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2020-07-09 Council Agenda Packet
Corcoran City Council Agenda July 9, 2020 - 7:00pm 1.Call to Order / Roll Call 2.Pledge of Allegiance 3.Oath of Office a.Brian Lother 4.Agenda Approval 5.Commission Representatives* 6.Open Forum – Public Comment Opportunity 7.Presentations/Recognitions a.Employee Recognition – Jessica Beise, 5 Years b.Employee Recognition – Pat Meister, 30 Years c.Eagle Scout Project Recognition – Frank Brand d.Resolution Honoring Brian Dejewski* 8.Consent Agenda a.Draft Minutes of June 25, 2020 Council Meeting* b.Financial Claims* c.2018 NE Sewer District Improvements – Pay Request 10 & FINAL* 9.Planning Business – Public Comment Opportunity 10.Unfinished Business a.City Hall Remodel Bids* b.Assessor Proposal Review* 11.New Business – Public Comment Opportunity a.Resolution Recognizing Eagle Scout Project and Accepting Donation to the City of Corcoran* b.Charter Commission Application – Manoj Thomas* c.Manufactured Home Park Preservation Pilot Equity Grant Project* 12.Staff Reports a.Pandemic Response Update b.2020 MSA Project 13.2020 City Council Schedule* 14.Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet book located by the entrance. The complete Council Agenda Packet is available electronically on the City website at www.ci.corcoran.mn.us. Due to the COVID-19 health pandemic, the City Council’s regular meeting place is not available and is not open to the public. Pursuant to Minnesota Statute 13D.021 the one or more members of the City Council may participate by telephone or other electronic means. Meeting Held Via Telephone/ Other Electronic Means Call-in Instructions Call: +1 312 626 6799 US Enter Meeting ID: 814 2554 6432 Press *9 to speak during the Public Comment Sections in the meeting. Video Instructions Click this link: https://us02web.zoom.us/j/81425546432 OR visit www.zoom.us and enter Meeting ID: 814 2554 6432 Participants can utilize the Raise Hand function to be recognized to peak during the Public Comment Sections in the meeting. Participant video feeds will be muted. For more information on options to provide public comment visit: www.corcoranmn.gov STAFF REPORT Agenda Item 5. Council Meeting: July 9, 2020 Prepared By: Brad Martens Topic: Commission Representatives Action Required: None – Informational Summary: The advisory commission representatives for the July 9th Council meeting are as follows: •Planning Commission: Dean Vehrenkamp •Parks and Trails Commission: Judy Strehler Financial/Budget: N/A Options: N/A Recommendation N/A Council Action: N/A Attachments: N/A City of Corcoran July 9, 2020 County of Hennepin State of Minnesota RESOLUTION NO. 2020-52 Page 1 of 1 Motion By: Seconded By: A RESOLUTION HONORING OUTGOING COUNCILMEMBER BRIAN DEJEWSKI WHEREAS, Brian Dejewski was elected to the City Council for a four-year term beginning January 1, 2017; and WHEREAS, Councilmember Dejewski has decided to resign from the City Council effective June 30, 2020 as he will be moving out of the City of Corcoran; and WHEREAS, Councilmember Dejewski has placed considerable time, effort, and thought into his role of City Councilmember for his three and a half years in office; and WHEREAS, during his tenure as Councilmember, Corcoran improved its staffing structure, reviewed and approved several development proposals, updated the southeast district design guidelines and adopted the 2040 Comprehensive Plan, upgraded the City’s bond rating, increased communication, purchased park land and established a new park, received recognition as a safe city, established a new code enforcement process, participated on the Crime, Drug, and Safety Committee and the Fire Study Subcommittee and enhanced services while decreasing the overall tax rate; and WHEREAS, the City of Corcoran wishes to recognize the time, energy, dedication, and leadership provided by Brian Dejewski to the City of Corcoran. NOW, THEREFORE BE IT RESOLVED, by the City of Corcoran, that the City Council hereby honors Brain Dejewski for his distinguished service to the City of Corcoran and residents of the City. VOTING AYE VOTING NAY Thomas, Ron Thomas, Ron Anderson, Tom Anderson, Tom Bottema, Jon Bottema, Jon Lother, Brian Lother, Brian Schultz, Alan Schultz, Alan Whereupon, said Resolution is hereby declared adopted on this 9th day of July 2020. ________________________________ Ron Thomas - Mayor ATTEST: City Seal ____________________________________ Jessica Beise – Administrative Services Director Agenda Item 7d. CITY OF CORCORAN City Council Meeting Minutes June 25, 2020 - 7:00 pm The Corcoran City Council met on June 25, 2020, in Corcoran, Minnesota. Pursuant to Minnesota Statute Section 13D.021 and due to the COVID-19 pandemic, the City Council meeting was held remotely through electronic means using the audio and video conferencing platform Zoom. Present were Mayor Thomas at City Hall and present via telephonic or other electronic means were Councilor Anderson, Councilor Bottema, Councilor Dejewski, and Councilor Schultz. Also present were City Administrator Martens, and Administrative Services Director Beise. Public Works Director Mattson, Director of Public Safety Gottschalk, and City Planner Lindahl were present via telephonic or other electronic means. 1.Pledge of Allegiance Mayor Thomas invited all in attendance to rise and join in the Pledge of Allegiance. 2.Call to Order / Roll Call Mayor Thomas called the meeting to order at 7:00 pm. 3.Agenda Approval MOTION: made by Anderson, seconded by Dejewski to approve the agenda as presented. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) 4.Commission Representatives Mayor Thomas noted Planning Commissioner Dickman and Parks and Trails Commissioner Meister were present. 5.Open Forum (Public Comment Opportunity) Mayor Thomas invited residents to communicate telephonically during the Open Forum discussion and noted the public comment instructions. Administrative Services Director Beise explained the new process for residents to participate in the meeting via video format and reviewed the telephone instructions. City Administrator Martens noted the Open Forum is available for public comments on items not presently included in the Council meeting agenda. City Administrator Martens noted specific agenda items should be addressed within the public comment opportunities through the meeting prior to Planning Business, Unfinished Business, and New Business sections of the meeting. Sarah Nichols, 6334 Steeple Chase Lane, addressed Council and commented on impacts to Ravinia residents with current developments located near the Ravinia neighborhood. Ms. Nichols also stated support of a Manoj Thomas, a resident of the Ravinia neighborhood, who would like to be considered for the upcoming vacant Council position. Ms. Nichols supported representation on the Council from the Ravinia neighborhood. Greg Hoglund, 19220 Hackamore Road, addressed Council and commented on the need for high speed internet, and reflected his dissatisfaction with the size of the Council packet in relation to internet availability in Corcoran. Mr. Hoglund addressed concerns with the meeting instructions and the website. Mr. Hoglund requested a status update on the St. Therese project in Corcoran. Mr. Hoglund referenced the vision statement of a thriving town center and the lack of change in the downtown area of Corcoran. Mayor Thomas provided a response to public comment. Mayor Thomas noted bonding for city sewer and water in the downtown area was limited to the Tax Increment Financing funds and assisted the present businesses with failing sewer and water systems. Mayor Thomas also noted change in the town center area of Corcoran will be driven by more homes into Corcoran. Mayor Thomas explained Agenda Item 8a. 2 the vision statement reflects years and is a long-term vision for the town center. Mayor Thomas provided an update on the St. Therese project. Jeremy Nichols, 6334 Steeple Place Lane, addressed Council and seconded comments of the upcoming vacant seat on the Council for a Ravinia resident, the need for someone from the Ravinia neighborhood to sit on the Council, and support Manoj Thomas. Peter Harts, 19169 Galloway Circle, addressed Council and noted support for Manoj Thomas for the upcoming vacant seat on the Council, and stated his commitment as a reserve officer shows his support of being in public service. Tom McKee, 6633 Bridle Path, addressed Council and provided support for Manoj Thomas for the upcoming vacancy on the Council and for representation of the Ravinia neighborhood. 6. Presentations/Recognitions 7. Consent Agenda a. Draft Minutes of June 11, 2020 Council Meeting b. Financial Claims c. Spanier Conditional Use Permit and Variance for Property Located at 10580 Cain Road d. Tobacco License Approvals e. CSAH 101 and Stieg Road Turn Lane Improvements – Pay Request 1 f. Stieg Road Realignment – Pay Request 4 MOTION: made by Schultz, seconded by Bottema to approve consent agenda as presented. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) 8. Planning Business (Public Comment Opportunity) Mayor Thomas invited residents to communicate telephonically prior to Planning Business discussion and noted the public comment instructions. Manoj Thomas, 6552 Carriage Way, addressed Council and commented on the Tavera project noting concerns for the PUD flexibility requested, including setbacks, garages, and other flexibility. Lisa Wyffels, 6730 Horseshoe Bend Drive, addressed the Council noting concerns with the Kariniemi addition. Ms. Wyffels noted as the owner of Lot 2 of Rolling Hills Acres they believed properties could not be split further when the land was purchased, and there will now be three homes adjacent to their property; when their land was purchased only one lot was adjacent. Ms. Wyffels noted concerns with a driveway that the 3 homes would need to access. Ms. Wyffels noted concerns with the development rights program and open space preservation plat ordinance in place, allowing property owners to develop their land with appropriate development rights , and outlined the recent change to the program. Ms. Wyffels addressed concerns as most of the parcel is wetlands, and is land-locked, and in her opinion 3 additional houses could not fit on this parcel . Ms. Wyffels stated concerns with the application of the development rights program on this parcel. City Administrator Martens noted the 5-minute mark on the public comment and Mayor Thomas granted additional time to comment. Ms. Wyffels noted the split does not result in the look and feel of Rolling Hills Road, with no shared driveways, and no plats are less than five acres in the area. Ms. Wyffels opined this particular parcel split goes against the original intent of the development rights transfer program for property owners. Ms. Wyffels thanked the Council for their consideration and time. Greg Hoglund, 19220 Hackamore Road, addressed the Council and commented on the Planning Commission meeting and concern regarding neighbor concerns, drainage issues, trees, and the rural feel and natural character to Corcoran, and the potential impacts of the Tavera Development. Nate Kariniemi, 19927 Larkin Road, addressed the Council and stated his family has lived in Corcoran for 20 years, and on behalf of Kariniemi’s, is happy to discuss neighbor concerns. Mr. Kariniemi noted all guidelines and ordinances have been followed, City and staff have been helpful, and is looking forward to the comments and decisions by Council. Mayor Thomas indicated the goal of the land development rights transfer was to consolidate building rights and preserve open space, and Ms. Wyffels brought up a valid point, however, the current program is not what is being reviewed tonight, but the issue is determining if the applicant has 3 adhered and followed the requirements regarding the land development rights. Mayor Thomas noted review of the land development rights program in a future Counc il meeting. Administrative Services Director Beise noted one additional participant has indicated a request to speak at the public comment opportunity. Andrew Wyffels, 6730 Horseshoe Bend Drive, addressed Council and raised concerns for the Kariniemi Plat, and understands the current development rights program in place. Mr. Wyffels noted he will be bringing concerns regarding the development rights program to a future meeting and he does not believe concerns of watershed issues have been addressed impacting his property. Mr. Wyffels noted drainage concerns causing a dam to potentially impact his property due to the development of the plat. Mr. Wyffels questioned the engineering review of the driveway location. Mr. Wyffels asked that impacts to surrounding neighbors be considered prior to approval of Kariniemi Plat. a. Preliminary Plat for Kariniemi Addition City Planner Lindahl reviewed the report outlining the proposed development of four lots from two existing parcels and include 6780 Rolling Hills Road and 6855 Willow Drive. City Planner Lindahl noted the Public Hearing held at the June 4th Planning Commission meeting and summarized the concerns regarding access with the private drive ordinance, stormwater and drainage, on-site septic, and density of homes on the proposed site. Planner Lindahl noted a total of five development rights between the two properties being platted, with the existing home at 6855 Willow Drive retaining two development rights; one development right for the existing home, and one development right for a future home on the parcel, with the adjacent parcel, accessing off of Rolling Hills road and utilizing the remaining three development rights. City Planner Lindahl indicated there are several items that need to be addressed prior to Lot 4 having access to the private drive and is a future issue. City Planner Lindahl reviewed the sites will be served by individual wells and septic sites and site locations comply with setback standards; with Hennepin County approval of the location of wells and septic sites prior to the final plat to ensure the lots are buildable. City Planner Lindahl stated there is an existing trail easement on the east side of Lot 3 that will be maintained with the plat, even if Lot 4 gains future access and the park dedication requirements. City Planner Lindahl reviewed the Stormwater Management proposal and includes a dry pond and drainage swales, has several conditions with the final design approved by the City Engineer prior to final plat for compliance with local watershed and state rules, and that drainage issues have been addressed. Council inquired about the difference between dry ponds and swales. Public Works Director Mattson explained dry pond basically means it doesn’t always hold water, it’s a low basin area that may fill up with rainwater, but will dissipate, is part of the stormwater plan and would visually look like a grassy bowl; a swale is defined as a ditch that has grade on it to control where stormwater drainage moves. Council requested clarification if only the property with the three houses is subject to the storm water management proposal and if surrounding properties must comply with storm water management proposal as well. Public Works Director Mattson indicated water quality treatment is just the impervious that is created with 10-acre property, the size of the pond and treatment required by watershed relates to the new impervious created. Public Works Director Mattson also noted drainage swales and other parts of the storm water management plan take into consideration water that enters the property from neighboring properties as well as what is discharged; water flow and water quality are both accounted for in the stormwater management plan. Council inquired if spring floods a part of the stormwater equation. Public Works Director Mattson indicated through state and watershed rules, 2-year, 10-year, 100-year spring flooding flow rates are accounted for and are specific to individual sites. Council asked if there was a stormwater plan on the Rolling Hills Acres plat and how does the Kariniemi plat fit in the original plan. Public Works Director Mattson indicated the new plan would take account the new changes being proposed and indicated the previous stormwater plan would need to compliment the new stormwater plan for the Kariniemi. Public Works Director Mattson also noted the original stormwater plan had less impervious as the original plan and did not include a private road. Council asked if the five building rights could be used in another parcel layout configuration, as opposed to the current format. City Planner Lindahl indicated the five 4 building rights would likely only be possible through an adjoining or adjacent parcel, and that it would be challenging to fit three additional houses on the 40-acre Willow Drive parcel to accommodate the five building rights. Council discussed the current standards and Ordinances and that the applicant has followed, and remaining concerns will be addressed prior to approval of the Kariniemi final plat. Council and City Planner Lindahl discussed engineering review of driveway, and offsite drainage requirement and that drainage seems to flow over the road from the north. Council discussed impacts of water backup or flow to another person’s existing property. Public Works Director Mattson indicated all surrounding drainage would be reviewed for flow and drainage to maintain flow and conveyance. Council asked when the Rolling Hills Acres plat was created could covenants have been placed on property to restrict how the land is used. City Planner Lindahl indicated developers can place restrictions on land provided it is not in violation of any state or federal laws. Council discussed splitting 40-acres into four 10-acre parcels, versus clustering homes into smaller sections on parcel. Council recognizes this combination of land parcels to accommodate additional building rights is a unique situation and does not negate the benefits of the development rights program. Council discussed the driveway location, review of the location of culverts along the driveway, the waterflow of a gulley that runs through the center of the property , and the importance of the City Engineer in coordination with staff to make sure applicant adheres to the conditions prior to the final plat. MOTION: made by Dejewski, seconded by Schultz to Approve the Preliminary Plat for Kariniemi Addition for Nate Kariniemi on the 52.8-Acre Site located at 6780 Rolling Hills Road and 6855 Willow Drive (PID 33-119-23-22-0004 and 33-119-23-21-0001) (City File 20-016). Voting Aye by Roll Call Vote: Thomas, Anderson, Dejewski, Bottema, and Schultz (Motion carried 5:0) b. Comprehensive Plan Amendment, Rezoning, Preliminary Plat and Preliminary PUD Development Plan for Tavera City Planner Lindahl reviewed background information on the Tavera. City Planner Lindahl indicated a robust planning commission discussion was had and included three changes to the PUD resolution requiring cul de sac islands, a permanent conservation easement of tree preservation and expan ded landscaping. City Planner Lindahl noted Lennar has items they would like to receive further discussion on and include adjustment of street width from 50 to 60 feet, secondary front setbacks for townhomes, removing cul de sac islands, grade after preliminary plat approval, and further wetland buffer and trail discussions. Council and City Planner Lindahl discussed right of way width and code requirements regarding street widths. City Planner Lindahl noted for context comparison currently Tavera is proposed to hold 549 on 273 acres, Bellwether is at 398 on 225 acres, and Ravinia is 448 on 279 gross acres. City Planner Lindahl stated the Tavera development density is approximately 2.85 homes per net acre. City Planner Lindahl reviewed design standards and provided examples of the homes, villas, and townhomes in the Tavera neighborhood. City Planner Lindahl discussed utilities, transportation, and County Road 116 improvements. City Planner Lindahl and Council discussed patios and deck encroachment setbacks, Tavera house density, and implementing restrictions with patio and deck encroachment setbacks with lots that abut to outside existing neighborhoods. City Planner Lindahl noted a PUD is a negotiated zone district that allows the City design flexibility for more creative and efficient use of land and other amenities within a development. City Planner Lindahl outlined sewer and water will be extended from Ravinia to the site at developer cost, and is expected to begin in the Spring of 2021, with stormwater compliance with local and state watershed requirements. City Planner Lindahl noted a 52 percent wood preservation regarding natural resources, with condition of conservation easement or tree protection, and additional landscaping requirements. City Planner Lindahl noted discussion of the relocation of the Diamond Lake Regional Trail by Three Rivers Park District to go through the Tavera development. City Planner Lindahl reviewed the phasing plan. Paul Tabone, Lennar Homes, addressed Council and thanked the City and staff for all the work completed to date, and thanked the Planning and Parks and Trails Commissions for their review. Mr. Tabone recognized the concerns of the surrounding neighborhoods and noted Lennar has tried to 5 work with residents to address concerns. Mr. Tabone reviewed the desire to offer a range of home pricing and different stages of life dwelling options with the neighborhood. Cul de sac islands preference is not to install them, and end up getting ruined within snow removal, and are working with tree preservation areas and landscaping plans and noting the development will have over 1,000 trees once the plan is complete. Mr. Tabone asked that townhomes secondary frontage setbacks be change to the same standards as single family homes, and noted building spacing considerations in the plat. Mr. Tabone indicated their willingness to work with the Diamond Lake Trail with wider trails and how it incorporates into the development with setbacks, etc. Mr. Tabone discussed how other cities handle decks and porches and encroachments, and would like to address the 55 percent garage face, right-of-ways, and where it is appropriate to implement narrower right-of-ways. Mr. Tabone briefly discussed the grading request at the preliminary plat level versus the final plat, will allow Lennar to schedule and allow utilities and street construction to begin next Spring. Mayor Thomas recessed the meeting at 8:57pm due to technology issues. Mayor Thomas called the meeting back to order at 9:02 pm. Mr. Tabone addressed protection of the wood areas, landscaping, and park and trails. Mr. Tabone noted infrastructure needs the City may have and benefits of Park dedication. Mr. Tabone noted the development is anticipated to be an eight year build out. Council and staff discussed the grading request and what is needed prior to consideration of a pre- preliminary plat approval and can be addressed at a future Council date. Council and Mr. Tabone discussed the price range of homes in the new development. Mr. Tabone noted there are many factors and is dependent on the market and product customization. Council and staff discussed early grading and when it occurs if it is approved. Council indicated appreciation for the multiple school district, the multiple housing style units, value of sewer and water, tree preservation, and open landscaping, and overall a less density in exchange for increased types of housing is beneficial. Council inquired about twin home garages and how they are positioned if a side garage model was considered for the Tavera development. Mr. Tabone indicated Lenna considered them, and the type of unit has become less popular and the units in Tavera are a new design. Council inquired about the one outlet out of the neighborhood on County Road 116. Public Works Director Mattson indicated Hennepin County preference and staff supported and agreed with the access reduction on County Road 116. Council discussed increased cars and pedestrians on 66th Avenue and Horseshoe Trail. Council asked for clarification for road improvements at the intersection of Old Settlers and Horseshoe Trail due to the inconvenient angle. Public Works Director Mattson indicated the intersection has some limitations and would be a shape and pave of the intersection, and geometrically remain as it is today. Council and staff discussed location of trails and streets relating to regional trails. Council reviewed conditions 1-9 of Resolution 2020-50 with no recommended changes. Council reviewed conditions 11-12 of Resolution 2020-50, and condition 10 referenced a rear yard setback with 30 feet for the structure and 20-feet on decks and porches and Council discussed allowing the encroachment of the deck in the rear yard setback anytime when a rear yard abuts another rear yard. Mr. Tabone clarified on the northern 10 homesites, the buyers of those homes would not be allowed to place a deck or patio, if it encroached upon the 30-feet. Mr. Tabone indicated that could be troublesome to track, and if additional landscaping is added, would rather not have to tell that a deck or patio could not be added to a new buyer. With the 25-foot setback, even with a deeper home of 60-feet, there is still approximately 40-feet of backyard. City Planner Lindahl noted the townhomes are currently setback 25-feet from the road, and City Code indicates only a 20- foot setback is necessary, to create additional backyard space, Lennar could change the design plan to reflect a 20-foot setback. Council inquired what other cities are implementing for encroachment setbacks. City Planner Lindahl indicated with the smaller lot sizes, many cities are implementing encroachment setbacks. Council reviewed conditions 13-21 of Resolution 2020-50, specifically 18, and flexibility involving garage face exceeding 55 percent of the building face, and not allowing garage forward designs. Council addressed condition 19, and flexibility in decreasing garage minimums from 440 square feet to a minimum of 420 square feet. Mr. Tabone indicated the townhome design is such and are 6 adequately sized to accommodate two cars with some storage and is reflective of the younger demographic who purchase the townhomes. Council discussed parking in the street or driveway if smaller garages become more popular. Council addressed condition 20, and inquired about the rear of the townhomes, and currently there is no design standard regarding the back side of townhomes. City Planner Lindahl noted townhome standard is different than single family homes and includes 25 percent of façade material as brick or stucco. Mr. Tabone noted the only townhomes that would be seen, the townhomes are oriented at a 45-degree angle, and tree buffers and wetlands will screen the townhomes heading south and also on Hackamore Road. Mr. Tabone noted there is some articulation on the rear elevation of townhomes such as gables and window t rim. Council reviewed conditions 22-33, and noted condition 29 should be County Road 116, not County Road 101. City Planner Lindahl noted the regular setback is 100 feet. Mr. Tabone asked for opinion on landscape islands, and currently there are two. Council reviewed conditions 34-43 and noted 33c. of the gateway sign and indicated a desire to have the Corcoran gateway sign be welcoming. Council noted condition 35a. should be North not West, and 35 b. should be South not West. Council inquired about condition 40 and 5-foot wetland buffer setback. City Planner Lindahl recommended keeping condition and if Lennar cannot comply when the PUD final plan is brought back with a modification to those conditions. Council reviewed conditions 44-54 of Resolution 2020-50, and noted condition 54, and discussed the difficulty of Public Works having to plow around cul de sacs, with additional and specific plows to accommodate the areas. Council further noted people park along cul de sacs causing a safety issue. Public Works Director Mattson indicated originally Public Works was not in favor of cul de sac islands, but are now indifferent, but would like islands to be the same and with irrigation. Mr. Tabone indicated condition 54 may be able to be removed if Council is indifferent regarding cul de sacs. Council reviewed conditions 55-60 of Resolution 2020-50 and noted condition 55g. was designed by the City of Corcoran and not the developer. City Administrator Martens clarified the park plan is for concept purposes only. Council asked if Council still could choose to add a trail to County Road 116. Paul Tabone indicated engineer is still working with Three Rivers District Park and the Diamond Lake Trail along County Road 116 to configure trails within neighborhood. MOTION: made by Anderson, seconded by Bottema to approve Resolution 2020-48 Approving a Comprehensive Plan Amendment for “Tavera” at the Northwest Corner of Hackamore Road and County Road 116 (PID 35-119-23-44-0001, 35-119-23-11-0001, 35-119-23-12-0002, 35-119-23-41- 0001 and 35-119-23-43-0001) (City File 20-017). Voting Aye by Roll Call Vote: Thomas, Anderson, Dejewski, and Schultz (Motion carried 5:0) MOTION: made by Dejewski, seconded by Bottema to adopt Ordinance 2020-408 Amending Title X (Zoning Ordinance) of the City Code to Classify Certain Land Located at the Northwest Corner of Hackamore Road and County Road 116 (PID 35-119-23-44-0001, 35-119-23-11-0001, 35-119-23- 12-0002, 35-119-23-41-0001 and 35-119-23-43-0001) (City File 20-017). Voting Aye by Roll Call Vote: Thomas, Anderson, Dejewski, and Schultz (Motion carried 5:0) MOTION: made by Dejewski, seconded by Bottema to adopt Summary Ordinance 2020-409 Amending the Zoning Map in Title IX of the Corcoran City Code (City File 20-017). Voting Aye by Roll Call Vote: Thomas, Anderson, Dejewski, and Schultz (Motion carried 5:0) MOTION: made by Bottema, seconded by Schultz to approve Resolution 2020-49 Approving Findings of Fact for Rezoning for Property Located at the Northwest Corner of Hackamore Road and County Road 116 (PID 35-119-23-44-0001, 35-119-23-11-0001, 35-119-23-12-0002, 35-119-23-41- 0001 and 35-119-23-43-0001) (City File 20-017). Council and City Planner Lindahl discussed the definition excessive burdens on parks, schools and streets relating to the rezoning standards and ordinances. City Planner Lindahl the burden on schools is relieved as the City meetings with school districts regarding development updates, so schools can plan for the growth and demographics. Council asked for clarification on burden on 7 streets and how is that determined and referenced County Road 116 as an example. Staff discussed the feasibility studies and traffic flows provide information on burdens and in the case of Tavera, Hennepin County did not have any concerns. Voting Aye by Roll Call Vote: Thomas, Anderson, Dejewski, and Schultz (Motion carried 5:0) MOTION: made by Schultz, seconded by Bottema to approve Resolution 2020-50 Approving Preliminary PUD Development Plan for Tavera Development located at the Northwest Corner of Hackamore Road and County Road 116 (PID 35-119-23-44-0001, 35-119-23-11-0001, 35-119-23- 12-0002, 35-119-23-41-0001 and 35-119-23-43-0001) (City File 20-017) with the following modifications: Condition number 10 modified to state rear yard setback shall be required to meet the 30-foot rear yard setback including patios and decks for Lots 226-228, 375-380 and 490-501; Condition number 29 corrected to state County Road 116 instead of County Road 101; Condition number 35 modified to the correct directions for 35a. North and 35b. South; Delete Condition number 54 Relating to Cul de Sacs. Voting Aye by Roll Call Vote: Thomas, Anderson, and Schultz Voting Nay: Dejewski (Motion carried 4:1) MOTION: made by Schultz, seconded by Anderson to approve Resolution 2020-51 Approving Preliminary Plat for “Tavera” on Property Located at the Northwest Corner of Hackamore Road and County Road 116 (PID 35-119-23-44-0001, 35-119-23-11-0001, 35-119-23-12-0002, 35-119-23-41- 0001 and 35-119-23-43-0001) (City File 20-017). Voting Aye by Roll Call Vote: Thomas, Anderson, and Schultz Voting Nay: Dejewski (Motion carried 4:1) Paul Tabone thanked the Council for their time and consideration of the development. 9. Unfinished Business (Public Comment Opportunity) Mayor Thomas invited residents to communicate telephonically prior to Unfinished Business discussion and noted the public comment instructions. Administrative Services Director Beise noted instruction to speak at the public comment opportunity. No persons participated in the public comment portion of the meeting. a. Hackamore Road Improvement Project Update Public Works Director Mattson indicated the City of Medina had a unanimous support of Option 2, which was similar to Corcoran Council decision. The recommendation from the Medina Council allowed flexibility with Corcoran to address biker safety in widening the road and would move forward with Option 2 with a widened on-road biking trail. 10. New Business (Public Comment Opportunity) Mayor Thomas invited residents to communicate telephonically prior to New Business discussion and noted the public comment instructions. Administrative Services Director Beise noted instruction to speak at the public comment opportunity. Narayan Navnit, 6672 Carriage Way, commented on support Manoj Thomas and seconded his consideration on appointment to serve on the Council. Manoj Thomas, 6552 Carriage Way, thanked Council and neighbors for their support in his seeking appointment to the Council and outlined his interest in serving. a. COVID-19 Preparedness Plan City Administrator Martens reviewed the COVID-19 Preparedness Plan and briefly discussed the phases and reopening up City Hall. City Administrator Martens noted the outstanding job Jessica Christensen Buck did on the document. Council discussed approval dispersion of funds by the State to cities based on population with documentation to receive funds. City Administrator Martens noted the preparedness plan serves as formal document to codify the previous documentation of the City. MOTION: made by Dejewski, seconded by Anderson to accept the proposed COVID-19 Preparedness Plan. Voting Aye by Roll Call Vote: Thomas, Anderson, Dejewski, and Schultz Voting Nay: Bottema (Motion carried 4:1) b. Councilmember Resignation: Declaration of a Vacancy 8 Mayor Thomas and Council thanked Councilmember Dejewski for his service to the City of Corcoran. MOTION: made by Anderson, seconded by Dejewski to accept resignation as of June 30, 2020 and declare a vacancy on the Council. Voting Aye by Roll Call Vote: Thomas, Anderson, and Dejewski Voting Nay: Bottema and Schultz (Motion carried 3:2) Mayor Thomas noted the upcoming 6-month period and recommends Brian Lother for the vacant seat as his experience as a Charter Commissioner and contributor to Comprehensive Plans. Council invited Mr. Manoj Thomas to run for Council in the General Election. Council noted a perceived conflict of interest with the purchase of land for a test well site and the proposed candidate. discussed going through a selection process or nominating someone immediately, with consensus to appoint someone immediately. MOTION: made by Thomas, seconded by Bottema to appoint Brian Lother to the vacant City Council position effective July 1, 2020, with appointment at the next Council meeting. City Administrator Martens noted a purchase agreement with Brian Lother on a piece of property being purchased by the City for a future well and treatment site, already has a purchase price confirmed, and will be presented in a July Council meeting, and with appointment, Mr. Lother would need to abstain from the vote relating to the agreement. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, and Schultz Abstain: Dejewski (Motion carried 4:0) Councilmember Dejewski thanked the Council and staff for work completed in all departments. Council thanked Councilmember Dejewski for his service and balance within the Council, a voice to the people, and that he will be missed. 11.Staff Reports a. Active Corcoran Planning Applications Council received the report and discussed emails and concerns received regarding Eagle Brook Church in preparation for the Planning Commission meeting on July 2. City Administrator Martens noted a virtual meeting with Eagle Brook and the surrounding neighborhood was being scheduled to take place and Council requested information on the virtual meeting. b. Temporary Site Plan Amendment – The Stanchion Bar City Administrator Martens presented report. c. Pandemic Response Update Director of Public Safety Gottschalk updated Council on current COVID-19 numbers in Minnesota, with 33,000 cases and an increase in critical care is due to non-COVID related incidents. Director of Public Safety Gottschalk outlined total COVID-19 expenditures to date. City Administrator Martens noted the state is current in Phase Three of the Minnesota Stay Safe Order and CARES act funding allocations for local governments in Minnesota and may offer an investment opportunity to Corcoran for current and future COVID expenses. 12. 2020 City Council Schedule City Administrator Martens noted upcoming City Council agenda items. 13. Adjournment MOTION: made by Dejewski, seconded by Schultz to adjourn. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) Meeting adjourned at 11:17 pm. ________________________________ Michelle Friedrich – Deputy Clerk FundSummary10100FarmersStateBankUnpaid10100FarmersStateBank100GENERALFUND602SEWER601WATER313RockfordSchoolLand2018AD/S3122016ADOWNTOWNIMPROVEMENTD/S3112012BPUBLICWORKSBONDD/S309D/S-EQUIPMENTCERTSE100-41900-300ProfessionalSrvs (GENERAL)E313-47000-610 InterestE309-47000-610 InterestE312-47000-610 InterestE309-47000-610 InterestE601-49400-610 InterestE602-49450-610 InterestE311-43100-610 InterestTotal NORTHLANDTRUSTSERVICES NORTHLAND TRUST SERVICES$10,100.00$22,412.51$17,912.50$17,812.50$20,190.00$44 643.75$44,643.75$17,812.50$20,190.00$17,912.50$22,412.51$495.00$2,000.00$8,100.00$495.00AGENT FEECORCO18A 8-CORCO18A8-CORCO16A8-PAYING AGENT ANNUAL FEECORCO18ACORCO18ACORCO16ACORCO16ACORCO14BCORCO 14BCORCO12B07/09/20 2:17PMCITYOFCORCORAN133,566.26 10100 Farmers State Bank$133,566. 26133,566. 26 Page 1 Check Detail Register© July 2020 Check Agenda Item 8b. Council Meeting Date: 7/9/2020 FINANCIAL CLAIMS Prepared By: jrotz CHECK RANGE FUND #500 ESCROW CLAIMSAgendaItem: 8b. Paid toAmountProject name 500-20487$581.89CARSON, CLELLAND & SCHREDER - Eaglebrook Church #20-013 500-20497$47.50CARSON, CLELLAND & SCHREDER - Kariniemi PP 20-016 500-20469$71.26CARSON, CLELLAND & SCHREDER - LENNAR - RAVINIA 11TH LOC 500-20332$273.13CARSON, CLELLAND & SCHREDER - Lennar - Tavera PUD Application Total 973.78 Total Fund #500 = 973.78 See attached Payments Detail) ALL OTHER FINANCIAL CLAIMSAgendaItem:8b.$ 462,659.68$ 463,633.46Total Checks See attached Check Detail Register) Total of Auto Deductions 22,886.13 TOTAL EXPENDITURES FOR APPROVAL$ 486,519.59 Auto Deductions / Electronic Fund Transfer / Other Disbursements DatePaid toAmount 6/25/2020Humanity.com$ 49.00PD Shift Scheduling Software fee 6/26/2020NPCA.net$ 80.00PD K9 Certifications 6/30/2020Keyme$ 1.60PW key cutting 6/30/2020Keyme$ 9.64PW key cutting 6/30/2020Ford Distributing$ 432.78PW Supplies 6/22/2020HENNEPIN COUNTY, PAYMENT Property Taxes$ 17.86property taxes 6/22/2020HENNEPIN COUNTY, PAYMENT Property Taxes$ 17.86property taxes 6/22/2020HENNEPIN COUNTY, PAYMENT Property Taxes$ 18.18property taxes 6/22/2020State of MN - MSRS$ 2,097.97State of MN healthcare savings plan 6/22/2020State of MN - Roth$ 2,256.44Deferred compensation payment toState of MN 6/22/2020Optum - H S A$ 3,368.73Health savings account 6/22/2020PERA$ 14,452.85Pension plan 6/23/2020MN DEPT OF REVEN, MN Rev pay$ 83.22Monthly fuel tax Total 22,886.13 H:\\City Hall Information\\CITY GOVERNMENT\\Council, Commissions & Committees\\Council Information\\Council Claims\\2020 Claims Workbook.xls 10100FarmersStateBankUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidE100-41540-300ProfessionalSrvs (GENERAL)G500-20469Rav11-1318-040, 19-002 & 012G500-20497KariniemiPP20-016G500-20487EagleBrookChurch #20-013E100-41600-219Covid-19CoronavirusE100-41600-300ProfessionalSrvs (GENERAL)E100-43100-220Repair/MaintSupplyGENERAL)E100-45200-210OperatingSupplies (GENERAL)E100-45200-210OperatingSupplies (GENERAL)E100-43100-212MotorFuelsE100-43100-212MotorFuelsE100-42100-212MotorFuelsE100-43100-212MotorFuelsE100-43100-212MotorFuelsE100-42100-212MotorFuelsE100-43100-212MotorFuelsE100-43100-210OperatingSupplies (GENERAL)E100-43100-210OperatingSupplies (GENERAL)E100-42100-219Covid-19CoronavirusE100-41941-300ProfessionalSrvs (GENERAL)E 601-49400-210 Operating Supplies (GENERAL)Total AMAZONCAPITALSERVICESTotal ABDO, EICK & MEYERS, LLPTotal BEAUDRYOILCOMPANY Total AMERICANPRESSURETotal BORGENRADIATORTotal ACMETOOLSABDO, EICK & MEYERS, LLPCARSON, CLELLAND SCHREDERBORGENRADIATORBIFFS INC.BEAUDRYOILCOMPANYAMERICANPRESSUREAMAZONCAPITALSERVICESADP, LLCACMETOOLSTotalBIFFSINC.Total ADP, LLC$2,719.41$775.00$581.89$534.39$391.88$214.56$154.29$415.67$548.59$684.45$972.77$869.40$333.44$461.50$123.13$278.75$186.48$28.63$71.26$47.50$55.60$16.1543124906302006302006302006302006302006302060950W769505W769504162570416248721624872162256516204001151 1111504213CP-MDY4-95592005097696240AUDIT SERVICESLENNAR - RAVINIA11TH LOCKariniemiPP20-016Eaglebrook Church #20-013CORONAVIRUS PANDEMIC (COVID-19)66th AVENUE CORRIDOR EASEMENT ACQUISITIONCIVIL LEGALTRUCK REPAIRDIESELGASOLINESQUAD FUELDIESELGASOLINESQUAD FUELDIESELSUPPLIESSUPPLIESSUPPLIESWORKFORCE NOW PAYROLL SOLUTIONS BUNDLESUPPLIES07/01/203:49PMCITYOFCORCORAN3,535.66$775.00$368.85$794.94$123.13$278.75$186.48$55. 60 Page 1 Check Detail Register© July 2020 Check UnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidG500-20332LennarWesselFeasibilityE100-42102-131EmployerPaidHealthE100-42100-131EmployerPaidHealthE100-41400-131EmployerPaidHealthE100-41300-131EmployerPaidHealthE100-43100-210OperatingSupplies (GENERAL)E100-43100-232GravelE100-43100-232GravelE100-41951-300ProfessionalSrvs (GENERAL)E100-43100-321TelephoneE100-42100-321TelephoneE100-41941-321TelephoneE100-41941-210OperatingSupplies (GENERAL)E100-42100-223BuildingRepairSuppliesE100-43100-210OperatingSupplies (GENERAL)E100-41941-210OperatingSupplies (GENERAL)E100-41941-210OperatingSupplies (GENERAL)E100-43100-417UniformsE100-43100-210OperatingSupplies (GENERAL)E100-42100-200OfficeSupplies (GENERAL)E100-42100-200OfficeSupplies (GENERAL)E205-42100-304 LegalFeesE100-42100-304 LegalFeesTotal CARSON, CLELLAND SCHREDERTotal COMPUTERINTEGRATIONTECHTotal CONCEPTFINANCIALGROUPTotal CUSTOMDOORSALESINCTotal DAKOTASUPPLYGROUP Total COMCAST- 902943336Total CINTAS -470CASHDELTA DENTALDAKOTASUPPLYGROUPCUSTOM DOORSALESINCCONCEPTFINANCIALGROUPCOMPUTER INTEGRATION TECHCOMCAST- 902943336CINTAS - 470Total CASH$1,876.72$3,306.40$273.13$258.61$175.00$109.21$109.21$109.21$116.94$121.33$121.33$116.94$73.14$40.92$37.19$53.32$12.40$28.81$11.44$24.10$46.73$35.76$87.40$30.00$3.00063020RIS000292709RIS000292709RIS000292709RIS000292709S100252294.00261805-IN124991249811801690294333690294333690294333640545800174054579974405457995540545798984054093652405409363640540935994054093520063020063020063020063020Lennar - TaveraPUDApplicationDENTALINSURANCEJUL20DENTALINSURANCEJUL20DENTALINSURANCEJUL20DENTALINSURANCEJUL20SUPPLIESDOORREPAIRGRAVELHAULINGGRAVELHAULINGIT MANAGEDSERVICE - MTHLANDLINELANDLINELAND LINECITYHALL -RUGSFLOORMATS - POLICEPUBLICWORKSCITYHALLCITY HALLUNIFORMSFLOORMATS - POLICEPUBLICWORKSMONEYORDERFORBAILTOBACCOCOMPLIANCEVEHICLEFORFEITURECRIMINAL07/01/203:49 PM CITYOFCORCORAN6,569.32$3,565.01$670.53$175.00$327.63$33.00$28.81$ 11.44 Page 2 Check Detail Register© July 2020 UnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidE100-43100-131EmployerPaidHealthE416-45200-580OtherEquipmentE100-41900-300ProfessionalSrvs (GENERAL)E100-42200-300ProfessionalSrvs (GENERAL)E601-49400-215WaterMetersE601-49400-215WaterMetersE601-49400-215WaterMetersE100-43100-232GravelE100-43100-210OperatingSupplies (GENERAL)E100-43100-232GravelE100-43100-232GravelE100-43100-232GravelE100-43100-232GravelE100-43100-232GravelE425-49450-530ImprovementsOtherThanBldgsE100-45200-300ProfessionalSrvs (GENERAL)E100-41910-210OperatingSupplies (GENERAL)E100-45200-131 EmployerPaidHealthTotal ENEBAKCONSTRUCTIONCOMPANYTotal HENNCOTAXPAYERSERVICESTotal EQUIPMENTTRANSPORTINCTotal FERGUSONWATERWORKS Total EMPLOYEERELATIONSTotal ECMPUBLISHERSINCTotal FASTENALCOMPANYTotal HANOVER, CITYOFTotal FEHNCOMPANIESTotal DELTADENTALECMPUBLISHERSINCLANOEQUIPMENTHENNCOTAXPAYERSERVICESHANOVER, CITYOFFERGUSONWATERWORKSFEHNCOMPANIESFASTENALCOMPANYEQUIPMENTTRANSPORTINCENEBAKCONSTRUCTIONCOMPANYEMPLOYEERELATIONS$85,826.27$32,919.20$32,265.78$82,980.61$12,289.05$9,584.80$1,023.36$2,917.20$6,852.69$2,314.92$8,576.32$272.00$307.65$972.40$75.67$76.22$43.54$12.40RIS00029270903-7630200620-522020-1&20456924045692304553685183MNTC41596421249012482124721246812461PAY1088007781281RIS000292709DENTALINSURANCEJUL20FELLINGFT50-3LP2021ANNUALASSESSMENTFEE2020FIRE PROTECTION - 1ST & 2NDQTRMETERSMETERSMETERSGRAVELSUPPLIESGRAVELHAULINGGRAVELHAULINGGRAVELHAULINGGRAVELHAULINGGRAVELHAULING2019NESEWERDISTRICTIMPROVEMENTS 100% OFBACKGROUNDCHECKEAGLEBROOKCHURCHPHDENTALINSURANCEJUL2007/01/20 3:49PMCITYOFCORCORAN85,826.27$32,265.78$82,980.61$39,617.78$4,912.96$231.90$307.65$272.00$43.54$76. 22 PROJECT PAID TO DATE Page 3 Check Detail Register© July 2020 Check UnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidE100-42200-300ProfessionalSrvs (GENERAL)E100-41550-300ProfessionalSrvs (GENERAL)E100-41550-300ProfessionalSrvs (GENERAL)E100-43100-380Utility & Services (GENERAL)E100-41941-380Utility & Services (GENERAL)E416-42100-207ComputerSuppliesE100-41941-300ProfessionalSrvs (GENERAL)E100-43100-228 DustControlE 100-43100-210 Operating Supplies (GENERAL)Total RANDYSENVIRONMENTALSERVICESTotal ROLFERICKSONENTERPRISESINCTotal NORTHERNTOOL & EQUIPMENTTotal PREFERREDCOMMUNICATIONSTotal SITEONELANDSCAPESUPPLYTotal NUTRIENAGSOLUTIONS, INC.Total LORETTOFIREDEPARTMENTTotal MENARDSMAPLEGROVETotal MINNESOTAEQUIPMENT Total NORTHERNSALTINCTotal LANOEQUIPMENTTotal MARTENS, BRADLORETTOFIREDEPARTMENTROLFERICKSONENTERPRISESINCRANDYSENVIRONMENTALSERVICESPREFERREDCOMMUNICATIONSNUTRIEN AGSOLUTIONS, INC.NORTHERNSALTINCMINNESOTAEQUIPMENTMENARDS MAPLEGROVEMARTENS, BRAD$109,043.60$44,398.51$1,013.45$6,003.00$1,476.98$199.98$254.17$196.15$479.45$50.00$26.40$37.93$34.92$6.542-2284100557463-0006242006242006192006192059158019314427719851P24325P23742665260623202020 FIRE PROTECTION - 3RD QTRSUPPLIESCOUNTY DATA FEEMONTHLY ASSESSING FEEPUBLIC WORKS GARBAGE (9100) 12CITY HALL GARBAGE 1280351COMPUTER EQUIPMENTSUPPLIESSUPPLIESDUST CONTROLEQUIPMENTSUPPLIESSUPPLIESCELL PHONE07/01/203:49PMCITYOFCORCORAN109,043.60$32,919.20$44,398.51$1,013.45$6,029.40$1,476.98$199.98$254.17$202.69$514.37$50.00$37. 93 Page 4 Check Detail Register© July 2020 Check FundSummaryUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaidUnpaid10100FarmersStateBank100GENERALFUND601WATER500ESCROWHOLDINGFUND427GLEASON/66THPARKWAYEXTENSION425PULTEENCORE/BELLWETHERPROJEC416CAPITAL-EQUIPMENTCERTS205DWIFORFEITUREFUNDE100-42100-810Refunds/ReimbursementsE100-41941-210OperatingSupplies (GENERAL)E100-43100-380UtilityServices (GENERAL)E100-43100-220Repair/MaintSupply (GENERAL)E100-43100-220Repair/MaintSupply (GENERAL)E100-43100-210OperatingSupplies (GENERAL)E100-42100-417UniformsE100-42100-210OperatingSupplies (GENERAL)E100-42100-210OperatingSupplies (GENERAL)E100-43100-321 TelephoneTotal STREICHER SPOLICE EQUIPMENTTotal TOTAL COMPLIANCE SOLUTIONSTotal SOUTH LAKE MINNETONKA PDTotal WESTSIDE WHOLESALE TIRE Total ZEPSALES & SERVICETotal STARTRIBUNETotal XCELENERGYSOUTH LAKEMINNETONKAPDZEPSALES & SERVICEXCELENERGYWESTSIDE WHOLESALE TIRESTREICHER SPOLICE EQUIPMENTSTAR TRIBUNESPRINTTotal SPRINT$336,872.77$34,396.18$85,826.27$5,099.44$391.88$973.78$1,409.21$1,010.85$73.14$363.20$196.41$108.00$100.00$105.39$49.27$87.00$29.99061820900527111086111586111465108I1436277I143507812696390-20 3391283315-22REFUND IACP CONFERENCE FEE (RECEIPT #16435)SUPPLIESUTILITIES - 9100SERVICEAUTOJUNKRANDOMDRUGTESTINGUNIFORMSSUPPLIESSTARTRIBUNE13WEEKSUBSCRIPTIONCELLSERVICE07/01/203:49 PM CITYOFCORCORAN1,409.21$1,010.85$363.20$304.41$100.00$135.38$49.27$87.00 10100 Farmers State Bank$463, 633.46463, 633.46 Page 5 Check Detail Register© July 2020 CityofCorcoran ConsultantSummary 7/9/2020 NameInvoice DateAmount Due Carson, Clelland & Schreder06/30/20 6,569.32 Landform Metro West Inspection Rolf Erickson Enterprises06/24/20 6,029.40 Wenck Associates Total$ 12,598.72 H:\\CityHallInformation\\CITYGOVERNMENT\\Council, Commissions & Committees\\CouncilInformation\\Council Claims\\2020ClaimsWorkbook.xls Engineer’s Memo Wenck Associates, Inc. | 1800 Pioneer Creek Center | P.O. Box 249 | Maple Plain, MN 55359-0249 Toll Free 800-472-2232 Main 763-479-4200 Email wenckmp@wenck.com Web wenck.com - To: Brad Martens, City Administrator From: Kent Torve, PE, City Engineer Date: June 30, 2020 Subject: Pay Request #10 & FINAL – 2018 NE Sewer District Improvements Council Action Requested •Approve Pay Request #10 & FINAL to Enebak Construction Company in the amount of $85,826.27. Project Summary •Contract Amount - $2,736,357.20 •Change Orders to Date 1 - $0 (Change order related to completion date only) •Projected Total - $2,721,027.17 Financing Financing is provided by developers through an escrow. Project Update The requested amount is related to finalizing quantities and release of the final 2% retainage amount of $53,779.61. As shown in the quantities, the project total is less than the contract amount. This is cau sed by the difference in quantities from bid to construction. These quantities are to be considered final. IC-134 documents have been included. Agenda Item 8c. PAY REQUEST #10 CITY OF CORCORAN 2018 NE SEWER DISTRICT IMPROVEMENTS 2294-0035 6/30/2020 LINE NO.ITEM UNIT QUANTITY UNIT PRICE TOTAL PRICE QUANTITY COST QUANTITY COST 1 MOBILIZATION & DEMOBILIZATION LUMP SUM 1 67,000.00$ 67,000.00$ 0.00 -$ 1.0 67,000.00$ 2 TRAFFIC CONTROL LUMP SUM 1 50,000.00$ 50,000.00$ 0.00 -$ 1.0 50,000.00$ 3 CLEARING ACRE 5.20 8,000.00$ 41,600.00$ 0.00 -$ 5.2 41,600.00$ 4 GRUBBING ACRE 5.20 4,000.00$ 20,800.00$ 0.00 -$ 5.2 20,800.00$ 5 SALVAGE AND REINSTALL GRAVEL SURFACING SQ YD 800 2.85$ 2,280.00$ 800.00 2,280.00$ 800 2,280.00$ 6 SAWING BITUMINOUS PAVEMENT LIN FT 14 10.00$ 140.00$ 14.00 140.00$ 14 140.00$ 7 REMOVE BITUMINOUS PAVEMENT - DRIVEWAY SQ YD 93 5.00$ 465.00$ 0.00 -$ 93 465.00$ 8 REMOVE FENCE LIN FT 950 1.50$ 1,425.00$ 0.00 -$ 950 1,425.00$ 9 SALVAGE AND REINSTALL FENCE LIN FT 195 5.00$ 975.00$ 0.00 -$ 0 -$ 10 SALVAGE & RESPREAD EXISTING TOPSOIL (MIN. 1 FT)LUMP SUM 1 0.01$ 0.01$ 1.00 0.01$ 1 0.01$ 11 SALVAGE & RESPREAD EXISTING WETLAND SOILS (AS REQUIRED BY PERMIT)LUMP SUM 1 57,600.00$ 57,600.00$ 0.00 -$ 1.00 57,600.00$ 12 REPAIR DRAINTILE LINE EACH 2 750.00$ 1,500.00$ 0.00 -$ 0 -$ 13 COMMON EXCAVATION - EXPORT UNSUITABLE MATERIAL (LV)CU YD 800 0.01$ 8.00$ 800.00 8.00$ 800 8.00$ 14 COMMON EXCAVATION - OFFSITE (LV)CU YD 1,000 0.01$ 10.00$ 1000.00 10.00$ 1,000 10.00$ 15 COMMON EXCAVATION - ONSITE (LV)CU YD 4,375 0.01$ 43.75$ 4375.00 43.75$ 4,375 43.75$ 16 STREET SWEEPER WITH PICKUP BROOM HOUR 30 0.01$ 0.30$ 0.00 -$ 0 -$ 17 WATER FOR DUST CONTROL MGAL 30 0.01$ 0.30$ 0.00 -$ 0 -$ 18 GEOTEXTILE FABIC, TYPE V NON-WOVEN SQ YD 900 1.75$ 1,575.00$ 0.00 -$ 0 -$ 19 AGGREGATE BASE, CLASS 5 100% CRUSHED TON 220 21.25$ 4,675.00$ 0.00 -$ 0 -$ 20 REPLACE BITUMINOUS DRIVEWAY LUMP SUM 1 3,500.00$ 3,500.00$ 0.00 -$ 0 -$ 21 CONNECT EXISTING SANITARY SEWER PIPE TO STRUCTURE EACH 1 5,000.00$ 5,000.00$ 0.00 -$ 1 5,000.00$ 22 CONNECT TO EXISTING SANITARY MANHOLE EACH 1 1,500.00$ 1,500.00$ 0.00 -$ 1 1,500.00$ 23 IMPROVED PIPE FOUNDATION - 24" THICK LIN FT 1,700 25.42$ 43,214.00$ 0.00 -$ 1,700 43,214.00$ 24 16" PVC C-905 DR-18 SANITARY SEWER PIPE (25'-30' DEPTH)LIN FT 403 191.92$ 77,343.76$ 0.00 -$ 385 73,889.20$ 25 18" PVC C-905 DR-18 SANITARY SEWER PIPE (25'-30' DEPTH)LIN FT 25 219.74$ 5,493.50$ 0.00 -$ 22 4,834.28$ 26 30" PVC C-905 DR-18 SANITARY SEWER PIPE (20'-25' DEPTH)LIN FT 422 267.54$ 112,901.88$ 0.00 -$ 500 133,770.00$ 27 30" PVC C-905 DR-18 SANITARY SEWER PIPE (25'-30' DEPTH)LIN FT 1,064 267.54$ 284,662.56$ 0.00 -$ 990 264,864.60$ 28 30" PVC C-905 DR-18 SANITARY SEWER PIPE (30'-35' DEPTH)LIN FT 1,754 267.54$ 469,265.16$ 0.00 -$ 1,166 311,951.64$ 29 30" PVC C-905 DR-18 SANITARY SEWER PIPE (35'-40' DEPTH)LIN FT 2,644 267.54$ 707,375.76$ 0.00 -$ 2,989 799,677.06$ 30 30" PVC C-905 DR-18 SANITARY SEWER PIPE (40'-45' DEPTH)LIN FT 444 267.54$ 118,787.76$ 0.00 -$ 724 193,698.96$ 31 6' DIA SANITARY SEWER MANHOLE EACH 19 9,001.14$ 171,021.66$ 0.00 -$ 19 171,021.66$ 32 6' DIA SANITARY SEWER MANHOLE - DROP MANHOLE EACH 3 35,010.88$ 105,032.64$ 0.00 -$ 3 105,032.64$ 33 8' DIA SANITARY SEWER MANHOLE EACH 1 18,508.56$ 18,508.56$ 0.00 -$ 1 18,508.56$ 34 6' DIA SANITARY STRUCTURE OVERDEPTH (>12' DEPTH)LIN FT 535 390.78$ 209,067.30$ 0.00 -$ 535.00 209,067.30$ 35 8' DIA SANITARY STRUCTURE OVERDEPTH (>12' DEPTH)LIN FT 22 769.36$ 16,925.92$ 0.00 -$ 22 16,925.92$ 36 INSTALL STRUCTURE SIGN POST AND MARKER EACH 22 83.63$ 1,839.86$ 0.00 -$ 22 1,839.86$ 37 ANTI-SEEPAGE COLLAR EACH 17 521.76$ 8,869.92$ 0.00 -$ 17 8,869.92$ 38 TEMPORARY ROCK CONSTRUCTION ENTRANCE EACH 2 1,750.00$ 3,500.00$ 0.00 -$ 2 3,500.00$ 39 SEED MIXTURE - 21-111 & STRAW MULCH ACRE 5 577.50$ 2,887.50$ 0.00 -$ 5.5 3,176.25$ 40 SEED MIXTURE - 35-241 & STRAW MULCH ACRE 20 1,655.54$ 33,110.80$ 10.00 16,555.40$ 20 33,110.80$ 41 SEED MIXTURE - 34-271 & STRAW MULCH ACRE 11 1,734.60$ 18,213.30$ 7.50 13,009.50$ 10.5 18,213.30$ 42 BALE BARRIERS - MAINTAINED LIN FT 9,400 4.31$ 40,514.00$ 0.00 -$ 8,536 36,790.16$ 43 SILT FENCE, MACHINE SLICED - MAINTAINED LIN FT 11,600 2.39$ 27,724.00$ 0.00 -$ 8,870 21,199.30$ TOTAL BASE BID:2,736,357.20$ 32,046.66$ 2,721,027.17$ TOTAL ORIGINAL CONTRACT:2,736,357.20$ 32,046.66$ 2,721,027.17$ ORIGINAL CONTRACT AWARD AMOUNT 2,736,357.20$ 32,046.66$ 2,721,027.17$ -$ -$ 32,046.66$ 2,721,027.17$ THIS PAY REQUEST CONTRACT SUMMARY COMPLETE TO DATE BASE BID: 2018 NE SEWER DISTRICT IMPROVEMENTS COMPLETED TO DATEPAY REQUEST #10 JUNE 2020 CURRENT RETAINAGE (0%) TOTAL CURRENT PAY REQUEST TOTAL ORIGINAL CONTRACT STAFF REPORT Agenda Item 10a. Council Meeting: July 9, 2020 Prepared By: Brad Martens Topic: City Hall Remodel Bids Action Required: Approval Summary: At the May 14, 2020 meeting, the City Council received an update on the City Hall remodel with a request to proceed with obtaining bids with a significantly reduced project scope. Staff was authorized to proceed with bids. Bids for the project were due on Tuesday, June 18th at 2:00 pm. The estimate provided by Wold Architects for construction was $882,000. A total of 15 bids were received with a low bid of $396,500 from Weber, Inc. A letter from Wold Architects is attached to this report recommending the City award the contract to Weber, Inc. Staff also recommends the project be awarded to Weber, Inc. The bids are good for 60 days following the bid opening. Once the bid is awarded, the City is liable for costs incurred related to that award. Council should be certain that the project will move forward if the bid is to be awarded. The project is scheduled to start November 9, 2020. Financial/Budget: The previous estimate for the entire project was $1,212,000. The new estimate is outlined below: • Construction: $396,500 • Soft costs: $90,000 • Furniture: $120,000 • Technology: $120,000 • Total: $726,500 The City has set aside funds in past budgets and has $707,000 dedicated towards the project. Staff will include a line item in the 2021 budget to fill the remaining project gap. Options: 1. Award the bid to Weber, Inc. in the amount of $396,500. 2. Reject all bids. 3. Send back to staff for further review. Recommendation: Award the bid to Weber, Inc. in the amount of $396,500. Council Action: Consider a motion to award the bid to Weber, Inc. in the amount of $396,500. Attachments: 1. June 29, 2020 letter from Wold Architects June 29, 2020 Corcoran City Council City of Corcoran 8200 County Road 116 Corcoran, Minnesota Re: City of Corcoran Corcoran City Hall and Police Remodel Commission No. 182292 Dear Corcoran City Council: On Thursday, June 18, 2020, at 2:00 PM, bids were received from fifteen bidders for the Corcoran City Hall and Police Remodel project at Corcoran City Hall. A bid tabulation is attached for your review. Weber, Inc. from North Saint Paul, Minnesota submitted the low bid in the amount of $396,500. This bid is within the budget established by the City for this project. We recommend awarding the contract to Weber, Inc. for a total contract amount of $396,500. Sincerely, Wold Architects and Engineers Joel Dunning | AIA, LEED AP Partner Enclosures cc: Brad Martens, City of Corcoran Andrew Dahlquist, Wold Derek Gallagher, Wold Contract File MF/CI_Corcoran/182292/crsp/jun20 Project Name: CORCORAN CITY HALL & POLICE REMODEL BID TABULATION Commission No.:182292 Wold Architects and Engineers Date:18-Jun-20 332 Minnesota Street, Suite W2000 Time:2:00pm Saint Paul, Minnesota 55101 651.227.7773 Fax: 651.223.5646 Bidder's Name AddendumNumbers (1 & 2)Bid Security Bid Amount Weber, Inc. 2497 East 7th Avenue, Suite 110 North Saint Paul, MN 55109 651.770.5350 Sever Construction Company 5151 Edina Industrial Blvd., Suite 650, Edina, MN 55439 612-704-3359 Welsh Construction 10901 Bren Road East Minnetonka, MN 55343 952.214.8524 Construction Results 5465 Highway 169 N Plymouth, MN 55442 763-559-1100 J.S. Cates Construction, Inc. 2400 Cates Ranch Drive, Suite #100 Hamel, MN 55340 (763) 478-8961 American Liberty Construction 6011 Lone Oak Road Suite 101, PO Box 547 Rockford, MN 55373-0547 763-477-9900 Cy-Con 110 Sycamore Street West St. Paul, MN 55117 651-488-0501 Rochon Corporation 28 2nd Street NW, Suite 200 Osseo, MN 55369 (763) 559-9393 Ebert Construction 23350 COUNTY ROAD 10 CORCORAN, MN 55357 763.498.7844 Kue Contractors 130 Central Ave. PO Box 408 Watkins, MN (320) 764-2525 BCI Construction 7135 5th Ave N.E. Sauk Rapids, MN 56379 (320) 393-3185 RAM General Contracting 592 Industrial Drive, P.O. Box 660 Winsted, MN 55395 320.485.5572 Dering Pierson Group 22401 Industrial Blvd Rogers, MN 55374 612-276-3598 Met-Con Companies 15760 Acorn Trail Faribault MN 55021 (507) 333-1166 Greiner Construction 121 South 8th Street, Suite 1200 Minneapolis MN 55402 612.225.6928 1,2 Yes $467,000 1,2 Yes $396,500 Low Bid 1,2 Yes 419,240 1,2 Yes Remarks 1,2 Yes $472,925 $404,754 1,2 1,2 1,2 Yes $416,000 Yes $429,000 Yes $475,000 1,2 Yes $529,000 1,2 Yes $477,000 1,2 Yes $580,100 1,2 Yes $514,900 1,2 Yes $467,700 Yes $452,900 1,2 Yes $460,000 STAFF REPORT Agenda Item 10b. Council Meeting: July 9, 2020 Prepared By: Brad Martens Topic: Assessor Proposal Review Action Required: Approval Summary: Proposals for assessing services were due at noon on Tuesday, July 30, 2020. The City received two proposals as outlined below and attached to this report: Thomas Scherer Proposal • Retired Hennepin County Assessor; no prior experience as a contract Assessor • Mr. Scherer would be the only Assessor; resume appears to be sufficient for experience needed to complete the work • Fees proposed for $50,686; does not include fees from Hennepin County needed to assist this proposal or soft costs for supplies. • Gaps exist in existing ability to provide services effective immediately Hennepin County Proposal • Services to be provided by Hennepin County Assessor’s office; Principal Assessor proposed to be assigned to the City of Corcoran • First year cost proposed at $94,000; payable in 2021, no costs for 2020 work. o This is a discounted amount which would be increased slowly over the first four years of the contract • County to provide notice to City by June 15th for costs for proposed costs for following year • Propose a four-year contract with an option for a four-year extension • Requests secured office space to accommodate two staff and necessary furniture o Hennepin County is open to having this be a flexible space rather than a dedicated space Financial/Budget: The 2020 budget for Assessing Services is $67,700. The 2021 budget would be drafted to accommodate costs, as necessary. Options: 1. Authorize staff to enter into an agreement with Thomas Scherer for assessing services. 2. Authorize staff to enter into an agreement with Hennepin County for assessing services. 3. Reject proposals and request new proposals. Page 2 Recommendation: While the proposal from Thomas Scherer is likely less costly, staff is concerned about the ability for one individual to complete the work necessary. Additionally, the up-front work required to get services ready by October 1 is significant. The proposal from Hennepin County, while more costly, seems reasonable and would allow for services to be provided without a gap. Staff has had conversation with cities utilizing Hennepin County for assessing services and generally have found the service to be more than adequate. For these reasons staff recommends proceeding with Hennepin County. Staff would like to negotiate a few specific terms in the agreement regarding office space and supplies. Council Action: Consider a motion to authorize staff to enter into an agreement with Hennepin County for assessing services with the City Administrator to negotiate final details of the agreement. Attachments: 1. Thomas Scherer proposal 2. Hennepin County proposal Corcoran Assessing Services Proposal Thomas G. Scherer, SAMA, CAE (Corcoran Assessing Services, LLC – Proposed Minnesota Company Name) 14210 Fisher Avenue NE Prior Lake, MN 55372 952-486-2127 scherer_tom_g@yahoo.com June 29, 2020 Prepared By Thomas G. Scherer, SAMA Executive Summary I have worked my entire career (32 years) in Hennepin County as an assessor until retiring in 2018. I started as an enumerator in the City of St Louis Park back in May of 1985. In September of 1985, I was hired by Hennepin County. In 1988, I was hired back by the City of St Louis Park as a Residential Appraiser. In Dec of 1989, Hennepin County hired me back as an Appraiser. I have assessing experience at both the city level as well as the county level. I have experience appraising all types of properties, including residential, agricultural, commercial, industrial and apartment. (see attached Resume file) I do not have experience as a contract assessor. Prior to entering into a contract with the city, I would create a Limited Liability Company with the name of Corcoran Assessing Services, LLC (according to the Minnesota Secretary of State, the name would be available). I also had my CAE designation (Certified Assessment Evaluator) from the IAAO (International Association of Assessing Officers). I have not yet paid my 2020 membership dues, but upon entering into a contract with the city, I will pay my dues and will be current with my CAE. Service Description (Assessing Services) I agree with the duties outlined in the RFP, with the exception of some needed clarification on the following – B. The Minnesota Department of Revenue interprets statues, regulations and legislative changes relating to property valuation and classification. The Minnesota Department of Revenue then holds meetings and provides education to Assessors to make sure the laws are applied consistently through out the state. The Hennepin County Assessor’s Office also makes sure the laws are applied consistently throughout the county. As City Assessor, I would be available to answer questions regarding statues, regulations and legislative changes relating to property valuation and classification as described by The Minnesota Department of Revenue and The Hennepin County Assessor’s Office. F. Assessment Books - The county auditor, at the expense of the county, annually provides the necessary assessment materials for each assessment district. The county auditor makes complete lists of all lands or lots subject to taxation in the real property assessment books showing the names of the owners opposite each description of property. The assessment books and blanks must be ready for delivery to the assessors on or before the first Monday in December. County auditors may elect to discontinue use of the assessment books if the county has established an electronic data processing system or similar system to perform the processing of assessment and tax accounting. Primary Statutory Reference: 273.03. H. Depending on the City’s requirements for the “Open Book Meeting”, I may need to hire some additional staff. I would look at various options for additional staff, including Hennepin County if needed. O. I do not have an appraiser license in Minnesota. I do have a Senior Accredited Minnesota Assessor License. The scope of this license is limited to Minnesota Property Tax Valuations. As City Assessor, I will need to keep my focus on property tax matters. Qualifications A. I will be the only Assessor providing Assessing Services, except in the case of Item H above. If additional staff are needed for the “Open Book Meeting”, I will discuss the options with the City Administrator. (see attached 2021 SAMA License) B. I do not have experience as a contract assessor. (See attached Resume) C. I do not have experience as a contract assessor. References from previous supervisors - 1. James Atchison, SAMA, CAE Hennepin County Assessor 612-348-4567 2. Tamara Doolittle, SAMA Assistant Hennepin County Assessor 612-348-8968 3. William Effertz, SAMA Steele County Land Records Director 507-444-7445 D. I have no conflicts of interest. E. I am proposing a cost per parcel. The following costs are for my time and labor including my transportation costs and mobile phone services. (see attached file with parcel costs by year) They do not include the fees described in the 2020 Hennepin County “Assessor Expectations” document attached to the RFP from page 29 with the title “FEE SCHEDULE”. They also do not include postage and supplies such as revaluation cards and other assessing forms and materials required to do the job. They do not include errors and omissions coverage. I am also requesting office space in city hall. In addition, I will need a good wi-fi connection and a city phone, which I would like to connect to a dedicated mobile phone (paid for by me). The City would also need to store all required physical files at city hall. Since the City is looking to start the contract October 1, 2020, the cost for 2020 would be the annual cost divided by 12 for the 2020 monthly costs. The monthly cost would then be applied to each of the 3 months of the contract in 2020. It is assumed the assessment revaluation for this year will have been completed as well as the sales verification process for this year’s sales ratio study. Starting October 1st would not allow me sufficient time to complete the revaluation and sales verification timely and these costs are not included in my proposal. F. I do not carry errors and omissions coverage. I would be willing to get coverage at the City’s expense. It is The County Auditor’s function to provide the Assessment Books to the Assessor (see item F under Service Description). 2019 Parcel Count 2020 Cost Per Parcel 2020 Cost Per Property Type 2021 Cost Per Parcel 2022 Cost Per Parcel 2023 Cost Per Parcel 1A Residential 1695 18.00$ 30,510$ 18.50$ 19.00$ 19.50$ 1B Blind/Disabled 6 18.00$ 108$ 18.50$ 19.00$ 19.50$ 2A Agriculture 313 28.00$ 8,764$ 28.75$ 29.50$ 30.25$ 2B Rural Vacant Land 9 28.00$ 252$ 28.75$ 29.50$ 30.25$ 3A Commercial/Industrial 72 25.00$ 1,800$ 25.60$ 26.20$ 26.80$ 4B Residential Misc 157 18.00$ 2,826$ 18.50$ 19.00$ 19.50$ 4BB Residential Non-Homestead 353 18.00$ 6,354$ 18.50$ 19.00$ 19.50$ 4C Seasonal / Special Class 4 18.00$ 72$ 18.50$ 19.00$ 19.50$ Totals 2609 50,686$ THOMAS SCHERER, C.A.E, S.A.M.A. 14210 Fisher Avenue NE Prior Lake, MN 55372 952-486-2127 scherer_tom_g@yahoo.com EXPERIENCE JUNE 2016 - JUNE 2018 ADMINISTRATIVE MANAGER, HENNEPIN COUNTY I was a Business Owner on the Implementation of a new Tax/CAMA System. I was part of a team full filling discovery and data requests. I also assisted in providing training to new commercial appraisers. MAY 2002 - JUNE 2016 CAMA MANAGER, HENNEPIN COUNTY I was in charge of maintaining the County's CAMA system including the residential rates. I supervised a staff of 4 to 5 people. I was also a Business Owner on the Implementation of a new Tax/CAMA System. MARCH 1992 - MAY 2002 COMMERCIAL APPRASER, HENNEPIN COUNTY I did Commercial, Industrial and Apartment revaluation and new construction in several cities. I answered taxpayer questions. I did value notice reviews, local board reviews, county board reviews and tax court petition s. I put together appraisals for all levels of the appeals process including for tax court, which I have testified as an expert witness. DECEMBER 1989 - MARCH 1992 RESIDENTIAL APPRASER, HENNEPIN COUNTY I did Residential and Agricultural revaluation and new construction in several cities. I also did Tax Forfeit Appraisals in several cities including Minneapolis. I answered taxpayer questions. I did value notice reviews, local board reviews, county board reviews, abatements and tax court petitions. I put together appraisals for all levels of the appeals process including for tax court, which I have testified as an expert witness. EDUCATION NOVEMBER 1984 BACHELOR OF SCIENCE DEGREE IN BUSINESS ADMINISTRATION, UNIVERSITY OF WISCONSIN – RIVER FALLS QUALIFICATIONS AND PROFESSIONAL DESIGNATIONS Qualified as an Expert Witness in Minnesota Property Tax Court C.A.E. – Certified Assessment Evaluator from the International Association of Assessment Officers S.A.M.A. – Senior Accredited Minnesota Assessor from Minnesota Department of Revenue 1 Professional Assessing Services for the City of Corcoran, MN Proposal from the Hennepin County Assessor’s Office June 30, 2020 Hennepin County Assessor's Office James R. Atchison, CAE, SAMA County Assessor A - 2103 Government Center Minneapolis, MN 55487-0213 612-348-4567 Office 612-803-0612 Mobile james.atchison@hennepin.us 2 Attachments to the proposal 1 Professional Assessing Services for the city of Corcoran 2 Why Hennepin_06_25_2020 3 Hennepin County Contract Contact List 4 DRAFT Corcoran Assessment Services Agreement 5 Signed Assessor RFP Corcoran Table of Contents of this document Page Executive Summary 2 Section III – Service Description 3 Section IV – Qualifications 3 Executive Summary The Hennepin County Assessor's Office is submitting the following materials to be considered for the position of the Corcoran City Assessor. Our proposal covers all the assessment functions from residential, agricultural, and commercial revaluation through posting the final assessment and preserving the assessment through the Open Book meetings at the local level. The first-year cost will be $94,000. The county office is budgeted with 57 FTE's dedicated to assessing. Our residential section includes 20 appraisers and supervisors. We have the capacity and experience to handle any and all properties across the entire county. Staff has tremendous experience assessing similar jurisdiction to Corcoran. This experience is from combinations of serving as city assessor in many of these communities, but also from area wide sales verifications, County Board of Appeal and Equalization review appraisals and Minnesota Tax Court Appeal review appraisals and expert testimony in Tax Court. Our plan would be to have Melissa Potter, SAMA, SBA License #2889 and a Principal Residential Appraiser in our residential section as the lead appraiser responsible for the residential and agriculture assessment. Ms. Potter will lead the residential/agriculture assessment including sales verification, quintile, submission and approval. Ashley Gunderson, SAMA, Commercial Supervisor will lead the to be assigned commercial staff appraisers that will be responsible for all the commercial/industrial properties in the city. 3 Section III – Service Description (Assessing Services) Please refer to attachment 4 DRAFT Corcoran Assessment Services Agreement, Exhibit A. This exhibit covers the major tasks that we are responsible for as the City Assessor. In addition, we exceed the minimum requirements as listed in the Assessor Expectations document as published annually by the County Assessor. Section IV - Qualifications A. The main contact will be Melissa Potter, SAMA, Assessor License #2889. Melissa is one of four Principal Appraisers in our office. Melissa is the lead assessor for all the cities in Northern and Western Hennepin County. Attached document 2 Why Hennepin_06_25_2020 provides an overview of our appraisal staff. Your City Assessor is our entire office of 57 dedicated staff members here at the County, as all will have a hand in your assessment at one point or another. All our professional appraisal staff in the office are licensed assessor through the State Board of Assessors, all are provided exceptional training and educational offers from many sources. All staff have exceeded education relicensing requirements for the past cycle. Currently, we have on staff three (3) members with the Certified Assessment Evaluator [CAE] designation from the International Association of Assessing Officers and four (4) different staff members with the MAI [Member, Appraisal Institute] designation from the Appraisal Institute. Both the CAE and the MAI designation far exceed the minimal requirements of AMA or SAMA from the State Board. These advanced designations show the commitment of staff and this office on continued education and training. B. Hennepin County has performed assessing work for local jurisdictions since 1972. Currently, the County is contracted as the assessor in 31 cities. In addition, we have statutory responsibility for the MSP Airport and Fort Snelling C. Attached document 3. Hennepin County Assessing Contract Contact List. This lists all the jurisdictions that currently contract with Hennepin County, the main contact at the city, their contact information and when that jurisdiction first contacted with the county for Assessing Services. D. We are not aware of any potential conflicts at the staff level or the office level. Staff only work for Hennepin County performing assessing services. Staff are forbidden from performing any outside work involving assessing, appraisal, realtor, broker, property management, etc. 4 E. Our draft contract, 4 DRAFT Corcoran Assessment Services Agreement is our standard base contract. Section 13A and 13B on page 6 describes our fee and what could increase or decrease the fee in future years. In summary contract costs are increased based on additional parcels, new construction adds [i.e. new homes] and increases to our costs [COLA, health insurance, mileage, etc.] Hennepin County only charges adequate fees to cover the work associated with the contracts. Our proposal is for a four (4) year agreement with a four (4) year extension. This would cover assessment years 2021, 2022 ,2023, and 2024. F. The county is self-insured and does not carry any “errors and omissions coverage” G. I or any member of our team, stand ready to answer any questions the Mayor, Council members, or City Administration my have on our Assessing Services. In addition, all staff of the County Assessor’s office are available at any time to work with the Mayor, Council, City Administrator, city staff, and owners/taxpayers of the city. The main office is staffed from 7:30 to 5:00 each business day. We work here and live here in Hennepin County. We are a phone call, text or email away. We are available! Customer Service Customer service is an important core value of Hennepin County and is an integral part of the Hennepin County Assessor’s practical vision and office values. We are committed to having professional employees that are equipped with the training and skills needed to effectively educate and serve our stakeholders. We strive for open communication with stakeholders for an effective partnership. We engage and respond to customers with care in all situations. We achieve excellence in valuation and classification at a reasonable cost. Our mission is to value and classify property, uniformly and accurately. ASSESSORS OFFICE At a Glance Learn why the Hennepin County Assessor’s Office should be your choice for your assessing needs. Why Hennepin County? Customer Service Uniformity & Accuracy Trust & Transparency Resources & Tools Experience & Expertise Professional Staff Trust and Transparency We are committed to establishing a culture of trust and transparency by enforcing: Clear expectations for measurable success High level of assessment standards and professional conduct Required IT security training A commitment by staff to the function of valuing and classifying property for Hennepin County HENNEPIN COUNTY June 1, 2020 Resources and Tools Our staff has access to tools such as Pictometry, Marshall & Swift, RecordEase, GIS and licensed valuation publications. We use Open Book resources and options including a ‘regional’ Open Book with multiple locations and times. Our data is digitized and secure. We have direct access to legal counsel. Assessment Uniformity and Accuracy Our informed staff are knowledgeable of regional and local markets, rather than just one city. Photo Caption Professional Staff Our team consists of well-networked, well educated staff who have connections and resources with colleagues not only in the profession of assessing, but also with other county resources such as IT, project management, training and education. In addition: Many of our staff members are active in professional organizations, giving them better access to education and training resources, networking and a larger influence in guiding related state wide policies. You can have confidence and trust in staff that undergo background checks, driver’s license validations and data security training. We engage our staff by offering fair compensation, good benefits, opportunities for growth and an inviting culture. We ensure stability and continuity of staff through mentoring and knowledge transfer. We do not use sub-contractors for appraisal staff. Experience & Expertise Our team consists of 57 plus staff that collectively has hundreds of years of service and experience in the assessing profession. This does not include additional years of fee appraisal, construction, property management and other real estate experience. In addition, all of our staff receive professional education and continuing assessment training. We have 40 team members with assessment designations through the Minnesota State Board of Assessors, 24 of which are Senior Accredited Minnesota Assessors, the highest level of accreditation given by the State Board of Assessors. Our staff: Includes experts specializing in homesteads, exemptions, Veteran’s Exclusions, Open Space, Green Acres, Local Board of Appeal and Equalization and tax court appeals Is qualified to appraise all property in Hennepin County Is specialized in dealing with executive homes, lakeshore and agricultural properties Has valuation modeling & statistical analysis experts Has direct access to IT/technical experts, legal experts, real estate tax experts, project managers, trainers and business analysts ASSESSOR’S OFFICE HENNEPIN COUNTY Updated: 6/25/2020 City First Name Last Name Position Phone Mailing Address City State ZIP E-Mail Client since 1 Brooklyn Center Jesse Anderson Deputy Director Community Developme 763-569-3420 6301 Shingle Creek Pkwy Brooklyn Center MN 55430 janderson@ci.brooklyn-center.mn.us 5/1/2014 2 Champlin Shelly Peterson Finance Director 763-923-7107 11955 Champlin Drive Champlin MN 55316-2289 speterson@ci.champlin.mn.us 8/1/2007 3 Chanhassen Chelsea Petersen Assistant City Manager 952-227-1118 PO Box 147 Chanhassen MN 55317 cpetersen@ci.chanhassen.mn.us Very long time 4 Crystal Anne Norris City Manager 763-531-1140 4141 Douglas Drive N Crystal MN 55422 anne.norris@crystalmn.gov 6/1/1993 5 Dayton Tina Goodroad City Administrator 763-421-3487 12260 South Diamond Lake Rd Dayton MN 55327 tgoodroad@cityofdaytonmn.com 8/1/2007 6 Deephaven Dana Young Administrator 952-358-9939 20225 Cottagewood Rd Deephaven MN 55331 danayoung@mchsi.com 8/1/2013 7 Golden Valley Susan Virnig Finance Director 763-593-8000 7800 Golden Valley Road Golden Valley MN 55427 svirnig@goldenvalleymn.gov 5/1/1978 8 Greenfield Margaret Webb City Administration - Clerk 763-477-6464 7738 Commerce Circle Greenfield MN 55373 mwebb@ci.greenfield.mn.us 8/1/2003 9 Greenwood Dana Young Administrator 952-358-9939 20225 Cottagewood Rd Deephaven MN 55331 danayoung@mchsi.com 5/1/2017 10 Hanover Brian Hagen City Administrator / Treasurer 763-497-3777 PO Box 278 Hanover MN 55341 brianh@ci.hanover.mn.us 11/1/2000 11 Hopkins Nick Bishop Finance Director 952-548-6330 1010 First Street S Hopkins MN 55343 nbishop@hopkinsmn.com 8/1/2003 12 Independence Mark Kaltsas Administrator 763-479-0513 1920 County Rd 90 Independence MN 55359 mark@terra-mark.com 7/1/1972 13 Loretto Mary Schneider City Clerk / Treasurer 763-479-4305 PO Box 207 Loretto MN 55357 mschneider@ci.loretto.mn.us 3/14/1972 14 Maple Plain Bobby Schoen City Administrator 763-479-0515 5050 Independence St Maple Plain MN 55359 bschoen@mapleplain.com 9/1/2015 15 Medicine Lake Nancy Pauly City Clerk 763-542-9701 10609 South Shore Drive Medicine Lake MN 55441 nancy.pauly@gmail.com Very long time 16 Minnetonka Beach Heidi Honey City Clerk 952-471-8878 PO Box 146 Minnetonka Beach MN 55361 hhoney@ci.minnetonka-beach.mn.us 9/1/2018 17 Minnetrista Brian Grimm Finance Director 952-241-2516 7701 County Rd 110 West Minnetrista MN 55364 bgrimm@ci.minnetrista.mn.us 11/10/1980 18 Mound Catherine Pausche Finance Director 952-472-0633 2415 Wilshire Blvd Mound MN 55364-1668 CatherinePausche@cityofmound.com 9/12/1972 19 New Hope Kirk McDonald City Manager 763-531-5112 4401 Xylon Ave No.New Hope MN 55428 kmcdonald@ci.new-hope.mn.us 10/15/1974 20 Orono Ron Olson Finance Director 952-249-4611 PO Box 66 Orono MN 55323 rolson@ci.orono.mn.us 9/1/1998 21 Osseo Riley Grams Administrator 763-425-3861 415 Central Ave Osseo MN 55369 rgrams@ci.osseo.mn.us 10/15/1992 22 Plymouth Laurie Hokkanen Admin Services Director 763-509-5051 3400 Plymouth Blvd Plymouth MN 55447 lhokkanen@plymouthmn.gov 7/1/2014 23 Richfield Chris Regis Finance Manager 612-861-9723 6700 Portland Ave So Richfield MN 55423 Cregis@cityofrichfield.org 7/1/1981 24 Robbinsdale Marcia Glick City Manager 763-537-4534 4100 Lakeview Ave N Robbinsdale MN 55422 mglick@ci.robbinsdale.mn.us 8/1/2012 25 Rockford Audra Etzel City Clerk 763-477-6565 6031 Main Street Rockford MN 55373 audrae@cityofrockford.org 11/1/2001 26 Rogers Steve Stahmer Administrator 763-428-2253 22350 S. Diamond Lake Rd Rogers MN 55374 sstahmer@rogersmn.gov 8/1/2003 27 Shorewood Greg Lerud City Administrator 952-960-7905 5755 Country Club Rd Shorewood MN 55331 glerud@ci.shorewood.mn.us 9/1/1998 28 Spring Park Dan Tolsma City Administrator 952-471-9051 4349 Warren Ave Spring Park MN 55384 dtolsma@ci.spring-park.mn.us 8/15/1980 29 St. Anthony Shelly Rueckert Finance Director 612-782-3316 3301 Silver Lake Rd St. Anthony MN 55418 shelly.rueckert@savmn.com 9/20/1978 30 St. Bonifacius Brenda Fisk Administrator/Clerk/Treasurer 952-446-1061 8535 Kennedy Memorial Drive St. Bonifacius MN 55375 brendafisk@st-bonifacius.mn.us 7/1/2017 31 Wayzata Jeffery Dahl City Manager 952-404-5309 600 East Rice Street Wayzata MN 55391 jdahl@wayzata.org 8/1/2013 Hennepin County Contract Contact List C:\Users\bmartens\Desktop\New folder\3 Hennepin County Contract Contact List 7/2/2020 Contract No. A20XXXX AGREEMENT THIS AGREEMENT, Made and entered into by and between the COUNTY OF HENNEPIN, a political subdivision of the State of Minnesota, hereinafter referred to as the "COUNTY", and the CITY OF CORCORAN, a political subdivision of the State of Minnesota, hereinafter referred to as "CITY"; WHEREAS, said CITY lies wholly within the COUNTY OF HENNEPIN and constitutes a separate assessment district; and WHEREAS, under such circumstances, the provisions of Minnesota Statutes, Section 273.072 and Minnesota Statutes, Section 471.59 permit the County Assessor to provide for the assessment of property; and WHEREAS, said CITY desires the COUNTY to perform certain assessments on behalf of said CITY; and WHEREAS, the COUNTY is willing to cooperate with said CITY by completing the assessment in a proper manner; NOW, THEREFORE, in consideration of the mutual covenants contained herein, it is agreed as follows: 1. The COUNTY shall perform the 2021, 2022, 2023, and 2024 property assessment for the CITY OF CORCORAN in accordance with property assessment procedures and practices established and observed by the COUNTY, the validity and reasonableness of which are hereby acknowledged and approved by the CITY. Any such practices and procedures may be changed from time to time, by the COUNTY in its sole judgment, when good and efficient assessment procedures so require. The property assessment by the COUNTY shall be composed of those assessment services (2) which are set forth in Exhibit A, attached hereto and made a part hereof by this reference, provided that the time frames set forth therein shall be considered to be approximate only. 2. All information, records, data, reports, etc. necessary to allow the COUNTY to carry out its herein responsibilities shall be furnished to the COUNTY without charge by the CITY, and the CITY agrees to cooperate in good faith with the COUNTY in carrying out the work under this Agreement. 3. The CITY agrees to furnish, without charge, secured office space needed by the COUNTY at appropriate places in the CITY's offices. The keys thereto shall be provided to the COUNTY. Such office space shall be sufficient in size to accommodate reasonably two (2) appraiser and any furniture placed therein. The office space shall be available for the COUNTY's use at any and all times during typical business hours, and during all such hours the COUNTY shall be provided with levels of heat, air conditioning and ventilation as are appropriate for the seasons. 4. The CITY also agrees to provide appropriate desk and office furniture as necessary, clerical and secretarial support necessary and reasonable for the carrying out of the work herein, necessary office supplies and equipment, copying machines and fax machines and their respective supplies, and telephone and internet service to the COUNTY, all without charge to the COUNTY. 5. It shall be the responsibility of the CITY to have available at the CITY's offices a person who has the knowledge and skill to be able to answer routine questions pertaining to homesteads and property assessment matters. 6. In accordance with Hennepin County Affirmative Action Policy and the County Commissioners' policies against discrimination, no person shall be excluded (3) from full employment rights or participation in or the benefits of any program, service or activity on the grounds of race, color, creed, religion, age, sex, disability, marital status, sexual orientation, public assistance status, ex-offender status or national origin; and no person who is protected by applicable Federal or State laws, rules and regulations against discrimination shall be otherwise subjected to discrimination. 7. It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of joint venturers or co-partners between the parties hereto or as constituting the CITY as the agent, representative or employee of the COUNTY for any purpose or in any manner whatsoever. Any and all personnel of CITY or other persons, while engaged in the performance of any activity under this Agreement, shall have no contractual relationship with the COUNTY and shall not be considered employees of the COUNTY and any and all claims that may or might arise under the Workers' Compensation Act of the State of Minnesota on behalf of said personnel or other persons while so engaged, and any and all claims whatsoever on behalf of any such person or personnel arising out of employment or alleged employment including, without limitation, claims of discrimination against the CITY, its officers, agents, CITY or employees shall in no way be the responsibility of the COUNTY, and CITY shall defend, indemnify and hold the COUNTY, its officials, officers, agents, employees and duly authorized volunteers harmless from any and all such claims regardless of any determination of any pertinent tribunal, agency, board, commission or court. Such personnel or other persons shall not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from the COUNTY, including, without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers' Compensation, Re-employment Compensation, disability, (4) severance pay and retirement benefits. 8. CITY agrees that it will defend, indemnify and hold the COUNTY, its elected officials, officers, agents, employees and duly authorized volunteers harmless from any and all liability (statutory or otherwise) claims, suits, damages, judgments, interest, costs or expenses (including reasonable attorney’s fees, witness fees and disbursements incurred in the defense thereof) resulting from or caused by the negligent or intentional acts or omissions of the CITY, its officers, agents, contractors, employees or duly authorized volunteers in the performance of the responsibilities provided by this Agreement. The CITY’s liability shall be governed by Minn. Stat. Chapter 466 and other applicable law, rule and regulation, including common law. 9. COUNTY agrees that it will defend, indemnify and hold the CITY, its elected officials, officers, agents, employees and duly authorized volunteers harmless from any and all liability (statutory or otherwise) claims, suits, damages, judgments, interest, costs or expenses (including reasonable attorney’s fees, witness fees and disbursements incurred in the defense thereof) resulting from or caused by the negligent or intentional acts or omissions of the COUNTY, its officers, agents, contractors, employees or duly authorized volunteers in the performance of the responsibilities provided by this Agreement. The COUNTY’s liability shall be governed by Minn. Stat. Chapter 466 and other applicable law, rule and regulation, including common law. 10. The COUNTY shall endeavor to perform all services called for herein in an efficient manner. The sole and exclusive remedy for any breach of this Agreement by the COUNTY and for COUNTY's liability of any kind whatsoever, including but not limited to liability arising out of, resulting from or in any manner related to contract, tort, (5) warranty, statute or otherwise, shall be limited to correcting diligently any deficiency in said services as is reasonably possible under the pertinent circumstances. 11. Neither party hereto shall be deemed to be in default of any provision of this Agreement, or for delay or failure in performance, resulting from causes beyond the reasonable control of such party, which causes shall include, but are not limited to, acts of God, labor disputes, acts of civil or military authority, fire, civil disturbance, changes in laws, ordinances or regulations which materially affect the provisions hereof, or any other causes beyond the parties' reasonable control. 12. This Agreement shall commence on August 1, 2020, and shall terminate on July 31, 2024. Either party may initiate an extension of this Agreement for a term of four (4) years by giving the other written notice of its intent to so extend prior to March 1, 2024. If the party who receives said notice of intent to extend gives written notice to the other party of its desire not to extend prior to, April 15, 2024 this Agreement shall terminate on July 31, 2024. Nothing herein shall preclude the parties, prior to the end of this Agreement, from agreeing to extend this contract for a term of four (4) years. Any extended term hereof shall be on the same terms and conditions set forth herein and shall commence on August 1, 2024. Either party may terminate this Agreement for "just cause" as determined by the Commissioner of Revenue after hearing for such a determination is held by the Commissioner of Revenue and which has been attended by representatives of COUNTY and CITY or which said representatives had a reasonable opportunity to attend, provided that after such determination, any party desiring to cancel this Agreement may do so by giving the other party no less than 120 days' written notice. If the CITY should cancel this Agreement, as above provided, before the completion of the then current property assessment by the COUNTY, the CITY (6) agrees to defend and hold the COUNTY, its officials, officers, agents, employees and duly authorized volunteers harmless from any liability that might ensue as a result of the non- completion of a property tax assessment. For the purpose of this Agreement, the term "just cause" shall mean the failure of any party hereto reasonably to perform a material responsibility arising hereunder. 13.A. In consideration of said assessment services, the CITY agrees to pay the COUNTY the sum of Ninety Four Thousand Dollars ($94,000) for each assessment, provided that any payment for the current year’s assessment may be increased or decreased by that amount which exceeds or is less than the COUNTY's estimated cost of appraising new construction and new parcels for the current year’s assessment. The amount of any increase or decrease shall be specified in the billing for the current year’s assessment. 13.B. Regarding each assessment, in addition to being subject to adjustment in the above manner, said assessment cost of $94,000 may also be increased by the COUNTY if: (1) The COUNTY determines that any cost to the COUNTY in carrying out any aspect of this Agreement has increased, including but not limited to the following types of costs: new construction and new parcel appraisals, mileage, postage, supplies, labor (including fringe benefits) and other types of costs, whether similar or dissimilar; and/or 2) The COUNTY reasonably determines that other costs should be included in the costs of assessment work. If the COUNTY desires to increase the assessment cost pursuant to this paragraph 13(B), it shall give written notice thereof by June 15 of any year and such increase shall apply to the assessment for the calendar year next following the current calendar year. Any such notification shall specifically set forth the amount of any new construction and new (7) parcel appraisal charges. Notwithstanding any provisions herein to the contrary, if any such increase, exclusive of any charge for the estimated costs of new construction and new parcel appraisals, exceeds seven and one half percent (7.5%) of the amount charged for the assessment for the then current calendar year, exclusive of any charge for the estimated costs of new construction and new parcel appraisals, the CITY may cancel this Agreement by giving to the COUNTY written notice thereof, provided that said cancellation notice must be received by the COUNTY not later than July 24 of the then current calendar year and said cancellation shall be effective no earlier than five (5) days after the receipt of said notice by the COUNTY and not later than July 31 of said next calendar year. Supportive records of the cost increase will be open to inspection by the CITY at such times as are mutually agreed upon by the COUNTY and CITY. Failure of the COUNTY to give the CITY a price-change notice by June 15 shall not preclude the COUNTY from giving CITY such notice after said date but prior to September 1 of any year, provided that if such price increase exceeds said ten (10%) - all as above set forth - the CITY may cancel this Agreement if the COUNTY receives notice thereof not later than thirty-nine (39) days from the date of receipt by the CITY of any said late price-change notice, provided further that any such cancellation shall be effective not earlier than five (5) days after COUNTY's receipt of said cancellation notice and not later than forty-six (46) days after the CITY's receipt of any said price-increase notice. Payment for each assessment shall be made in the following manner: Any bill from the COUNTY for the current year’s assessment which is received by the CITY before August 18 of the current year shall be due on September 7 of said year, provided that the City may elect to pay said bill before said date. Any bill received by (8) the city after August 18 shall be due no later than twenty-one (21) days after the CITY’s receipt thereof. The COUNTY may bill the CITY after the aforesaid dates and in each such case, the CITY shall pay such bill within thirty (30) days after receipt thereof. 14. Any notice or demand, which may or must be given or made by a party hereto, under the terms of this Agreement or any statute or ordinance, shall be in writing and shall be sent registered or certified mail to the other party addressed as follows: TO CITY: Mayor, City of Corcoran 8200 County Road 116 Corcoran, MN 55340 TO COUNTY: Hennepin County Administrator 2300A Government Center Minneapolis, MN 55487 copies to: County Assessor Hennepin County 2103A Government Center Minneapolis, MN 55487 copies to: Assistant County Assessor Hennepin County 2103A Government Center Minneapolis, MN 55487 Any party may designate a different addressee or address at any time by giving written notice thereof as above provided. Any notice, if mailed, properly addressed, postage prepaid, registered or certified mail, shall be deemed dispatched on the registered date or that stamped on the certified mail receipt and shall be deemed (9) received within the second business day thereafter or when it is actually received, whichever is sooner. Any notice delivered by hand shall be deemed received upon actual delivery. 15. It is expressly understood that the obligations of the CITY under Paragraphs 7, 8, 12, and 13 hereof and the obligations of the CITY which, by their sense and context, are intended to survive the performance thereof by the CITY, shall so survive the completion of performance, termination or cancellation of this Agreement. THIS PORTION OF PAGE INTENTIONALLY LEFT BLANK (10) IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by its duly authorized officers and delivered on its behalf, this ______ day of _____________, 2020. COUNTY OF HENNEPIN STATE OF MINNESOTA Reviewed by County Attorney’s Office: By: Chair of the County Board ______________________ Date: _________________ And: Assistant/Deputy/County Administrator ATTEST: Deputy/Clerk of the County Board CITY OF CORCORAN By: Its And: Its City organized under: ______ Statutory ______Option A ______ Option B ______Charter (11) Contract No. A20XXXX EXHIBIT A CITY OF CORCORAN During the contract term, the County shall: 1. Physically inspect and revalue 20% of the real property, as required by law. 2. Physically inspect and value all new construction, additions and renovation. 3. Adjust estimated market values on those properties not physically inspected as deemed necessary per sales ratio analysis. 4. Prepare the initial assessment roll. 5. Print and mail valuation notices. 6. Respond to taxpayers regarding assessment or appraisal problems or inquiries. 7. Conduct valuation reviews prior to Board of Review or Open Book Meetings, as determined by the City – approximate dates: March through May 15. 8. Attend Board of Review or conduct Open Book Meeting. Prepare all necessary review appraisals. Approximate dates: April 1 – May 31. 9. Maintain an updated property file – current values, classification data and characteristic data. 10. Prepare divisions and combinations as required. 11. Administer the abatement process pursuant to Minn. Stat. §375.192. 12. Prepare appraisals; defend and/or negotiate all Tax Court cases. 13. Provide all computer hardware and software applications necessary to complete contracted services. 14. Process all homestead and special program applications. REQUEST FOR PROPOSAL TO PROVIDE PROPOSALS FOR ASSESSING SERVICES FOR CITY OF CORCORAN Proposals Due: 12:00 pm Tuesday, June 30th Send electronically to: bmartens@ci.corcoran.mn.us Anticipated decision: July 9, 2020 Initial Term: October 1, 2020 – December 31, 2023 I. Purpose. The City of Corcoran is inviting qualifications and proposals for an assessor to provide local valuation and assessment services. The City expects to select an assessor who will serve the City for a three-year period of time with an option to continue. II. City Background. The City of Corcoran, located in Hennepin County, Minnesota has a unique blend of rural, and suburban oriented living options with a 2019 estimated population of 5,986 residents. The City of Corcoran is governed by a City Council composed of a Mayor and four Council Members. Visit the City of Corcoran's website at www.ci.corcoran.mn.us or https://stats.metc.state.mn.us/profile/detail.aspx?c=02393634 for a more comprehensive profile for the City of Corcoran. III. Service Description (Assessing Services). The selected assessor will perform the following duties. A. Appraise and classify all real and personal property located within the community. The following information is from the 2019 Hennepin County Assessor’s Report: B. Interpret statutes, regulations, and legislative changes relating to property classification and valuation to the City Council , realtors, bankers, citizens and civic groups as necessary or upon request. C. Meet Hennepin County Assessor Expectations as outlined in the attached document to this report. D. Answer questions /concerns regarding property values, classification, appeal process and the appraisal process from property owners. E. Complete all divisions and combinations of real estate reflective of ownership changes and/or physical change of real estate parcels. F. Maintain a listing of the assessment of each and every parcel of property located in each community. G. Each parcel of property within the City shall be physically inspected at least once every five years. H. Staff an annual Local Board of Appeal meeting as directed by the City Council. Currently Corcoran uses and “open book” meeting format. I. Draw and interpret maps, charts and other descriptions to assist property owners in understanding the appraisal process. J. Develop land valuation schedules, conduct statistical analysis to support appraisal decisions. Note: Hennepin County develops all building rates. K. Coordinate research of complex appraisal issues, review, investigate and make recommendations on applications for abatement or other reduction of assessed value. L. Coordinates TIF assessment functions within the community if applicable. M. Coordinate projects in which there may be an assessment agreement and submit to the Hennepin County Assessor for approval. N. Coordinate and integrate the local assessing function with Hennepin County. O. Other responsibilities as requested by the city IV. Qualifications: Please provide: A. The identity of each person who will be supplying services to the city and a description of his or her experience and the assessor licenses he or she holds. B. A brief history of the agency, including but not limited to size, specialty areas, and a description of the firm's experience working with municipal clients. C. The name and telephone number of three client references. D. A description of any conflicts or potential or perceived conflicts of interest that would arise from providing services to the City. E. A detailed description of any and all fees, costs, expenses, and other charges being proposed. The City is interested in either a fixed price contract or contract based on the parcels assessed annually. F. A description of the amount and type of errors and omissions coverage carried by the agency. G. Any other information which may be helpful to the City to better understand this proposal or the company. V. Additional Information: A. Responses must provide complete information as described in this request. One copy shall be submitted by 12:00 pm on Tuesday, June 30th, 2020, to the following email address: bmartens@ci.corcoran.mn.us The proper representatives of the firm must sign proposal. All proposals shall become the property of the City. The City may, at its option, request an oral presentation prior to selection. Notification will be given if such meetings are required. The tentative date for City Council review is Thursday, July 9, 2020. B. The City reserves the right to request clarification on the information submitted and to request additional information of one or more applicants. C. The selected assessor shall not subcontract or assign any interest in the agreement and shall not transfer any interest in the same without the City's consent. D. All costs associated with the preparation of a proposal in response to the RFP shall be the responsibility of the assessor or firm submitting the proposal. E. This is a request for proposal and the City reserves the right to negotiate with any party and on any matter and to select an assessor based on any combination of criteria deemed appropriate by the City. F. The proposal should not contain non-applicable promotional materials and should include only that information that is intended to address the information requested in the RFP. G. The selected assessor will be required to enter into an appropriate written agreement with the City regarding the services to be provided. Please direct all inquiries regarding this RFP to: City Administrator, Brad Martens at 763-400-703- or at: bmartens@ci.corcoran.mn.us . Appendix A Applicant Assurances The applicant hereby assures and certifies: 1. That the individual signing the assurance form on behalf of the individual, partnership, company or corporation named in the proposal possesses the legal authority to execute a contract for the proposed work. 2. That the firm(s) agrees to comply with all applicable federal, state and local compliance requirements. 3. That the firm(s) is /are adequately licensed to do business and perform the services proposed (Attach Documentation). OFFICIAL ADDRESS (Name of Firm) (Authorized Signature) (Title) (Date) Hennepin County Assessor 6/29/2020 Hennepin County James R. Atchison, CAE, SAMA Type text here 1 James R Atchison, SAMA, CAE, County Assessor 300 South 6th Street Minneapolis, MN 55487 (612) 348-3046 hennepin.us Updated August 10, 2019 Assessor Expectations 2020 Assessment Version 1.3 2 Table of Contents Table of Contents ................................................................................................................................................................. 2 Version Updates .................................................................................................................................................................... 3 Timeline .................................................................................................................................................................................. 4 General Expectations ............................................................................................................................................................ 5 Assessment Administration ................................................................................................................................................. 8 Computer Systems and Devices ....................................................................................................................................... 14 Assessment Expectations and Analysis ............................................................................................................................ 15 Reporting ............................................................................................................................................................................. 18 Statutory Reference ............................................................................................................................................................ 19 2020 Assessment Priorities and Watch List ..................................................................................................................... 20 Data Expectations ............................................................................................................................................................... 22 FEE SCHEDULE......................................................................................................................................................................... 29 QUINTILE PLAN FOR HENNEPIN COUNTY .................................................................................................................................. 30 Key Contacts and Shared Mailboxes ................................................................................................................................ 35 3 Version Updates Version 1.1 Draft Version Published 6/14/19 New Property Types Introduced: Managed Forest (MF) Migrant Housing (MG) Non-Hmst 2-3 Unit Agricultural Residence (FN) Version 1.2 Draft Version Published 8/14/19 Timeline Updates New Property Types Corrected: Managed Forest (MF) (LM) Migrant Housing (MG) (FH) Non-Hmst 2-3 Unit Agricultural Residence (FN) (FM) Assessment Expectations and Analysis Provides clarification 95% market condition adjustment median is a minimum level assessment for major market segments Reporting DOR Time trends and sales lists used in ratio reports beginning October 4 Timeline Timeline is preliminary and subject to change. Unpublished dates have been estimated from 2018. September 30 State Sales Study Period Ends October 9 Final 2020 Assessment Timeline Released 16 Market Condition Adjusted Ratio Reports will use MN DOR published Time Trends and Sales Lists November 5 Final Date for Sales Code Changes 21 Sale Code Changes for late sales with significant New Construction Due 30 Final 2020 Tolerances, Targets and Watches Released 30 Last day to submit 2019 Assessment 250 change orders December 1 DOR Taxable Ag Values Published 3 Pre-Submission Meetings Big 7 & Local Assessors Begin (12/3 – 12/10) 10 HC Contract Cities Assessments Begin First Priority Submissions 10 DOR Green Acre and Rural Preserve Values and Final Time Adjustments Published 13 MCAP Trend appeals due to State DOR 13 Distributing Local Assessors Posting Files (12/13 – 12/31) 31 Manufactured Home Assessment Due January 2 Assessment Day 2 CIA Initial Assessments Countywide (Big Seven, Local Assessors and Hennepin Contract cities) 7 Local Assessors Assessments Due (1/7 – 1/16) 10 All MCAP Trend Appeal Results Released by DOR 24 Big Seven Assessment Submissions Due 24 Big Seven Residential and Agricultural Data Submissions Due February 1 Personal Property Assessments Due 1 Big Seven Quintile, Exempt and Staffing Data Submissions Due 1 Preferred Commercial Chaining Information Due 15 Minneapolis Submission Due to be included in PRISM 15 All changes to be included in PRISM Due 20 Data Cut for PRISM and Annual Report March 1 Reports for Finance Departments Published out of Annual Assessment Report 20 Annual Assessment Report Full Version April 1 PRISM Submission Due to DOR 5 General Expectations Our mission is to value and classify property, uniformly and accurately. In order to ensure consistent assessments and assessment practices across the county, all assessment offices in the county are expected to follow the policies set by the Hennepin County Assessor in this and other documents. In addition, all Assessors must comply with the Department of Revenue and adhere to all legislative mandates and statutes including the State Board of Assessors Code of Conduct. These policies apply to all assessment office personnel in Hennepin County. Communication The County Assessor will serve as the liaison between the Minnesota Department of Revenue (DOR) and all other assessors and assessment staff in Hennepin County. Questions and requests for DOR shall be submitted through the County Assessor. Assistance with questions pertaining to the process and procedures of assessment related activities should originate with the County Assessor or Assistant County Assessors/Managers who will advise you on your course of action. Customer Service Please provide prompt, professional and courteous customer service. Be available to respond to property owners, the general public, government officials, county assessor staff and others regarding assessment or appraisal issues and inquires during regular business hours. Data Requests and Annual Data Submissions Details on annual data submissions are detailed within this document. Hennepin County will incorporate all data received within the requested timeframe to meet the needs of PRISM, MetroGIS or any other relevant countywide data request. If additional data is needed, Hennepin County may issue a request to city assessors and will work with the assessor to establish a reasonable timeline. Data Security Minnesota Statutes section 13.51 makes certain information, such as documentation that includes social security numbers, rents, income and expense information, net rentable area, vacancy rates or locations of security systems, safes or safe rooms, and private data including medical information, protected data. All protected data collected, created, received, maintained or disseminated is governed by the MN Government Data Practices Act and should be maintained in a secure environment at all times. Private data may not be transmitted via email or fax. Private data must be sent utilizing a secure data transfer, such as Secure File Transfer (AXWAY), or other method acceptable to Hennepin County Data Security policies. Under no circumstances may this data be copied, distributed or otherwise viewed by the general public. • ACE (Assessor’s Commercial Exchange) Reports: Only the “public report” is permitted for distribution to the public. • August 1st Income and Expense Data: Minnesota statute 278.05(6). • Social Security Numbers: Hennepin County will be auditing the transfer and storage of SSN’s and providing recommended “best practices”. 6 • Multiple Listing Service (MLS) Printouts: Utilization, sharing and printing of MLS documents or photographs are strictly prohibited by the MLS. Printouts from the MLS should not be copied or provided to other assessor’s, city officials or taxpayers under any circumstances. • Safe at Home - Is an Address Confidentiality Program which makes all identity and location data on a program participant private data. • Veteran’s Exclusion and Special Homestead: Participants eligibility is based on medical criteria which is protected information. • Working Data – Sensitive information, such as phone numbers, working files or draft appraisal grids, are for the use of the Assessor’s only and should not be distributed. Jurisdictions with Populations Under 30,000 In an effort to make our processes uniform and accurate, all local and county-assessed jurisdictions under 30,000 in population shall follow the same assessment submission procedures, processes and timelines. Assessors within these jurisdictions are required to use the Hennepin County Vision CAMA system, DCS Mobile collection application and other programs as prescribed by the county. Characteristic changes and inspection data on all properties, including all commercial, industrial and apartment property data, must be tracked timely and accurately in the Vision CAMA system. For residential properties, assessors must consistently apply residential qualities and other subjective measures according to the Residential Quality and Field Card instructions provided by Hennepin County as well as utilize the appropriate methodologies for valuing residential land including: neighborhoods, site adjustments, ag curves and lakefront effective frontage curves. In addition assessors must meet with County Assessor representatives prior to assessment submission to review completion of the Assessment Checklist and assessment levels. Meetings and Trainings Please attend and participate in all meetings, training sessions and information sessions when offered or recommended by the Hennepin County Assessor’s Office. This includes, but is not limited to, the following: • Monthly HAM Meetings • Quarterly Assessment Program Meetings • Fall Ratio and Truth-in-Taxation Meeting • Residential Assessment Meetings, i.e., Ag Meeting, Lakeshore Meeting as needed • Commercial, Industrial and Apartment Meetings as needed • Instructional sessions relating to new technologies and software as needed • Specialized and Individual Training as needed (may incur a fee) Requirement to Verify Local Assessment Work Minnesota Statutes, section 273.064 requires the County Assessor to examine the appraisal records of city and local assessors any time after December 1 of each year. If deficiencies in quantity or quality of assessments raise suspicion of questionable assessment practices, inadequate records and/or complaints from local property owners are discovered, the assessors will be required to correct the deficiencies. If corrections are not satisfactory within 30 days, the county can perform the work needed to correct the assessments, and may bill 7 the taxing jurisdiction for the cost of the reassessment. In the unfortunate even that this occurs, the following process will be followed: • A written warning will be given to the local or city assessor, when appropriate for the level of infraction. The warning will identify the infraction and, as appropriate, detail future expectations, specific corrective action and a compliance date. • For repeated or more significant deficiencies a written warning will be given to the city assessor with a copy of said warning sent to city administration, city council and/or the county board. The warning will identify the infraction and, as appropriate, detail future expectations of performance and behavior, specific corrective action and a compliance date. • Failure to remedy the infractions as directed in the warning, by the prescribed date will require corrective actions by the County Assessor, with billing to the jurisdiction for the full cost of correcting the deficiency. Hennepin County reserves the right to verify expectations are being met by the use of various methods including data audits and interviewing of residents. The degree to which assessor expectations are met or deficient will be tracked and reported to City Council and Administration. 8 Assessment Administration Assessor Disclosure Forms The Code of Conduct and Ethics for Licensed Minnesota Assessors prohibits assessors from accepting appraisal assignments in which the assessor is related to the owner as a spouse, parent, or child, by blood or by marriage, or in which the assessor has a financial or other interest in the property. Each member of the Assessor’s Office must complete an Assessor Disclosure Form for each jurisdiction they assess. All conflicts must be noted and alternate assessors should be noted for those conflict properties. Disclosure forms must be returned to County Assessor 30 days after a new hire or immediately after any change. Forms for all Assessor Office personnel are required to be reported on even years. Assessment Submissions 2020 Assessments should be submitted to the County Assessor no later than January 24, 2020. Specific timelines by city will be distributed in fall for cities assessed by Hennepin County and locally assessed jurisdictions under 30,000 in population. At assessment submission, please include the following information in addition to the assessment: • Market condition adjustments, any breakdown of the adjustment used, and corresponding MCAP ratios. Electronic copies of the Residential & CIA assessment summaries including expected statistics and ratios. • List of staff with role and designation, involved in the creation of the assessment. • Any annual data submissions listed as required in the Data Expectations section of this document The submission process to PINS will remain the same as prior years for the 2020 assessment. The initial assessment submission and one resubmission, if needed, have no charge. Assessors will be charged $1,000 per additional resubmission beyond the first. Hennepin County provides a common email address, ao.annualfiles@hennepin.us, which shall be used for city assessors who do not have access to the Hennepin County network for submitting all annual assessment documentation. Please coordinate the submission of your annual assessment with Hennepin County Staff. Divisions and Combinations Please complete within 30 days, with the exception of Green Acres and multi-family projects such as condos or co-ops. Please complete more complex divisions in a timely fashion. Exemptions City Assessor’s shall accept original applications and timely forward the application and all relevant information to Hennepin County. Assessor’s must maintain and update the property characteristics and values of all exempt property in your jurisdiction’s database. Properties may not be exempted through the annual assessment submission. 9 Homestead Classification, Special Homesteads and Social Security Number File Homestead applications should be processed upon receipt. Changes should be submitted to the county as they occur. The final day for electronic submission is distributed annually. Inspection Guidelines Whenever possible and as a best practice, advanced notification should be provided to property owners before entering the property. This may be in the form of a letter or post card mailing. When performing inspections, it is expected all staff carry identification, business cards and other equipment need to perform a complete inspection of the property. Hennepin County recommends appraisers wear safety vests at all times when in the field. If you are denied entry to a property, be clear about the process that takes place. If a property owner allows for conversation, first see if the owner is willing to describe the interior of the property. If not, advise the owner about any assumptions that you may be making by not being allowed to view the interior. Do not threaten and or exchange in a debate. An assessor/appraiser is to excuse themselves from the site and make a note in the file, if a refusal is indicated. Always be respectful of the property owner’s wishes and concerns. Do not peek into windows When the property owner is not present, leave a tag or other notice that you were at the property. Complete an external review and note any necessary changes. Take updated photos if needed. The information you leave behind should identify contact information so the property owner may call you to verify the information you have related to the property. Do not enter a property where a sign indicating no trespassing, keep out, or private is posted. The Hennepin County Assessor’s policy is to contact the property owner to get permission to access the site. If there is no response received, use all available electronic tools to review and complete the appraisal process. For all inspections, record the date and the type of inspection (external-only, interior, refused entry, left card, etc.) Licensure Assessors are expected to maintain the appropriate State Board of Assessor’s designation, license level and income certification. When interns are utilized for physical inspections, the final approval of any subjective changes suggested by the intern must be reviewed and approved by a certified assessor assigned to the jurisdiction. Assessing jurisdictions must report to the county the license level of each staff member as part of the quintile report. Local Boards & Open Books Please read and adhere to the DOR Handbook “Board of Appeal and Equalization Training”. Conduct valuation reviews prior to the LBAE meeting, attend and participate in your LBAE meeting and perform review appraisals as requested by the LBAE. All cities must comply with Department of Revenue policies regarding their Local Board of Appeal and Equalization (LBAE) or Open Book meetings. Any party that contacts the assessor prior to a LBAE, or who attends a LBAE meeting without an appointment, must be permitted to 10 participate in the appeal process at the local level. All required documentation is due to the County Assessor within five business days of the meeting closing, but prior to County Board application deadline. Please provide property record information and cooperation to county staff during appeals and reviews. Managed Forest Land Property type MF LM was added for managed forest lands. These properties receive a class rate of 0.65%. This property type is effective beginning with the 2019 assessment. Manufactured Home Parks Property type ME was added for manufactured home parks with a qualifying education certification. These properties receive a class rate of 1.0%. This property type was effective beginning with the 2018 assessment. All other manufactured home parks subrecords should receive a property type of MH with a class rate of 1.25%. Migrant Housing Property type MG FH was added for migrant housing. These properties receive a class rate of 1.00% on the first $500,000 in estimated market value in 1.25% thereafter. This property type is effective beginning with the 2019 assessment. Minimum Assessment Agreements Cities above 30,000 must forward to the County Assessor upon receipt. Cities under 30,000 are handled directly by Hennepin County. New Construction Improvements Physically inspect and value all new construction, additions, and renovations each assessment year and submit new construction amounts with the initial assessment. Retain pertinent data regarding the improvement such as: written details of the improvements, permit information, percentage completed for partially completed projects, improvement amount calculations and updated digit photos and sketches. Non-Homesteaded Agricultural Residences (2-3 Units) Property type FN FM was added for non-homesteaded agricultural residences with two or three living units. These properties receive a class rate of 1.25%. This property type is effective beginning with the 2019 assessment. Non-Profit Commercial Properties Qualifying non-profit commercial subrecords should be assigned a property type of NC, ND, NI or NP. Congressionally chartered Veterans' Organizations that own/operate property, receive a class rate of 1% and should have a property type of NC if donation or NI if non-revenue. These property types were effective beginning with the 2018 assessment. Community organizations receive a class rate of 1.5% and should have a property type of ND if donation or NP if non-revenue. 11 Personal Property Accounts Coordinate creation and cancellation of personal property accounts and transfer of valuation and classification data with the appropriate Hennepin County staff. Personal property account values, classification and chaining must be reported by February 1st of the assessment year. Preferred Commercial Class The first 100,000 of each parcel (in any contiguous commercial chain) of commercial/industrial property is exempt from the State General Levy. Includes all Real Estate Parcels and Personal Property Accounts that have C, I, LC, LI, CR, and U subrecords and are a part of a chain, should be included. Each chain is considered Series 1, and the Sequence is 1 for the primary PID Subrecord 1, and then sequentially increases for each subrecord for all the PIDs in the Series (Chain). Verify ownership of qualifying property as of January 2 and track all preferred classifications including the contiguous indicator, primary parcel and series & sequence numbers. This will override the contiguous indicators on the final assessment. Primary parcel, series and sequence numbers are submitted separately from the text file with the annual assessment. Details regarding the reporting of series and sequence data is included in the Data Expectations section of this document. Property Records Maintain updated property records for all taxable and exempt properties in your jurisdiction’s database. Property records should include the following information: • Current and historical classification, valuation and improvement amounts • Property characteristics • New construction and partial completion documentation. • Inspection history • Property photo and building sketches, preferably stored in digital format o Photo(s) must represent the current condition of improvements as of the assessment date o Building sketches should be scalable, drawn on graph paper or electronic sketching program (eg, Apex Sketch) and must represent the status of all improvements as of the assessment date. Copies of site plans, blue prints, etc. are not building sketches. The scalable sketch is used to determine size of improvements Building sketches must show detail of all improvements. Residential sketches should include additions, decks, patios, porches, etc Quintile Inspections Minnesota statute requires the assessor physically inspect and revalue 20% of all real and personal property, including all taxable, exempt and state assessed property, as required by statute on an annual basis. All properties must be physically viewed at maximum intervals of five years. Hennepin County expects that all properties will be valued annually. The minimum expectation is that all parcels are verified for proper classification based on ownership and use of the property, all tax programs are extended to the owner/property and all property attributes are correct. It is also important to use the physical review and inspection process to check for omitted or undervalued property. Aerial photography and maps should be utilized to assist in identifying these properties. 12 The Department of Revenue and Hennepin County guidelines both indicate that all new construction assessments, partial completion inspections, sales verification follow-up, value notice reviews, LBAE/Open Book, and Tax Court reviews are outside of the quintile plan, and are expected to be completed in addition to the quintile review. All jurisdictions will maintain a five year plan to complete the quintile and a yearly work plan for submission by February 1 each year, which identifies: • Details regarding the locations and property types included in each annual quintile to be completed in the 5-year cycle • Hennepin County recommends using geographic quintiles such as section, quarter-quarter, or neighborhood which include all parcels and property types, including vacant land and exempt properties. • Include plans to rectify items of concern identified by Hennepin County Assessor, or by the Property Tax Compliance Officer or State Board of Appeal and Equalization. Please review Minnesota Statute 272.03, subdivision 1 and The Quintile Review Process on the Property Tax Administrators Manual Module 1 when developing this plan. Please see the Data Expectations section of this document for more details on submitting the quintile plan to Hennepin County. Residential Condominiums and Co-Op Classification An AX (Apartment Conversion) property type is used when an apartment property is converted to individual parcels as condominium units. A parcel maintains the AX status and is valued as an apartment either until the parcel is sold or until 60 percent or more of newly created individual residential units have been sold as condominiums; including those units that the converters retain for their own investment. At which time all remaining parcels are valued and classified as X. Retained units are defined as completed units that are rented and no longer available for sale. Effective with the 2017 legislature, any non-commercial garage condominium storage units that have separate PID shall be 4bb. Please use an XM property type on these subrecords. Condo garages shall also receive an XM property type. For Limited Equity Co-Ops, where rules and regulations control purchase and sale of shares, submit individual unit values on their respective pids with a property type of XC. For Market-Rate Co-Ops, where Shares for individual units are bought and sold by the share owner at the prevailing market price, use a property type of X (Condominium). Railroads and Utilities For CR (Operating Railroad) properties, it is important to submit subrecords with $0 in value for the land, building and machinery values. Non-Operating railroads should classified with C, I or another appropriate property type and should not receive a CR subrecord. For U (Utility) properties, submit an estimated land value with the initial assessment. However it is important to set the building and machinery values to $0. State Assessed values will be loaded into PINS when received from DOR and Mineapolis. 13 Sales Verification Sales in the assessor’s jurisdiction shall be verified by the assessor or their appropriate staff members. Sales verifications and sale code changes should be completed and submitted to Hennepin County according to the prescribed procedures and timeframe. All known data should be entered into ACE within 30 days of acceptance of a sale. A completed ACE record of sale should be finalized within 60 days of acceptance of the sale and communicated to County Assessor’s Office. There will be times just prior to final eCRV processing in which the assessor will be expected to process eCRV’s on a daily basis. The County Assessor has final authority on all sales verifications. Use Codes - Residential All cities will be expected to provide a corresponding property type or use code for any residential property in a special program that is represented with a masked property type code. (Year 2 of this request). This is to ensure these parcels are analyzed and reported in accordance with other similar property types. For cities using Vision CAMA, this requirement is fulfilled by assigning a valid use code to all residential properties within the application. For all cities not using Hennepin County Vision CAMA, this data must be provided in spreadsheet format in accordance with the Data Expectations section of this report. Special property types for the 2020 assessment include: B, BJ, D, DJ, HR, HS and S. This list of property types may change with legislative changes. Use Codes - Commercial, Industrial and Apartment All commercial, industrial and apartment use codes are described in the CIA Use Code Guidebook. This guide will be distributed in June with any changes for the 2020 Assessment. All Assessors in Hennepin County are required to track and report an accurate use code on all commercial, industrial and apartment properties. Use codes will continue to be utilized even more frequently in reports and during the assessment approval process. Valuation Notice Printing/Mailing Jurisdictions that are printing their own valuation notices should follow the format prescribed by DOR and Hennepin County and should provide a copy to Hennepin County. Valuation Practices Value all parcels annually to meet assessment requirements set by the County Assessor, the Department of Revenue, and USPAP (Uniform Standards of Professional Appraisal Practice). All valuations should be generated using generally accepted appraisal methodology, considering the highest and best use [HBU] and fee simple, market value in exchange. 14 Computer Systems and Devices All Assessor’s in Hennepin County are required to use and maintain adequate systems, applications, workflows and databases as prescribed by the Hennepin County Assessor’s Office and the MN Department of Revenue. Any subscription and hardware costs are the responsibility of the assessor. Systems utilized by assessors in Hennepin County include but are not limited to: • PINS – Property Information Numbering System: Hennepin County system utilized for processing homestead and change authorizations. All assessment offices are required to maintain a subscription and utilize PINS or any future replacement system. • ACE – Assessor Commercial Exchange: A confidential application utilized by metro assessors to exchange sales information and data for commercial, industrial and apartment sales. • ECRV – Electronic Certificate of Real Estate Value: MN Department of Revenue system utilized for recording and distributing sale information. • TaxSys – Hennepin County Property Tax Petition System: Hennepin County Attorney’s Office countywide system for communicating between assessors and county attorneys, maintaining the details, status, assignment and resolution of tax court petitions. • Vision CAMA & DCS Mobile solution: Hennepin County application for collecting data, calculating values and analyzing sale information. • RecordEASE – Land Records Search: Hennepin County Recorder’s Office on line document records search. Local assessors must use their own RecordEASE subscription to search for public records. County Staff is not authorized to conduct searches on behalf of other assessment offices. • Axway – Secure File Transfer (system formerly known as Tumbleweed): Approved methods for transferring and exchanging confidential data with Hennepin County. • RPG Homestead Application System: A web based homestead application system for the entry and historical record of homestead applications. • Homestead Databases: Access databases developed by Hennepin County to administer the homestead program. Databases must be located on secure file drives with access limited to personnel processing homesteads. Hennepin County is in the process of replacing the current Access databases. In the future, access to social security information will require a background check. • eHomestead: A web based electronic homestead application for Hennepin County, accessed through an eGov account, allowing the entry, processing, storage and export of the homestead application, attachments and data points. • HennPlace: Internet based collaboration site for sharing files, processes and procedures with the assessor’s throughout Hennepin County. Hennepin County Devices Users are required to abide by Hennepin County Assessor’s Office and IT rules and fee schedules pertaining to Hennepin County laptops, tools, and data collection devices. Outside assessors using Hennepin owned devices will be billed an annual fee to cover the cost and support of the device. Currently this fee is $531 per month for a County PC. Hennepin County computer usage guidelines must be followed by anyone using Hennepin County hardware or equipment. 15 Assessment Expectations and Analysis Assessment Expectations Overview The 2019 Sales Ratio Criteria published by the Minnesota Department of Revenue details the minimum expectations for all assessors within the state for the 2020 assessment. This report touches on the methodology and reasoning for standard statistics calculated by both the Department of Revenue and the Hennepin County Assessor’s Office, as well as instructions on calculating market-adjusted sale prices and more. A copy of the report can be found online: https://www.revenue.state.mn.us/local_gov/prop_tax_admin/data_reporting/crv_19_srcriteria.pdf The County Assessor will be analyzing all assessments submitted at the end of the year for a level of uniformity and accuracy beyond the minimum prescribed by the state. Assessors should target a 95% market adjusted median ratio. It is important to note that 95.0% is the minimal level of assessment. While hitting the sales ratio median targets established by the County Assessor is important, assessments will be reviewed holistically for other measures of equity and uniformity. One key measure that will be analyzed is consistency and uniformity of year-over-year change for similar property types both within and between cities, particularly for commercial and industrial properties. Small exceptions to missing the sales ratio target may be made by the County Assessor on a case-by-case basis for small sample sets if a city can demonstrate that it is moving a property type in line with sales of similar properties countywide. Exceptions may be made for property ratios outside of the prescribed target if the sales themselves are not representative of the overall property type. For example, if a big box retail property and a fast food restaurant represent a jurisdiction’s sales data for a give ratio period and the city can demonstrate the following: the sales data is valued in accordance with other like properties within a city, the values are uniform on a countywide basis with other like properties, and median ratios of like properties are in the prescribed ratio targets of the County Assessor.’ Conversely, even if a city hits the target ratio for a particular property type, the assessment may still be sent back for review if it is determined that properties were not moved uniformly for that property type within the city or were not moved in line with similar properties countywide. If a city has no sales of a particular property type, they are expected to look at other sales countywide in order to gauge market movement for that property type. For example, if a city on Lake Minnetonka has no duplex sales but other cities around the lake are moving duplexes approximately 10%, then that city should move their duplexes accordingly. All cities are expected to communicate and coordinate with each other in order to ensure equalized valuations are being assessed on similar properties throughout the county. Standard reports will be provided by the Hennepin County Assessor’s Office to facilitate the sharing of market information between cities. Assessments are expected to be equalized with neighboring cities or cities countywide depending on the property type. Disparity Reduction Hennepin County administration is focused on reducing disparities among residents of all jurisdictions throughout the county and has made this goal of primary importance. 16 The Hennepin County Assessor’s Office has committed to several strategies to reduce disparities, one of which is ensuring a uniform and equalized assessment. Uniformity and equalization in property valuation ensures that everyone pays their fair share and prevents the shifting of tax base between jurisdictions. Uniformity throughout the assessment ensures that similar properties are valued similarly. Equalization ensures that all property is valued at an equal level of assessment throughout all taxing jurisdictions and that the assessment favors neither high nor low valued properties. Sales Ratios Per the MN DOR, a median market-adjusted ratio between 90.0% and 105.0% is considered within compliance for the State Board of Equalization. However it is expected, but not guaranteed, that the 2020 assessment-to- sale ratio target for all cities and property types within Hennepin County will be under 100.0% with direct sale prices and over 95.0% with market-adjusted sale prices. A normal distribution of sales ratios is expected. Expected Mean & Median Ratio Targets: • 95% market adjusted median ratio is the minimal level of assessment accepted for overall assessment levels • Less than 100% direct median ratio • Sales should have a normal distribution • Range of mean and median ratios normally within 2-3 percent The target for sales ratios will be set by the County Assessor at the October Hennepin Assessor Monthly Meeting. When significant differences are found between the time trends of different property types, the jurisdiction may calculate and apply the time trends at a more granular level such as for specific property types or geographic areas within the jurisdiction. The overall adjusted median still needs to meet the targeted market adjusted ratio. Direct Inferred Ratios Historic DOR ‘All Residential’ direct inferred must be above 90%. Inferred ratios for all other property groupings are expected to be above 90%. Cities with a direct inferred ratio of less than 90% for a property grouping, without an adequate explanation, will be sent back for further review. COD Assessments with unusually tight CODs for a property type will be flagged for further review. Hennepin County Assessor’s Office will calculate CODs for internal review without removing extreme ratios. Extreme ratios will not be removed in the DOR’s final analysis starting with the 2020 assessment. Uniformity among Strata Ensuring uniformity in assessment levels among strata also is important. The level of assessment of each stratum (class, neighborhood, age group, valuation tier, and the like) should be within 5 percent of the overall level of assessment of the jurisdiction. For example, if the overall level of assessment for all residential property type is 100%, but the assessment level for duplexes is 93% and the assessment level for townhomes is 106%, the jurisdiction is not in compliance with this requirement. 17 Percentage of Sales Change vs Percentage of All Parcel Change Aggregate growth of sale properties should be within 150% of all parcel sample growth. For example, if the overall property type growth is 6%, sales growth of over 9% will start to be cause for concern. Sales growth over 12% will cause significant concern. Any jurisdiction that submits an assessment where sale change and all parcel change within a property type noticeably differs should submit an explanation for the discrepancy with their assessment. Sale changes that are double the all parcel change, or vice versa, may require additional explanation. The tolerance for discrepancy between these two measures will shrink for property types with a large sample set of sales. Uniformity in Growth Attention will be given to the uniformity of growth of similar properties both within and between jurisdictions. If there are no sales in a jurisdiction, property growth should be in line with the typical growth patterns seen throughout the county. Vertical Equity Price-related differential (PRD), Price-related bias (PRB) and net sale price stratifications will be receiving extra attention in accordance with Hennepin County’s commitment to disparity reduction in our communities. Price Related Differential The target for PRD is 1.005. The price related differential (PRD) is an indicator of vertical equity. The PRD is a relative comparison of all ratios in a set of sales. The acceptable range for a PRD is between 0.98 and 1.03. A PRD less than 1.00 indicates progressivity, and a PRD greater than 1.00 indicates regressivity. PRD’s outside of this range may require further review. PRD’s outside of 0.95-1.05 are generally not acceptable. Price Related Bias The target for PRB is 0.0. A PRB of greater than +0.03 or less than -0.03 may indicate a bias. A PRB of greater than +0.05 or less than -0.05 is cause for further inspection. The PRB is a trend or an approximation of how ratios change as property values double. DOR encourages jurisdictions to focus their attention on the PRB because it provides an indication of vertical equity and quantifies the extent of any potential inequity. The PRB is also less susceptible to outliers than the PRD. At the above ranges will be judged based on a 90% confidence level, must be have significance of 90% or more based on the p-value, and the jurisdiction must have 30 or more sales. 18 Reporting The Hennepin County Assessor’s Office will be providing a series of standard reports throughout the year in order to better assist appraisers in reviewing market trends countywide and not just within their own city. Commercial/Industrial/Apartment (CIA) Sales List A sales list of all Commercial, Industrial and Apartment sales throughout Hennepin County will be distributed beginning mid-summer. The report will include all sales marked as qualified or not reviewed in eCRV at the time of the creation of the report. This report will be re-distributed throughout the remainder of the year. Preliminary Ratio Report Preliminary ratio reports comparing 2019 Assessed values to prices of sales occurring during the 2019 sales study period (October 2018 – September 2019) for residential and CIA will be created and distributed periodically from mid-summer through the remainder of the year. The reports will include median and mean ratios, as well as additional assessment statistics, for a variety property groupings. Market Condition Adjusted Ratio Reports will use MN DOR published Time Trends and Sales Lists beginning in October 2019. Preliminary Trend Report Market Condition Trends will be published using MN DOR State Calculated Time Trends. In order to be considered significant, a trend must be computed on at least 30 sales with a p-value of less than 0.1. Preliminary trends will be calculated by city, region, and/or county for the following property type groupings: • Residential Single Family – Off Lake • Residential Single Family – On Lake • Residential Single Family – All • Residential Condominium • Residential Townhome • Residential Zero Lot Line • Residential Duplex/Triplex • Residential – All • Commercial • Industrial • Apartments Ten Box The Ten Box and all other assessment approval reports will utilize sales from the final state sales list provided by DOR. Supplementary Analysis Reports Supplemental analysis reports based on use code and other required data characteristics will be produced to compliment the Ten Box analysis. These reports will be similar to the reports produced for the 2019 assessment with a focus on analyzing commercial, industrial and apartment assessments. Annual Assessment Report The 2020 Annual Assessment Report will continue to build on the changes introduced in the 2019 Annual Assessment Report with a goal of improving the consistency, conciseness and relevancy of the report for all of its audiences. The Hennepin County Assessor’s Office intends to finalize and distribute this report during March 2020. 19 Statutory Reference Administer all legislatively mandated programs pursuant to the corresponding Minnesota Statutes, and all amended legislation, as directed by the County Assessor. These include but are not limited to: Minnesota Statute Program 272 Taxation 273 Taxes; Listing, Assessment 273.11 Valuation of Property 273.111 Agricultural Property Tax (Green Acres) 273.112 Private Outdoor Recreation (Open Space) 273.114 Rural Preserve Property Tax 273.12 Assessment of Real Property 273.121 Valuation of Real Property 273.1231-273.1235 Disaster Credit 273.124 Homestead Determination 273.1245 Classification of Data 273.128 Classification of Low-Income Rented Property 273.13 Classification of Property 274 Assessments; Review, Correction and Equalization 375.192 Abatements 473 H Metropolitan Agricultural Preserves 20 2020 Assessment Priorities and Watch List The following areas of improvement were noted by the County Assessor as potential issues with either classification, valuation or data consistency during the 2019 assessment review process: Jurisdiction Description All Hennepin County Jurisdictions Assisted Living, Nursing Homes and Progressive Living: Review Use Codes, Valuation and Classification. Carryover from 2019. Green Acres: Application program review. Deferred value should change with the market. Manufactured Home Parks: Review Valuation and Classification. Marinas: Value and class. Carryover from 2019. Mini-storage: Review valuations and data. • Supply and Demand issues • Review heated vs cold storage • New vs old • Caretaker units Office Data: Tenancy and office class definitions to be defined during CY 2019 and requested with the 2020 CIA Assessment spreadsheet. Open Space: Review open space classification for consistency. Golf Courses: Ensure uniformity of low values across the County. Review taxable on course and club house values. Additional attention will be placed on high values and property types of the high valued subrecords. Carryover from 2019. Storage Condos: Review valuation of XM Storage condos. Ensure correct property attributes have been collected. Use Code Updates: Please review and incorporate the following new use codes: • 401 Industrial Equipment Storage/Service Garage • 393 Industrial Communications Facility • 710 Continuing Care Retirement Community Brooklyn Center Residential Vertical Equity: PRB watch for all residential and single family residential (2019 All Res 3.2, R 8.3) Carryover from 2019. Brooklyn Park Apartments: Review Valuations 21 Corcoran Agricultural: Review valuations, classifications and programs Maple Grove Apartments: Review Valuations Maple Plain CIA: Quintile inspection required for all commercial, industrial and apartment parcels Medina Agricultural: Review valuations, classifications and programs Minnetonka Beach Residential: Quintile inspection required for all residential parcels with full effort to get interior inspections Minnetonka Beach Residential Lakeshore: Define determining factor for R vs RL New Hope Residential Vertical Equity: PRB watch for single family residential (2019, R 3.2) Richfield Residential Vertical Equity: PRB watch for single family residential (2019, R 4.1) Rogers Residential Vertical Equity: PRB watch for single family residential (2019, R 4.2) Saint Anthony Residential Vertical Equity: PRB watch for single family residential (2019, R 17.6) St. Bonifacius CIA: Quintile inspection required for all commercial, industrial and apartment parcels Wayzata Residential Vertical Equity: PRB watch for single family residential (2019, R 3.2) 22 Data Expectations Data requested annually is essential for county and state reporting as well as external data requests. Data will continue to be used even more heavily during the assessment approval process with the 2020 assessment. Please note: If requested assessment data is not provided within the requested timeframe, individual assessors and jurisdictions may be responsible for providing the relevant data directly to the source requesting the data. The following data sets are requested from each city annually. Jurisdictions using Hennepin County Vision CAMA to record their property information fulfill this requirement by keeping full and complete information within the system. • Commercial / Industrial Spreadsheet • Apartment Spreadsheet • Residential Spreadsheet • Agricultural Spreadsheet • Exempt Reporting • Quintile Reporting • Staffing Information Details for these spreadsheets are listed on the following pages. All applicable spreadsheets must present final 1/2/2020 values and property attributes. These spreadsheets should include all taxable real property and personal property account parcels. Parcels that have billboards, cell towers, hangers, railroad leases, etc. should be included in these spreadsheets. 23 Commercial & Industrial Spreadsheet Property Types: C / GC / I / LC / LI / NC / ND / NI / NP / SC / SM / SL / U Anticipated Submission Date: January 2, 2020 # Data Element Column Header Data Type Note 1 Parcel ID PID Text 2 Subrecord # SUBRECORD_NO Numeric 3 Project Name PROJECT_NAME Text 4 Property Type PROPERTY_TYPE Text 5 Use Code USE_CD Text See CIA Usecode Guidebook 6 Contamination Code CONTAMINATION Text A / B / C / D 7 Cell Tower / Billboard CELL_BILL Text Cell or Bill 8 Zoning ZONING Text 9 Usable Land Area LAND_USABLE Numeric Square Feet 10 Gross Land Area LAND_GROSS Numeric Square Feet 11 Land Value VAL_LAND Numeric 2020 Assessment 12 Building Value VAL_BLDG Numeric 2020 Assessment 13 Total Value VAL_TOTAL Numeric 2020 Assessment 14 Improvement Amt VAL_IMPROVE Numeric 2020 Assessment 15 Actual Year Built (AYB) AYB Year 16 Effective Year Built (EYB) EYB Year 17 First Floor Area (FFA) FFA Numeric Square Feet 18 Total Floor Area (TFA) TFA Numeric Square Feet 19 Gross Building Area (GBA) GBA Numeric Square Feet 20 Net Rentable Area (NRA) NRA Numeric Square Feet 21 Clear Heights CLEAR_HT Numeric Feet 22 Mezzanine Area MEZZ_AREA Numeric Square Feet 23 Basement Area BASEMENT_AREA Numeric Square Feet 24 Office Area OFFICE_AREA Numeric Square Feet 25 Car Wash Area CAR_WASH Numeric Square Feet (Optional) 26 Hotel Unit Count HOTEL_UNITS Numeric Hospitality Properties Only 27 Storage Unit Count STORAGE_UNITS Numeric Mini Storage Properties Only 28 Market Class MKT_CLASS Text 29 Tenancy TENANCY Text Single / Two / Multi 30 Golf Course GC Text 31 Primary PID in Chain CHAIN_PRIMARY Text * 32 Series # CHAIN_SERIES Numeric * 33 Sequence # CHAIN_SEQ Numeric * * Series and Sequence (Preferred Class Chaining) Details Primary PID is usually, but not required to be, the highest valued subrecord within a chain For the 2020 Assessment, Series # will be 1 for all preferred class chains Hennepin recommends the Sequence # is ordered by highest to lowest subrecord within each chain 24 Apartment & Nursing Home Spreadsheet Property Types: A / HF / HL / HM / LA / MG / NH Anticipated Submission Date: January 2, 2020 # Data Element Column Header Data Type Note 1 Parcel ID PID Text 2 Subrecord # SUBRECORD_NO Numeric 3 Project Name PROJECT_NAME Text 4 Property Type PROPERTY_TYPE Text 5 Use Code USE_CD Text See CIA Use Code Guidebook 6 Contamination Code CONTAMINATION Text A / B / C / D 7 Zoning ZONING Text 8 Usable Land Area LAND_USABLE Numeric Square Feet 9 Gross Land Area LAND_GROSS Numeric Square Feet 10 Land Value VAL_LAND Numeric 2020 Assessment 11 Building Value VAL_BLDG Numeric 2020 Assessment 12 Total Value VAL_TOTAL Numeric 2020 Assessment 13 Improvement Amt VAL_IMPROVE Numeric 2020 Assessment 14 Actual Year Built (AYB) AYB Year 15 Effective Year Built (EYB) EYB Year 16 Gross Building Area (GBA) GBA Numeric Square Feet 17 Net Rentable Area (NRA) NRA Numeric Square Feet 18 # Stories STORIES Numeric 19 # Studios UNITS_STUDIO Numeric Count 20 # 1 Beds UNITS_1BD Numeric Count 21 # 1 Bed + Dens UNITS_1BD_DEN Numeric Count (Optional) 22 # 2 Beds UNITS_2BD Numeric Count 23 # 3 Beds UNITS_3BD Numeric Count 24 # 4 Beds UNITS_4BD Numeric Count 25 # Rentable Garages / Stalls UNITS_GARAGES Numeric Count 26 # Nursing Home Beds UNITS_NH Numeric Count 27 Market Class MKT_CLASS Text 25 Residential Spreadsheet Property Types: B / BJ / D / DB / DJ / FF / FN / R / RL / RZ / S / TP / X / XC / Y Hennepin County will submit required data on behalf of cities for the Census LUCA project, Metro GIS Regional Parcel dataset and any additional suburbanwide data requests Anticipated Submission Date: February 1, 2020 in conjuntion with final assessment submission # Data Element Column Header Data Type Note 1 Parcel ID PID Text 2 Subrecord # SUBRECORD_NO Numeric 3 Property Type PROPERTY_TYPE Text 4 Use Code USE_CD Text If PT = B, BJ, D, DJ, HR, HS or S, then Required, otherwise Optional. See Following Page for List 5 Neighborhood NBHD Text 6 District DISTRICT Text Optional 7 Lake Name LAKE Text Res Lakeshore Properties Only 8 Style STYLE Text See Following Page for HC Examples 9 # Living Units LIVING_UNITS Numeric Count (Includes Mother-In-Law Units, Caretaker Houses, Second Houses, etc) 10 Co-Op Type COOP Text Limited Equity / Market Rate 11 Actual Year Built (AYB) AYB Year 12 Effective Year Built (EYB) EYB Year 13 GLA GLA Numeric Finished Above Grade Sq Ft 14 GBA GBA Numeric Total Finished Sq Ft 15 FFA FFA Numeric Finished First Floor Sq Ft 16 # Bathrooms BATHS Numeric Count 17 # Bedrooms BEDS Numeric Count 18 # Total Rooms ROOMS Numeric Count 19 Basement Area BSMT_AREA Numeric Square Feet 20 Basement Finish Percent BSMT_FINISH Numeric Percent 21 Garage 1 Area GARAGE_1_AREA Numeric Square Feet 22 Garage 1 Placement GARAGE_1_LOC Text Att / Det / Tuck-Under 23 Garage 2 Area GARAGE_2_AREA Numeric Square Feet 24 Garage 2 Placement GARAGE_2_LOC Text Att / Det / Tuck-Under 25 Glazed Porch Area PORCH_GLAZED Numeric Square Feet 26 Screened Porch Area PORCH_SCREEN Numeric Square Feet 27 Open Porch Area PORCH_OPEN Numeric Square Feet 28 Deck Area DECK Numeric Square Feet 29 Patio Area PATIO Numeric Square Feet 30 Central Air CENTRAL_AC Text Yes / No 31 Heating Type HEATING Text See Following Page for HC Examples 26 Residential Use Codes Hennepin use codes are required to be provided with all parcels that have a property type of B, BJ, D, DJ, HR, or S. Optional for all other residential properties with the 2020 Assessment. Code Description Typical Property Type 1010 Detached Single Family House R / RL 1020 Duplex DB 1030 Triplex TP 1057 Zero Lot Line RZ 1060 Outbuilding - Residential RM 1070 Townhome Y 1080 Condominium X 1082 Condominium Conversion AX 1085 Co-Op Limited Equity XC 1086 Co-Op Market Rate X 1088 Storage Condo XM 1089 Condo Garage XM 1330 Residential Vacant Potential Building Site LL / LR 1350 Residential Vacant Unbuildable LL / LR 1453 3-4-5 (Exempt) Wetland LL / LR Residential Styles (Hennepin Examples) Provided for reference. It is not required to use Hennepin Style codes. # Note 100 One Story 124 One and 1/4 Story Expansion 130 Split Entry 140 Split Level 150 One and 1/2 Story Expansion 175 One and 3/4 Story Expansion 200 Two Story 225 Two and 1/4 Story Expansion 230 Two Story Split Entry 240 Two Story Split Level 250 Two and 1/2 Story Expansion 300 Three Story 27 Residential Heat Types (Hennepin Examples) Provided for reference. It is not required to use Hennepin Heat Type codes. # Note 01 Hot Water 02 Forced Air 03 Electric 04 Gravity 05 Other 06 High Efficiency Forced Air 07 Geothermal Agricultural and Rural Vacant Land Properties Property Types: BF / DF / F / FP / LF / LV / MF Required by MN DOR for each combination of subrecord and state ag use code. Cities can fill out the spreadsheet provided by Hennepin County with similar formatting in place of this report. Anticipated Submission Date: February 1, 2020 in conjuntion with final assessment submission # Data Element Column Header Data Type Note 1 Parcel ID PID Text 2 Subrecord # SUBRECORD_NO Numeric 3 Property Type PROPERTY_TYPE Text 4 State Class STATE_CLASS Text 1A / 2A / 2B / 4BB 5 State Ag Use Code AG_USE_CD Text See Below 6 Conservation Program CONSERVATION Text Yes / No 7 Green Acres GREEN_ACRES Text Yes / No 8 Rural Preserve RURAL_PRESERVE Text Yes / No 9 Building Value VAL_BLDG Numeric 10 High (Deferred) Land Val VAL_LAND_HIGH Numeric 11 Low (Program) Land Val VAL_LAND_LOW Numeric 12 High (Deferred) Total Val VAL_TOTAL_HIGH Numeric 13 Low (Deferred) Total Val VAL_TOTAL_LOW Numeric 14 Usable Land Area LAND_USABLE Numeric Square Feet 15 Gross Land Area LAND_GROSS Numeric Square Feet Agricultural Use Codes Code Description Typical Property Type 1015 Agricultural House, Garage & 1 Acre FF 1400 Remaining Site F / FP / LF / LV 1410 Tillable F / FP / LF / LV 1420 Productive Pasture F / FP / LF / LV 1430 Non-Productive Pasture (Meadow) F / FP / LF / LV 1440 Woods F / FP / LF / LV 1450 Wetland (Waste) F / FP / LF / LV 1453 3-4-5 (Exempt) Wetland LF / LV 28 Exempt Properties Anticipated Submission Date: February 1, 2020 # Data Element Column Header Data Type Note 1 Parcel ID PID Text 2 Subrecord # SUBRECORD_NO Numeric 3 Owner Name OWNER_NAME Text 4 Additional Owner Name OWNER_NAME2 Text 5 Exempt Use Code EXEMPT_USE Text PINS Exempt Use Code 6 Land Val VAL_LAND Numeric EMV if Taxable 7 Bldg Val - Residence VAL_BLDG_RES Numeric EMV if Taxable 8 Bldg Val - Non-Residence VAL_BLDG_NONRES Numeric EMV if Taxable 9 Exempt Acreage ACRES Numeric 10 # of Exempt Units LIVING_UNITS Numeric Living Units Quintile Reporting Full Quintile Report for all active parcels within the city. Anticipated Submission Date: February 1, 2020 # Data Element Column Header Data Type Note 1 Parcel ID PID Text 2 Upcoming Quintile Year NEXT_QUINITLE Year Next Assessment Year the Parcel will be in the Quintile 3 Last Inspection Date INSPECT_DATE Date Last Quintile Visit Year / Month / Day 4 Appraiser INSPECT_ID Text 5 Reason for Inspection REASON Text Quintile / New Construction / Appeal / Etc 6 Result RESULT Text Exterior / Interior / Left Tag / etc 7 Responsible Appraiser APPRAISER Text Appraiser currently responsible for the PID 8 Appraiser Licensure Level LICENSURE Text Staffing By February 1, 2020, please submit an updated listing of all assessment staff (past and current) involved in the creation of the 2020 assessment along with current designations, list of duties and employment type (full time, part time or intern). Include any open positions. Please include an office organizational chart if available. 29 FEE SCHEDULE General Assessment Fee ACE $500 - $5,000 Annual/Per Subscription PIN’s/VPN $50/Month for less than 3 login’s Original Annual Assessment Submission No Charge 1st Resubmission No Charge 2nd Resubmission (and beyond) $1,000 minimum per submission Professional Services Fee Individual Systems Training $65/ per hour/per county staff member Other Activities Fee County Owned Devices $531 Month/Per device (County Computers) 2019 Estimate 30 QUINTILE PLAN FOR HENNEPIN COUNTY Minnesota Statutes require the assessor to actually view properties at maximum intervals of five years. The purpose of this comprehensive quintile plan is to highlight the quintile requirements for your office. As part of the quintile plan, staff will perform duties within the terms of this plan, as well as, state law, State Board of Assessors requirements, MN Department of Revenue and guidelines relating to appraisal industry standards. This plan is inclusive of all assessing districts/jurisdictions, assessors, and property types across the entire county of Hennepin. The minimum expectation is that all parcels are verified for proper classification based on ownership and use of the property, all tax programs are extended to the owner/property and all property attributes are correct. It is also important to use the physical review and inspection process to check for omitted or undervalued property. Aerial photography and maps should be utilized to assist in identifying these properties. The Department of Revenue and Hennepin County guidelines both indicate that all new construction assessments, partial completion inspections, sales verification follow-up, value notice reviews, Local Board/Open Book, and Tax Court reviews are outside of the quintile plan, and are expected to be completed in addition to the quintile review. Hennepin County’s quintile plan will include at the jurisdiction level: The area of quintile (reported by PID); including exempt, vacant and multifamily residential properties Parcel counts – improved and unimproved, (by jurisdiction) Parcel classification, (i.e., R, C, A, LR, LC, X, Y) Identify staff doing each portion of the quintile and qualifications of staff Type of inspection that was completed, (i.e., interior, exterior, left tag) The quintile plan should include plans to rectify items of concern identified by Hennepin County during the assessment approval process or other discussions, by the Property Tax Compliance Officer, or State Board of Appeal and Equalization. Hennepin County will implement additional corrective, preventative, and detective controls and auditing processes throughout the year to ensure compliance. 1. Risk Report on areas of immediate concern for the upcoming assessment in addition to regularly scheduled quintile (Q1) 2. When assessor believes revaluation to be done, re-run Risk Report to allow time for finalizing completion of identified areas if any (Q3) 3. Certification of Quintile at time of assessment submission (Final Risk Report ran) and 5 year Updated Quintile Plan information. 31 Proposed process for 2020 Assessment February 2019 Jurisdictions submit initial Annual Work Plan and updated Five Year Quintile Plan May 2019 Quintile Risk Report - Identify parcels current or upcoming parcels at risk of being out of compliance for upcoming assessment, requesting these parcels be included in the Annual Work Plan for cities with known risk areas. October 2019 Risk Report re-run to allow time for finalizing completion of identified areas August 2020 Certification of Quintile provided to DOR. The following is an example of reporting by individual parcels: Please review Minnesota Statute 272.03, subdivision 1 as part of this plan. Please note: The Code of Conduct and Ethics for Licensed Minnesota Assessors prohibits assessors from accepting appraisal assignments in which the assessor is related to the owner as a spouse, parent, or child, by blood or by marriage, or in which the assessor has a financial or other interest in the property. Each assessor 32 must complete an Assessor Disclosure Form for each jurisdiction they assess. All conflicts must be noted and alternate assessors should be noted for those conflict properties. Assessor Qualifications All assessing offices within Hennepin County must utilize assessors that are properly licensed and qualified to review the parcels they are assigned. When interns are utilized for physical inspections, the final approval of any subjective changes suggested by the intern must be reviewed and approved by the certified assessor assigned to the parcels. Assessing jurisdictions must report to the county the license level of each staff member as part of the quintile report. Assessor Jurisdictions Quintile plans should be defined by geographic area such as section, quarter-quarter, or neighborhood. Hennepin County strongly recommends that quintile areas should include ALL parcels including vacant land and exempt parcels. The designated parcels in the quintile area are not required to include exactly 20% of the parcel count in a given year, however no parcels should exceed a 5 year viewing cycle. Additionally, Hennepin County’s quintile plan allows for flexibility for change to each city’s plan to account for unexpected changes, such as legislative mandates to reclassify properties, or natural disasters that may take additional time for other reassessments. If any of the city’s plan needs to be altered because of staffing issues, legislative mandates, etc., it is Hennepin County’s expectation that the quintile plan would be updated and resubmitted timely to the Hennepin County Assessor’s Office for approval. As stated in Minnesota Statute 273.08: “The assessor shall actually view, and determine the market value of each tract or lot of real property listed for taxation, including the value of all improvements and structures thereon, at maximum intervals of five years and shall enter the value opposite each description [emphasis added].” Additionally, a GIS coded map showing color code by year as to what each city’s plans are for current and future years. 33 Inspection Guidelines Required items to carry when completing the (re)assessment are: Identification (it is very important to provide identification when reassessing properties, taking photos of property, etc.); Business cards; Any and all equipment needed to perform a complete inspection of the property. If you are denied entry, be clear about the process that takes place. If a property owner allows for conversation, first see if the owner is willing to describe the interior of the home. Will the owner recap the number of bedrooms, bathrooms, basement finish and other amenities? If not, advise the owner about any assumptions that you may be making. For example: If entry is not allowed and current records indicate that property is not completely finished, e.g., a house has a walkout basement with no basement finish and a typical level of finish for the neighborhood is about 50% including a bath, this may be the recommended estimate for the subject property. Always be respectful of the property owner’s wishes and concerns. Do not threaten and or exchange in a debate. An assessor/appraiser is to excuse themselves from the site and make a note in the file, if a refusal is indicated. When the property owner is not present, leave a tag or other notice that you were at the property. Complete an external review and note any necessary changes. Take updated photos if needed. The information you leave behind should identify contact information so the property owner may call you to verify the information you have related to the property. Do not peek into windows! No trespassing signs: Do not enter a property where a sign indicating no trespassing, keep out, or private is posted. The Hennepin County Assessor’s policy is to contact the property owner to get permission to access the site. If there is no response received, use all available electronic tools to review and complete the appraisal process. 34 Any special or specific valuation adjustments should be reasonable, as well as consistently applied, and supported by clear documentation in the notes. Using aerial photography to gather data, particularly for large properties, agricultural properties, and lakeshore, may be very helpful. For all assessments, note the date and the type of inspection (external-only, interior, refused entry, left card, etc.). Whenever possible and as a best practice, advanced notification should be provided to property owners before entering the property. This may be in the form of a letter or post card mailing. 35 Key Contacts and Shared Mailboxes Assessor’s Office Management Name Email Jim Atchison, County Assessor James.Atchison@hennepin.us Earl Zent, ACA – Commercial & Litigation Earl.Zent@hennepin.us Tamara Doolittle, ACA – Business Operations Tamara.Doolittle@hennepin.us Rob Winge, Residential Appraisal Manager Robert.Winge@hennepin.us Leah Hart, Assessment Programs Manager Leah.Hart@hennepin.us Shared Mailboxes The County Assessor’s office has several shared mailbox which should be used for correspondence. Absolutely NO CONFIDENTIAL / PROTECTED DATA should be transmitted via email. Shared Email Address Description & Purpose Example Assessor.AO@hennepin.us General public can email assessment related questions. Taxpayer emails the question "How do I enroll in the Veterans exclusion program." AO.AnnualFiles@hennepin.us Assessors should send all non-private / non-confidential initial assessment submittal files & documentation Initial Assessment Roll of 2020 Assessment, Assessment Recap. AO.Admin@hennepin.us Assessment staff should send administrative correspondence and assessment related questions. Correspondence on an abatement; notification of files placed in the SFTP site. AO.IEI@hennepin.us Tax petitioners can communicate about the submittal of Income and Expense Info for Tax Petitions. Request for a new account; notification of files placed in the SFTP site. AO.DataRequests@hennepin.us Assessors and the general public can submit requests for reports and assessment data. Finance director wants a list of taxes paid for select parcels. AO.CAMA@hennepin.us Assessors can submit questions or requests directly to the CAMA Operations team. For technical assistance of HCAO systems and apps (Vision, Posting Database, etc). Gis.Info@hennepin.us Assessors or general public can submit questions about any of the online mapping applications and open data. Questions regarding lot size reported on public website. City of Corcoran July 9, 2020 County of Hennepin State of Minnesota RESOLUTION NO. 2020-53 Page 1 of 1 Motion By: Seconded By: A RESOLUTION RECOGNIZING EAGLE SCOUT PROJECT AND ACCEPTING A DONATION TO THE CITY OF CORCORAN WHEREAS, Frank Brand approached the City Council on July 25, 2019 regarding his proposal of a veteran memorial bench at City Hall as his Eagle Scout project; and WHEREAS, Frank Brand worked with Councilor Dejewski to further refine the look the project; and WHEREAS, the veteran memorial bench was installed in June 2020 in front of Corcoran City Hall; and WHEREAS, Frank Brand conducted fundraising to purchase the materials for the bench in the amount of $2,000; $1,000 from the Corcoran Lions, $980 from the Hanover Lions, and $20 from a private party; and WHEREAS, Frank Brand has elected to donate the funds remaining after the construction of the bench to the City of Corcoran in the amount of $352.51. WHEREAS the City of Corcoran is authorized to accept donations of real or personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens; and NOW THEREFORE BE IT RESOLVED, the City Council of the City of Corcoran acknowledges the generosity of the Frank Brand and those who provided funds for the project, and graciously accepts the donation. VOTING AYE VOTING NAY Thomas, Ron Thomas, Ron Anderson, Tom Anderson, Tom Bottema, Jon Bottema, Jon Lother, Brian Lother, Brian Schultz, Alan Schultz, Alan Whereupon, said Resolution is hereby declared adopted on this 9th day of July 2020. ________________________________ Ron Thomas - Mayor ATTEST: City Seal ____________________________________ Jessica Beise – Administrative Services Director Agenda Item 11a. STAFF REPORT Agenda Item 11b. Council Meeting: July 9, 2020 Prepared By: Jessica Beise Topic: Charter Commission Appointment Action Required: Appointment Summary: Charter Commissioners are appointed to four-year terms. Staff has received an application from Manoj Thomas requesting appointment to the Charter Commission. It is requested that the City Council review the application and consider appointment. Following Council approval, reappointment requests will be submitted to Chief Judge of the Fourth Judicial District for formal appointment. Financial/Budget: Commission members serve without compensation. Options: 1. Appoint Manoj Thomas to the Charter Commission for a four-year term. 2. Decline to make an appointment. Recommendation: Appoint Manoj Thomas to the Charter Commission for a four-year term. Council Action: Consider a motion to appoint Manoj Thomas to the Charter Commission for a four-year term. Attachments: 1. Charter Commission Application – Manoj Thomas STAFF REPORT Agenda Item 11c. Council Meeting: July 9, 2020 Prepared By: Brad Martens Topic: Manufactured Home Park Preservation Pilot Grant Project Action Required: Approval Summary: In 2017, the Metropolitan Council created a Manufactured Home Park Preservation grant program to assist in manufactured home parks financially in the cost to connect to water and sewer utilities. Maple Hill Estates of Corcoran applied for that grant and was awarded $237,317.50 in August of 2017. Over the past couple of years, the connection to Maple Hill Estates for sewer services has taken place and all the necessary agreements have been drafted. In order for the final agreement to be executed, the City must approve the attached grant agreement. The agreement includes City obligations which I confirmed through the attached email have been met. Financial/Budget: There are no financial costs related to approving the agreement other than some minor staff time in managing the final process to complete the agreement. Options: 1.Approve the grant agreement as presented. 2.Decline the grant agreement. 3.Send back to staff for further review. Recommendation: Approve the grant agreement as presented. Council Action: Consider a motion to approve the grant agreement as presented. Attachments: 1.Grant Agreement 2.Email Correspondence with Freya Thamman, Metropolitan Council From:Thamman, Freya To:Brad Martens Subject:RE: Manufactured Home Park Preservation Equity Grant - Agreement Date:Tuesday, December 31, 2019 12:19:15 PM Attachments:image001.png image003.png image004.png image005.png Hi Brad – Hope you had a wonderful holiday! Thank you for your below comments on the draft Agreement. We provided the final copy to Minnesota Housing – and after they sign – it will be sent to Barry and you for signatures, which I anticipate will be in the first few weeks of January. Has Barry seen this? Is he ok with all of the language? I’d need confirmation of that before bringing to my Council. Yes – he reviewed – I coordinated with him during and on final document before it was provided to MN Housing. Page 1 of the JPA, second paragraph, last sentence You include “and improve water quality”; Barry is only connecting to sewer and not water at this time. This should probably be removed. This statement is to say that the change from the previous system to the connection to regional sewer improves surrounding water quality. Grant agreement, 5.02(a) I believe the second to last sentence is missing “AMI” before starting the next sentence. Thanks - we fixed this in the final. Grant agreement, City Obligations, I want to clarify the following Support the preservation of Maple Hill Estates and the long-term affordability of the manufactured home park lots through appropriate land use guiding and other elements of the City’s 2040 comprehensive plan Can you confirm we have met this with our adopted 2040 plan? I believe so. Yes City will provide reduced local SAC and wastewater charges We charged only 50% of local SAC Charges We are not charging a monthly base fee for each unit The above should meet this, correct? Yes Consider participating in Metropolitan Livable Communities Act It would be nice to have someone present to the City Council at some point when it makes sense – Great! I’ll connect with Tara Beard, who is now LCA Manager. Consider the SAC deferral program We considered it for Barry and said no at this time, nobody else has requested it, we will review on case by case basis – sounds good. Wishing you a happy new year! ~Freya From: Brad Martens <bmartens@ci.corcoran.mn.us> Sent: Thursday, December 26, 2019 1:19 PM To: Thamman, Freya <Freya.Thamman@metc.state.mn.us> Subject: RE: Manufactured Home Park Preservation Equity Grant - Agreement Freya, My apologies for the delay on getting back to you on this. I have the following comments/questions before I bring this to my Council for approval: Has Barry seen this? Is he ok with all of the language? I’d need confirmation of that before bringing to my Council Page 1 of the JPA, second paragraph, last sentence You include “and improve water quality”; Barry is only connecting to sewer and not water at this time. This should probably be removed. Grant agreement, 5.02(a) I believe the second to last sentence is missing “AMI” before starting the next sentence. Grant agreement, City Obligations, I want to clarify the following Support the preservation of Maple Hill Estates and the long-term affordability of the manufactured home park lots through appropriate land use guiding and other elements of the City’s 2040 comprehensive plan Can you confirm we have met this with our adopted 2040 plan? I believe so. City will provide reduced local SAC and wastewater charges We charged only 50% of local SAC Charges We are not charging a monthly base fee for each unit The above should meet this, correct? Consider participating in Metropolitan Livable Communities Act It would be nice to have someone present to the City Council at some point when it makes sense Consider the SAC deferral program We considered it for Barry and said no at this time, nobody else has requested it, we will review on case by case basis Those are my comments. Please let me know if there is going to be a new document sent over. Once I get it, I’ll forward to my City Council for signature. Have a happy new year! Brad Martens City Administrator City of Corcoran 763-400-7030 www.ci.corcoran.mn.us From: Thamman, Freya <Freya.Thamman@metc.state.mn.us> Sent: Wednesday, November 27, 2019 8:31 AM To: Brad Martens <bmartens@ci.corcoran.mn.us> Subject: Manufactured Home Park Preservation Equity Grant - Agreement Hi Brad, Hope you are doing well! Thanks again for all the City’s coordination on Corcoran’s 2040 Plan! I wanted to follow up to my voicemail message. The Manufactured Home Park Preservation Equity Pilot grant is in the final stages. Barry said he had coordinated with you on earlier draft of the Agreement. I wanted to share this updated version – although there hasn’t been a significant changes from earlier. Attached is the JPA/Grant Agreement. The Grant Agreement component (p.7-14) includes the City’s signatures. The Agreement indicates big picture that City is charged SAC and it is passed through to MHP …that MHP Preservation equity grant helps preservation of the City’s existing affordable housing. Section 6.01 has the City ‘s Obligations, which include items that have been completed: a) 2040 Comp Plan support preservation through appropriate land use guiding and other elements of the comp plan, and b) Additional Efforts, which include providing reduced local SAC (using multi- family vs single-family) and that the City will consider participation in LCA and will consider SAC Deferral Program. Please let me know if you have any feedback for these elements. Our next steps would be to continue with signatures. Your City tour inspired this equity pilot program and associated grant. Thank you! Hope you have a great Thanksgiving! ~Freya Freya Thamman Sector Representative | Local Planning Assistance freya.thamman@metc.state.mn.us P. 651.602.1750 | F. 651.602.1674 390 North Robert Street | St. Paul, MN | 55101 | metrocouncil.org City of Corcoran 2020 City Council Schedule Agenda Item 13. July 23, 2020 •Active Corcoran Planning Applications •Corcoran Crossroads Sign Variance •Sign Variance at 9350 CR 19 •Eagle Brook Church •Bellwether 5th addition •Authorization to seek donations – City Park Project •Draft 2021 Budget •Due Dilligence Commencement – Well/Treatment •Corridor Planning Grant Application •Closed Session – Easement Acquisition for Gleason Parkway Extension Project and Southeast Trunk Sewer Project •Closed Session-Easement Acquisition – Southeast Watermain Project August 13, 2020 Work Session •Public Works Department Update August 13, 2020 •Employee Recognition – Pete Ekenberg, 5 Years •Liquor License Fee Review (See April 23 meeting info) •Gravel Road Paving Recommendations •Police Body Camera Policy Public Hearing & Adoption •Bring Your Own Device Policy •Code Enforcement Update •Reserve Fund Policy •Downtown Utility and Street Improvement Project Recap •Donation resolution for COVID-19 items August 27, 2020 •Active Corcoran Planning Applications •Nelson Trucking September 10, 2020 •Preliminary Levy •Set Sale Resolution for Bond Refunding – 2012B •Fire Subcommittee Report Work Plan