data to help guide decisions. Conserve Minnesota’s water resources If your community needs assistance completing the Water Supply Plan, assistance is available from your area hydrologist or groundwater specialist, the MN Rural Waters Association circuit rider program, or in the metropolitan area from Metropolitan Council staff. Many private consultants are also available. WSP Approval Process 10 Basic Steps for completing a 10‐Year Water Supply Plan 1. Download the DNR/Metropolitan Council Water Supply Plan Template from the DNR Water Supply Plan webpage. 2. Save the document with a file name with this naming convention: WSP_cityname_permitnumber_date.doc. 3. The template is a form that should be completed electronically. 4. Compile the required water use data (Part 1) and emergency procedures information (Part 2) 5. The Water Conservation section (Part 3) may need discussion with the water department, council, or planning commission, if your community does not already have an active water conservation program. 6. Communities in the seven‐county Twin Cities metropolitan area should complete all the information discussed in Part 4. The Metropolitan Council has additional guidance information on their Water Supply webpage. All out‐state water suppliers do not need to complete the content addressed in Part 4. 7. Use the Plan instructions and Checklist document from the DNR Water Supply Plan webpage to insure all data is complete and attachments are included. This will allow for a quicker approval process. 8. Plans should be submitted electronically using the MPARS website – no paper documents are required. 9. DNR hydrologist will review plans (in cooperation with Metropolitan Council in Metro area) and approve the plan or make recommendations. 10. Once approved, communities should complete a Certification of Adoption form, and send a copy to the DNR. 8 Complete Table 1 with information about the public water supply system covered by this WSP. Table 1. General information regarding this WSP Requested Information Description DNR Water Appropriation Permit Number(s) See Maple Grove WSP Ownership ☒ Public or ☐ Private Metropolitan Council Area ☒ Yes or ☐ No (and county name) Street Address 8200 County Road 116 City, State, Zip Corcoran, MN 55428 Contact Person Name Kevin Mattson Title Public Works Director Phone Number 763‐400‐7028 MDH Supplier Classification Municipal 9 PART 1. WATER SUPPLY SYSTEM DESCRIPTION AND EVALUATION The first step in any water supply analysis is to assess the current status of demand and availability. Information summarized in Part 1 can be used to develop Emergency Preparedness Procedures (Part 2) and the Water Conservation Plan (Part 3). This data is also needed to track progress for water efficiency measures. A. Analysis of Water Demand Complete Table 2 showing the past 10 years of water demand data. Some of this information may be in your Wellhead Protection Plan. If you do not have this information, do your best, call your engineer for assistance or if necessary leave blank. If your customer categories are different than the ones listed in Table 2, please describe the differences below: 10 Ta b l e 2. Hi s t o r i c wa t e r de m a n d (s e e de f i n i t i o n s in th e gl o s s a r y af t e r Pa r t 4 of th i s te m p l a t e ) Ye a r Po p . Se r v e d To t a l Co n n e c t i o n s Re s i d e n t i a l Wa t e r De l i v e r e d (M G ) C/ I / I Wa t e r De l i v e r e d (M G ) Wa t e r us e d fo r No n ‐ es s e n t i a l Wh o l e s a l e De l i v e r i e s (M G ) To t a l Wa t e r De l i v e r e d (M G ) To t a l Wa t e r Pu m p e d (M G ) Wa t e r Su p p l i e r Se r v i c e s Pe r c e n t Un m e t e r e d / Un a c c o u n t e d Av e r a g e Da i l y De m a n d (M G D ) Ma x . Da i l y De m a n d (M G D ) Da t e of Max. De m a n d Residential Per Capita Demand (GPCD) Total per capita Demand (GPCD) 20 0 5 20 0 6 20 0 7 20 0 8 20 0 9 20 1 0 20 1 1 20 1 2 20 1 3 20 1 4 20 1 5 48 17 2. 0 3 8 ‐ ‐ ‐ 2. 0 3 8 4. 9 0 0 ‐ 58 . 4 % .0 1 3 Se e Ma p l e Gr o v e Me t e r MH Re c o r d s Se e Maple Gr o v e Meter MH Records 280 280 20 1 6 16 2 58 4. 6 0 4 ‐ ‐ ‐ 4. 6 0 4 12 . 6 7 4 ‐ 63 . 7 % .0 3 5 Se e Ma p l e Gr o v e Me t e r MH Re c o r d s Se e Maple Gr o v e Meter MH Records 214 214 Av g . 20 1 0 ‐ 20 1 5 3. 3 2 1 3. 3 2 1 8. 7 8 7 61 . 0 % .0 2 4 247 247 MG – Mi l l i o n Ga l l o n s MG D – Mi l l i o n Ga l l o n s pe r Da y GP C D – Ga l l o n s pe r Ca p i t a pe r Da y Se e Gl o s s a r y fo r de f i n i t i o n s . A li s t of Ac r o n y m s an d In i t i a l i s m s ca n be fo u n d af t e r th e Gl o s s a r y . 11 Complete Table 3 by listing the top 10 water users by volume, from largest to smallest. For each user, include information about the category of use (residential, commercial, industrial, institutional, or wholesale), the amount of water used in gallons per year, the percent of total water delivered, and the status of water conservation measures. Table 3. Large volume users Customer Use Category (Residential, Industrial, Commercial, Institutional, Wholesale) Amount Used (Gallons per Year) Percent of Total Annual Water Delivered Implementing Water Conservation Measures? (Yes/No/Unknown) 1. RESIDENTIAL 6507 CARRIAGE WAY 384,582 7.85% NO 2. RESIDENTIAL 6483 CARRIAGE WAY 135,487 2.77% NO 3. RESIDENTIAL 19323 PENNY ROYAL CT 133,870 2.73% NO 4. RESIDENTIAL 6480 CARRIAGE WAY 133,080 2.72% NO 5. RESIDENTIAL 6564 CARRIAGE WAY 129,210 2.64% NO 6. RESIDENTIAL 19327 SORREL CT 125,555 2.56% NO 7. HOA IRRIGATION 6504 CARRIAGE WAY 119,675 2.44% YES – IRRIGATION SUPPLIED FROM STORMWATER PONDS WITH BACKUP SUPPLY VIA CITY SYSTEM 8. RESIDENTIAL 6648 CARRIAGE WAY 118,801 2.42% NO 9. RESIDENTIAL 6636 CARRIAGE WAY 111,455 2.27% NO 10. RESIDENTIAL 6624 CARRIAGE WAY 101,788 2.08% NO B. Treatment and Storage Capacity Complete Table 4 with a description of where water is treated, the year treatment facilities were constructed, water treatment capacity, the treatment methods (i.e. chemical addition, reverse osmosis, coagulation, sedimentation, etc.) and treatment types used (i.e. fluoridation, softening, chlorination, Fe/MN removal, coagulation, etc.). Also describe the annual amount and method of disposal of treatment residuals. Add rows to the table as needed. 12 Table 4. Water treatment capacity and treatment processes Treatment Site ID (Plant Name or Well ID) Year Constructed Treatment Capacity (GPD) Treatment Method Treatment Type Annual Volume of Residuals Disposal Process for Residuals Do You Reclaim Filter Backwash Water? Insert Facility ID here Add rows as needed Total NA NA NA NA See the City of Maple Grove WSP as they are the water supplier for the City of Corcoran. Complete Table 5 with information about storage structures. Describe the type (i.e. elevated, ground, etc.), the storage capacity of each type of structure, the year each structure was constructed, and the primary material for each structure. Add rows to the table as needed. Table 5. Storage capacity, as of the end of the last calendar year Structure Name Type of Storage Structure Year Constructed Primary Material Storage Capacity (Gallons) Insert name of structure here Elevated storage Insert name of structure here Ground storage Add rows as needed Other ‐ Total NA NA NA See the City of Maple Grove WSP as they are the water supplier for the City of Corcoran. Treatment and storage capacity versus demand It is recommended that total storage equal or exceed the average daily demand. Discuss the difference between current storage and treatment capacity versus the water supplier’s projected average water demand over the next 10 years (see Table 7 for projected water demand): See the City of Maple Grove WSP as they are the water supplier for the City of Corcoran. The City of Corcoran is served wholesale concept via the City of Maple Grove. There is adequate capacity remaining as the agreement from Maple Grove to supply an average daily demand of 1.75 MDG with a maximum daily demand of 5.0 MGD. This is sufficient for the projected growth for the foreseeable future. 13 C. Water Sources Complete Table 6 by listing all types of water sources that supply water to the system, including groundwater, surface water, interconnections with other water suppliers, or others. Provide the name of each source (aquifer name, river or lake name, name of interconnecting water supplier) and the Minnesota unique well number or intake ID, as appropriate. Report the year the source was installed or established and the current capacity. Provide information about the depth of all wells. Describe the status of the source (active, inactive, emergency only, retail/wholesale interconnection) and if the source facilities have a dedicated emergency power source. Add rows to the table as needed for each installation. Include copies of well records and maintenance summary for each well that has occurred since your last approved plan in Appendix 1. Table 6. Water sources and status Resource Type (Groundwater, Surface water, Interconnection) Resource Name MN Unique Well # or Intake ID Year Installed Capacity (Gallons per Minute) Well Depth (Feet) Status of Normal and Emergency Operations (active, inactive, emergency only, retail/wholesale interconnection)) Does this Source have a Dedicated Emergency Power Source? (Yes or No) Connection City of Maple Grove See Maple Grove WSP 2012 See Maple Grove WSP See Maple Grove WSP Normal See Maple Grove WSP Connection City of Maple Grove See Maple Grove WSP 2014 See Maple Grove WSP See Maple Grove WSP Emergency See Maple Grove WSP Connection City of Medina See Medina WSP 2017 See Medina WSP See Medina WSP Emergency See Medina WSP Limits on Emergency Interconnections Discuss any limitations on the use of the water sources (e.g. not to be operated simultaneously, limitations due to blending, aquifer recovery issues etc.) and the use of interconnections, including capacity limits or timing constraints (i.e. only 200 gallons per minute are available from the City of Prior Lake, and it is estimated to take 6 hours to establish the emergency connection). If there are no limitations, list none. There are no current limitations on the use of emergency connections. It is estimated to take 1 hour to establish the emergency connection to the Cities of Maple Grove or Medina. D. Future Demand Projections – Key Metropolitan Council Benchmark Water Use Trends Use the data in Table 2 to describe trends in 1) population served; 2) total per capita water demand; 3) average daily demand; 4) maximum daily demand. Then explain the causes for upward or downward trends. For example, over the ten years has the average daily demand trended up or down? Why is this occurring? 14 The City of Corcoran has very limited data in terms of water usage with the first water connection installed in 2015. We expect that our future demands will increase as development occurs within the city. The agreement with the City of Maple Grove provides up to 1.75 MGD and a maximum day demand of 5.0 MGD. Use the water use trend information discussed above to complete Table 7 with projected annual demand for the next ten years. Communities in the seven‐county Twin Cities metropolitan area must also include projections for 2030 and 2040 as part of their local comprehensive planning. Projected demand should be consistent with trends evident in the historical data in Table 2, as discussed above. Projected demand should also reflect state demographer population projections and/or other planning projections. Table 7. Projected annual water demand Year Projected Total Population Projected Population Served Projected Total Per Capita Water Demand (GPCD) Projected Average Daily Demand (MGD) Projected Maximum Daily Demand (MGD) 2017 5675 162 193 .031 .081 2018 6020 507 174 .088 .229 2019 6365 852 157 .134 .348 2020 6700 1197 141 .169 .439 2021 6920 1417 127 .180 .468 2022 7140 1637 114 .187 .485 2023 7360 1857 103 .191 .497 2024 7580 2077 93 .193 .502 2025 7800 2297 84 .193 .502 2026 8020 2517 76 .191 .497 2030 8900 3400 76 .258 .672 2040 11300 5800 76 .441 1.146 GPCD – Gallons per Capita per Day MGD – Million Gallons per Day Projection Method Describe the method used to project water demand, including assumptions for population and business growth and how water conservation and efficiency programs affect projected water demand: The populations projections used for the future water demand were based on population forecasts published by the Metropolitan Council. To estimate the population growth between 2020 and 2030 a linear growth pattern was applied. It was assumed that every new resident to Corcoran will be added to the water supply area so the population served was increased incrementally with the added population. The residential projected per capita water usage was determined by looking at what the residential water use has been over the last year. The 2016 rate was 214 gpcpd which was or starting point. The city estimates that the residential per capita growth will reduce by 10% annually over the next 10 years and then slow down. 15 E. Resource Sustainability Monitoring – Key DNR Benchmark Complete Table 8 by inserting information about source water quality and quantity monitoring efforts. The list should include all production wells, observation wells, and source water intakes or reservoirs. Groundwater level data for DNR’s statewide network of observation wells are available online through the DNR’s Cooperative Groundwater Monitoring (CGM) webpage. See the City of Maple Grove WSP as they are the water supplier for the City of Corcoran. Table 8. Information about source water quality and quantity monitoring MN Unique Well # or Surface Water ID Type of monitoring point Monitoring program Frequency of monitoring Monitoring Method ☐ production well ☐ observation well ☐ source water intake ☐ source water reservoir ☐ routine MDH sampling ☐ routine water utility sampling ☐ other ☐ continuous ☐ hourly ☐ daily ☐ monthly ☐ quarterly ☐ annually ☐ SCADA ☐ grab sampling ☐ steel tape ☐ stream gauge ☐ production well ☐ observation well ☐ source water intake ☐ source water reservoir ☐ routine MDH sampling ☐ routine water utility sampling ☐ other ☐ continuous ☐ hourly ☐ daily ☐ monthly ☐ quarterly ☐ annually ☐ SCADA ☐ grab sampling ☐ steel tape ☐ stream gauge ☐ production well ☐ observation well ☐ source water intake ☐ source water reservoir ☐ routine MDH sampling ☐ routine water utility sampling ☐ other ☐ continuous ☐ hourly ☐ daily ☐ monthly ☐ quarterly ☐ annually ☐ SCADA ☐ grab sampling ☐ steel tape ☐ stream gauge Add rows to the table as needed ☐ production well ☐ observation well ☐ source water intake ☐ source water reservoir ☐ routine MDH sampling ☐ routine water utility sampling ☐ other ☐ continuous ☐ hourly ☐ daily ☐ monthly ☐ quarterly ☐ annually ☐ SCADA ☐ grab sampling ☐ steel tape ☐ stream gauge Water Level Data A water level monitoring plan that includes monitoring locations and a schedule for water level readings must be submitted as Appendix 2. If one does not already exist, it needs to be prepared and submitted with the WSP. Ideally, all production and observation wells are monitored at least monthly. 16 Complete Table 9 to summarize water level data for each well being monitored. Provide the name of the aquifer and a brief description of how much water levels vary over the season (the difference between the highest and lowest water levels measured during the year) and the long‐term trends for each well. If water levels are not measured and recorded on a routine basis, then provide the static water level when each well was constructed and the most recent water level measured during the same season the well was constructed. Also include all water level data taken during any well and pump maintenance. Add rows to the table as needed. Groundwater hydrographs illustrate the historical record of aquifer water levels measured within a well and can indicate water level trends over time. For each well in your system, provide a hydrograph for the life of the well, or for as many years as water levels have been measured. Include the hydrographs in Appendix 3. An example of a hydrograph can be found on the DNR’s Groundwater Hydrograph webpage. Hydrographs for DNR Observation wells can be found in the CGM discussed above. Table 9. Water level data Unique Well Number or Well ID Aquifer Name Seasonal Variation (Feet) Long‐term Trend in water level data Water level measured during well/pumping maintenance ☐ Falling ☐ Stable ☐ Rising MM/DD/YY:____ MM/DD/YY:____ MM/DD/YY:____ ☐ Falling ☐ Stable ☐ Rising MM/DD/YY:____ MM/DD/YY:____ MM/DD/YY:____ ☐ Falling ☐ Stable ☐ Rising MM/DD/YY:____ MM/DD/YY:____ MM/DD/YY:____ ☐ Falling ☐ Stable ☐ Rising MM/DD/YY:____ MM/DD/YY:____ MM/DD/YY:____ Potential Water Supply Issues & Natural Resource Impacts – Key DNR & Metropolitan Council Benchmark Complete Table 10 by listing the types of natural resources that are or could potentially be impacted by permitted water withdrawals in the future. You do not need to identify every single water resource in your entire community. The goal is to help you triage the most important water resources and/or the water resources that may be impacted by your water supply system – perhaps during a drought or when the population has grown significantly in ten years. This is emerging science, so do the best you can with available data. For identified resources, provide the name of specific resources that may be impacted. Identify what the greatest risks to the resource are and how the risks are being assessed. Identify any resource protection thresholds – formal or informal – that have been established to identify when actions should be taken to mitigate impacts. Provide information about the potential mitigation actions that may be taken, if a resource protection threshold is crossed. Add additional rows to the table as needed. See the glossary at the end of the template for definitions. 17 Some of this baseline data should have been in your earlier water supply plans or county comprehensive water plans. When filling out this table, think of what are the water supply risks, identify the resources, determine the threshold and then determine what your community will do to mitigate the impacts. Your DNR area hydrologist is available to assist with this table. For communities in the seven‐county Twin Cities metropolitan area, the Master Water Supply Plan Appendix 1 (Water Supply Profiles), provides information about potential water supply issues and natural resource impacts for your community. Steps for completing Table 10 1. Identify the potential for natural resource impacts/issues within the community First, review available information to identify resources that may be impacted by the operation of your water supply system (such as pumping). Potential Sources of Information: County Geologic Atlas Local studies Metropolitan Council System Statement (for metro communities) Metropolitan Council Master Water Supply Plan (for metro communities) ACTION: Check the resource type(s) that may be impacted in the column “Resource Type” 2. Identify where your water supply system is most likely to impact those resources (and vice versa). Potential Sources of Information: Drinking Water Supply Management Areas Geologic Atlas ‐ Sensitivity If no WHPA or other information exists, consider rivers, lakes, wetlands and significant within 1.5 miles of wells; and calcareous fens and trout streams within 5 miles of wells ACTION: Focus the rest of your work in these areas. 3. Within focus areas, identify specific features of value to the community You know your community best. What resources are important to pay attention to? It may be useful to check in with your community’s planning and zoning staff and others. Potential Sources of Information: Park plans Local studies Natural resource inventories Tourist attractions/recreational areas/valued community resource ACTION: Identify specific features that the community prioritizes in the “Resource Name” column (for example: North Lake, Long River, Brook Trout Stream, or Green Fen). If, based on a review of available information, no features are likely to be at risk, note “None”. 18 4. Identify what impact(s) the resource is at risk for Potential Sources of Information: Wellhead Protection Plan Water Appropriation Permit County Geologic Atlas MDH or PCA reports of the area Metropolitan Council System Statement (for metro communities) Metropolitan Council Master Water Supply Plan (for metro communities) ACTION: Check the risk type in the column “Risk”. If, based on a review of available information, no risk is identified, note “None anticipated”. 5. Describe how the risk was assessed Potential Sources of Information: Local studies Monitoring data (community, WMO, DNR, etc.) Aquifer testing County Geologic Atlas or other hydrogeologic studies Regional or state studies, such as DNR’s report ‘Definitions and Thresholds for Negative Impacts to Surface Waters’ Well boring logs ACTION: Identify the method(s) used to identify the risk to the resource in the “Risk Assessed Through” column 6. Describe protection threshold/goals What is the goal, if any, for protecting these resources? For example, is there a lower limit on acceptable flow in a river or stream? Water quality outside of an accepted range? A lower limit on acceptable aquifer level decline at one or more monitoring wells? Withdrawals that exceed some percent of the total amount available from a source? Or a lower limit on acceptable changes to a protected habitat? Potential Sources of Information: County Comprehensive Water Plans Watershed Plans or One Watershed/One Plan Groundwater or Aquifer Plans Metropolitan Master Plans DNR Thresholds study Community parks, open space, and natural resource plans ACTION: Describe resource protection goals in the “Describe Resource Protection Threshold” column or reference an existing plan/document/webpage 7. If a goal/threshold should trigger action, describe the plan that will be implemented. Identify specific action, mitigation measures or management plan that the water supplier will implement, or refer to a partner’s plan that includes actions to be taken. 19 Potential Sources of Information: County Comprehensive Water Plans Watershed Plans or One Watershed/One Plan Groundwater or Aquifer Plans Metropolitan Master Plans Studies such as DNR Thresholds study ACTION: Describe the mitigation measure or management plan in the “Mitigation Measure or Management Plan” column. 8. Describe work to evaluate these risks going forward. For example, what is the plan to regularly check in to stay current on plans or new data? Identify specific action that the water supplier will take to identify the creation of or change to goals/thresholds, or refer to a partner’s plan that includes actions to be taken. Potential Sources of Information: County Comprehensive Water Plans Watershed Plans or One Watershed/One Plan Groundwater or Aquifer Plans Metropolitan Master Plans Studies such as DNR Thresholds study ACTION: Describe what will be done to evaluate risks going forward, including any changes to goals or protection thresholds in the “Describe how Changes to Goals are monitored” column. 20 Table 10. Natural resource impacts (*List specific resources in Appendix 12) Resource Type Resource Name Risk Risk Assessed Through * Describe Resource Protection Threshold or Goal * Mitigation Measures or Management Plan Describe How Thresholds or Goals are Monitored ☐ River or stream ☐ None anticipated ☐ Flow/water level decline ☐ Degrading water quality trends ☐ Impacts on endangered, threatened, or special concern species habitat ☐ Other: ___________ ☐ Geologic atlas or other mapping ☐ Modeling ☐ Modeling ☐ Monitoring ☐ Aquifer testing ☐WRAPS or other watershed report ☐Proximity (<1.5 miles) ☐ Other: ___________ ☐ Not applicable ☐ Additional data is needed to establish ☐ See report: ___________ ☐ No data available ☐ Other: ___________ ☐Not applicable ☐ Change groundwater pumping ☐ Increase conservation ☐ Other: ___________ ☐Not applicable ☐ Newly collected data will be analyzed ☐ Regular check‐in with these partners: ___________ _ ☐ Other: ___________ ☐ Calcareous fen ☐ None anticipated ☐ Flow/water level decline ☐ Degrading water quality trends ☐ Impacts on endangered, threatened, or special concern species habitat ☐ Other: ___________ ☐ Geologic atlas or other mapping ☐ Modeling ☐ Modeling ☐ Monitoring ☐ Aquifer testing ☐WRAPS or other watershed Report ☐Proximity (<5 miles) ☐ Other: _________ ☐ Other: ___ ☐ Not applicable ☐ Additional data is needed to establish ☐ See report: ___________ ☐ Other: ___________ ☐Not applicable ☐ Change groundwater pumping ☐ Increase conservation ☐ Other: ___________ ☐Not applicable ☐ Newly collected data will be analyzed ☐ Regular check‐in with these partners: ___________ ☐ Other: ___________ 21 Resource Type Resource Name Risk Risk Assessed Through * Describe Resource Protection Threshold or Goal * Mitigation Measures or Management Plan Describe How Thresholds or Goals are Monitored ☐ Lake ☐ None anticipated ☐ Flow/water level decline ☐ Degrading water quality trends ☐ Impacts on endangered, threatened, or special concern species habitat ☐ Other: ___________ ☐ Geologic atlas or other mapping ☐ Modeling ☐ Modeling ☐ Monitoring ☐ Aquifer testing ☐WRAPS or other watershed report ☐Proximity (<1.5 miles) ☐ Other: _________ ☐ Other: ___ ☐ Not applicable ☐ Additional data is needed to establish ☐ See report: ___________ ☐ Other: ___________ ☐Not applicable ☐ Change groundwater pumping ☐ Increase conservation ☐ Other: ___________ ☐Not applicable ☐ Newly collected data will be analyzed ☐ Regular check‐in with these partners: ___________ ☐ Other: ___________ ☐ Wetland ☐ None anticipated ☐ Flow/water level decline ☐ Degrading water quality trends ☐ Impacts on endangered, threatened, or special concern species habitat ☐ Other: ___________ ☐ Geologic atlas or other mapping ☐ Modeling ☐ Modeling ☐ Monitoring ☐ Aquifer testing ☐WRAPS or other watershed report ☐Proximity (<1.5 miles) ☐ Other: _________ ☐ Not applicable ☐ Additional data is needed to establish ☐ See report: ___________ ☐ Other: ___________ ☐Not applicable ☐ Change groundwater pumping ☐ Increase conservation ☐ Other: ___________ ☐Not applicable ☐ Newly collected data will be analyzed ☐ Regular check‐in with these partners: ___________ _ ☐ Other: ___________ 22 Resource Type Resource Name Risk Risk Assessed Through * Describe Resource Protection Threshold or Goal * Mitigation Measures or Management Plan Describe How Thresholds or Goals are Monitored ☐ Trout stream ☐ None anticipated ☐ Flow/water level decline ☐ Degrading water quality trends ☐ Impacts on endangered, threatened, or special concern species habitat ☐ Other: ___________ ☐ Geologic atlas or other mapping ☐ Modeling ☐ Monitoring ☐ Aquifer testing ☐WRAPS or other watershed report ☐Proximity (< 5 miles) ☐ Other: ___________ ☐ Not applicable ☐ Additional data is needed to establish ☐ See report: ___________ ☐ Other: ___________ ☐Not applicable ☐ Change groundwater pumping ☐ Increase conservation ☐ Other: ___________ ☐Not applicable ☐ Newly collected data will be analyzed ☐ Regular check‐in with these partners: ___________ ☐ Other: ___________ ☐ Aquifer ☐ None anticipated ☐ Flow/water level decline ☐ Degrading water quality trends ☐ Impacts on endangered, threatened, or special concern species habitat ☐ Other: ___________ ☐ Geologic atlas or other mapping ☐ Modeling ☐ Monitoring ☐ Aquifer testing ☐Proximity (obwell < 5 miles) ☐ Other: ___________ ☐ Not applicable ☐ Additional data is needed to establish ☐ See report: ___________ ☐ Other: ___________ ☐Not applicable ☐ Change groundwater pumping ☐ Increase conservation ☐ Other: ___________ ☐Not applicable ☐ Newly collected data will be analyzed ☐ Regular check‐in with these partners: ___________ ☐ Other: ___________ Wellhead Protection (WHP) and Source Water Protection (SWP) Plans Complete Table 11 to provide status information about WHP and SWP plans. The emergency procedures in this plan are intended to comply with the contingency plan provisions required in the Minnesota Department of Health’s (MDH) Wellhead Protection (WHP) Plan and Surface Water Protection (SWP) Plan. 23 Table 11. Status of Wellhead Protection and Source Water Protection Plans Plan Type Status Date Adopted Date for Update WHP ☐ In Process ☐ Completed ☐ Not Applicable SWP ☐ In Process ☐ Completed ☐ Not Applicable WHP – Wellhead Protection Plan SWP – Source Water Protection Plan See the City of Maple Grove WSP as they are the water supplier for the City of Corcoran. F. Capital Improvement Plan (CIP) Please note that any wells that received approval under a ten‐year permit, but that were not built, are now expired and must submit a water appropriations permit. Adequacy of Water Supply System Complete Table 12 with information about the adequacy of wells and/or intakes, storage facilities, treatment facilities, and distribution systems to sustain current and projected demands. List planned capital improvements for any system components, in chronological order. Communities in the seven‐ county Twin Cities metropolitan area should also include information about plans through 2040. The assessment can be the general status by category; it is not necessary to identify every single well, storage facility, treatment facility, lift station, and mile of pipe. Please attach your latest Capital Improvement Plan as Appendix 4. Table 12. Adequacy of Water Supply System System Component Planned action Anticipated Construction Year Notes Wells/Intakes ☒ No action planned ‐ adequate ☐ Repair/replacement ☐ Expansion/addition Water Storage Facilities ☐ No action planned ‐ adequate ☐ Repair/replacement ☒ Expansion/addition 2030 SE Water Tower dependent on future growth Water Treatment Facilities ☒ No action planned ‐ adequate ☐ Repair/replacement ☐ Expansion/addition 24 System Component Planned action Anticipated Construction Year Notes Distribution Systems (Pipes, valves, etc.) ☐ No action planned ‐ adequate ☐ Repair/replacement ☒ Expansion/addition 2018 Construction of trunk watermain to loop the distribution system in SE Corcoran. Future expansion expected to be driven by development. Pressure Zones ☒ No action planned ‐ adequate ☐ Repair/replacement ☐ Expansion/addition Other: ☐ No action planned ‐ adequate ☐ Repair/replacement ☐ Expansion/addition Proposed Future Water Sources Complete Table 13 to identify new water source installation planned over the next ten years. Add rows to the table as needed. Table 13. Proposed future installations/sources Source Installation Location (approximate) Resource Name Proposed Pumping Capacity (gpm) Planned Installation Year Planned Partnerships Connection Northeast City of Maple Grove TBD 2018 N/A Water Source Alternatives ‐ Key Metropolitan Council Benchmark Do you anticipate the need for alternative water sources in the next 10 years? Yes ☐ No ☒ For metro communities, will you need alternative water sources by the year 2040? Yes ☐ No ☒ If you answered yes for either question, then complete table 14. If no, insert NA. Complete Table 14 by checking the box next to alternative approaches that your community is considering, including approximate locations (if known), the estimated amount of future demand that could be met through the approach, the estimated timeframe to implement the approach, potential partnerships, and the major benefits and challenges of the approach. Add rows to the table as needed. For communities in the seven‐county Twin Cities metropolitan area, these alternatives should include approaches the community is considering to meet projected 2040 water demand. 25 Table 14. Alternative water sources Alternative Source Considered Source and/or Installation Location (approximate) Estimated Amount of Future Demand (%) Timeframe to Implement (YYYY) Potential Partners Benefits Challenges ☐ Groundwater ☐ Surface Water ☐ Reclaimed stormwater ☐ Reclaimed wastewater ☐ Interconnection to another supplier PART 2. EMERGENCY PREPAREDNESS PROCEDURES The emergency preparedness procedures outlined in this plan are intended to comply with the contingency plan provisions required by MDH in the WHP and SWP. Water emergencies can occur as a result of vandalism, sabotage, accidental contamination, mechanical problems, power failings, drought, flooding, and other natural disasters. The purpose of emergency planning is to develop emergency response procedures and to identify actions needed to improve emergency preparedness. In the case of a municipality, these procedures should be in support of, and part of, an all‐hazard emergency operations plan. Municipalities that already have written procedures dealing with water emergencies should review the following information and update existing procedures to address these water supply protection measures. A. Emergency Response Plan Section 1433(b) of the Safe Drinking Water Act, (Public Law 107‐188, Title IV‐ Drinking Water Security and Safety) requires community water suppliers serving over 3,300 people to prepare an Emergency Response Plan. MDH recommends that Emergency Response Plans are updated annually. Do you have an Emergency Response Plan? Yes ☐ No ☒ Have you updated the Emergency Response Plan in the last year? Yes ☐ No ☒ When did you last update your Emergency Response Plan? Under the threshold requirements of 3,300 people served. Complete Table 15 by inserting the noted information regarding your completed Emergency Response Plan. Table 15. Emergency Response Plan contact information Emergency Response Plan Role Contact Person Contact Phone Number Contact Email Emergency Response Lead KEVIN MATTSON 612‐710‐0705 KMATTSON@CI.CORCORAN.MN.US Alternate Emergency Response Lead PAT MEISTER 763‐400‐7037 PMEISTER@CI.CORCORAN.MN.US 26 B. Operational Contingency Plan All utilities should have a written operational contingency plan that describes measures to be taken for water supply mainline breaks and other common system failures as well as routine maintenance. Do you have a written operational contingency plan? Yes ☐ No ☒ At a minimum, a water supplier should prepare and maintain an emergency contact list of contractors and suppliers. Emergency contact list included in Appendix 5. C. Emergency Response Procedures Water suppliers must meet the requirements of MN Rules 4720.5280. Accordingly, the Minnesota Department of Natural Resources (DNR) requires public water suppliers serving more than 1,000 people to submit Emergency and Conservation Plans. Water emergency and conservation plans that have been approved by the DNR, under provisions of Minnesota Statute 186 and Minnesota Rules, part 6115.0770, will be considered equivalent to an approved WHP contingency plan. Emergency Telephone List Prepare and attach a list of emergency contacts, including the MN Duty Officer (1‐800‐422‐0798), as Appendix 5. An Emergency Contact List template is available at the MnDNR Water Supply Plans webpage. The list should include key utility and community personnel, contacts in adjacent water suppliers, and appropriate local, state and federal emergency contacts. Please be sure to verify and update the contacts on the emergency telephone list and date it. Thereafter, update on a regular basis (once a year is recommended). In the case of a municipality, this information should be contained in a notification and warning standard operating procedure maintained by the Emergency Manager for that community. Responsibilities and services for each contact should be defined. Current Water Sources and Service Area Quick access to concise and detailed information on water sources, water treatment, and the distribution system may be needed in an emergency. System operation and maintenance records should be maintained in secured central and back‐up locations so that the records are accessible for emergency purposes. A detailed map of the system showing the treatment plants, water sources, storage facilities, supply lines, interconnections, and other information that would be useful in an emergency should also be readily available. It is critical that public water supplier representatives and emergency response personnel communicate about the response procedures and be able to easily obtain this kind of information both in electronic and hard copy formats (in case of a power outage). Do records and maps exist? Yes ☒ No ☐ Can staff access records and maps from a central secured location in the event of an emergency? Yes ☒ No ☐ 27 Does the appropriate staff know where the materials are located? Yes ☒ No ☐ Procedure for Augmenting Water Supplies Complete Tables 16 – 17 by listing all available sources of water that can be used to augment or replace existing sources in an emergency. Add rows to the tables as needed. In the case of a municipality, this information should be contained in a notification and warning standard operating procedure maintained by the warning point for that community. Municipalities are encouraged to execute cooperative agreements for potential emergency water services and copies should be included in Appendix 6. Outstate Communities may consider using nearby high capacity wells (industry, golf course) as emergency water sources. WSP should include information on any physical or chemical problems that may limit interconnections to other sources of water. Approvals from the MDH are required for interconnections or the reuse of water. Table 16. Interconnections with other water supply systems to supply water in an emergency Other Water Supply System Owner Capacity (GPM & MGD) Note Any Limitations On Use List of services, equipment, supplies available to respond City of Medina N/A UNDER REVIEW NO FORMAL AGREEMENT IN PLACE GPM – Gallons per minute MGD – million gallons per day Table 17. Utilizing surface water as an alternative source Surface Water Source Name Capacity (GPM) Capacity (MGD) Treatment Needs Note Any Limitations On Use N/A If not covered above, describe additional emergency measures for providing water (obtaining bottled water, or steps to obtain National Guard services, etc.) The city would coordinate with local agencies to assist in providing temporary potable water to residents until a permanent source can be established. Allocation and Demand Reduction Procedures Complete Table 18 by adding information about how decisions will be made to allocate water and reduce demand during an emergency. Provide information for each customer category, including its priority ranking, average day demand, and demand reduction potential for each customer category. Modify the customer categories as needed, and add additional lines if necessary. 28 Water use categories should be prioritized in a way that is consistent with Minnesota Statutes 103G.261 (#1 is highest priority) as follows: 1. Water use for human needs such as cooking, cleaning, drinking, washing and waste disposal; use for on‐farm livestock watering; and use for power production that meets contingency requirements. 2. Water use involving consumption of less than 10,000 gallons per day (usually from private wells or surface water intakes) 3. Water use for agricultural irrigation and processing of agricultural products involving consumption of more than 10,000 gallons per day (usually from private high‐capacity wells or surface water intakes) 4. Water use for power production above the use provided for in the contingency plan. 5. All other water use involving consumption of more than 10,000 gallons per day. 6. Nonessential uses – car washes, golf courses, etc. Water used for human needs at hospitals, nursing homes and similar types of facilities should be designated as a high priority to be maintained in an emergency. Lower priority uses will need to address water used for human needs at other types of facilities such as hotels, office buildings, and manufacturing plants. The volume of water and other types of water uses at these facilities must be carefully considered. After reviewing the data, common sense should dictate local allocation priorities to protect domestic requirements over certain types of economic needs. Water use for lawn sprinkling, vehicle washing, golf courses, and recreation are legislatively considered non‐essential. Table 18. Water use priorities Customer Category Allocation Priority Average Daily Demand (GDP) Short‐Term Emergency Demand Reduction Potential (GPD) Residential 1 214 171 Institutional NA NA NA Commercial 3 NA NA Industrial 3 NA NA Irrigation 6 NA NA Wholesale 6 NA NA Non‐Essential 6 NA NA TOTAL NA NA NA GPD – Gallons per Day Tip: Calculating Emergency Demand Reduction Potential The emergency demand reduction potential for all uses will typically equal the difference between maximum use (summer demand) and base use (winter demand). In extreme emergency situations, lower priority water uses must be restricted or eliminated to protect priority domestic water requirements. Emergency demand reduction potential should be based on average day demands for customer categories within each priority class. Use the tables in Part 3 on water conservation to help you determine strategies. 29 Complete Table 19 by selecting the triggers and actions during water supply disruption conditions. Table 19. Emergency demand reduction conditions, triggers and actions (Select all that may apply and describe) Emergency Triggers Short‐term Actions Long‐term Actions ☒ Contamination ☒ Loss of production ☒ Infrastructure failure ☐ Executive order by Governor ☐ Other: _____________ ☒ Supply augmentation through City of Medina ☒ Adopt (if not already) and enforce a critical water deficiency ordinance to penalize lawn watering, vehicle washing, golf course and park irrigation & other nonessential uses. ☐ Water allocation through____ ☒ Meet with large water users to discuss their contingency plan. ☒ Supply augmentation through City of Medina ☒ Adopt (if not already) and enforce a critical water deficiency ordinance to penalize lawn watering, vehicle washing, golf course and park irrigation & other nonessential uses. ☐ Water allocation through____ ☒ Meet with large water users to discuss their contingency plan. Notification Procedures Complete Table 20 by selecting trigger for informing customers regarding conservation requests, water use restrictions, and suspensions; notification frequencies; and partners that may assist in the notification process. Add rows to the table as needed. Table 20. Plan to inform customers regarding conservation requests, water use restrictions, and suspensions Notification Trigger(s) Methods (select all that apply) Update Frequency Partners ☒ Short‐term demand reduction declared (< 1 year) ☒ Website ☐ Email list serve ☒ Social media (e.g. Twitter, Facebook) ☒ Direct customer mailing, ☒ Press release (TV, radio, newspaper), ☒ Meeting with large water users (> 10% of total city use) ☒ Other: Post on City Notice Board ☐ Daily ☐ Weekly ☒ Monthly ☐ Annually ☒ Long‐term Ongoing demand reduction declared ☒ Website ☐ Email list serve ☒ Social media (e.g. Twitter, Facebook) ☒ Direct customer mailing, ☒ Press release (TV, radio, newspaper), ☒ Meeting with large water users (> 10% of total city use) ☒ Other: Post on City Notice Board ☐ Daily ☐ Weekly ☒ Monthly ☐ Annually 30 Notification Trigger(s) Methods (select all that apply) Update Frequency Partners ☒ Governor’s critical water deficiency declared ☒ Website ☐ Email list serve ☒ Social media (e.g. Twitter, Facebook) ☒ Direct customer mailing, ☒ Press release (TV, radio, newspaper), ☒ Meeting with large water users (> 10% of total city use) ☒ Other: Post on City Notice Board ☐ Daily ☐ Weekly ☒ Monthly ☐ Annually Enforcement Prior to a water emergency, municipal water suppliers must adopt regulations that restrict water use and outline the enforcement response plan. The enforcement response plan must outline how conditions will be monitored to know when enforcement actions are triggered, what enforcement tools will be used, who will be responsible for enforcement, and what timelines for corrective actions will be expected. Affected operations, communications, and enforcement staff must then be trained to rapidly implement those provisions during emergency conditions. Important Note: Disregard of critical water deficiency orders, even though total appropriation remains less than permitted, is adequate grounds for immediate modification of a public water supply authority’s water use permit (2013 MN Statutes 103G.291) Does the city have a critical water deficiency restriction/official control in place that includes provisions to restrict water use and enforce the restrictions? (This restriction may be an ordinance, rule, regulation, policy under a council directive, or other official control) Yes ☒ No ☐ If yes, attach the official control document to this WSP as Appendix 7. If no, the municipality must adopt such an official control within 6 months of submitting this WSP and submit it to the DNR as an amendment to this WSP. Irrespective of whether a critical water deficiency control is in place, does the public water supply utility, city manager, mayor, or emergency manager have standing authority to implement water restrictions? Yes ☒ No ☐ If yes, cite the regulatory authority reference: Per city ordinance the Mayor, Engineer, Public Works Superintendent, and Administrator. 31 If no, who has authority to implement water use restrictions in an emergency? PART 3. WATER CONSERVATION PLAN Minnesotans have historically benefited from the state’s abundant water supplies, reducing the need for conservation. There are however, limits to the available supplies of water and increasing threats to the quality of our drinking water. Causes of water supply limitation may include: population increases, economic trends, uneven statewide availability of groundwater, climatic changes, and degraded water quality. Examples of threats to drinking water quality include: the presence of contaminant plumes from past land use activities, exceedances of water quality standards from natural and human sources, contaminants of emerging concern, and increasing pollutant trends from nonpoint sources. There are many incentives for conserving water; conservation: reduces the potential for pumping‐induced transfer of contaminants into the deeper aquifers, which can add treatment costs reduces the need for capital projects to expand system capacity reduces the likelihood of water use conflicts, like well interference, aquatic habitat loss, and declining lake levels conserves energy, because less energy is needed to extract, treat and distribute water (and less energy production also conserves water since water is used to produce energy) maintains water supplies that can then be available during times of drought It is therefore imperative that water suppliers implement water conservation plans. The first step in water conservation is identifying opportunities for behavioral or engineering changes that could be made to reduce water use by conducting a thorough analysis of: Water use by customer Extraction, treatment, distribution and irrigation system efficiencies Industrial processing system efficiencies Regulatory and barriers to conservation Cultural barriers to conservation Water reuse opportunities Once accurate data is compiled, water suppliers can set achievable goals for reducing water use. A successful water conservation plan follows a logical sequence of events. The plan should address both conservation on the supply side (leak detection and repairs, metering), as well as on the demand side (reductions in usage). Implementation should be conducted in phases, starting with the most obvious and lowest‐cost options. In some cases, one of the early steps will be reviewing regulatory constraints to water conservation, such as lawn irrigation requirements. Outside funding and grants may be available Priority 1: Significant water reduction; low cost Priority 2: Slight water reduction, low costs (low hanging fruit) Priority 2: Significant water reduction; significant costs Priority 3: Slight water reduction, significant costs (do only if necessary) 32 for implementation of projects. Engage water system operators and maintenance staff and customers in brainstorming opportunities to reduce water use. Ask the question: “How can I help save water?” Progress since 2006 Is this your community’s first Water Supply Plan? Yes ☒ No ☐ If yes, describe conservation practices that you are already implementing, such as: pricing, system improvements, education, regulation, appliance retrofitting, enforcement, etc. The city ordinance mandates for the purposes of water conservation that the city implement a tiered rate structure policy. The rates are re‐evaluated annually and adjusted as necessary. Seek opportunities to negotiate the use of rain sensors for irrigation systems within new developments. The City is prepared to enforce the city ordinance of water use restrictions. If no, complete Table 21 to summarize conservation actions taken since the adoption of the 2006 water supply plan. Table 21. Implementation of previous ten‐year Conservation Plan 2006 Plan Commitments Action Taken? Change water rates structure to provide conservation pricing ☐ Yes ☐ No Water supply system improvements (e.g. leak repairs, valve replacements, etc.) ☐ Yes ☐ No Educational efforts ☐ Yes ☐ No New water conservation ordinances ☐ Yes ☐ No Rebate or retrofitting Program (e.g. for toilet, faucets, appliances, showerheads, dish washers, washing machines, irrigation systems, rain barrels, water softeners, etc. ☐ Yes ☐ No Enforcement ☐ Yes ☐ No Describe other ☐ Yes ☐ No What are the results you have seen from the actions in Table 21 and how were results measured? 33 A. Triggers for Allocation and Demand Reduction Actions Complete table 22 by checking each trigger below, as appropriate, and the actions to be taken at various levels or stages of severity. Add in additional rows to the table as needed. Table 22. Short and long‐term demand reduction conditions, triggers and actions Objective Triggers Actions Protect surface water flows ☐ Low stream flow conditions ☐ Reports of declining wetland and lake levels ☐ Other: ______________ ☐ Increase promotion of conservation measures ☐ Other: ____________ Short‐term demand reduction (less than 1 year ☐ Extremely high seasonal water demand (more than double winter demand) ☒ Loss of treatment capacity ☒ Lack of water in storage ☒ State drought plan ☐ Well interference ☐ Other: ___________________ ☒ Adopt (if not already) and enforce the critical water deficiency ordinance to restrict or prohibit lawn watering, vehicle washing, golf course and park irrigation & other nonessential uses. ☒ Supply augmentation through various interconnects the city has dependent on location of required demand reduction. ☐ Water allocation through____ ☒ Meet with large water users to discuss user’s contingency plan. Long‐term demand reduction (>1 year) ☒ Per capita demand increasing ☒ Total demand increase (higher population or more industry). ☐ Other: _____________ ☐ Develop a critical water deficiency ordinance that is or can be quickly adopted to penalize lawn watering, vehicle washing, golf course and park irrigation & other nonessential uses. ☒ Enact a water waste ordinance that targets overwatering (causing water to flow off the landscape into streets, parking lots, or similar), watering impervious surfaces (streets, driveways or other hardscape areas), and negligence of known leaks, breaks, or malfunctions. ☒ Meet with large water users to discuss user’s contingency plan. ☒ Enhanced monitoring and reporting: audits, meters, billing, etc. Governor’s “Critical Water Deficiency Order” declared ☒ If enacted. ☒ Enforce by city ordinance B. Conservation Objectives and Strategies – Key benchmark for DNR This section establishes water conservation objectives and strategies for eight major areas of water use. Objective 1: Reduce Unaccounted (Non‐Revenue) Water loss to Less than 10% The Minnesota Rural Water Association, the Metropolitan Council and the Department of Natural Resources recommend that all water uses be metered. Metering can help identify high use locations and times, along with leaks within buildings that have multiple meters. 34 It is difficult to quantify specific unmetered water use such as that associated with firefighting and system flushing or system leaks. Typically, water suppliers subtract metered water use from total water pumped to calculate unaccounted or non‐revenue water loss. Is your five‐year average (2005‐2014) unaccounted Water Use in Table 2 higher than 10%? Yes ☒ No ☐ What is your leak detection monitoring schedule? (e.g. Monitor 1/3rd of the city lines per year) The 2‐year average water volume loss was 61.0%. The results are likely skewed from the significant infrastructure improvements that have occurred since 2015 because of above normal unmetered flushing and construction related testing requirements. The City will monitor the system and staff expects that the percentage will decrease as the system begins to operate under “normal” conditions. Water Audits ‐ are designed to help quantify and track water losses associated with water distribution systems and identify areas for improved efficiency and cost recovery. The American Water Works Association (AWWA) has a recommended water audit methodology which is presented in AWWA’s M36 Manual of Water Supply Practices: Water Audits and Loss Control Programs. AWWA also provides a free spreadsheet‐based water audit tool that water suppliers can use to conduct their own water audits. This free water audit tool can be found on AWWA’s Water Loss Control webpage. Another resource for water audit and water loss control information is Minnesota Rural Water Association. What is the date of your most recent water audit? ___N/A____ Frequency of water audits: ☐ yearly ☒ other (specify frequency) __As Needed______ Leak detection and survey: ☐ every year ☐ every other year ☒ periodic as needed Year last leak detection survey completed: N/A – None have been completed as infrastructure is less than 5 years old. Tests will be performed as needed. If Table 2 shows annual water losses over 10% or an increasing trend over time, describe what actions will be taken to reach the <10% loss objective and within what timeframe The City plans to monitor the discrepancy between water delivered and purchased from Maple Grove and adjust the action plan based on future information. It is anticipated that this percentage decreases after most of the construction is completed. The infrastructure has undergone industry standard testing requirements for leakage prior to acceptance. Metering ‐AWWA recommends that every water supplier install meters to account for all water taken into its system, along with all water distributed from its system at each customer’s point of service. An effective metering program relies upon periodic performance testing, repair, maintenance or replacement of all meters. Drinking Water Revolving Loan Funds are available for purchase of new meters when new plants are built. AWWA also recommends that water suppliers conduct regular water 35 audits to account for unmetered unbilled consumption, metered unbilled consumption and source water and customer metering inaccuracies. Some cities install separate meters for interior and exterior water use, but some research suggests that this may not result in water conservation. Complete Table 23 by adding the requested information regarding the number, types, testing and maintenance of customer meters. Table 23. Information about customer meters Customer Category Number of Customers Number of Metered Connections Number of Automated Meter Readers Meter testing intervals (years) Average age/meter replacement schedule (years Residential 58 58 58 15 2 / 15+ Irrigation meters ___ / ___ Institutional ___ / ___ Commercial ___ / ___ Industrial ___ / ___ Public facilities ___ / ___ Other ___ / ___ TOTALS 58 58 58 NA NA For unmetered systems, describe any plans to install meters or replace current meters with advanced technology meters. Provide an estimate of the cost to implement the plan and the projected water savings from implementing the plan. N/A Table 24. Water source meters Number of Meters Meter testing schedule (years) Number of Automated Meter Readers Average age/meter replacement schedule (years Water source (wells/intakes) ___ / ___ Treatment plant ___ / ___ See the City of Maple Grove WSP as they are the water supplier for the City of Corcoran. Objective 2: Achieve Less than 75 Residential Gallons per Capita Demand (GPCD) The 2002 average residential per capita demand in the Twin Cities Metropolitan area was 75 gallons per capita per day. Is your average 2010‐2015 residential per capita water demand in Table 2 more than 75? Yes ☒ No ☐ What was your 2010 – 2015 five‐year average residential per capita water demand? 247 g/person/day Describe the water use trend over that timeframe: 36 The residential water use is high in Corcoran with a 2‐Year average of 247 g/person/day, however, staff anticipates that indicator will decrease as the water distribution system underwent a rapid construction expansion likely accounting for a significant portion of the unmetered water usage loss. The difference between 2015 and 2016 has decreased from 280 gpcpd to 214 gpcpd or 23.6%. The City is facing on‐going development and market pressures and we anticipate continued growth of water users over the next 10 years. Many new homes will be constructed with sod and residential irrigation systems and City staff has noticed overwatering issues. The City recognizes that education on this topic will be key to effective management of water supply moving forward. Complete Table 25 by checking which strategies you will use to continue reducing residential per capita demand and project a likely timeframe for completing each checked strategy (Select all that apply and add rows for additional strategies): Table 25. Strategies and timeframe to reduce residential per capita demand Strategy to reduce residential per capita demand Timeframe for completing work ☐ Revise city ordinances/codes to encourage or require water efficient landscaping. ☒ Revise city ordinance/codes to permit water reuse options, especially for non‐potable purposes like irrigation, groundwater recharge, and industrial use. Check with plumbing authority to see if internal buildings reuse is permitted 5 years ☐ Revise ordinances to limit irrigation. Describe the restricted irrigation plan: ☐ Revise outdoor irrigation installations codes to require high efficiency systems (e.g. those with soil moisture sensors or programmable watering areas) in new installations or system replacements. ☐ Make water system infrastructure improvements ☐ Offer free or reduced cost water use audits) for residential customers. ☒ Implement a notification system to inform customers when water availability conditions change. Include on water bills ☐ Provide rebates or incentives for installing water efficient appliances and/or fixtures indoors (e.g., low flow toilets, high efficiency dish washers and washing machines, showerhead and faucet aerators, water softeners, etc.) ☐ Provide rebates or incentives to reduce outdoor water use (e.g., turf replacement/reduction, rain gardens, rain barrels, smart irrigation, outdoor water use meters, etc.) ☐ Identify supplemental Water Resources ☒ Conduct audience‐appropriate water conservation education and outreach. 3 years – specifically educate residential customers on impacts of irrigation usage ☐ Describe other plans 37 Objective 3: Achieve at least 1.5% annual reduction in non‐residential per capita water use (For each of the next ten years, or a 15% total reduction over ten years.) This includes commercial, institutional, industrial and agricultural water users. Complete Table 26 by checking which strategies you will used to continue reducing non‐residential customer use demand and project a likely timeframe for completing each checked strategy (add rows for additional strategies). Where possible, substitute recycled water used in one process for reuse in another. (For example, spent rinse water can often be reused in a cooling tower.) Keep in mind the true cost of water is the amount on the water bill PLUS the expenses to heat, cool, treat, pump, and dispose of/discharge the water. Don’t just calculate the initial investment. Many conservation retrofits that appear to be prohibitively expensive are actually very cost‐effective when amortized over the life of the equipment. Often reducing water use also saves electrical and other utility costs. Note: as of 2015, water reuse, and is not allowed by the state plumbing code, M.R. 4715 (a variance is needed). However, several state agencies are addressing this issue. Table 26. Strategies and timeframe to reduce institutional, commercial industrial, and agricultural and non‐revenue use demand Strategy to reduce total business, industry, agricultural demand Timeframe for completing work ☐ Conduct a facility water use audit for both indoor and outdoor use, including system components ☒ Install enhanced meters capable of automated readings to detect spikes in consumption On‐going ☐ Compare facility water use to related industry benchmarks, if available (e.g., meat processing, dairy, fruit and vegetable, beverage, textiles, paper/pulp, metals, technology, petroleum refining etc.) ☐ Install water conservation fixtures and appliances or change processes to conserve water ☐ Repair leaking system components (e.g., pipes, valves) ☐ Investigate the reuse of reclaimed water (e.g., stormwater, wastewater effluent, process wastewater, etc.) ☐ Reduce outdoor water use (e.g., turf replacement/reduction, rain gardens, rain barrels, smart irrigation, outdoor water use meters, etc.) ☐ Train employees how to conserve water ☒ Implement a notification system to inform non‐residential customers when water availability conditions change. Include on water bills ☐ Nonpotable rainwater catchment systems intended to supply uses such as water closets, urinals, trap primers for floor drains and floor sinks, industrial processes, water features, vehicle washing facilities, cooling tower makeup, and similar uses shall be approved by the commissioner. Plumbing code 4714.1702, Published October 31, 2016 ☐ Describe other plans: 38 Objective 4: Achieve a Decreasing Trend in Total Per Capita Demand Include as Appendix 8 one graph showing total per capita water demand for each customer category (i.e., residential, institutional, commercial, industrial) from 2005‐2014 and add the calculated/estimated linear trend for the next 10 years. Describe the trend for each customer category; explain the reason(s) for the trends, and where trends are increasing. Residential: The City has seen a decrease in the residential water use per capita over the last 2 years. The usage is high as the system is new and undergoing significant construction expansion. We anticipate that the numbers will continue to decline towards the residential per capita usage of 75 gpcpd with a 23.6% decrease from 2015 to 2016. Objective 5: Reduce Ratio of Maximum day (peak day) to the Average Day Demand to Less Than 2.6 Is the ratio of average 2015‐2016 maximum day demand to average 2015‐2016 average day demand reported in Table 2 more than 2.6? Yes ☐ No ☐ Calculate a ten‐year average (2005 – 2014) of the ratio of maximum day demand to average day demand: The city’s current software capabilities do not track the maximum daily demand. The City of Maple Grove operates a meter manhole that should contain the necessary data, but it was not available to include at the time of the draft report. The position of the DNR has been that a peak day/average day ratio that is above 2.6 for in summer indicates that the water being used for irrigation by the residents in a community is too large and that efforts should be made to reduce the peak day use by the community. It should be noted that by reducing the peak day use, communities can also reduce the amount of infrastructure that is required to meet the peak day use. This infrastructure includes new wells, new water towers which can be costly items. Objective 6: Implement Demand Reduction Measures Water Conservation Program Municipal water suppliers serving over 1,000 people are required to adopt demand reduction measures that include a conservation rate structure, or a uniform rate structure with a conservation program that achieves demand reduction. These measures must achieve demand reduction in ways that reduce water demand, water losses, peak water demands, and nonessential water uses. These measures must be approved before a community may request well construction approval from the Department of Health or before requesting an increase in water appropriations permit volume (Minnesota Statutes, section 103G.291, subd. 3 and 4). Rates should be adjusted on a regular basis to ensure that revenue of 39 the system is adequate under reduced demand scenarios. If a municipal water supplier intends to use a Uniform Rate Structure, a community‐wide Water Conservation Program that will achieve demand reduction must be provided. Current Water Rates Include a copy of the actual rate structure in Appendix 9 or list current water rates including base/service fees and volume charges below. Volume included in base rate or service charge: 0 gallons or ____ cubic feet ___ other Frequency of billing: ☒ Monthly ☐ Bimonthly ☐ Quarterly ☐ Other: _________________ Water Rate Evaluation Frequency: ☒ every year ☐ every ___ years ☐ no schedule Date of last rate change: January 2017 Table 27. Rate structures for each customer category (Select all that apply and add additional rows as needed) Customer Category Conservation Billing Strategies in Use * Conservation Neutral Billing Strategies in Use ** Non‐Conserving Billing Strategies in Use *** Residential ☒ Monthly billing ☒ Increasing block rates (volume tiered rates) ☐ Seasonal rates ☐ Time of use rates ☒ Water bills reported in gallons ☐ Individualized goal rates ☐ Excess use rates ☐ Drought surcharge ☐ Use water bill to provide comparisons ☐ Service charge not based on water volume ☐ Other (describe) ☐ Uniform ☐ Odd/even day watering ☐ Service charge based on water volume ☐ Declining block ☐ Flat ☐ Other (describe) Commercial/ Industrial/ Institutional ☒ Monthly billing ☒ Increasing block rates (volume tiered rates) ☐ Seasonal rates ☐ Time of use rates ☒ Water bills reported in gallons ☐ Individualized goal rates ☐ Excess use rates ☐ Drought surcharge ☐ Use water bill to provide comparisons ☐ Service charge not based on water volume ☐ Other (describe) ☐ Uniform ☐ Service charge based on water volume ☐ Declining block ☐ Flat ☐ Other (describe) 40 Customer Category Conservation Billing Strategies in Use * Conservation Neutral Billing Strategies in Use ** Non‐Conserving Billing Strategies in Use *** ☐ Other * Rate Structures components that may promote water conservation: Monthly billing: is encouraged to help people see their water usage so they can consider changing behavior. Increasing block rates (also known as a tiered residential rate structure): Typically, these have at least three tiers: should have at least three tiers. o The first tier is for the winter average water use. o The second tier is the year‐round average use, which is lower than typical summer use. This rate should be set to cover the full cost of service. o The third tier should be above the average annual use and should be priced high enough to encourage conservation, as should any higher tiers. For this to be effective, the difference in block rates should be significant. Seasonal rate: higher rates in summer to reduce peak demands Time of Use rates: lower rates for off peak water use Bill water use in gallons: this allows customers to compare their use to average rates Individualized goal rates: typically used for industry, business or other large water users to promote water conservation if they keep within agreed upon goals. Excess Use rates: if water use goes above an agreed upon amount this higher rate is charged Drought surcharge: an extra fee is charged for guaranteed water use during drought Use water bill to provide comparisons: simple graphics comparing individual use over time or compare individual use to others. Service charge or base fee that does not include a water volume – a base charge or fee to cover universal city expenses that are not customer dependent and/or to provide minimal water at a lower rate (e.g., an amount less than the average residential per capita demand for the water supplier for the last 5 years) Emergency rates ‐A community may have a separate conservation rate that only goes into effect when the community or governor declares a drought emergency. These higher rates can help to protect the city budgets during times of significantly less water usage. **Conservation Neutral** Uniform rate: rate per unit used is the same regardless of the volume used Odd/even day watering –This approach reduces peak demand on a daily basis for system operation, but it does not reduce overall water use. *** Non‐Conserving *** Service charge or base fee with water volume: an amount of water larger than the average residential per capita demand for the water supplier for the last 5 years Declining block rate: the rate per unit used decreases as water use increases. Flat rate: one fee regardless of how much water is used (usually unmetered). Provide justification for any conservation neutral or non‐conserving rate structures. If intending to adopt a conservation rate structure, include the timeframe to do so: 41 Objective 7: Additional strategies to Reduce Water Use and Support Wellhead Protection Planning Development and redevelopment projects can provide additional water conservation opportunities, such as the actions listed below. If a Uniform Rate Structure is in place, the water supplier must provide a Water Conservation Program that includes at least two of the actions listed below. Check those actions that you intent to implement within the next 10 years. Table 28. Additional strategies to Reduce Water Use & Support Wellhead Protection ☐ Participate in the GreenStep Cities Program, including implementation of at least one of the 20 “Best Practices” for water ☒ Prepare a master plan for smart growth (compact urban growth that avoids sprawl) ☒ Prepare a comprehensive open space plan (areas for parks, green spaces, natural areas) ☐ Adopt a water use restriction ordinance (lawn irrigation, car washing, pools, etc.) ☐ Adopt an outdoor lawn irrigation ordinance ☐ Adopt a private well ordinance (private wells in a city must comply with water restrictions) ☐ Implement a stormwater management program ☐ Adopt non‐zoning wetlands ordinance (can further protect wetlands beyond state/federal laws‐ for vernal pools, buffer areas, restrictions on filling or alterations) ☐ Adopt a water offset program (primarily for new development or expansion) ☐ Implement a water conservation outreach program ☐ Hire a water conservation coordinator (part‐time) ☐ Implement a rebate program for water efficient appliances, fixtures, or outdoor water management ☐ Other Objective 8: Tracking Success: How will you track or measure success through the next ten years? The City of Corcoran will continue to monitor water usage rates. The city will continue to collect information and data before and after any implementation action is taken to help understand the impacts. Tip: The process to monitor demand reduction and/or a rate structure includes: a) The DNR Hydrologist will call or visit the community the first 1‐3 years after the water supply plan is completed. b) They will discuss what activities the community is doing to conserve water and if they feel their actions are successful. The Water Supply Plan, Part 3 tables and responses will guide the discussion. For example, they will discuss efforts to reduce unaccounted for water loss if that is a problem, or go through Tables 33, 34 and 35 to discuss new initiatives. c) The city representative and the hydrologist will discuss total per capita water use, residential per capita water use, and business/industry use. They will note trends. d) They will also discuss options for improvement and/or collect case studies of success stories to share with other communities. One option may be to change the rate structure, but there are many other paths to successful water conservation. e) If appropriate, they will cooperatively develop a simple work plan for the next few years, targeting a couple areas where the city might focus efforts. 42 C. Regulation Complete Table 29 by selecting which regulations are used to reduce demand and improve water efficiencies. Add additional rows as needed. Copies of adopted regulations or proposed restrictions or should be included in Appendix 10 (a list with hyperlinks is acceptable). Table 29. Regulations for short‐term reductions in demand and long‐term improvements in water efficiencies Regulations Utilized When is it applied (in effect)? ☒ Rainfall sensors required on landscape irrigation systems Negotiated in Development Agreements. ☒ Ongoing ☐ Seasonal ☐ Only during declared Emergencies ☐ Water efficient plumbing fixtures required ☐ New development ☐ Replacement ☐ Rebate Programs ☒ Critical/Emergency Water Deficiency ordinance ☒ Only during declared Emergencies ☐ Watering restriction requirements (time of day, allowable days, etc.) ☐ Odd/even ☐ 2 days/week ☐ Only during declared Emergencies ☐ Water waste prohibited (for example, having a fine for irrigators spraying on the street) ☐ Ongoing ☐ Seasonal ☐ Only during declared Emergencies ☐ Limitations on turf areas (requiring lots to have 10% ‐ 25% of the space in natural areas) ☐ New development ☐ Shoreland/zoning ☐ Other ☐ Soil preparation requirement s (after construction, requiring topsoil to be applied to promote good root growth) ☐ New Development ☐ Construction Projects ☐ Other ☐ Tree ratios (requiring a certain number of trees per square foot of lawn) ☐ New development ☐ Shoreland/zoning ☐ Other ☐ Permit to fill swimming pool and/or requiring pools to be covered (to prevent evaporation) ☐ Ongoing ☐ Seasonal ☐ Only during declared Emergencies ☐ Ordinances that permit stormwater irrigation, reuse of water, or other alternative water use (Note: be sure to check current plumbing codes for updates) ☐ Describe D. Retrofitting Programs Education and incentive programs aimed at replacing inefficient plumbing fixtures and appliances can help reduce per capita water use, as well as energy costs. It is recommended that municipal water suppliers develop a long‐term plan to retrofit public buildings with water efficient plumbing fixtures and appliances. Some water suppliers have developed partnerships with organizations having similar conservation goals, such as electric or gas suppliers, to develop cooperative rebate and retrofit programs. 43 A study by the AWWA Research Foundation (Residential End Uses of Water, 1999) found that the average indoor water use for a non‐conserving home is 69.3 gallons per capita per day (gpcd). The average indoor water use in a conserving home is 45.2 gpcd and most of the decrease in water use is related to water efficient plumbing fixtures and appliances that can reduce water, sewer and energy costs. In Minnesota, certain electric and gas providers are required (Minnesota Statute 216B.241) to fund programs that will conserve energy resources and some utilities have distributed water efficient showerheads to customers to help reduce energy demands required to supply hot water. Retrofitting Programs Complete Table 30 by checking which water uses are targeted, the outreach methods used, the measures used to identify success, and any participating partners. Table 30. Retrofitting programs (Select all that apply) Water Use Targets Outreach Methods Partners ☐ Low flush toilets, ☐ Toilet leak tablets, ☐ Low flow showerheads, ☐ Faucet aerators; ☐ Education about ☐ Free distribution of ☐ Rebate for ☐ Other ☐ Gas company ☐ Electric company ☐ Watershed organization ☐ Water conserving washing machines, ☐ Dish washers, ☐ Water softeners; ☐ Education about ☐ Free distribution of ☐ Rebate for ☐ Other ☐ Gas company ☐ Electric company ☐ Watershed organization ☐ Rain gardens, ☐ Rain barrels, ☐ Native/drought tolerant landscaping, etc. ☐ Education about ☐ Free distribution of ☐ Rebate for ☐ Other ☐ Gas company ☐ Electric company ☐ Watershed organization Briefly discuss measures of success from the above table (e.g. number of items distributed, dollar value of rebates, gallons of water conserved, etc.): Presently none apply. E. Education and Information Programs Customer education should take place in three different circumstances. First, customers should be provided information on how to conserve water and improve water use efficiencies. Second, information should be provided at appropriate times to address peak demands. Third, emergency notices and educational materials about how to reduce water use should be available for quick distribution during an emergency. Proposed Education Programs Complete Table 31 by selecting which methods are used to provide water conservation and information, including the frequency of program components. Select all that apply and add additional lines as needed. 44 Table 31. Current and Proposed Education Programs Education Methods General summary of topics #/Year Frequency Billing inserts or tips printed on the actual bill Water conservation/irrigation use As Needed ☒ Ongoing ☐ Seasonal ☐ Only during declared emergencies Consumer Confidence Reports Water quality information for the water supplied from the City of Maple Grove 1 ☒ Ongoing ☐ Seasonal ☐ Only during declared emergencies Press releases to traditional local news outlets (e.g., newspapers, radio and TV) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Social media distribution (e.g., emails, Facebook, Twitter) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Paid advertisements (e.g., billboards, print media, TV, radio, web sites, etc.) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Presentations to community groups ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Staff training ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Facility tours ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Displays and exhibits ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Marketing rebate programs (e.g., indoor fixtures & appliances and outdoor practices) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Community news letters Ordinance updates as well as conservation info/tips for residents 4 ☒ Ongoing ☐ Seasonal ☐ Only during declared emergencies 45 Education Methods General summary of topics #/Year Frequency Direct mailings (water audit/retrofit kits, showerheads, brochures) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Information kiosk at utility and public buildings ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Public service announcements ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Cable TV Programs ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Demonstration projects (landscaping or plumbing) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies K‐12 education programs (Project Wet, Drinking Water Institute, presentations) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Community events (children’s water festivals, environmental fairs) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Community education classes ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Water week promotions ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Website (include address: ) Water quality info, water conservation, consumer confidence reports, flushing schedules Variable ☒ Ongoing ☐ Seasonal ☐ Only during declared emergencies Targeted efforts (large volume users, users with large increases) ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Notices of ordinances Critical Water Deficiency Ordinance Variable ☒ Ongoing ☐ Seasonal ☐ Only during declared emergencies 46 Education Methods General summary of topics #/Year Frequency Emergency conservation notices As required. ☐ Ongoing ☐ Seasonal ☒ Only during declared emergencies Other: ☐ Ongoing ☐ Seasonal ☐ Only during declared emergencies Briefly discuss what future education and information activities your community is considering in the future: Providing educational information regarding water conservations tips to the website and social media. 47 PART 4. ITEMS FOR METROPOLITAN AREA COMMUNITIES Minnesota Statute 473.859 requires WSPs to be completed for all local units of government in the seven‐county Metropolitan Area as part of the local comprehensive planning process. Much of the information in Parts 1‐3 addresses water demand for the next 10 years. However, additional information is needed to address water demand through 2040, which will make the WSP consistent with the Metropolitan Land Use Planning Act, upon which the local comprehensive plans are based. This Part 4 provides guidance to complete the WSP in a way that addresses plans for water supply through 2040. A. Water Demand Projections through 2040 Complete Table 7 in Part 1D by filling in information about long‐term water demand projections through 2040. Total Community Population projections should be consistent with the community’s system statement, which can be found on the Metropolitan Council’s website and which was sent to the community in September 2015. Projected Average Day, Maximum Day, and Annual Water Demands may either be calculated using the method outlined in Appendix 2 of the 2015 Master Water Supply Plan or by a method developed by the individual water supplier. B. Potential Water Supply Issues Complete Table 10 in Part 1E by providing information about the potential water supply issues in your community, including those that might occur due to 2040 projected water use. The Master Water Supply Plan provides information about potential issues for your community in Appendix 1 (Water Supply Profiles). This resource may be useful in completing Table 10. You may document results of local work done to evaluate impact of planned uses by attaching a feasibility assessment or providing a citation and link to where the plan is available electronically. C. Proposed Alternative Approaches to Meet Extended Water Demand Projections Complete Table 12 in Part 1F with information about potential water supply infrastructure impacts (such as replacements, expansions or additions to wells/intakes, water storage and treatment capacity, distribution systems, and emergency interconnections) of extended plans for development and redevelopment, in 10‐year increments through 2040. It may be useful to refer to information in the community’s local Land Use Plan, if available. Complete Table 14 in Part 1F by checking each approach your community is considering to meet future demand. For each approach your community is considering, provide information about the amount of 48 future water demand to be met using that approach, the timeframe to implement the approach, potential partners, and current understanding of the key benefits and challenges of the approach. As challenges are being discussed, consider the need for: evaluation of geologic conditions (mapping, aquifer tests, modeling), identification of areas where domestic wells could be impacted, measurement and analysis of water levels & pumping rates, triggers & associated actions to protect water levels, etc. D. Value‐Added Water Supply Planning Efforts (Optional) The following information is not required to be completed as part of the local water supply plan, but completing this can help strengthen source water protection throughout the region and help Metropolitan Council and partners in the region to better support local efforts. Source Water Protection Strategies Does a Drinking Water Supply Management Area for a neighboring public water supplier overlap your community? Yes ☐ No ☐ If you answered no, skip this section. If you answered yes, please complete Table 32 with information about new water demand or land use planning‐related local controls that are being considered to provide additional protection in this area. Table 32. Local controls and schedule to protect Drinking Water Supply Management Areas Local Control Schedule to Implement Potential Partners ☐ None at this time ☐ Comprehensive planning that guides development in vulnerable drinking water supply management areas ☐ Zoning overlay ☐ Other: Technical assistance From your community’s perspective, what are the most important topics for the Metropolitan Council to address, guided by the region’s Metropolitan Area Water Supply Advisory Committee and Technical Advisory Committee, as part of its ongoing water supply planning role? ☐ Coordination of state, regional and local water supply planning roles ☐ Regional water use goals ☐ Water use reporting standards ☐ Regional and sub‐regional partnership opportunities ☐ Identifying and prioritizing data gaps and input for regional and sub‐regional analyses ☐ Others: ___________________________________________________________________ 49 GLOSSARY Agricultural/Irrigation Water Use ‐ Water used for crop and non‐crop irrigation, livestock watering, chemigation, golf course irrigation, landscape and athletic field irrigation. Average Daily Demand ‐ The total water pumped during the year divided by 365 days. Calcareous Fen ‐ Calcareous fens are rare and distinctive wetlands dependent on a constant supply of cold groundwater. Because they are dependent on groundwater and are one of the rarest natural communities in the United States, they are a protected resource in MN. Approximately 200 have been located in Minnesota. They may not be filled, drained or otherwise degraded. Commercial/Institutional Water Use ‐ Water used by motels, hotels, restaurants, office buildings, commercial facilities and institutions (both civilian and military). Consider maintaining separate institutional water use records for emergency planning and allocation purposes. Water used by multi‐family dwellings, apartment buildings, senior housing complexes, and mobile home parks should be reported as Residential Water Use. Commercial/Institutional/Industrial (C/I/I) Water Sold ‐ The sum of water delivered for commercial/institutional or industrial purposes. Conservation Rate Structure ‐ A rate structure that encourages conservation and may include increasing block rates, seasonal rates, time of use rates, individualized goal rates, or excess use rates. If a conservation rate is applied to multifamily dwellings, the rate structure must consider each residential unit as an individual user. A community may have a separate conservation rate that only goes into effect when the community or governor declares a drought emergency. These higher rates can help to protect the city budgets during times of significantly less water usage. Date of Maximum Daily Demand ‐ The date of the maximum (highest) water demand. Typically this is a day in July or August. Declining Rate Structure ‐ Under a declining block rate structure, a consumer pays less per additional unit of water as usage increases. This rate structure does not promote water conservation. Distribution System ‐ Water distribution systems consist of an interconnected series of pipes, valves, storage facilities (water tanks, water towers, reservoirs), water purification facilities, pumping stations, flushing hydrants, and components that convey drinking water and meeting fire protection needs for cities, homes, schools, hospitals, businesses, industries and other facilities. Flat Rate Structure ‐ Flat fee rates do not vary by customer characteristics or water usage. This rate structure does not promote water conservation. Industrial Water Use ‐ Water used for thermonuclear power (electric utility generation) and other industrial use such as steel, chemical and allied products, paper and allied products, mining, and petroleum refining. Low Flow Fixtures/Appliances ‐ Plumbing fixtures and appliances that significantly reduce the amount of water released per use are labeled “low flow”. These fixtures and appliances use just enough water to be effective, saving excess, clean drinking water that usually goes down the drain. Maximum Daily Demand ‐ The maximum (highest) amount of water used in one day. Metered Residential Connections ‐ The number of residential connections to the water system that have meters. For multifamily dwellings, report each residential unit as an individual user. Percent Unmetered/Unaccounted For ‐ Unaccounted for water use is the volume of water withdrawn from all sources minus the volume of water delivered. This value represents water “lost” by miscalculated water use due to inaccurate meters, water lost through leaks, or water that is used but unmetered or otherwise undocumented. Water used for public services such as hydrant flushing, ice skating rinks, and public swimming pools should be reported under the category “Water Supplier Services”. 50 Population Served ‐ The number of people who are served by the community’s public water supply system. This includes the number of people in the community who are connected to the public water supply system, as well as people in neighboring communities who use water supplied by the community’s public water supply system. It should not include residents in the community who have private wells or get their water from neighboring water supply. Residential Connections ‐ The total number of residential connections to the water system. For multifamily dwellings, report each residential unit as an individual user. Residential Per Capita Demand ‐ The total residential water delivered during the year divided by the population served divided by 365 days. Residential Water Use ‐ Water used for normal household purposes such as drinking, food preparation, bathing, washing clothes and dishes, flushing toilets, and watering lawns and gardens. Should include all water delivered to single family private residences, multi‐family dwellings, apartment buildings, senior housing complexes, mobile home parks, etc. Smart Meter ‐ Smart meters can be used by municipalities or by individual homeowners. Smart metering generally indicates the presence of one or more of the following: Smart irrigation water meters are controllers that look at factors such as weather, soil, slope, etc. and adjust watering time up or down based on data. Smart controllers in a typical summer will reduce water use by 30%‐50%. Just changing the spray nozzle to new efficient models can reduce water use by 40%. Smart Meters on customer premises that measure consumption during specific time periods and communicate it to the utility, often on a daily basis. A communication channel that permits the utility, at a minimum, to obtain meter reads on demand, to ascertain whether water has recently been flowing through the meter and onto the premises, and to issue commands to the meter to perform specific tasks such as disconnecting or restricting water flow. Total Connections ‐ The number of connections to the public water supply system. Total Per Capita Demand ‐ The total amount of water withdrawn from all water supply sources during the year divided by the population served divided by 365 days. Total Water Pumped ‐ The cumulative amount of water withdrawn from all water supply sources during the year. Total Water Delivered ‐ The sum of residential, commercial, industrial, institutional, water supplier services, wholesale and other water delivered. Ultimate (Full Build‐Out) ‐ Time period representing the community’s estimated total amount and location of potential development, or when the community is fully built out at the final planned density. Unaccounted (Non‐revenue) Loss ‐ See definitions for “percent unmetered/unaccounted for loss”. Uniform Rate Structure ‐ A uniform rate structure charges the same price‐per‐unit for water usage beyond the fixed customer charge, which covers some fixed costs. The rate sends a price signal to the customer because the water bill will vary by usage. Uniform rates by class charge the same price‐per‐unit for all customers within a customer class (e.g. residential or non‐residential). This price structure is generally considered less effective in encouraging water conservation. Water Supplier Services ‐ Water used for public services such as hydrant flushing, ice skating rinks, public swimming pools, city park irrigation, back‐flushing at water treatment facilities, and/or other uses. Water Used for Nonessential Purposes ‐ Water used for lawn irrigation, golf course and park irrigation, car washes, ornamental fountains, and other non‐essential uses. Wholesale Deliveries ‐ The amount of water delivered in bulk to other public water suppliers. 51 Acronyms and Initialisms AWWA – American Water Works Association C/I/I – Commercial/Institutional/Industrial CIP – Capital Improvement Plan GIS – Geographic Information System GPCD – Gallons per capita per day GWMA – Groundwater Management Area – North and East Metro, Straight River, Bonanza, MDH – Minnesota Department of Health MGD – Million gallons per day MG – Million gallons MGL – Maximum Contaminant Level MnTAP – Minnesota Technical Assistance Program (University of Minnesota) MPARS – MN/DNR Permitting and Reporting System (new electronic permitting system) MRWA – Minnesota Rural Waters Association SWP – Source Water Protection WHP – Wellhead Protection APPENDICES TO BE SUBMITTED BY THE WATER SUPPLIER Appendix 1: Well records and maintenance summaries Go to Part 1C for information on what to include in appendix Appendix 2: Water level monitoring plan Go to Part 1E for information on what to include in appendix Appendix 3: Water level graphs for each water supply well Go to Part 1E for information on what to include in appendix Appendix 4: Capital Improvement Plan Go to Part 1E for information on what to include in appendix Appendix 5: Emergency Telephone List Go to Part 2C for information on what to include in appendix Appendix 6: Cooperative Agreements for Emergency Services Go to Part 2C for information on what to include in appendix Appendix 7: Municipal Critical Water Deficiency Ordinance Go to Part 2C for information on what to include in appendix Appendix 8: Graph of Ten Years of Annual Per Capita Water Demand for Each Customer Category Go to Objective 4 in Part 3B for information on what to include in appendix Appendix 9: Water Rate Structure Go to Objective 6 in Part 3B for information on what to include in appendix Appendix 10: Ordinances or Regulations Related to Water Use Go to Objective 7 in Part 3B for information on what to include in appendix Appendix 11: Implementation Checklist Provide a table that summarizes all the actions that the public water supplier is doing, or proposes to do, with estimated implementation dates. Appendix 12: Sources of Information for Table 10 Provide links or references to the information used to complete Table 10. If the file size is reasonable, provide source information as attachments to the plan. Appendix 5 Water Supply Plan Emergency Telephone List Emergency Response Team Name Work Telephone Alternate Telephone Emergency Response Lead Kevin Mattson 763-400-7028 612-710-0705 Alternate Emergency Response Lead Pat Meister 763-400-7037 763-286-6740 Public Communications Brad Martens 763-400-7030 State and Local Emergency Response Contacts Name Work Telephone Alternate Telephone State Incident Duty Officer Minnesota Duty Officer 800/422-0798 Out State 651-649-5451 Metro County Emergency Director Hennepin County Emergency Management 612-596-0250 National Guard Minnesota Duty Officer 800/422-0798 Out State 651-649-5451 Metro Mayor/Board Chair Ron Thomas 763-400-7020 Fire Chief Loretto FD – Jeff Leuer 763-479-3036 Sheriff Hennepin County Sheriff 612-348-3744 Police Chief Matt Gottschalk 763-400-7001 Ambulance North Memorial Ambulance Service 763-520-5200 Hospital Hennepin County Medical Center 612-873-3000 State and Local Agencies Name Work Telephone Alternate Telephone MDH District Engineer Isaac Bradlich 651-201-3971 MDH Drinking Water Protection 651-201-4700 State Testing Laboratory Minnesota Duty Officer 800/422-0798 Out State 651-649-5451 Metro DNR Area Hydrologist Mark Bushinski 651-259-5879 Utilities Name Work Telephone Alternate Telephone Electric Company Wright-Hennepin Electric 763-477-3000 Gas Company CenterPoint Energy 612-321-4939 Gopher State One Call Utility Locations 800-252-1166 651-454-0002 Highway Department Hennepin County 612-596-0300 Mutual Aid Agreements Name Work Telephone Alternate Telephone Neighboring Water System Maple Grove 763-494-6370 Emergency Water Connection Medina 763-473-4643 Technical/Contracted Services/Supplies Name Work Telephone Alternate Telephone MRWA Technical Services MN Rural Water Association 800-367-6792 Backhoe Corcoran Public Works 763-420-2652 Meter Repair Corcoran Public Works 763-420-2652 Engineering firm Wenck Associates – Kent Torve 612-209-7919 763-479-4200 Communications Name Work Telephone Alternate Telephone News Paper Crow River News 763-425-3323 2017 FEE SCHEDULE FEE WATER AND SANITARY SEWER FEE SCHEDULE Water rates - residential (monthly use) per 1,000 gallons Tier 1: 0 gallons to 4,999 gallons1.68 Tier 2: 5,000 gallons to 8,999 gallons2.02 Tier 3: 9,000 gallons to 19,999 gallons2.52 Tier 4: 20,000 gallons and over3.36 Water rates - non residential (monthly use) per 1,000 gallons Tier 1: 1,000 gallons +2.02 Water base fees - payable by each user for each month Residential 12.36 Non residential 12.36 Sewer rates - residential (monthly use) per 1,000 gallons Tier 1: All homes billed 8,000 gallons at per 1,000 gallon rate2.42 Sewer rates - non residential (monthly use) per 1,000 gallons Tier 1: 1,000 gallons +2.42 Sewer base fees - payable by each user for each month Residential 25.75 Non residential 25.75 Late/Past Due Payments Late Payment Penalty10% of unpaid bill Water Disconnect 65.00 Water Reconnect 65.00 Trunk Line Availability Charge (TLAC) Water Trunk Line Availability Charge (TLAC) - per acre5,500.00 Sewer Trunk Line Availability Charge (TLAC) - per acre3,700.00 Connection Fees - City of Corcoran Water Connection Fee (per unit) - Single Family1,093.00 Water Connection Fee (per unit) - Multi-Family874.00 Water Connection Fee (per unit) - Non-Residential1,093.00 Sewer Connection Fee (per unit) - Single Family1,093.00 Sewer Connection Fee (per unit) - Multi-Family874.00 Sewer Connection Fee (per unit) - Non-Residential1,093.00 Connection Fees - City of Maple Grove (Per Maple Grove Fee Schedule) Water Connection Fee (per unit) - Residential/individual laundry facilities2,350.00 Water Connection Fee (per unit) - Residential/ no individual laundry facilities1,880.00 Water Connection Fee (per unit) - Commercial/Industrial/Mixed9,400.00 Water Connection Fee (per unit) - Parks1,175.00 Water Connection Fee (per unit) - Institutional9,400.00 Connection Fees - Metropolitan Council Sewer Access Charge (SAC)2,485.00 Meter Fees Meter - standard Cost plus 10% Meter - larger than standardCost plus 10% Meter Inspection 65.00 Appendix 11 Implementation Checklist Activity ImplementedActivity or Action PlanTimeframe Revise city ordinance/codes to permit water reuse options5 Years Implement notification system to inform customers when water availability conditions changeOn‐going Conduct water conservation education and outreach Develop program within 3 years Phase in enhanced meters capable of automated readings to detect spikes in consumptionPhase in as C/I/I meters Implement C/I/I notification system to inform non‐residential customers when water availability conditions change On‐going Prepare a comprehensive open space plan (area for parks, green spaces, natural areas)On‐going Actions to reduce residential per capita demand Actions to reduce total water demand STAFF REPORT Agenda Item. 11c. Council Meeting: October 12, 2017 Prepared By: Jessica Beise Topic: Social Media Policy and Implementation Action Required: Approval Summary: In February of 2017 as part of the City’s strategic goal setting, a focus on increased communication was adopted as part of the strategic work plan. In April and June, council provided guidance on the options for increasing communication including the implementation of Social Media. Staff recommends as the first step to implementation the adoption of a social media policy to guide the City’s actions. The League of Minnesota Cities recently provided model social media policy for Cities to utilize. Staff consulted with the City attorney and made minor tweaks to the model policy to fit with the City’s needs and provide a few additional protections. Once the social media policy is adopted, staff can implement the use of social media. Staff is recommending beginning with a City of Corcoran Facebook page and a Twitter Account. City Clerk/Administrative Services Coordinator Beise would be the main administrator for the sites with City Administrator Martens additionally having access. Staff has begun to create a content calendar to ensure an active presence as well as staff will actively monitor sites to respond to concerns. Staff anticipates going live on the sites beginning the week of October 16th. The next addition of the newsletter will advertise the new sites. Council members and commission members will be encouraged to Like our page and Follow us on Twitter. Financial/Budget: There were minimal hard costs with the implementation of the social media including the brief review of the policy by the City Attorney which is budgeted in the City’s legal fees. There will be soft costs related to the staff monitoring which will require staff time which may be reprioritized to ensure active monitoring. At this time staff is not recommending budgeting for ads or sponsored posts in 2018 but may consider this in future budget years as the City’s goals and needs change. 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. Adopt the Social Media Policy as presented and authorize staff to implement social media as recommended. 2. Suggest amendments to the Social Media Policy as presented and authorize amendments to the social media implementation plan. 3. Decline to Social Media Policy as presented and decline the implementation of social media. Recommendation: Adopt the Social Media Policy as presented and authorize staff to implement social media as recommended. Council Action: Consider a motion to adopt the Social Media Policy as presented and authorize staff to implement social media as recommended. Attachments: 1. City of Corcoran Social Media Policy City of Corcoran, Minnesota Social Media Policy Purpose Social networking in government serves two primary functions: to communicate and deliver messages directly to citizens and to encourage citizen involvement, interaction, and feedback. Information which is distributed via social networking must be accurate, consistent, and timely and meet the information needs of the City’s customers. Since social media is used for social networking, this policy seeks to ensure proper use of the City of Corcoran’s social media sites by its representatives. The City of Corcoran wishes to establish a positive and informative social media presence. City representatives have the responsibility to use the City’s social media resources in an efficient, effective, ethical and lawful manner pursuant to all existing City and departmental policies. This policy also provides guidelines and standards for city representatives regarding the use of social media for communication with residents, colleagues and all other followers. Policy The City of Corcoran will determine, at its discretion, how its web-based social media resources will be designed, implemented and managed as part of its overall communication and information sharing strategy. City social media sites may be modified or removed by the City at any time and without notice, as described in this document. City of Corcoran social media accounts are considered a City asset and administrator access to these accounts must be securely administered in accordance with the City’s Electronic Communications Resources Ordinance. The City reserves the right to shut down any of its social media sites or accounts for any reason without notice. All social media websites created and utilized during the course and scope of an employee’s performance of his/her job duties will be identified as belonging to the City of Corcoran, including a link to the City’s official web site. Scope This policy applies to any existing or proposed social media web sites sponsored, established, registered or authorized by the City of Corcoran. This policy also covers the private use of the City’s social media accounts by all City representatives, including its employees and agents, Council members, appointed board or commission members and all public safety volunteers to the extent it affects the City. Questions regarding the scope of this policy should be directed to the City Clerk/Administrative Services Coordinator. Definition Social media are internet and mobile-based applications, websites and functions, other than email, for sharing and discussing information, where users can post photos, video, comments and links to other information to create content on any imaginable topic. This may be referred to as “user-generated content” or “consumer-generated media.” Social media includes, but is not limited to: • Social networking sites such as Facebook, LinkedIn, Twitter, and services/mobile apps • Blogs • Social news sites such as Reddit and Buzzfeed • Video and photo sharing sites such as YouTube, Instagram, SnapChat, and Flickr • Wikis, or shared encyclopedias such as Wikipedia • An ever emerging list of new web-based platforms generally regarded as social media or having many of the same functions as those listed above As used in this policy, “employees and agents” means all City representatives, including its employees and other agents of the city, such as independent contractors or Council members. Rules of Use City employees and agents with administrator access are responsible for managing social media websites. Facilities or departments wishing to have a new social media presence must initially submit a request to the City Clerk/Administrative Services Coordinator in order to ensure social media accounts are kept to a sustainable number and policies are followed. All approved sites will be clearly marked as the City of Corcoran site and will be linked with the official City website (www.ci.corcoran.mn.us). No one may establish social media accounts or websites on behalf of the City unless authorized in accordance with this policy Administration of all social media web sites must comply with applicable laws, regulations, and policies as well as proper business etiquette. City social media accounts accessed and utilized during the course and scope of an employee’s performance of his/her job duties may not be used for private or personal purposes or for the purpose of expressing private or personal views on personal, political or policy issues or to express personal views or concerns pertaining to City employment relations matters. No social media website may be used by the City or any City employee or agent to disclose private or confidential information. No social media web site should be used to disclose sensitive information; if there is any question as to whether information is private, confidential or sensitive, contact the City Clerk/Administrative Services Coordinator. When using social media sites as a representative of the City, employees and agents will act in a professional manner. Examples include but are not limited to: • Adhere to all City Personnel Policies and Electronic Communications Resources Ordinance • Use only appropriate language Be aware that content will not only reflect on the writer but also on the City of Corcoran as a whole, including elected officials and other city employees and agents. Make sure information is accurate and free of grammatical errors. • Not providing private or confidential information, including names, or using such material as part of any content added to a site. • Not providing any information that might lead to the release the private or confidential data (i.e. Do not release information that could lead to the release of a protected party) • Not negatively commenting on community partners or their services, or using such material as part of any content added to a site. • Not providing information related to pending decisions that would compromise negotiations. • Be aware that all content added to a site is subject to open records/right to know laws and discovery in legal cases. • Always keep in mind the appropriateness of content. • Comply with any existing code of ethical behavior established by the City. Where moderation of comments is an available option, comments from the public will be moderated by City staff, with administrative rights, before posting. Where moderation prior to posting is not an option, sites will be regularly monitored by City staff. City of Corcoran’s staff with administrative rights will not edit any posted comments. However, comments posted by members of the public will be removed if they are abusive, obscene, defamatory, in violation of the copyright, trademark right or other intellectual property right of any third party, or otherwise inappropriate or incorrect. The following are examples of content that may be removed by City staff before or shortly after being published: • Potentially libelous comments • Obscene or racist comments • Personal attacks, insults, or threatening language • Plagiarized material • Private, private or otherwise protected information published without consent • Information which may lead to the release of a private or confidential data or a protected party • Comments totally unrelated to the topic of the forum • Commercial promotions or spam • Hyperlinks to material that is not directly related to the discussion Data Ownership All social media communications or messages composed, sent, or received on city equipment in an official capacity are the property of the City and will be subject to the Minnesota Government Data Practices Act. This law classifies certain information as available to the public upon request. The City of Corcoran also maintains the sole property rights to any image, video or audio captured while a City employee is representing the City in any capacity. The City retains the right to monitor employee’s social media use on city equipment and will exercise its right as necessary. Users should have no expectation of privacy. Social media is not a secure means of communication. Policy Violations Violations of the Policy will subject the employee to disciplinary action up to and including discharge from employment. City of Corcoran 2017 City Council Schedule Agenda Item 12. October 26, 2017 – 5:30 pm Comprehensive Plan Work Session – Land Use October 26, 2017 – 7:00 pm Planning Project Update Code Compliance Report Overview of existing code enforcement scenarios Financial Performance Report Hales Corner 2nd Addition Vacation Bass Lakes Estates Preliminary Plat Tax Forfeit Property Public Hearing – Delinquent Fees Assessments Maple Hill Estates Water/Sewer Connection Repeal of Solar Moratorium November 9, 2017 – 7:00 pm (Charter Commission Meeting Prior to Regular Meeting) Solicitors, Peddlers Transient Merchants Ordinance Component Review Tort Liability Waiver November 20, 2017 – 7:00 pm Planning Project Update Code Compliance Report Financial Performance Report City Administrator Performance Evaluation Handout Background Check Policy Draft 2018 Budget and Levy December 14, 2017 – 7:00 pm Public Hearing on Budget Adopt Final 2018 budget and levy December 28, 2017 – 7:00 pm Planning Project Update Code Compliance Report City Administrator Performance Evaluation Financial Performance Report 2018 Fee Schedule