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11-24-97 CCN CITY OF OTSEGO REQUEST FOR COUNCIL ACTION AGENDA SECTION: DEPARTMENT: MEETING DATE: DEPARTMENT: PREPARED BY: MEETING DATE 9. COUNCIL ITEMS: (Elaine) November 24, 1997 6:30PM ITEM NUMBER: . ITEM DESCRIPTION: 9.1. Discussion of Community Recreation Meeting - Mark Berning/Jeff Asfahl BACKGROUND: Attached is a memorandum from Mike Robertson explaining the information from Community Recreation at their meeting of November 17, 1997, Noon. Jeff Asfahl will be here (8 or 8:15PM) as well as Mark Berning for more information as needed for discussion. Mike will also be available for comments/questions. RECOMMENDATION: This is for Council information and any decision. Thanks, Elaine MEMO Date: November 18, 1997 To: Mayor & Council From: Interim City Administrator Mike Robertson Re: Joint Powers Recreation Board Proposal I attended the meeting of the Joint Powers Recreation Board with Councilmember Berning on Monday, November 17, 1997. At that meeting the board discussed some budget revisions and a revised assessment formula (enclosed) suggested by the Board's budget committee. These changes had been precipitated by the decisions of Otsego and Hassan Township to withdraw from the Joint Powers Board. These changes have not yet been approved by the Joint Powers Board, they asked that the Board members get the reaction of their respective governments and report back to the Board. Page 1 of the enclosed materials shows the changes recommended by the budget committee. Page 2 shows the breakdown of where the money comes from for the recreation budget. The budget committees goal was to have 50% of their budget come from a per capita assessment of each participating community, 25% from an assessment of each community based on the number of registered users from each community, and 25% from direct user fees. Page 3 shows how the participating communities were assessed in 1997 and how they would be assessed if the proposed changes are made in the funding formula. Jeff Asfahl will be attending the Council meeting to answer any questions regarding the recreation program and the changes in the funding formula. The Joint Powers Board has established its next meeting on December 8, 1997 and would like an answer from the City Council by then. pc: City Staff 11/17/97 T Overview Budget Revision / Cuts / Additional Revenue Potential ■ 1998 Proposed Budget- $119,810 ■ Budget committee's goal was to cut or recover $9,800 ■ Potential Cuts / Revenue y Cut payroll service $1,700 y Cut independent insurance $2,000 T Increase revenue via Open Gym/Misc. events $1 = $3,500 T Increase surcharge to programs $4,300 T Increase non-resident fees $925 11/17/97 III Funding Breakdown ■ Revenue from Community Assessments Population 23,904 x 2.61 = $62,390 53.7% ■ Revenue from usership percentage = $29,190 25.1% ■ Revenue from program admin surcharge Average fee of $25 x 12% = 3 x 4,300 = $12,900 11.1% ■ Revenue from non-resident fees Project 650 x 50% to fees Average free $25 x 50% x 650 = $8,125 7% ■ Revenue from open gym / other misc. events = $3,500 3% Total - $116,105 11/17/97 Community Assessment 1997 - Assessment Data - Rate 3.73 + Past usership % Total x $8.61 Elk River 13,323 x 3.73 = $49,695 Otsego 4,766 " _ $18,725 Dayton 776 " _ $2,895 Hassan 2,100 _ $7,833 Rogers 1,017 _ $3,793 0 1998 Assessment - 2.61 + Past usership % Total x $8.61 Elk River 14,019 x 2.61 = $36,590 + $18,171 (62% of 3404 x 8.61=) _ $54,761 Otsego 5,271 x _ $13,757 + $5,246 (17.9% _) _ $19,003 Dayton 814 x _ $2,125 + $674 (2.3% _) _ $2,799 Hassan 2,100 x _ $5,481 + $1,729 (5.9% _) _ $7,210 Rogers 1,700 x _ $4,437 + $3,370 (11.5% _) _ $7,807 $91,580 PACKARD AVE CONSTRUCTION FUND 0.00 BUILDING CONSTUCTION FUND FUNM34,622.98 0.00 0.11- 0.00 .:0.00 134,622.- 5.42 34,622.- MISSISSIPPI SHORES FUND G.O.BONDS OF 1996A FUND 0.00 97,661.39 0.00 62,867.94 0.00 O.0 33,480.00 127,049.? TOTAL $1,253,869.28 $1,214,945.07 $1,350,090.29 $1,118,724.: .f .a G' , S ...................::.:....:..... .. x...... r ::x ............ .. ......... .. ... ....... , .......... .... k G K2. %>a S Nil w ` ._� ..- .•�� f-..ayyii� sa�� .. .,�yr/r/. � % �>�: r�r/ fR �,� 2 meg/ r��Ce �� »�� "g N� ;. } %% i^„�Y r �' � - '� - <• � M�2s'j•� "`' F`>�i%" %: � � 'Xay .'�f '/�/�yy.. z '� � � a >� y �/� �"`� � � �: r xi y / x �a /�/ t��•fy {sem, ��, �N�yy�{: �. � � �`',. n ;. i~- C A S H C O N T R O L For the Period 01/01/97 to 10/31/97 E BEUINNINU REQ Pis QlS TOTAL URSEMENTS G LANCE JER; �;.,: 79 � ' 983 , 274.70 $ 281 859.1 441,430.10 , . �. FIRE FUND FUND 54,885.94 44,691.89 91,806.92 7,770.1 PARK DEVELOPMENT FUND -28,647.48 84,469.49 10,513.69 45,308.-- UND{ �-,,k4r� M. E� 0-00 r . 0.0 PACKARD AVE CONSTRUCTION FUND 0.00 BUILDING CONSTUCTION FUND FUNM34,622.98 0.00 0.11- 0.00 .:0.00 134,622.- 5.42 34,622.- MISSISSIPPI SHORES FUND G.O.BONDS OF 1996A FUND 0.00 97,661.39 0.00 62,867.94 0.00 O.0 33,480.00 127,049.? TOTAL $1,253,869.28 $1,214,945.07 $1,350,090.29 $1,118,724.: .f .a G' , S ...................::.:....:..... .. x...... r ::x ............ .. ......... .. ... ....... , .......... .... k G K2. %>a S Nil w ` ._� ..- .•�� f-..ayyii� sa�� .. .,�yr/r/. � % �>�: r�r/ fR �,� 2 meg/ r��Ce �� »�� "g N� ;. } %% i^„�Y r �' � - '� - <• � M�2s'j•� "`' F`>�i%" %: � � 'Xay .'�f '/�/�yy.. z '� � � a >� y �/� �"`� � � �: r xi y / x �a /�/ t��•fy {sem, ��, �N�yy�{: �. � � �`',. n ;. CITY OF OTSEGO INVESTMENT SCHEDULE YEAR ENDED DECEMBER 31, 1997 Investment Purchase Maturity Balance 1997 1997 Balance Sales 10/31/97 Type Date Date 12/31/96 Purchases Lasalle CD 7/14/95 12/2/02 $ 22,176.00 $ 22,176.00 FHMA 7/14/95 12/10/98 98,750.56 98,750.56 51,274.17 MBNA -CD 7/18/95 5/10/99 51,274.17 50,932.95 FNMA 7/18/95 3/10/97 50,932.95 78,572.81 FNMA 7/19/95 4/13/98 78,572.81 CD 7/24/95 1/24/97 50,000.00 50,000.00 - FNMA 8/2/95 2/18/97 49,855.00 49,855.00 FNMA 12/27/95 8/12/98 51,171.88 51,171.88 FNMA 7/10/96 5/21/99 50,291.34 50,291.34 FHLM 7/19/96 7/9/98 25,080.21 25,080.21 29,885.87 FHLB 7/25/96 3/5/01 29,885.87 59,641.99 FHLB 10/8/96 3/6/01 59,641.99 CD -Bk of ER 12/31/96 12/31/97 100,000.00 100,000.00 - 65,330.59 FNMA 3/25/97 11/10/05 65,330.59 CD -Bk of ER 12/31/96 12/31/97 100,000.00 100,000.00 - 200,000.00 CD -Bk of ER 12/31/96 12/31/97 200,000.00 CD -Bk of ER 7/15/97 7/15/98 100,000.00 100,000.00 - 100,000.00 CD -Bk of ER 7/16/97 7/16/98 100,000.00 100,000.00 100,000.00 CD -Bk of ER Marquette Bank 7/17/97 7/9/97 7/17/98 9/7/97 100,000.00 100,000.00 - Marquette Bank 7/9/97 10/7/97 100,000.00 100,000.00 - Totals $1,017,632.78 $ 565,330.59 $ 250,000.00 1,032,963.37 PLUS SMITH BARNEY FUNDS 12,117.52 TOTAL $1,045,080.89 August Cash and Investments consistsof: Checking $ 68,963.54 Money Market Savings 4,679.63 Investments as scheduled above 1,045,080.89 $1,118,724.06 Total Page 1 INTERIM FINANCIAL REPORT AS OF 10/31/97 LOCAL GOVERNMENT AID 101,805.00 HOMESTEAD CREDIT 140,276.00 .3 CHARGES FOR SERVICES—GENERAL 5,000.00 CONDITIONAL USE/VARIANCE FEES 2,500.00 REFUNDS & REIMBURSEMENTS rTTV L.JAl 1 DKiT :S . �'::�f"';::�$#.`+':Nci::s..'i- }::7f j'.�Ye'ai,>i ;:%1»'• TRANSFERS FROM OTHER FUNDS 155.00 59,850.63 54,982.00 73,427.00 477.50 4,450.00 1,047.50 570.69 472.00 7,170.00 55.00 9,850.63 !9,380 AA iJ , Jvf. •v 46,823.00) 66,849.00) 4,522.50) 1,950.00 —w 52 .50 ) 70.69 472.00 2,130.00) 0.00 30,384.60 30,384.60 5.000.00 5.210.00 210.00 s SNOW PLOWING 1,100.00 -_:•MAPS/COPIES/MISC.SALES 500.00 fop i4 _... ... ..: ...: '.: .; !�:..: .< . ; .:;.;.-t.:?'::>:#:i::t;i:>?�i'ii%;'t>:>s::.::.::�::: :: ta;•; _.»:;:o>;xtt t: �:::; . s3 a ` PARK DEDICATION FEES 0.00 s ni n cTTY HAl_l_/PEAVEY HSE RENT 9,300.00 REFUNDS & REIMBURSEMENTS rTTV L.JAl 1 DKiT :S . �'::�f"';::�$#.`+':Nci::s..'i- }::7f j'.�Ye'ai,>i ;:%1»'• TRANSFERS FROM OTHER FUNDS 155.00 59,850.63 54,982.00 73,427.00 477.50 4,450.00 1,047.50 570.69 472.00 7,170.00 55.00 9,850.63 !9,380 AA iJ , Jvf. •v 46,823.00) 66,849.00) 4,522.50) 1,950.00 —w 52 .50 ) 70.69 472.00 2,130.00) 0.00 30,384.60 30,384.60 5.000.00 5.210.00 210.00 INTERIM FINANCIAL REPORT AS OF 10/31/97 FUND 2 101,743.90 ( 3 59,900.00 4 12,045.16 3 Disbursements: 6 7 14,790.00 e ti�l�#ITR� 79,276.00 83,183.21 ( 10 ASSESSOR ++ ENGINEER .2 PLANNER 3 F F7ttCE ♦ h44'Fe...t'Y. 16 ECONOMIC DE +7 CITY HALL +a POLICE �{ zo 21 :y RECREATION PROGRAMS n A0(lG MATAITGAIAKY-P 27' 28 29 30 3-1 37 38 39 30 :1 .2 :3 ._ .-.._.._... :4 :3 .9 f-•ixm 52,000.00 101,743.90 ( 49,743.90) 59,900.00 47,854.84 12,045.16 14,790.00 317.21 14,72.79 79,276.00 83,183.21 ( 3,907.21) lnn_740.00 100.010.00 730.00 18,725.00 39,213.89 ( 20,488.89) 37.989.00 13,656.55 24,332.45 a ENDA SECTION: .OPEN FORUM: CITY OF OTSEGO REQUEST FOR COUNCIL ACTION DEPARTMENT: MEETING DATE (Elaine Beatty) 11/24/97 - 6:30PM ITEM NUMBER: ITEM DESCRIPTION: 4.1. a. Gary Groen - Update on September/OctoberR Fiinnan D s Y EB, CC 4.1. b. Jeff Bartheld - Park and Rec. Commission update BACKGROUND: 4.1. a. Gary Groen has September/October Financial information prepared and will review same with the Council. 4.1. b. Jeff Bartheld will review the information from their Park and Recs. meeting of November 18, 1997 - 7PM. The Park and Recs. Comm. passed a Resolution unanimously to change their regular meeting day from Tuesday to Wednesday. This will allow all the members to attend. They have had trouble with getting quorum.COMMISSION WILL NOW MEET (WITH THE COUNCIL'SaA APPROVAL) ONRTHE SECOND WEDNESDAY OF THE MONTH AT 7PM. Jeff Bartheld will also explain the attached information to the Council and ask for Council permission on some items. RECOMMENDATION: This is for Council information and any decisions. Thanks Elaine RECEIPTS CITY OF OTSEGO SUMMARY OF 1997, 1996 AND 1995 ACTIVITY IN THE PARK DEVELOPMENT FUND (To 10/31) 1997 1996 1995 705.00 5,750.00 14,185.87 33,065.00 (Otsego Prairie Park Pay Request #1) Park Donations 203-36230 - 2,262.50 Park Dedication Fees 203-36240 76,350.00 9,900.00 Property Taxes 203-31010 8,119.49 15,192.20 State Grants 203-33400 - 11,063.00 (Otsego Prairie Park Pay Request #2) Total Receipts 84,469.49 40,413.70 PAYMENTS Engineering 203-41560-302 10,513.69 42,912.12 Legal 203-41700-301 - 3,155.04 Licenses & Permits 203-41560-352 - Appraisal Service 203-45200-395 - 915.00 Capital Outlay 203-45000-530 - Capital Outlay 203-45200-530 - 8,318.19 (Otsego Prairie Park) Printing & Publishing 203-45200-35C - Miscellaneous 203-45200-310 - Land 203-45000-510 - 30,938.00 53,705.87 17,441.01 240.00 20,466.09 (Minn. Playground) 51,735.59 (Appears to be all Otsego Park) 92.13 405.00 Total Payments 10,513.69 86,238.35 90,379.82 The cash balance in the Park Development Fund at 10/31/97 is $45,308.12. Park and Trail fees yet to be collected include Heritage Hills which will total $36,075.00 which will be collected at $975 per lot as the remaining 37 lots are sold. Rivers Glen park and trail fees will total $7,000 but will not likely be collected until 1998. The ISTEA payment to the State is estimated at $60,000 is deferred until 1998. Page 1 Rentals Affordable Sanitation Jan & Feb. Affordable Sanitation Recreation Programming Rink Attendants -1/15/97 Rink Attendants -1/29/97 Beaudry O 1/13/97 Propane -warming house Beaudry O 2/10/97 Propane -warming house Beaudry O 1/28/97 Propane -warming house Beaudry O 2/24/97 Propane -warming house Cub Foods 2/10/97 Winterfest Food Rink Attendants -2/8/97 Rink Attendants -2/22/97 Postage for Family Fun Day Food Sales - Winterfest Rec. Attendants 6/28/97 Menard's Fencing for family fun day Darlene Solberg Family fun day expenses Rec. Attendants PPe 7/12 Rec. Attendants PPe 7/26 Bob's shop Family fun day expenses Rec. Attendants PPe 8/9 DJ's Total Home Supplies Bannerworks Family fun day Receipts Family fun day Receipts Family fun day Terri Kohler Family fun day Jeff Barthel Halloween expenses River Valley Lumber Supplies Receipts Haunted House -2- 14140111 2,800.00 213.00 462.00 213.00 249.00 213.00 36.00 198.50 CITY OF OTSEGO 332.00 2,269.50 PARK AND RECREATION COMMISSION 2,129.60 LOCAL RECREATION PROGRAMMING AND DEVELOPMENT ACTIVITIES 2,010.31 BUDGET AND ACTUAL EXPENDITURES 1,869.41 98.48 1997 YEAR - TO - DATE 134.28 Budget Category/ 62.25 Unexpended Check & Payee Description Budget Actual Balance Engineering 2,500,00 1,108.40 Hakanson, Anderson April services 187.50 2,312.50 Hakanson, Anderson June servoices 218.75 2,093.75 Hakanson, Anderson 312.50 1,781.25 Hakanson, Anderson 62.50 1,718.75 Rentals Affordable Sanitation Jan & Feb. Affordable Sanitation Recreation Programming Rink Attendants -1/15/97 Rink Attendants -1/29/97 Beaudry O 1/13/97 Propane -warming house Beaudry O 2/10/97 Propane -warming house Beaudry O 1/28/97 Propane -warming house Beaudry O 2/24/97 Propane -warming house Cub Foods 2/10/97 Winterfest Food Rink Attendants -2/8/97 Rink Attendants -2/22/97 Postage for Family Fun Day Food Sales - Winterfest Rec. Attendants 6/28/97 Menard's Fencing for family fun day Darlene Solberg Family fun day expenses Rec. Attendants PPe 7/12 Rec. Attendants PPe 7/26 Bob's shop Family fun day expenses Rec. Attendants PPe 8/9 DJ's Total Home Supplies Bannerworks Family fun day Receipts Family fun day Receipts Family fun day Terri Kohler Family fun day Jeff Barthel Halloween expenses River Valley Lumber Supplies Receipts Haunted House -2- 14140111 2,800.00 213.00 462.00 213.00 249.00 213.00 36.00 198.50 2,601.50 332.00 2,269.50 139.90 2,129.60 119.29 2,010.31 140.90 1,869.41 98.48 1,770.93 134.28 1,636.65 62.25 1,574.40 495.50 1,078.90 48.00 1,030.90 (77.50) 1,108.40 348.00 760.40 304.50 455.90 42.16 413.74 63.00 350.74 1,006.84 (656.10) 23.00 (679.10) 501.67 (1,180.77) 10.64 (1,191.41) 191.70 (1,383.11) (165.50) (1,217.61) (75.00) (1,142.61) 112.05 (1,254.66) 599.29 (1,853.95) 67.95 (1,921.90) (472.00) (1,449.90) CITY OF OTSEGO PARK AND RECREATION ACTIVITIES BUDGET AND ACTUAL REVENUE AND EXPENDITURES YEAR ENDED DECEMBER 31, 1997 The park and recreation operating activities can be divided into three general areas within the City's general fund budget. The three areas include: 1) Community Recreation The Community Recreation activity includes the annual assessment to the City by the Community Recreation Board. The annual assessment for 1997 is $18,725. The City pays the salaries of Michele and Rae Ann through the City of Otsego's payroll system and bills the School District quarterly for reimbursement of the payroll costs over and above the Citys annual assessment mentioned above. The Community Recreation staff provides the oversight and management of the various recreation programs within the City. When the payroll costs are accumulated and the City bills back the salaries and benefits, the net cost to the City of Otsego is $18,725. 2) Park Maintenance The Park Maintenance activities include the maintenance of the City's park facilities, equipment, mowing, fertilizing, and weed control. The work is completed through contractual arrangements and City staff. The budget for these activities, as originally adopted, totaled $30,114. However, the City will complete much of this work on a contractual basis and the costs of those services are yet to be tabulated. 3) Local Recreation Programming and Development Acttivttles The City's Park and Recreation Commission has an annual budget for the activities planned and sponsored by the City. These activities include the maintenance of an ice rink with rink attendants, a warming house, telephone and portable facilities. Among the other activities are T -ball, bike rodeo, summer family fun day, halloween and winterfest. Costs associated with these activities are all charged to the Local Recreation Programming budget. Receipts generated by these activities are included In the Revenue budget and the 1997 total revenue anticipated to be generated by these activities is estimated in the budget as $2,575. This primarily Includes the fees collected by Community Recreation. The Local Recreation Programming and Development budget for 1997 totals $7,875 and is classified as follows in the adopted budget: Engineering $ 2,500 Rentals (Affordable Sanitation) 675 Recreation Programming 2,800 Telephone/Communications 500 Dues & Subscriptions 200 Education & Training 500 Printing & Publishing 200 Total $ 7,375 -1- Telephone 500 00 AT & T 1/13/97 5.48 494.52 AT & T 2/10/97 5.48 489.04 AT & T Phone service 5.48 483.56 AT & T Phone service 5.48 478.08 AT & T Phone service 5.48 472.60 AT & T Phone service 5.48 467.12 AT & T Phone service 5.48 461.64 AT & T Phone service 5.48 456.16 U.S. West Phone service 34.54 421.62 U.S. West Phone service 36.75 384.87 U.S. West Phone service 35.06 349.81 U.S. West Phone service 34.53 315.28 U.S. West Phone service 34.33 280.95 U.S. West Phone service 34.41 246.54 U.S. West Phone service 34.41 212.13 U.S. West Phone service 34.93 177.20 U.S. West Phone service 34.72 142.48 U.S. West Phone service 34.72 107.76 Dues & Subscriptions 200.00 200.00 Education & Training 500.00 500.00 Printing & Publishing 200.00 ECM Printing & publishing 134.38 65.62 ECM Family fun day add 17.50 (17.50) ECM 7/5 Display advertising 132.30 (132.30) Equipment Gopher Sport Park equipment - 1,044.20 (1,044.20) Gopher Sport Park equipment 320.85 (1,365.05) -3- -aD a ,4 Soo 5'��00 - State Grants & Loans In addition to requests by state agencies for technical/professional services (published in the State Contracts section), the State Register also publishes notices about grants and loans available through any agency or branch of state government. Although some grant and loan programs specifically require printing in a statewide publication such as the State Register, there is no requirement for publication in the State Register itself. .agencies are encouraged to publish grant and loan notices, and to provide financial estimates as well as sufficient time for interested parties to respond. Amateur Sports Commission Notice of Request for Proposals for Mighty Kids Youth Sports Grant Program RFP 1. Background The state of Minnesota, acting through its agency, the Minnesota Amateur Sports Commission (INLXSQ, is seeking interested applicants for a youth sports and recreation ;rant program. The 1997 Minnesota Legislature has appropriated $800,000 for a grant program to be administered by the MASC. The grant program will promote before school, after school, and summer recreational youth sport activities. Grant recipients must have at least one local partner who is a political subdivision of the state of Minnesota. All grant applications will be reviewed by the NIASC and awards will be made by the 'AASC Board of Directors. 2. Purpose The purpose of this grant is to assist Minnesota communities in the start-up of programming or the expansion of existing youth sports, recreational, and other leisure activities. Programs should provide youth sport activities for the entire community and emphasize access for under -served, low-income, or at -risk youth. Grants are not intended to fund ivlinnesota State High School League sports or activities. Proposals must contain a plan to ensure equal access for youth of each gender. 3. Objectives This funding is provided to increase the involvement of at -risk youth in before -school, after-school, and summer programrning through partnerships that effectively utilize and build on existing community resources. Each applicant should address barriers to participation by youth, such as transportation issues and program fees. Programs should focus on one or more of the following coals: A. Increasing the number of youth participating in programrrung; B. Increasing the athletic skills of youth participating in programming; C. Direct or indirect impact on academic achievement and school attendance; D. Direct or indirect impact on social skills of youth participating in programming; E. Direct or indirect impact on juvenile crime rate in local community; F. Encourage communities and organizations to work in partnership to develop effective youth sports programming. 4. Eligibility The applicant must be a political subdivision of the State of Minnesota. State agencies, counties, cities, school boards, or a com- bination of any of the above may apply. tion -profit groups may apply via the appropriate political subdivision. 5. Grant Amounts Grant awards will range in size from approximately $500 to 520,000. Matching funds from non -state sources will be required for all grant awards greater than $2,500. Grant requests between 52.501 and 55,000 will be required to provide additional funds from non -state sources of at least one half of the a -rant amount. Grant requests between $5,001 and $20,000 will be required to provide a dollar for dollar match from non -state sources. Matching funds may consist of the actual dollar amount or the current market value of in-kind capital contributions. In kind contributions must be for budgeted items essential to the fulfillment of the program. Grant Request :Hatch Requirement $500 - $2,500 No Vatch $2,501 - $5,000 .5:1 Match $5,001 - $20,000 1:1 Match (CITE 22 S.R. 721) State Register, ,vtondav 10 November 1997 PAGE 721 State Grants & Loans 6. Grant Use Grant awards may be used for developing a new youth sports program or expanding an existing program. Funds may be used for any of the following: A. Supervision or Coaching B. Instructional or Marketing :Materials C. Membership or Participation Fees D. Sport or Recreational Equipment E. Facility Rental F. Facility Upgrade G. Transportation 7. Agency Contact Prospective applicants who have questions regarding this RFP may call or write: Chris Heineman Minnesota Amateur Sports Commission 1700 - 105th Avenue NE Blaine, MN 55449-4500 Phone: (612) 785-3679 Fax: (612) 785-5699 Other department personnel are not allowed to discuss the Request For Proposal with anyone, including responders, before the proposal submission deadline. 8. Deadline All proposals must be received by the MASC at the address listed above no later than Wednesday, December 31, 1997. Responders must submit (3) copies of their proposal for agency review. Proposals will be reviewed by the MASC and grant awards will be announced on January 26, 1998. Grant funds will be available to award recipients upon completion of a State of Minnesota Grant Agreement. 9. Content Applications must contain the following elements, as per MASC agency application instructions (Complete items A through H). Applications should total 10 or fewer pages and be stapled in the upper left-hand corner. No tapes, videos, brochures, pamphlets, annual reports, or letters of support should be sent. If any information other than the application is sent, it will be discarded. The MASC reserves the right to amend or adopt additional criteria at any point throughout the application process. A. Application Cover Sheet - Fill in all of the blanks. The local government unit is the legal applicant responsible for pro- gram administration. The primary contact person is the individual who will have direct responsibility for the day- to -day activities of the program and to whom inquiries can be directed. In the summary area, briefly describe the purpose of the program, services, duration, location, and population you intend to serve. This summary may be used in news releases and other written materials describing grant recipients. B. Resolution of Local Applicant - Follow sample provided. The local government applicant is required to execute a resolu- tion which authorizes filing of the application and execution of final agreements with the Minnesota Amateur Sports Commission (MASC). All portions must be followed exactly as shown in the sample. Please submit three original signed copies of the executed resolution with your proposal. C. Agreements and Arrangements - Include a copy of any legal agreements or arrangements with other organizations or governmental agencies involved with the program. Example: a joint powers agreement between a governmental entity , or operational responsibilities. Please submit three original signed and a non-profit for facility use, transportation issues copies with your proposal. D. Community / Organization Overview - In one page or less, provide background information about your community and organization. Describe the communities resources and needs as they relate to the proposed program. E. Program Overview - In one page or less, describe the program you propose to implement and demonstrate the need for this program. Describe the services you provide (or intend to provide) and the population you will serve. Identify the sites where programs will take place and the reason for choosing those sites. F. Program Objectives - In one page or less, identify and rank the key objectives you hope to accomplish as you implement this program. For each objective, list the key strategies necessary to make the objective happen. PAGE 722 State Register, Monday 10 November 1997 (CITE 22 S.R. 722) y Might Kids _ Youth Sports Programming s form is to be used as the cover sheet for your grant application. Please submit three copies of the complete application to: NEahty Kids Youth Sports Grant Program, Minnesota Amateur Sports Commission, 1700 - 105th Avenue N.E, Blaine,' NLN 55449-4500. Local Governmental Unit: Use the legal name and full address for the organization. This is the agency with whom the grant agreement will be executed. Contact Mailing Address: (if different) Local Governmental Unit Contact Primary Contact Person (if different) Telephone number Fax number Telephone number Fax number Program Service Area (list counties, cities, school ;tricts) MN Tax ID # Federal Employee ID Grant Funds Requested $ Project Summary - 50 words or less in the space below State Grants & Loans G. Program Responsibilities - In one page or less, describe how the program will be staffed. Will you be using volunteers or paid staff? If you are using volunteers, how will you recruit and support them? Also identify by name or staff title the individual(s) responsible for each aspect of the proposed program. H. Program Budget - Complete a detailed line item budget showing how the requested Mighty Kids grant funds will support the proposed program. Please provide a full description of each item you include and an overview of the total estimated budget for the first year of the proposed program. 1. Salary and Fringe: For staff supported by this grant request. List each position, salary, and percentage of time com mitted to proposed program. 2. Equipment: List non -expendable items to be purchased. Equipment should have a useful life of at least two years. 3. Supplies: Include office and program supplies, training materials, curriculum, and expendable equipment such as books and software. 4. Facility Rental: Include hourly rate and/or the total cost of facility use for the duration of the first year of program. 5. Facility Upgrade: If a facility upgrade is necessary for your program to be successful. please list the upgrades need ed and the approximate cost of each phase. necessary for your program to be successful, please list the approximate cost for 6. Transportation: If transportation is the first year of program. r. Match Requirement: If you are applying for a grant amount which requires matching dollars, detail the amount and describe where those matching funds will come from. The local government applicant is required to provide either documentation of funds raised or to demonstrate how it intends to raise the local financial commitment. (CITE 22 S.R. 723) State Register, Monday 1 o November 1997 PAGE 723 Preliminary Recommendations and Alternatives from the Community Recreation subcommittee of Otsego Park and Recreation: "Note we will be referring in this document to two pieces of information provided to us by Jeff Asfahl at our last regular meeting. They will be noted as Documents A and B, and are included in this handout. Recommendations and Alternatives Part 1 1. Stay with Community Recreation (cost at this time is being negotiated) 2. City staff take over all Community Recreation duties 3. Hire another part time staff person to coordinate activities (could be used for more than one commission). 4. Withdraw and offer nothing. n_— •1 1. Stays the same (no changes) 2. City staff a. Coordinate Otsego specific events b. Other events on Document A will remain the same C. All other requirements on Document B will stay the same. "Note: The city staff will have to fulfill the requirements in Document B for the Otsego specific events. d. Increase in participation fees for residents MIGHTY KIDS RESOLUTION OF LOCAL APPLICANT (Sample) Required form of resolution of application authorizing filing of application and execution of agree- ation programs under the provision of the State General Fund. ment to promote youth sports and recre WHEREAS, the Minnesota Amateur Sports Commission (MASC), via the State General Fund, provides funds to assist political subdivisions of the state of Minnesota for the development of youth sports and recreation programs, and WHEREAS, the (school district/ciry/counry/state agency) desires to (description of recreational program). THEREFORE BE IT RESOLVED BY THE (school board, city council, county board, state board) of the (school district, city, county, state c agency): 1. Estimates that the total cost of developing said program shall be S and (school district, city, county, state agency) is requesting S from the State General Fund. '? That the (authorized representative) and/or (school district, city, county, state agency) is authorized and directed to execute said application and serve as the official liaison with the Minnesota Amateur Sports Commission. CERTIFICATION to I hereby certify that the foregoing resolution is a true a adcorrect duly authorized d meetinglthey of the on presentereoff held o tithe and adopted by the day of , 19_, as shown by the minutes of said meeting in my possession. (signature/title of authorized official) (CITE 22 S.R. 725) State Register, Monday 10 November 1997 PAGE 725 1997-98 Community Recreation. Programs and Services Programs Beach Party Baseball Camps - 4 offerings Family Hayride Soccer Camps- 8 offerings Intramural Volleyball Football Camp Sand Volleyball- 3 offerings Men's Volleyball Volleyball Camps- 2 offerings Women's Volleyball Lions' Den Indoor Soccer Strength & Conditioning- 3 offerings Pillo Hockey- 5 offerings Cross Country Running Gymnastics -105 offerings Races- 3 offerings 3 on 3 Basketball Track &Field Tournaments offerings Youth Golf- 3 o Open Gyms -12 offerings Youth Golf League Indoor Walking- 3 offerings Open In Line Skating/ Tots Figure Skating- 8 offerings Roller skating Skating Club- 4 offerings "It's Finally Friday" Nights -10 offerings Hockey Skating/Puck Concerts -3 offerings Handling- 2 offerings Start Smart -2 offerings 4 on 4 Hockey Clinics- 8 offerings Indoor Soccer -6 offerings 4 on 4 Hockey- 5 offerings Intramural Basketball Skills Plus Hockey School- 4 Youth Volleyball offerings Intramural 3 on 3 Basketball Mites Skills Plus Clinic Team Ingemar Top Shelf 5 Star- 7 offerings Outdoor Skating Lessons -8 offerings Breakfast Club Intramural Broomball Lunch Time Wang/Skating lki Easter Egg Hunt &Basket Open Ice Skating Class -2 offerings Open Hockey Bike Rodeo and Road Ride Dance- 2 offerings Cooperative Games Termite T-Ball/T-Ball 16 Cheerleading Clinic offerings o PeeWee Basketball- 3 offerings Tfferin 17 offerings Floor Hockey League Preschool Fun Cross Country Ski Citizens Race Short SPORT/SPORT- 9 offerings Craft Time in the Park- 9 Groups We assist / offerings Funtastic Fridays- 6 offerings coordinate efforts Penny Carnival- 2 offerings Boys Youth Basketball Entertainment in the Park w/ Elk River Hockey activity following- 20 offerings Elk River Area Youth Volleyball Basketball Camps- 8 offerings Elle River Swim Club Elk River Tennis Assoc. Elk River Youth Football Three River Soccer Assoc. Girls Fastpitch Softball Youth Wrestling Boys Youth Baseball Girls Youth Basketball Mens Tennis League Women's Tennis League Adult Co -Ed Volleyball Elk River Area Special Olympics Skate Board Assoc. Cooperative/ Collaborative Partners ECFE Community Education Youth Initiatives Cowniittee 2001 Committee Other Services Warming House Management -4 Feld Maintenance/ Scheduling -52 Tennis Court Scheduling -14 Community Festivals Otsego Winter Fun Fest Otsego Family Fun Day Rogers Hassan Fun Fest Rogers Old Tyme Days Total hour s of indoor facility us responsible for - 3662 hrs. ;. Hire part time person a. Handle Otsego specific events (Document A) l) Possibly increasing Otsego events (Document A) b. Act as a Liaison between Otsego and Community Recreation and others. 1) Informing Otsego residents what events are available and costs of other communities events around the area. 3) Informing residents of increase in cost of Community Recreation events. C. Liaison between city staff, council and commissions. Note: This person doesn't necessarily have to be doing only park and recreation, but coordinating for other commissions also. 4. Do nothing, Otsego offers nothing in the way of Park and Rec a. Otsego specific events will no longer be offered (Document A) b. Document B would no longer be required because we don't have the events to offer. C. Prepare an explanation to the community of Otsego' about the $18,000+ savings. How will it be returned to the community? 1) Supplement to events offered by Community Recreation ?)Tax refund 3) Increase in something else people want to see improved in the community 4) How is it going to be reinvested in the community? d. Everything in Document A will still be offered (except Otsego specific events e. All programming under Document B would still go on (except for Otsego specific events). 4/18196 aLk s I --- / cvy s�- /6 1 L C- RECREATIONAL PROGRAMMING REQUIREMENTS_ The following outline illustrates the'tasks requiredwiththe administration of recreational activities. 1. Development of programs I activWes : May consist of any one, or combination of the following listed factors: * Feedback (verbal or written on evaluation) * Based on current trends * Based on needs of the community * Idea generation with the community ( park commission, individual leaders, other agencies, etc.) * Based on professional judgement and knowledge * Based on demand * Based on resources available (financial and human) II Planning and organizational requirements: * Fee determination * Facility arrangements * Equipment requirements / arrangements * Staff needs / recruitment * Determine program limits- How many participants I teams, etc. can you serve? III Promotion requirements: * Determine sources available ( brochure, ads, PSA's, flyers, etc. Can be costly if poorly executed ) * Determine how will it be distributed * Prepare your front line answer person (program secretary, receptionist) with the necessary info. IV Elements of the registration process: * Determine when registration begins * Determine where to hold the registration * Determine the hours and methods available for receiving registration * Determine staffing for registration * Adequate preparation of training and info. for the registrars assisting V. Program implementation and operational procedures: * Staff recruitment and training * Communication and supervision of program staff * Determine process for decisions, ( cancellation due to weather, low registration, etc. ) * Determine process (who is responsible?) for dealing with troubleshooting Vl Evaluation and reporting: * How to administer the evaluation * Determine how to act on suggestions and who is responsible. * Program accounting requirements • Participant data requirements 11/17/97 Community Assessment 41 1997 - Assessment Data - Rate 3.73 Elk River 13,323 x 3.73 = $49,695 Otsego 4,766 " _ $18,725 Dayton 776 " _ $2,895 Hassan 2,100 _ $7,833 Rogers 1,017 _ $3,793 1998 - Assessment - 2.61 + _ Past usership % Total x 88.61 Elk River 14,019 x 2.61 = $36,590 + $18,171 (62% of 3404 x 8.61=) = $54,761 Otsego 5,271 x = $13,757 + $5,246 (17.9% " " _) = $19,003 Dayton 814 x = $2,125 + $674 (2.3% " " _) = $2,799 Hassan 2,100 x = $5,481 + $1,729 (5.9% " " _) = $7,210 Rogers 1,700 x = $4,437 + $3,370 (11.5% " " _} = $7,807 $91,580 11/17/97 Overview is ■ 1998 Proposed Budget- $119,810 ■ Budget committee's goal was to cut or recover $9,800 ■ Potential Cuts / Revenue y Cut payroll service $1,700 y Cut independent insurance $2,000 T Increase revenue via Open Gym/Misc. events $1 = $3,500 T Increase surcharge to programs $4,300 T Increase non-resident fees $925 11/17/97 9A# Funding Breakdown : ■ Revenue from Community Assessments Population 23,904 x 2.61 = $62,390 53.7% ■ Revenue from usership percentage = $29,190 25.1% ■ Revenue from program admin surcharge Average fee of $25 x 12% = 3 x 4,300 = $12,900 11.1% ■ Revenue from non-resident fees Project 650 x 50% to fees Average free $25 x 50% x 650 = $8,125 70/6 ■ Revenue from open gym / other misc. events = $3,500 3% Total - $116,105 At the October 18th Parks Commission meeting the Commission discussed the possibilities of pursuing funds for the following purposes: Priority Activity 1 Subsidize Ride the Rec Program 2 Subsidize Ice Skating Lessons 3 Youth Volleyball Clinics Estimated Cost Goal $1,200.00 Reduce cost to participants, increase participation and re -implement program $300.00 Same $500.00 Finish facilities and pay for instructors thereby reducing costs. New Program. 4 Re -seed Softball & Soccer $2,500.00* Make fields useable for Fields softball, youth baseball instead of limiting to T - ball. Make soccer field useable. Purchase Materials & Goals $ 7,500.00* * Develop facility to for Hockey Rinks make available for youth. TOTAL $12,000.00 * In kind contribution of $1,250.00 to disc, seed & light drag fields at $ 250.00/acre. ** In kind contribution consisting of labor to construct rink ($5,000.00) Of the $12,000.00, an in kind match would be $6,250.00 based on five acres of disc, seed & drag @ $250.00/acre ($1,250.00) and labor for constructing hockey rink ($5,000 based on 800 hours at $6.25/hr.). The actual grant amount could be for approximately $6,000.00. Alternatively, the City could pursue a grant for $12,000.00, use in kind contributions for approximately half the required match and match $6,000.00 in funds for additional facility improvements. Another option would be to apply for up to $2,500.00 for programming which would require no match. M E M O R A N D U M TO: Otsego City Council FROM: Parks and Recreation Commission DATE: November 19, 1997 RE: Mighty Kids Youth Sports Grant Program Background: The State of Minnesota has appropriated $800,000.00 for grants to expand or upgrade recreation programming within communities. As shown on page 722 of the attached announcement, funds may be used for: A. Supervision or Coaching B. Instructional or Marketing Materials C. Membership or Participation Fees D. Sport or Recreational Equipment E. Facility Rental F. Facility Upgrade G. Transportation The goal is to increase participation in youth sports and recreation programming. Applications are due by December 31, 1997 and grants will be announced on January 26, 1998. Grant amounts range from $500.00 to a maximum of $20,000.00. Matching funds are based on a sliding scale dependent on the grant request amount and may be either actual dollars or in-kind contributions. Match requirements are as follows: Grant Request $ 500 - $2,500 $2,501 - $5,000 $5,001 - $20,000 Match Requirement No Match .50C/$1.00 $1.00 / $1.00 PAST AND CURRENT OFFERINGS Items in italics and bold print were added due to Youth /nrdattves Process zymnastics ✓ ipen Gyms (increase opportunities) Wacky Olympics j/ Baseball Camps " Youth Volleyball ✓ Weight Room Coaches Training/ Preschool Fun Termite T Ball ✓ , T -Ball ✓ Cross Country Sing'e k Track and Field ✓' Entertainment in the Parks w/'✓ activities Skate Park/Fundraisers v Cc-Rec Softball ✓ Penny Carnival Beach Day V, Summer Fun ✓ Basketball Camps Golf ✓ anis ,summer BOAT Grades 5-9 Carnivals 3 on 3 Tournaments./ Start Smart '' Egg Hunt and Basket Class Winterfest Various family activities with Comm Ed & ECFE Football Camp - Sand Volleyball Grades 5 and UP V, Scavenger Hung Passing Camp " Dash N Splash ✓ Skating Club s C Skateboard Demo Supersized Tuesdays wrth✓ Community Ed Indoor Soccer ✓ Tots Figure Skating/ 4 on 4 Hockey Hockey Skills Plus ✓ Indoor Walking ✓ Adult Flag Football Fun Run/Waik Skating Lessons Family/Special Events Summer Strength and Conditioning P110 Polo Craft Tune in the Park" Try its Festa Time Bike Rodeo and Family Ride Special OlympicsMciusive Opportunities Christmas in July Short Sport Sport Crafts from Around the World Celebrating Me Chee-dealing Crinic Wadey Games Cross Country Running Lions Den Open In -Line Skating/Rollerskating Dances rmcreased opportunities) Concerts Skateboard7ng Opportunities Intramural Basketball Intramural Volleyball Intramural Soccer Intramural Football Outings Mens Volleyball Mens Basketbaff Womens Votleybali Sumo Summer IGckoff Roving Playground i- Afierclass - offered by Community & ucatiori 41-14-3 � ,-14-30-� lam' P Other Beneficiaries -Youth Association Coop Boy's Youth Baseball 1100 Youth Soccer 1200 Girls Softball 350 Services include: Feld scheduFmg/management, assistance with registraiiWadveaisEment, advocacy, clearing house. -Outdoor Ice Rink supervision 4 rinks in 1997/98 -General assistance/service for various recreational programs -Boys' Basketball, Girls' Basketball, Youth Hockey, Co-ed Volleyball, Swim Club, Tennis Assoc., Youth Football, YouthWrestling, Adult Softball, Men's Tennis League, Women's Tennis League, Women's Open Tennis 3. Hire part time person a. Handle Otsego specific events (Document A) 1) Possibly increasing Otsego events (Document A) b. Act as a Liaison between Otsego and Community Recreation and others 1) Informing Otsego residents what events are available and costs of other communities events around the area. 2) Informing residents of increase in cost of Community Recreation events. c. Liaison between city staff, council and commissions. Note: This person doesn't necessarily have to be doing only park and recreation, but coordinating for other commissions also. 4. Do nothing- city offers nothing a. Otsego specific events will no longer be offered (Document A) b. Document B would no longer be required because we don't have the events to offer. c. Prepare an explanation to the community of Otsego about the $18,000+ savings. How will it be returned to the community? 1) Supplement to events offered by Community Recreation 2) Tax refund 3) Increase in something else people want to see improved in the community 4) How is it going to be reinvested in the community? d. Everything in Document A will still be offered (except Otsego specific events e. All programming under Document B would still go on (except for Otsego specific events). -V1 8/96 RECREATI ONRL PROGRAMMING REQUIREMENTS The following outline illustrates the tasks required with the administration of recreational activities. Al Development of programs / activities: May consist of any one, or combination of the following listed factors: • Feedback (verbal or written on evaluation) " Based on current trends - * Based on needs of the community • Idea generation with the community ( park commission, individual leaders, other agencies, etc.) " Based on professional judgement and knowledge " Based on demand " Based on resources available (financial and human) II Planning and organizational requirements: Fee determination • Facility arrangements • Equipment requirements / arrangements * Staff needs / recruitment " Determine program limits- How many participants /teams, etc. can you serve? III Promotion requirements: * Determine sources available ( brochure, ads, PSA's, flyers, etc. Can be costly if poorly executed ) * Determine how will it be distributed * Prepare your front line answer person (program secretary, receptionist) with the necessary info. IV Elements of the registration process- * Determine when registration begins * Determine where to hold the registration * Determine the hours and methods available for receiving registration * Determine staffing for registration • Adequate preparation of training and info. for the registrars assisting V Program implementation and operational procedures. " Staff recruitment and training • Communication and supervision of program staff • Determine process for decisions, ( cancellation due to weather, low registration, etc. ) • Determine process (who is responsible?) for dealing with troubleshooting VI Evaluation and reporting:_ • How to administer the evaluation * Determine how to act on suggestions and who is responsible. * Program accounting requirements • Participant data requirements Tues. Oct. 21, 1997 To: Otsego Park Commission Members From: Bill Olson and Darlene Solberg (subcommittee on Community Recreation) -Committee met on Mon. Oct. 20th at 6:30 p.m. Re: Options and alternatives regarding keeping or discontinuing Community Recreation 1 Preliminary notes from Mark Bernina after his Community Recreation Board meeting on Mon. Oct. 20: A. He stated that Community Recreation has agreed to relook at the budget. The possibility of a freeze in the per capita fee at $373 and raise the participation fee. We paid $18,500 and it would go up to $19,700 because of the inflation factor. B. Council wants to see the rate froze C. Mark is on the Community Recreation budget subcommittee that will be meeting in early November. More information for us after that. D. At the next council meeting they should be giving Mark some direction. E. Information from Mark is that the base per capita fee be $2.50 X the Otsego District 728 population which is approximately 5200. The remainder be made up by usage. F. By head count last year for Otsego, we paid about $30 per person while Rogers paid $9. Recommendation that cities that used the program more would pay more above the base. -------------------------------------------------- 2 Meeting of Bill and Darlene- Ouestions to be addressed: 1. If we drop Community Recreation, what are we going to do instead? An informed decision needs to be made. We need to give options and alternatives to the City Council, then council makes the decision. We are concerned right now that no information was given before a snap decision was made to drop the Community Recreation program 2. What are our options? a) Stay in, or b) 1st best alternative 3. What are the things that we need to consider? There are many, some including: insurance; promotion; staff; administration; organization; competition between Otsego, Rogers and Elk River in programming; not participating, then possibly no need for a park commission; plus other things not mentioned here. Preliminary Recommendations and Alternatives from the Community Recreation subcommittee of Otsego Park and Recreation: "Note we will be referring in this document to two pieces of information provided to us by Jeff Asfahl at our last regular meeting. They will be noted as Documents A and B, and are included in this handout. Recommendations and Alternatives: Part l 1. Stay with Community Recreation (cost at this time is being renegotiated) 2. City staff take over all Community Recreation duties 3. Hire another part time staff person to coordinate activities (could be used for more than one commission). Supplementing the participants fees if we don't belong- and it costs more than now. 4. Withdraw and offer nothing. Part 2 -(Specifics of Part 1) 1. Stays the same (no changes) 2. City staff - a. Coordinate Otsego specific events b. Other events on Document A will remain the same c. All other requirements on Document B will stay the same. "Note: The city staff will have to fulfill the requirements in Document B for the Otsego specific events. d. Increase in participation fees for residents Commission Recommendation: The Commission recommends pursuing Mighty Kids Youth grant funds to afford greater opportunity and increased participation in Otsego youth recreation programs. Council Action Requested: Discuss and determine whether to pursue grant funds and if so at what level. If affirmatively determined direct preparation of the application. ot703i. mem State Grants & Loans In addition to requests by state agencies for technical/professional services (published in the State Contracts section), the State Register also publishes notices about grants and loans available through any agency or branch of state government. Although some grant and loan programs specifically require printing in a statewide publication such as the Stan Register, there is no requirement for publication in the State Register itself. Agencies are encouraged to publish grant and loan notices, and to provide financial estimates as well as sufficient time for interested parties to respond. Amateur Sports Commission Notice of Request for Proposals for Mighty Kids Youth Sports Grant Program RFP 1. Background The state of Minnesota, acting through its agency, the Minnesota Amateur Sports Commission (MASC), is seeking interested applicants for a youth sports and recreation grant program. The 1997 Minnesota Legislature has appropriated $800,000 for a grant program to be administered by the MASC. The grant program will promote before school, after school, and summer recreational youth sport activities. Grant recipients must have at least one local partner who is a political subdivision of the state of Minnesota All grant applications will be reviewed by the MASC and awards will be made by the MASC Board of Directors. 2. Purpose The purpose of this grant is to assist Minnesota communities in the start-up of programming or the expansion of existing youth sports, recreational, and other leisure activities. Programs should provide youth sport activities for the entire community and emphasize access for under -served, low-income, or at -risk youth. Grants are not intended to fund Minnesota State High School League sports or activities. Proposals must contain a plan to ensure equal access for youth of each gender. 3. Objectives This funding is provided to increase the involvement of at -risk youth in before -school, after-school, and summer programming through partnerships that effectively utilize and build on existing community resources. Each applicant should address barriers to and program fees. Programs should focus on one or more of the following participation by youth, such as transportation issues goals: A. Increasing the number of youth participating in programaung; B. Increasing the athletic skills of youth participating in pro;rammin.a; C. Direct or indirect impact on academic achievement and school attendance; D. Direct or indirect impact on social skills of youth participating in programming; E. Director indirect impact on juvenile crime rate in local community; F. Encourage communities and organizations to work in partnership to develop effective youth spore programming. 4. Eligibility The applicant must be a political subdivision of the State of Minnesota. State agencies, counties, cities, school boards, or a com- bination of any of the above may apply. Non-profit groups may apply via the appropriate political subdivision. 5. Grant Amounts Grant awards will range in size from approximately $500 to $20,000. Matching funds from non -state sources will be required for all grant awards greater than $?,500. Grant requests between $2,501 and 55,000 will be required to provide additional funds from non -state sources of at least one half of the Qtant amount. Grant requests between $5,001 and $20,000 will be required to provide a dollar for dollar match from non -state sources. Matching funds may consist of the actual dollar amount or the current market value of in-kind capital contributions. In kind contributions must be for budgeted items essential to the fulfillment of the program. Grant Request Match Requirement $500 - $2,500 No Match $2,501- $5,000 .5:1 Match $5,001 - $20,000 1:1 Match State Resister, Monday 10 November 1997 PAGE 721 (CITE 22 S.R. 721) o State Grants & Loans 6. Grant Usebe used Grant awards may be used for developina new youth sports program or expanding an existing program - C, Funds may for any of the following: A. Supervision or Coaching B. Instructional or Marketing Materials C. Membership or Participation Fees D. Sport or Recreational Equipment E. Facility Rental F. Facility Upgrade G. Transportation Agency Contact Prospective applicants who have questions regarding this RFP may call or write: Chris Heineman Minnesota Amateur Sports Commission 1700 - 105th Avenue NE Blaine, MN 55449-4500 Phone: (612) 785-3679 Fax: (612) 785-5699 Other department personnel are not allowed to discuss the Request For Proposal with anyone, including responders, before the proposal submission deadline. 8. Deadline All proposals must be received by the MASC at the address listed above no later than Wednesday. December 31, 1997. Responders must submit (3) copies of their proposal for agency review. Proposals will be reviewed by the MASC and grant awards will be announced on January 26, 1998. Grant funds will be available to award recipients upon completion of a State of Minnesota Grant Agreement. 9. Content Applications must contain the following elements, as per MASC agency application instructions (Complete items A through H). No tapes, videos, brochures, pamphlets, Applications should total 10 or fewer pages and be stapled in the upper left-hand corner. annual reports, or letters of support should be sent. If any information other than the application is sent it will be discarded The MASC reserves the right to amend or adopt additional criteria at any point throughout the application process. A. Application Cover Sheet -Fill in all of the blanks. The local government unit is the legal applicant responsible for pro- gram administration. The primary contact person is the individual who will have direct responsibility for the day- to -day activities of the program and to whom inquiries can be directed. In the summary area, briefly describe the purpose of the mmary may be used in news releases program, services, duration, location, and population you intend to serve. This su and other written materials describing grant recipients. B. Resolution of Local Applicant - Follow sample provided. The local government applicant is required to execute a resolu- tion which authorizes filing of the application and execution of final agreements with the Minnesota Amateur Sports Commission (MASC). All portions must be followed exactly as shown in the sample. Please submit three original signed copies of the executed resolution with your proposal. C. Agreements and Arrangements -Include a copy of any legal agreements or arrangements with other organizations or governmental agencies involved with the program. Example: a joint powers agreement between a governmental entity transportation issues, or operational responsibilities. Please submit three original and anon -profit for facility use, signed copies with your proposal. D. Community / Organization Overview - In one page or less, provide background information about your community and organization. Describe the communities resources and needs as they relate to the proposed program. E. Program Overview - In one page or less, describe the program you propose to implement and demonstrate the need for this program. Describe the services you provide (or intend to provide) and the population you will serve. Identify the sites where programs will take place and the reason for choosing those sites. F. Program Objectives - In one page or less, identify and rank the key objectives you hope to accomplish as you implement this program. For each objective, list the key strategies necessary to make the objective happen. PAGE 722 State Register, Monday 10 November 1997 (CITE 22 S.R. 722) State Grants & Loans G. Program Responsibilities - In one page or less, describe how the program will be staffed. Will you be using volunteers or paid staff? If you are using volunteers, how will you recruit and support them? Also identify by name or staff title the individual(s) responsible for each aspect of the proposed program. H. Program Budget - Complete a detailed line item budget showing how the requested Mighty Kids grant funds will support the proposed program. Please provide a full description of each item you include and an overview of the total estimated budget for the first year of the proposed program. 1. Salary and Fringe: For staff supported by this grant request. List each position, salary, and percentage of time com miffed to proposed program. 2. Equipment: List non -expendable items to be purchased. Equipment should have a useful life of at least two years. 3. Supplies: Include office and program supplies, training materials, curriculum, and expendable equipment such as books and software. 4. Facility Rental: Include hourly rate and/or the total cost of facility use for the duration of the first year of program. 5. Facility Upgrade: If a facility upgrade is necessary for your program to be successful, please list the upgrades need ed and the approximate cost of each phase. 6. Transportation: If transportation is necessary for your program to be successful, please list the approximate cost for the first year of program. 7. Match Requirement: If you are applying for a grant amount which requires matching dollars, detail the amount and describe where those matching funds will come from. The local government applicant is required to provide either documentation of funds raised or to demonstrate how it intends to raise the local financial commitment. (CITE 22 SR: 723) State Register, Monday 10 November 1997 PAGE 723 MightyKids Youth Sports Programming This form is to be used as the cover sheet for your grant application. Please submit three copies of the complete plication to: Mighty Kids Youth Sports Grant Program, Minnesota Amateur Sports Commission, 1700 - 105th Avenue N.E, Blaine, NLN 55449-4500. Local Governmental Unit: Use the legal name and full address for the organization. This is the agency with whom the grant agreement will be executed. Contact Mailing Address: (if different) Local Governmental Unit Contact Primary Contact Person (if different) Telephone number Fax number Telephone number Fax number Program Service Area (list counties, cities, school districts) MN Tax ID # Federal Employee ID n Grant Funds Requested $ Project Summary - 50 words or less in the space below 1 CITY OF OTSEGO REQUEST FOR COUNCIL ACTION AGENDA SECTION DEPARTMENT MEETING DATE Consent Agenda November 24, 1997 ITEM NUMBER: ITEM DESCRIPTION: PREPARED BY: 5.1 1997 Volunteer Recognition Judy Hudson, Deputy Clerk At the last City Council Meeting direction was given to me to bring back to the Council a recommendation for the 1997 Volunteer Recognition. In discussion with Mike, Elaine and Carol, the recommendation is as follows: STAFF RECOMMENDATION Staff recommends Council approval of staff arranging for refreshments at the following commission meetings in December. EDAAC Monday, December 1, 1997 Parks Tuesday, December 9, 1997 Planning Commission Wednesday, December 3, 1997 Heritage Thursday, December 18, 1997 Mayor Fournier will be in attendance at these meetings along with each Council Representative for distributing the Certificates of Appreciation. If approved, staff will contact the chair of each commission for coordination. Staff will make all arrangements. Note: The volunteers for Clean Up Day are served a lunch the day of that event. CITY OF OTSEGO UEST rUK L VUlVl.1L At- I1"IN AGENDA SECTION: DEPARTMENT: MEETING DATE 5. CONSENT AGENDA (Non -controversial items) 11/24/97 - 6:30PM 711 ITEM NUMBER: ITEM DESCRIPTION: r1tZrA11_r:1J J31; 5.2. Council approval of Albertville Fire Protection Agreement/1998 BACKGROUND: 5.2. Attached is a copy of the 1998 Albertville Fire Protection Agreement. If you recall, we set a per unit amount for Albertville Fire at our last Council Meeting in October of $53.00 per parcel, which was a $2.00 per parcel increase. This amount was based on an estimated figure from Linda, Albertville City Clerk. The actual amount is more than the $12,610.77 estimated. Actual is $15,121.57. This leaves a difference of $2,401.57 to be made up. Fortunately, we have had excess from the Albertville area residents for fire protection in past years and we have a "slush fund" for this type of change from estimated figures, to real dollars. we do have the money in a fire fund account to cover this and more. RECOMMENDATION: 5.2. This is for Council information and Staff recommends approval of this contract as written. Thanks Elaine FIRE PROTECTION AGREEMENT This agreement made and entered into by and between the City of Albertville, a municipal corporation of the County of Wright in the State of Minnesota and the City of Otsego, in the County of Wright in the State of Minnesota. WHEREAS, Otsego desires the services of the fire department of Albertville in case of fires occurring in Otsego as well as the emergency medical services of Albertville in case of a medical emergency, and WHEREAS, Albertville maintains a volunteer fire department with emergency medical response capability, which department is available to provide fire protection and emergency medical response services to properties located in Otsego, and THEREFORE, it is agreed by and between said parties as follows: 1. Albertville, through its fire department, shall provide fire protection and emergency medical response services to those properties in Otsego lying within the areas outlined in red on the attached map. Such fire protection and emergency medical response services shall be provided from January 1 through December 31, 1998. 2. Otsego shall agree to pay Albertville $15,121.57 in exchange for the provision of fire protection and emergency medical response services. Payment due for the year 1998 shall be made in two installments of $7,560.79 on or before July 1, 1997, and $7,560.78 on or before December 31, 1998. 3. Albertville's obligation to provide fire protection service and emergency medical response shall be subject to the following: a. If road and weather conditions at the time of the call are such that the fire/medical run cannot be made with reasonable safety to men and equipment, and the decision of the Fire Chief or his Deputy in charge shall be final in such matter, no obligation arises under this agreement on the part of the City of Albertville to answer such call. 1 b. In the event that a sufficient amount of the fire fighting/medical equipment and number of volunteer firemen, or both, are committed at the time of the fire call, in sole judgement of the Fire Chief or his Deputy, to fighting pre-existing fires or attending pre-existing medical emergencies, so as to render the available equipment and manpower inadequate to answer a fire or medical call from Otsego, no obligation shall arise under this agreement to answer such call, and no person or party shall have recourse against the City of Albertville for refusal to answer such call. A pre-existing fire/medical emergency to which the fire department of Albertville is called previous to receiving the call from Otsego and which fire is still being fought or medical emergency is still being attended to by the Albertville fire department at the time the call from Otsego is received. c. In the event a fire call by Otsego is answered by Albertville, but before the fire in question is extinguished, the fire fighting equipment or volunteer firemen, or both are needed to fight a fire in Albertville or protect property in Albertville from a fire, the Chief or his Deputy without liability therefore to any person or to Otsego under this agreement, may in their judgement recall the fire equipment and firemen to Albertville for the purpose of fighting the fire in Albertville. The judgement of the Fire Chief or his Deputy shall be final and no person or party shall have recourse against the City of Albertville for any damages or losses resulting from such action or decision. 4. The parties acknowledge the fact that Albertville may enter into similar contracts with other municipalities, and acknowledge that Albertville has entered into mutual aid contracts with other fire departments in other municipalities, and that a fire call under any such contract preceding a call in Otsego could be a valid and reasonable basis for the decision of the Fire Chief or his Deputy in refusing to answer a fire call in Otsego. 5. Because the City of Albertville has heretofore entered into mutual assistance fire fighting agreements with other municipalities possessing fire fighting equipment and firemen, which equipment and firemen could be called by the Chief or his Deputy to a fire in Otsego, the City of Otsego agrees to pay such additional cost as may be incurred thereby if in the sole judgement of the Chief or his Deputy, such additional fire fighting equipment and firemen are needed to fight a fire in Otsego and are in fact called to such fire by the Chief or his Deputy. 2 IN WITNESS WHEREOF the parti s have here nto set their hands and seals this day of---�J 1 1997 CITY OF ALBERTVILLE Mark Ols 7fil Mayor Linda Houghton, City erk CITY OF OTSEGO Larry Fournier, Mayor Elaine Beatty, City Clerk 1997 NET TAX CAPACITY FOR THE ALBERTVILLE FIRE DISTRICT 1998 CONTRACT YEAR Parts of Sections 14, 23, 24, 25 Sections 30, 31, 32 & 33 $177,344.00 $91,152.00 ------------------------------------------ --------------------------- - CITY OF OTSEGO $268,496.00 Township 120, Range 23 ---------------------- Section 4 Section 5 Parts of Section 6 -------------------------------------------- ------------------------------- CITY OF ST. MICHAEL $379,508.00 ------------------------------------------- --------------------------------- CITY OF ALBERTVILLE -$1,387,897.00 1997 NET TAX CAPACITY $2,035,901.00 1998 FIRE BUDGET 1998 STATE FIRE AID $125,646.00 ($10,985.00) TOTAL COSTS ALLOCATED: $114,661.00 -------------------------------------- PERCENT OF PORTION OF COST TOTAL VALUE ALLOCATVD ------------------------------------------- -------------------------------- Albertville $1,387,897.00 68.17% $78,165.72 St. Michael $379,508.00 18.64% $21,373.71 Otsego $268,496.00 13.19% $15,121.57 --------------------------------------- $2,035,901.00 $114,661.00 ALBERTVILE FIRE DEPARTMENT Service Sections 1997 NET TAX CAPACITY CITY OF OTSEGO Part of 14-121-24 26-121-24 23-121-24 1 Part of 27-121-24 24-121-24 1 34-121-24 25-121-24 I Part of 36-121-24 TOTAL NET TAX CAPACITY 177,344 30-121-23 31-121-23 32-121-23 33-121-23 TOTAL NET TAX CAPACITY 91,152 CITY OF ST MIS L 4-120-23 5-120-23 Prt 6-120-23 TOTAL NET TAX CAPACITY 379,508 , CITY OF AI BERTVILLE TOTAL NET TAX CAPACITY 1,387,897 N CITY OF OTSEGO l^ TAIkT UES -r r UK I.UUI'M %- L t%%, i AGENDA SECTION: DEPARTMENT. MEETING DATE 16. BOB KIRMIS, ASST. CITY PLANNER 11/24/97 - 6:30PM ITEM NUMBER: ITEM DEbUA1kWJLUW: rZ%"-rtli%.QL a+. r+a, 6.1. Consideration of applicants Nancy Barthel and Raymond McKenzie for Owners Louis Barthel and Sylvia Barthel, 13236 NE 60TH ST, Otsego. PID #118-500-323300 Swi/4 of Sec. 32, Twp. 121, R23 w/exceptions. Request is as follows: A Conditional Use Permit to allow: 1. Transfer of one per forty (1 per 40) Single family property rights. BACKGROUND: This item was heard at the Planning Commission Meeting of November 5, 1997 at 8PM. After review of NAC's Report by Elaine Beatty, and no th Planning Commission one wishing to be heard at the public hearing, e discussed. Driveway was noted and they will need a permit from Wright County for same. The applicant did note that shifting the proposed site 700+ feet to the east was not practical because the barn is in between and the ground is lower there. The following motion was made: EUGENE GOENNER MOTIONED TO APPROVE THE CONDITIONAL USE PERMIT FOR 1 PER 40 DENSITY TRANSFER SUBJECT TO THE TEN CONDITIONS IN NAC'S REPORT DATED OCTOBER 22, 1997. ARLEEN NAGEL SECONDED THE MOTION. ALL IN FAVOR. MOTION CARRIED UNANIMOUSLY. (See attached Findings of Fact ) RECOMMENDATION: 5.2. P. C. Recommendation and Staff Recommendation is to approve the above CUP to allow transfer of one per forth (1 per 40) single family property rights. Th nks Elaine NORTHWEST ASSOCIATED CONSULTANTS INC COMMUNITY PLANNING - DESIGN - MARKET RESEARCH MEMORANDUM TO: Otsego Mayor and City Council FROM: Bob Kirmis DATE: 6 November 1997 RE: Otsego - Barthel / McKenzie CUP FILE NO: 176.02 - 97.19 Attached please find a findings of fact applicable to the Barthel/McKenzie conditional use permit request. Please note that the findings reflect the recommendation of the Planning Commission. This item is scheduled for City Council consideration on 24 November. pc: Mike Robertson Elaine Beatty Andy MacArthur John Harwood 5775 WAYZATA BOULEVARD, SUITE 555 ST. LOUIS PARK, MINNESOTA 55416 PHONE 6 1 2-595-9636 FAX 6 1 2-595-9837 Conditional Use Permit Approval CITY OF OTSEGO WRIGHT COUNTY, MINNESOTA RE: FINDINGS OF FACT AND DECISION Application of Ms. Nancy Barthel and Mr. Raymond McKenzie for a conditional use permit to allow for "one per forty' transfer of development rights within an A-1, Agricultural Rural Service Zoning District. On 24 November 1997, the Otsego City Council met at its regularly scheduled meeting to consider the application of Ms. Nancy Barthel and Mr. Raymond McKenzie for a conditional use permit to allow the aforementioned. Based upon the application, the recommendation of the Planning Commission and the evidence received, the City Council now makes the following findings of fact and decision. FINDINGS OF FACT 1. The applicants are requesting a conditional use permit to allow a "one per forty" transfer of development rights within an A-1, Agricultural Rural Service Zoning District. 2. The legal description of the source of the density transfer is as follows: (See Attached Exhibit A) 3. The legal description of the property to which the development right is being transferred is as follows: (See Attached Exhibit B) 4. Section 20-4-21 of the Zoning Ordinance directs the Planning Commission and City Council to consider seven possible adverse effects of the requested rezoning. The seven effects and the findings regarding them are: a. The proposed action's consistency with the specific policies and provisions of the official City Comprehensive Plan. The resulting one per forty density which shall result from the proposed density transfer is consistent with the provisions of the City's Comprehensive Plan. b. The proposed use's compatibility with present and future land uses of the area. Land uses in the area primarily consist of agricultural activities on large parcels of land, usually containing single family homes. The proposal to construct a single family home on a one acre lot is compatible with the surrounding land uses. C. The proposed use's conformity with all performance standards contained herein (i.e., parking, loading, noise, etc.). As a condition of pending subdivision approval, all applicable performance standards shall be upheld. d. The proposed use's effect upon the area in which it is proposed. The proposal is not anticipated to adversely affect the neighborhood. The proposed use and density is compatible with the surrounding area. e. The proposed use's impact upon property values of the area in which it is proposed. While a detailed analysis has not been conducted, similar situations have demonstrated no negative impact upon area property values. In fact, the construction of a new home may increase area property values. f. Traffic generation by the proposed use in relation to capabilities of streets serving the property. Traffic generated by the proposed use is within the capabilities of County Road 37 (60th Street), which is to serve the property. g. The proposed use's impact upon existing public services and facilities including parks, streets, and utilities, and its potential to overburden the City's service capacity. The proposed density transfer will not increase the overall allowed density in the area. Therefore, the proposal shall not negatively impact existing public services and facilities. 5. The planning report dated 22 October 1997, prepared by Northwest Associated Consultants, Inc., is incorporated herein. 2 6. On 5 November, the Otsego Planning Commission conducted a public hearing to consider the proposed conditional use permit preceded by published and mailed notice. Upon review of the conditional use permit application and evidence received, the Otsego Planning Commission closed the public hearing and recommended that the City Council approve the conditional use permit based on the aforementioned findings. DECISION Based on the foregoing considerations and applicable ordinances, the applicants' request for a conditional use permit to allow a "one per forty" transfer of development rights in an A-1 Zoning District is approved in its present form and subject to the following stipulations: 1. The proposed residential lot is increased to one acre in size (excluding 60th Street right-of-way). 2. Consideration is given to shifting the proposed building site + 700 feet to the east to comply with the "clustering" direction of the Zoning Ordinance. This issue should be subject to comment/recommendation of the City Engineer. 3. The properties involved in the development rights transfer are under the same ownership. 4. The proposed subdivision is subject to administrative approval by the Zoning Administrator. 5. A deed restriction is placed upon the parcel from which the development rights have been transferred to prohibit additional development. 6. Findings are made that the subject site is capable of accommodating a private well and septic system. 7. The City Engineer provide comment/recommendation in regard to drainage and utility easement establishment. 8. The City Engineer and Wright County Highway Department provide comment/ recommendation in regard to site access. 9. The proposed subdivision is subject to park dedication requirements as determined by the Park and Recreation Committee. 3 ADOPTED by the Otsego City Council this 24th day of November 1997. CITY OF OTSEGO By: Larry Fournier, Mayor ATTEST: By: Elaine Beatty, City Clerk/Zoning Administrator 0 Attach legal description of the source of the density transfer EXHIBIT A Attach legal description of the property to which the development right is being transferred EXHIBIT B CITY OF OTSEGO UEST FOR COUNCIL ACTION AGENDA SECTION: DEPARTMENT: MEETING DATE 6.BOB RIRMIS, ASST. CITY PLANNER 11/24/97 - 6:30PM ii ITEM NUMBER: ITEM DESCRIPTION: PREPARED BY: EB,CC 6.2. Consideration of Applicant George Yankoupe for Darkenwald's Riverbend Company, 7535 NE River Rd. Otsego, PID #118-500-263100, Sec. 26, Twp. 121, R23 That Part of Gov. Lots 1 and 2 etc. Request is as follows: A Conditional Use Permit to allow: 1. Flexibility from the R-3 District building materials Requirements. (To allow pole building construction in association with housing equipment for the wastewater treatment facility. To replace building damaged in July storm). BACKGROUND: This item was heard at the Planning Commission Meeting of November 19, 1997 at 8PM. After applicant speaking about loosing the building in the July 1st storm and the need for rebuilding and some Planning Commission discussion, the following motion was made: ING ROSRAFT MOTIONED TO APPROVE THE REQUESTED CUP SUBJECT TO THE CONDITIONS LISTED IN THE EXECUTIVE SUMMARY OF THE REPORT. RICHARD NICHOLS SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. THIS WILL BE ON NOVEMBER 24, 1997 COUNCIL MEETING. RECOMMENDATION: 5.2. P. C. Recommendation and Staff Recommendation is to Approve the CUP as noted in the above motion. Thanks, Elaine NOV-20-1997 07 25 NAC 612 595 9837 P.02i06 INC MEMORANDUM NORTHWEST ASSOCIATED CONSULTANTS COMMUNITY PLANNING - DESION - MARKET RESEARCH TO: Otsego Mayor and City Council FROM: Bob Kirmis DATE: 20 November 1997 RE: Otsego - Riverbend Residential Park - Conditional Use Permit FILE NO: 176.02 - 97.21 Attached please find a findings of fact applicable to the Riverbend Residential Park conditional use permit request. Please note that the findings reflect the recommendation of the Planning Commission. This item is scheduled for City Council consideration on 24 November. pc: Mike Robertson Elaine Beatty Jerry Olson Andy MacArthur John Harwood 5775 WAYZATA BOULEVARD. SUITE 555 ST. LOUIS PARK. MINNESOTA 554 1 6 PHONE 6 1 2-595-9636 FAX 6 1 2-595-9837 , NOV-20-1997 07:26 NAC 612 595 9e37 P.03i06 CITY OF OTSEGO WRIGHT COUNTY, MINNESOTA IN RE: CONDITIONAL USE PERMIT APPROVAL FINDINGS OF FACT AND DECISION Application of Darkenwalds Riverbend Company for a conditional use permit to allow an exception from R-3 Zoning District building material requirements (construction of a pole - type building not associated with a farming operation). On 24 November 1997, the Otsego City Council met at its regularly scheduled meeting to consider the application of Darkenwalds Riverbend Company for the aforementioned conditional use permit. Based on the application, the recommendation of the Planning Commission, and evidence received, the City Council now makes the following findings of fact and decision. FINDINGS OF FACT 1. The applicant is requesting a conditional use permit to allow an exception from R-3, Residential Immediate Urban Service District building material requirement. 2. The legal description of the property is found on attached Exhibit A. 3. The applicant is proposing to reconstruct a legally non -conforming pole building which was destroyed in the 1 July 1997 storm. 4. The proposed building will replace a 120 foot by 14 foot pole structure which was used to house the sewage treatment plant of the Riverbend Residential Park. 5. Section 20-17-4.A.4 of the Zoning Ordinance stipulates that except in association with farming operations, pole buildings shall not be allowed as a principal building except in highly unique or special cases by conditional use permit. 6. The applicant's request is considered unique for the following reasons: a. A sewage treatment facility is a unique use not intended for human occupancy. b. The plant may be considered interim in nature which may be subject to future expansion and/or ultimate City takeover. Thus, significant financial investment in the building may not be practical. NOV-20-199? 07:2? NAC 612 595 963? P.04i06 C. The plant manufacturer has indicated that due to the plant's aeration process, a building without a poured foundation (along the perimeter of the underground tank) is desirable from a plant operation standpoint. 7. Section 20-4-2.17 of the Zoning Ordinance directs the Planning Commission and City Council to consider seven possible adverse effects of the proposed conditional use. The seven effects and findings regarding them are: a. The proposed action's consistency with the specific policies and provisions of the official City Comprehensive Plan. The Comprehensive Plan does not include any specific policies which relate to building requirements of privately owned utility structures. The plan does, however, encourage high standards of quality and design be applied to public facilities. b. The proposed use's compatibility with present and future land uses of the area. Provided various performance standards are imposed, the proposed structure will be compatible with present and future uses in the area. C. The proposed use conforms with all performance standards contained herein (i.e., parldng, loading, noise, etc.). The proposed use will conform to all applicable performance standards. d. The proposed use's effect on the area in which it is proposed. The proposed use will not tend to or have an adverse effect upon the area in which it is proposed. e. The proposed use's impact upon the property values of the area in which it is proposed. While no detailed study has been conducted, the proposed use is not anticipated to depreciate area property values. 2 NOV-20-199? 0?:2? NAC 612 595 983? P.05i06 f. Traffic generated by the proposed use In relation to capabilities of streets serving the property. Traffic generated by the proposed use is within the capabilities of County Road 42 which serves the property. 8. The planning report dated 10 November 1997, prepared by Northwest Associated Consultants, Inc., is incorporated herein. 9. On 18 November 1997, the Otsego Planning Commission conducted a public hearing to consider the proposed conditional use permit application preceded by published and mailed notice. Upon review of the conditional use permit application and evidence received, the Otsego Planning Commission closed the public hearing and recommended that the City Council approve the conditional use permit based on the aforementioned findings. DECISION Based on the foregoing considerations and applicable ordinances, the applicants' request for a conditional use permit to allow an exception from R-3 District building material requirements is approved in its present form subject to the following conditions: The pole building be of earth tone color to ensure compatibility. 2. The structures height not exceed that of the previously existing building. ADOPTED by the Otsego City Council this 24th day of November 1997. CITY OF OTSEGO By: ATTEST: Larry Fournier, Mayor Elaine Beatty, City Clerk/Zoning Administrator 3 NOV-20-1997 07:28 NAC 612 595 9837 P.06i06 ATTACH PROPERTY LEGAL DESCRIPTION HERE EXHIBIT A TOTAL P.06 I CITY OF OTSEGO REQUEST FOR COUNCIL ACTION AGENDA SECTION: DEPARTMENT: MEETING DATE: DEPARTMENT: PREPARED BY: MEETING DATE 7.ANDY MAC ARTHUR, CITY ATTORNEY (Elaine) November 24, 1997 6:30PM ITEM NUMBER: ITEM DESCRIPTION: 7.1. Discussion of contract Re: Plans and specs. for wastewater treatment facilities. 7.2. Discussion of contract Re: Plans and specs. for sanitary sewer collection/potable water system. 7.3. Discussion and Clarification of Albertville Road Contract. 7.4. Any other Legal Business. BACKGROUND: Attached is the information from Andy regarding the above items. He will be here to review and discuss these items with the Mayor and Council. RECOMMENDATION: This is for Council information. ThMar�s, . Elaine 11-19-1997 05:24PM FROM Radzwill S Couri Law Offi TO 4418823 P.02 ' ddn li 4. un • Ianoa xo .s S Muaui�IdduS paau°TRnV-ate Ja�ta `saouuaS ��iia'ival Sap p its:dumc['a Aq;paian0o Ion sao3nlas IEuoiPP� inns diutq Qlp l: a Ed �q v3 p o'id as I. so ouuas IiE apntaul -V x�puadd� uIo34�as s Sot a�,t, i j On, �� fi� � s aau curio • a �? o anis XEgnn aun=pp oa p i� L' 'r o o, l�td:agl3oas�tov&o alp of uorlxodbA u� `saa�:t�utsods �issa�o .! puB �Eq In. q uoo oM ss8 nor �8j t ust uTp ioui weld alp jo asuadxa a'9o4 a3nTR PT , P stens. x gQ o . i� tnn sa° �s.ianUoo Yalta uodn pas�g • tlra� t uY uo SEq �o T� a -W jou ao joW q n paploap uaaq �a Ddu :sEq �'; ani OV a{n� ��; a� • 8 fVp j0d UORV2 000`00£' .103 Ili ST °P�uoo�Zod.o ate, stioa�z E a oM u01sw2 AMORaIOSTp E st � L ,p q a zED s s0d0ld Isanbal of aptaap opj0 a, �sa0• ; . s:a ;os. p 4WD p ax p E'0 almbal fou s 11T3 a `xaoas ono su03 zoos sodbxd 4' xib I Io splq Io3 asplanp x P oYd i0 aua st sod d a apuTs :is `sa ddns `sffu2v= u� IaT{�EI saouuas IBuoissa� I8 asodold a B iega.i suaaouoo snor�Ea� dui 03 sla -�uoa pP oo auo s •suo �� gads Pull so3gd jugtd luau4•'9ax� J21VA"IsutA ion: u�ra2u P=41 a uaa aq ua�acraa � pasodoYd alp paenap aY an { .T `alta pqt jo,l :s aquiay� 'Jun0 aQ + , : -suax��i wad a suVta .io3;aB;uoa Pabdoa � .• - ��; azq�s�.�,� ,�. S P � anualLv 6688 j oas3p A4I� i 5 r2gtuaylj ifounci /alto L661 qnvr( • � Ii 't9) ! ej iQ .*s 3 P.03 11-19-1997 05:25PM FROM Radzwill & Couri Law Offi TO 4416621 j j pagaidusoo you seen 10 �fpoauoa auop IOU sgea *OtA 31P4101P plaa�anoas. 101U.1 i st TLUQAa OT Laic aoYont-r URjo uopj(>d flag isomoo of lr4 a b u anus o .�3 Mp j S pjno�ciBIou scop �Tuz aoualuaj}tonn 'IZ £ 'g•sasla$xa ajuossa ' so3 Tex I? 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S Irio `sajoiAJQS P6'sq! a* urtopa, prgmq Anvo4pads aq Isniu m=11 asoma `Ysap ajR 3o Ixed .aq pino�s' pis i-ssa oid o iagtunu uis�.rao 8 I8>q�:io` essaoau s s asci o qtt so s : aau� ; •Laq�u urgaao s aourPuag s�raaumd agTg siaaj a>�JT `aau# ul ao3 sao s oTssq japan popuJOUT oq pinogs 1S.><sssaoau si siaa�;pounoo aqp S r i Ya n a Aum •saov+�as aTsgg aqp puo.saq xiu 2A048 Ism lPP6 �s are :saouuaS pluausaiddnS asar• -S23v Ws p4uomuj iduS je Od Ja+p IuU i f a98d is40 L661; 61 aq anoi� i jt�uno f4Ta OV0540 o,Cmual i { __»r�i•A ....vif YS v4 Y�•it�•r... .:1`4L:..:1ri:;:'.f C:.^.y 4.".1 sl �•.'��a. .. +•. i.. .• ;; :A• ?.: t . �Co=cil O Otsego City (' Letter! , Novei'jber.10, 1997 Page 3I C. 3.3 I wo�d add to this section a provision that would set forth a time. limit fo comp on athe plans and; specifications, and provide a penalty far not: complyreg with that ti a frame. Wyment D. 3.4. and 3 5. Under Minn. Stat. 471.25 the City is required to make prompt P upon recei�"hed. of uncontested:billings. At this time the funding for the project has.xiot yet been stab Therefore; I would suggest that it be written into the agreement'that.. :anguntil such time$onetr000uld defer submitting progressessPaymeats has. b en seqTed di", gh either PFA. loan or bonding. A sentence should be add req g tb;� Engineex to promptly pay all subcontractors within 10 days of reEei�t of payor i t wH}ch includes work done by a subcontractor. This statement is required 1Q be in the °A. Teen nt pursuant to the same statute. I would also .eliminate the, lsst sente� e of 3.5. T' 4. Se tion j A. Son 4 1` is acceptable: B. Se tion 4�I should include an agreed upon time of completion. f C; Se feti'on:dt3 is acceptable. D. Section 4 4b the engineer, should maintain insurance, at the miniri�um, to the ent of the a�},,�, atci cost of the project. The last portion of the first sentence should be feted, as should last sentence. E. Se�tion 415 should be rewritten. F. Sedition 46 is acceptable. i i G. Se on J[7. 4.7.1 is acceptable. 4.7.2 should be rewritten to provide recipXoc reme�ips fon dramages;caused by termination, suspension, or abandonment.. k . 4.8. 6 should be eleted. H. Secfionsi4.8.1, 4.8.2, 4.8:3 and 4.8.4 are acceptable. 4.8.5 and 1. Sec�an 419 is acceptable. 1. Seci�on 4! Q is acceptable. b0'd RzeeT b 01 t}10 me1 Tino0 2 iI?mzPQa l•OaJ Wd9Z:S0 L66Z-6Z-SZ 11-19-1997 05:26PM FROM Radzwill & Couri Law Offi TO 4418623 P.05 j rtifl0� � cmu rntlxr� .r i `sr fraA "�uata T.l[ uooz) •to Y iia palnpat�os �iireln�ar S jjg2Ta X8puoy� Ila suopsanb etre aannsut' alq I, IX. •uo ua�aYuoo o; (iva�slSs iopogoo zip) ;oafoid ouloads of Issoiiord otr aAeil js in q `A4iD alp 1pyA pu.4uoc) uosrapuV uosuE H a panAarnai oslti �ng q i pa;�pogau Sm�aq aoiiiuoo ajg 4do6ob UP u quatDd uoo a4'Pin, � `$uigaaui s,;iia sAupuoYli �E Jl Irsodoid s anoidd� o� sopTaap , unop { •�uutaaxd� �sodsr uo ;ua oo uau!lm 2 ><nord a os raaur2ua�tD atp WIP BaTpusi 3I tnp, q I� I[' -Itouno� �i� a ta04 os pp o� ud aztp taaas au o s ol&go I un szBuugo Aus USPof poaoord Iou � Z ap$ o ps sa q $uAou Iaa u�8 �: '�uauiaaa2s pasodord 01P 30 MOTAOr �rot{s s ram s;uaiur�uo0 R are asalq , i y � •�nreM�p�orq on�;ou s� �j os =U"ar aq of spaau Z•�',c uoAgaS 'alq dab�B si j'y�1� uo aS 'Q ;. ! ,��, •raaur�ug at{; �Cq parajis Aug �paaoxaIa ;sour a •ua Yrnsas io a;gym I0 a Inotjs !£ j� uoll OS UFA s. U=p �qua�asuoo s,f1Y� 'q.Y. p a P •pa��u qo oR PInO ':Z�S aIq Aida ou st'I 1s .u074. n Y y .aiggdaoog si -gdm2=d; au. uo aS 'S •atgi4daoou sr ZI iV II01as 'I i it 'alq daoog si TIT, U01430S oftcl { L661 81 raq�CanOK Ixounoo A410 090P,,,40 03 �=U; l a ski CITY OF OTSEGO REQUEST FOR COUNCIL ACTION AGENDA SECTION: DEPARTMENT: MEETING DATE: DEPARTMENT: PREPARED BY: MEETING DATE 8. JOHN HARWOOD, CITY ENGINEER (Elaine) November 24, 1997 6:30PM ITEM NUMBER: ITEM DESCRIPTION: 8.1. Authorization for Design of wastewater treatment plant and sanitary sewer collection/potable water distribution system. 83. Any other Engineering Business BACKGROUND: Attached is the information from Ted Fields Re: Design of wastewater treatment plant. Also attached is information from John Harwood Re: Sanitary sewer collection/potable water distribution system John Harwood will be here to review and discuss these items with the Mayor and Council. Also see information from City Attorney Re: Same. RECOMMENDATION: This is for Council information and decision. Thanl , Elaine Honorable Mayor and City Council City of Otsego 8899 Nashua Ave NE Otsego MN 55330 Re: Wastewater Treatment Plant Design Proposed Engineering Agreement Our File No. 50302 Dear Mayor and Council: Enclosed is a copy of our proposed engineering agreement to prepare plans and specifications for the wastewater treatment facility. The agreement describes our scope of basic services for the design phase and includes a lump sum fee of $148,500, plus reimbursable expenses for mileage and printing. We estimate reimbursable expenses to be $500. Appendix B describes potential supplemental services. At this time, only one of the services appears necessary, which is some preliminary survey work- We understand that an aerial survey of the site is to be conducted and that a map with 2 -foot contours will be available for our use. The use of this data will eliminate the need for a ground survey of the site, But we feel that a partial ground survey is needed, just in the area of the outfall line to the river, where more accurate contours of the county road, ditches, and river bank are necessary to design the outfall pipe without conflicts. A ground survey of this area would cost $1,500. The enclosed agreement fee was based on a 300,000 gallon per day facility. Recently, we have learned that Dayton most likely will seek a capacity of 40,000 gpd in the facility. This will reduce the overall capacity to 240,000 gpd. A preliminary construction cost estimate of the facility is $2.4 million, not including land purchase. The total project cost would be approximately $2.8 million. The details of the project—including tank and equipment sizing—are to be re -defined when Dayton confirms this capacity. For a 240,000 gpd capacity, our design fee can be reduced due to a decreased level of effort. Our lump sum design fee for basic services becomes $137,700. The ground survey cost and estimate of reimbursable expenses are unchanged ($1,500 and $500). We wish to assure the City that our proposal is competitive with other engineering firms of equal qualifications. We suggest that our agreement be reviewed by your engineer and �. n....t ...t cry+� . �� 7.VR.-dAnn •S91VTOOSSV dNtl1OON1S3N09 Z6L=0N OL/Z0= 6S LL L6/LL/LL LL�L9r9 ZL9 Z-0 Qgr4'rpvv. rh,,w"" N,dr�rbk ,vt,! Atl:-t • (4-,, btt ;t .w, �Iflrrrrr,,trvr Ar lrt,n / rP.nrl (11,NVrfunrtY Fmpinyet' Banestroo Prrrrupd/J Ptto 4 Hnnruruu. PC. • h,cvlt C. Anr)rrllk P.F. • Mwym L. Survala. PL - 14 Rllhdrd C. turn -r, YF • t.lrnn R C -A, rC. - 11ohCrt t, It hunn ht. Pr • A rry A 90-000n. Rosenfiubvl t W Borne Iq and Sua.lre M. COOrlrn t PA . %rnrtn Ctrnnultnhtl V Aswn i,rtr r NrupdIS, HOw,vO A '-firurd rE. • Korth A (,nrrinn, rr . Rutw,i R. Pfurtelte•. et Anderlik & Ifirh,,lfl At 1 u%LV, PE - CJ-lvld C> I n.Kn1.1, "C' - RVtlt•It J ri.,., k, A I A - Mork A. tl.lrt,trn. f C PP. M,nk R Ruffs, rC. Mich. I el T. R. utmetin. I'L. • lrn K 4irld. I'.f. • Krtmetn P Antlrr%nn. - Associates )Idnry P Willi,rrnwn, PE., L.S. - Rohert F Kulvilith Paul, korhrtlrr, Willmar 41110 M t.Iqud. MN • Mdweukra, WI O/T![eJ St Engineers 6 Architects November 17, 1997 Honorable Mayor and City Council City of Otsego 8899 Nashua Ave NE Otsego MN 55330 Re: Wastewater Treatment Plant Design Proposed Engineering Agreement Our File No. 50302 Dear Mayor and Council: Enclosed is a copy of our proposed engineering agreement to prepare plans and specifications for the wastewater treatment facility. The agreement describes our scope of basic services for the design phase and includes a lump sum fee of $148,500, plus reimbursable expenses for mileage and printing. We estimate reimbursable expenses to be $500. Appendix B describes potential supplemental services. At this time, only one of the services appears necessary, which is some preliminary survey work- We understand that an aerial survey of the site is to be conducted and that a map with 2 -foot contours will be available for our use. The use of this data will eliminate the need for a ground survey of the site, But we feel that a partial ground survey is needed, just in the area of the outfall line to the river, where more accurate contours of the county road, ditches, and river bank are necessary to design the outfall pipe without conflicts. A ground survey of this area would cost $1,500. The enclosed agreement fee was based on a 300,000 gallon per day facility. Recently, we have learned that Dayton most likely will seek a capacity of 40,000 gpd in the facility. This will reduce the overall capacity to 240,000 gpd. A preliminary construction cost estimate of the facility is $2.4 million, not including land purchase. The total project cost would be approximately $2.8 million. The details of the project—including tank and equipment sizing—are to be re -defined when Dayton confirms this capacity. For a 240,000 gpd capacity, our design fee can be reduced due to a decreased level of effort. Our lump sum design fee for basic services becomes $137,700. The ground survey cost and estimate of reimbursable expenses are unchanged ($1,500 and $500). We wish to assure the City that our proposal is competitive with other engineering firms of equal qualifications. We suggest that our agreement be reviewed by your engineer and �. n....t ...t cry+� . �� 7.VR.-dAnn •S91VTOOSSV dNtl1OON1S3N09 Z6L=0N OL/Z0= 6S LL L6/LL/LL LL�L9r9 ZL9 Z-0 attorney for their comments. Then, a final agreement can be prepared based on their comments. Design fees—expressed as a percentage of construction costs --are fairly consistent in the industry, with treatment plant fees being a few tenths of a percentage point higher than other types of projects. We would be happy to discuss the contents of this letter or our agreement with the staff and council at any time. Sincerely, BONESTROO, ROSENE, ANDERLIK & ASSOCIATES, INC. Ted K. Field Project Manager 1_6L:ON OL/20= [9 65=LL L6/LL/LL LL2L929 2L9 0 S31VTOOSSV 4Nd OON1S3N09 Appendix A Engineer's Basic Services Phase I - Final Design 1.1. Design and prepare detailed plans and specifications for the project, periodically consult with the Ciys appointed representative to obtain the City's comments, and submit five sets of the plans and specifications for review by the City. The Project will be the recommended plan as described in the Engineers Report to the City titled Westewater Treatment Fadffles Plan dated September, 1997: a new extended aeration activated sludge treatment plant with 300,000 gpd capacity. 1.2. Prepare the Contract Documents for review by the City and Re attorneys, which include: ❑ Construction agreement forms ❑ Payment and performance bond forms ❑ General conditions ❑ Special provisions O Sprdfiestions ❑ Detailed construction plans ❑ Proposal forms 1.3 Prepare Engineer's final opinion of probable constructlon cost 1.4 Final estimate of operational costs 1.5 Submit final plans for approvals by the: ❑ City Building Official ❑ Minnesota Pollution Control Agency (MPCA). 1.6 Submit plans and specifications for formal City Council approval 1.7 Advise the City as to necessary services in addition to those furnished by the E=ngineer, such as land and easement surveys, soil borings, testing services and other information needed for the Project. If authorized by the City, the Engineer will assist the City to procure these services. The providers of these services will contract directly with the City and Issue invoices directly to the City. J:%AkM aroe.. wwrFMAMA= A-1 ZWON OL/90= [g 90:8L L6/LL/LL L1,£L99-9 2L9.1-1, S31t/IOOSSV 4NH OON1S3NOS Appendix B Supplemental Services I. Pre -Authorized Supplemental Services 13y this Agreement, the City pre -authorizes the Engineer to provide the following Supplemental Services: 1.1. Preliminary survey. 1.2. Assist the City in preparing applications necessary for approvals, permits and licenses from other entities such as the Minnesota Department of Transportation, Minnesota Department of Health, Minnesota Department of Natural Resources, U.S. Army Corps of Engineers, watershed districts, railroads, and private utilities, and making any unanticipated changes resulting therefrom. 1.3. Making revisions in drawings, specifications or other documents when such revisions are: 1.3.1. Requested by the City and are Inconsistent with approvals or instructions previously given by the City; 1.3.2. Required by the enactment or revisions of codes, laws or regulations subsequent to the preparation of such documents; 1.3.3. Due to changes required as a result of the City's failure to render decisions in a timely manner; or 1.3.4. Due to any other causes beyond the Engineer's control. 2. Other Potential Supplemental Services If authorized by the City, the Engineer may provider the following services. 2.1. Assistance with easements. 2.2. User rate studies. 2.3. Preparation of applications for funding assistance. 2.3. Attendance at public hearing(s). 2.4. Pilot testing. 2.6. Assisting the City or its representative In connection with mediation, arbitration, litigation or other proceedings involving the Project, Including preparing to testify and testifying as an expert witness. 2.6. Providing any other service not otherwise Included in Basic Services or not customarily furnished In accordance with generally accepted engineering practice. J:%MKTN 4ft%0tWW WWrF A1.096AOc 0-1 L6L:ON OL/) -0:[g 90:2L L6/LL/LL LL5:L95:9 2L9 2 S31VTOOSSV (INV 0081S3N09 C L•' Vj 7R E o' a E� a C w o��,c �i3`o� �1Oemy coFL ° wQ �� ad E c Ti a E V ao° Et 40 ca p &2 C 7 p` m E Ga a z+i0-oIre rZ r Ts "01.1 E c n Qgata w3�� °"onl 0cegPQ Qg ° w co �tg e e ai0"o wm�� So=�+ • CL ° a e E c o -a LL a o tiv L" c CL T (v r T € as we nID =gY e� CLcgsCpCp c o CCEL =�O-O C._C�� OOWr 1p CW �► TJ aw Qpc c3w E '&.s-6�°ao�E Ecta�$com V:3 -91 L1! aCm E2 � 3 -ao41 Q� o Q 0o caQo g$oao NZ =g�ooE E c c= cc°p Tib Q100 13 to u1 y Qn0 O C D� m O C z ii c E g a a O c.o .u� m n L n= °� �� aL� a �u w c 8� �$g�Mgam= o°meq w �SeE wo e3-• lFfpcoZ5O a6 $o °aa d Q�,��4 o"a$� c �'°� a EE$�' E 2 o =IL .-Mi$=Ew � �QSce'vo °Qct mem O.Q2m e 3 = E Eascow0 oS v g Ln �'00- 2:,- >a' .2T-Eve ° CL i I $ V e oe C kCC._O.'V O O> C y oma' a ) mon ;a n =� �$wv s$ h � 0 -- - -2 0 .2 0 . - _ we �wEel efta IL w co �y `oQc - C-1_�Q c c �e e ■ p vlz� It - If -• f re - _ a -tU-51 s•W�c2 oo o CL $ �o jc + QE.�wo� o f Cc /waw 0 0 •a oe g o og.� W E OL g� t - os Qcc g- O991 ca 0A I 1A n !� c - 8 8 Q Lc" '� �� •ti W:� Www ° Gi e uciIt _ : Lk ECLFEQ iuj� ix Al la as v 3 c 01 • . o a g G Q S u. 0 E U.1 co O Z m in pu O O D Z v D U) O n H D m U) al 0 �O M a c 0 � � e a ry � V r o A W � • u�r MA Z s z ■' Z is s F a I U e b lu € as we nID =gY e� CLcgsCpCp c o CCEL =�O-O C._C�� OOWr 1p CW �► TJ aw Qpc c3w E '&.s-6�°ao�E Ecta�$com V:3 -91 L1! aCm E2 � 3 -ao41 Q� o Q 0o caQo g$oao NZ =g�ooE E c c= cc°p Tib Q100 13 to u1 y Qn0 O C D� m O C z ii c E g a a O c.o .u� m n L n= °� �� aL� a �u w c 8� �$g�Mgam= o°meq w �SeE wo e3-• lFfpcoZ5O a6 $o °aa d Q�,��4 o"a$� c �'°� a EE$�' E 2 o =IL .-Mi$=Ew � �QSce'vo °Qct mem O.Q2m e 3 = E Eascow0 oS v g Ln �'00- 2:,- >a' .2T-Eve ° CL i I $ V e oe C kCC._O.'V O O> C y oma' a ) mon ;a n =� �$wv s$ h � 0 -- - -2 0 .2 0 . - _ we �wEel efta IL w co �y `oQc - C-1_�Q c c �e e ■ p vlz� It - If -• f re - _ a -tU-51 s•W�c2 oo o CL $ �o jc + QE.�wo� o f Cc /waw 0 0 •a oe g o og.� W E OL g� t - os Qcc g- O991 ca 0A I 1A n !� c - 8 8 Q Lc" '� �� •ti W:� Www ° Gi e uciIt _ : Lk ECLFEQ iuj� ix Al la as v 3 c 01 • . o a g G Q S u. 0 E U.1 co O Z m in pu O O D Z v D U) O n H D m U) al 0 �O The Owner will make progress payments to the Engineer In proportion to services pertaTned, as reasonably estimated by the Engineer. The Engineer wip invoice the Owner monthly during the progress of the work. The Owner shall pay each property documented Invoice of the Engineer within 30 days after the Owner" s receipt of such Invoice. Owner may not reserve as retainage any portion of a payment due under this Agreement. tl'. •l . .H• rr 1' The owner agrees to pay the Engineer I % per month Interest on all invoices of the Engineer, with Interest beginning to accrue 30 days after the data of the invoice. If the Minnesota Prompt Payment Act (Minn. Stat. Sect. 471.425) requires a higher rate of interest, that rate shall appy. If the Owner falls to pay Engineer all amounts owing pursuant to the terms of this Agreement. the Owner agrees to pay all costs of collection. Including reasonable attorneys fees, in addition to ao other amounts due under this Agreement. SECTION 4. GENERAL CONSIDERATIONS 4.1. 110ndArd Of CAM The Engineer shall exercise the sante degree of can, skill and diligence in the performance of Its services, as Is ordinarily exercised by members of the profession under like circumstances. J. MakM Both the Engineer and the Owner vets put forth M69011abie efforts to complete their respective duces In a tkney mariner. Because the EngIrAWs performance must be governed by sound professional prectioss, the Engineer to not responsible for delays occasioned by factors beyond Its control or that could not reasonably nava been foreseen at the time of preparation of this Agreement.. 4.3. Oninigns of Costs and 11phadul" Since the Engineer has no control over the cost of labor and material or over competitive bidding and market conditions, the Engines Opinion of Probable Construction Cost and of Project schedules can only be made on the basis of experience or qualMications as a professional Engineer. The Engineer does not guarantee that proposals, bids, actual Project ousts or construction schecMea will not vary from Engineers opinions or estimates. If the owner desires greater assurance as to the anticipated Construction Cost of the Pro)eca,.the Owner shall employ, or Instruct the Engineer to provide as a Supplemental Service, on Independent cost estimator. 4.4. kWAMM 4.4.1. The Engineer agrees to maintain a professional IlatAHty insurance policy for negligent acts, errors or omisslons In an amount of at least $2,000,000 annual aggregate, on a ciaima-made basis, as long as such Insurance is reasonably available under standard poWee at rates comparable to those currently In effect. The Engineer wio not cancel the Insurance unto laity days after providing the Owner written notice. 4.4.2. The Engineer shall maintain: 1) statutory workers compensation and employers' liability Insurance coverage. 2) Comprehensive general liability and automobile liability Insurance coverage In the sum of not less than $1,000,000 each. 4.0. Documents gnciuding Electronic Data) prepared by the Engineer, such as drawings, specifications and reports CEngineering Documents*) are instruments of the Engineer's professional services, and not products. The Engineering Documents are prepared for a specific Project, and may not be used for other Projects. For health and safety reasons, the Owner agrees it will not use the Engineering Documents for other purposes or provide them to other persons. if the Owner violates this provision, It waives any resulting claims against the Engineer, and agrees to defend and Indemnity the Engineer from any resulting claim or liability (including reasonable attorneys' fees). 4.6. Elaotronlc. Data 4.6.1, If Included in Basic Services or Supplemental Services and as a convenience to the Owner, the Engineer will famish the Owner with electronic data versions of certain drawings or other written documents ("Electronic data*) provided In hard copy form. In the event of any conflict between a hard copy document and the Electronic Data, the hard copy document governs. The Electronic Data shell be prepared in the current software In use by the Engineer and is not warrented to be compatible with other systems or software. 4.6.2. Any Electronic Data submitted by the Engineer to the City is submitted for an acceptance period of 60 days ("Acceptance Period*). Any defects that the City discovers during this period and reports to the Engineer will be corrected by the Engineer at no extra charge. For correction of defects reported to the Engineer after the Acceptance Period, the City shall compensate Engineer on an hourly basis at Engineer's billing rates set forth in Appendix C. The City understands that the Electronic luta is perishable and the City is responsible for maintaining ft. 4.7. Termination. 8uaoenslon or Abandonment 4.7.1 The Owner or the Engineer may terminate or suspend this Agreement. The terminating or suspending party shall notify the other party 14 calendar days prior to the effective date of the termination or suspension. 4.7.2 The Engineer and the Owner will cooperate If the Engineers work is terminated, suspended or abandoned for any reason. In addition, the Owner shall timely pay the Engineer for services rendered and costs incurred as required by this Agreement. Services and costs shall Include those rendered and incurred up to the time of termination, suspenslon or abandonment, as well as those associated with the termination, suspension or abandonment Itself, pursuant to the rates In Appendix C. If the Project Is reinstated, an equitable adjustment to the Engineer's compensation may be necessary. au k-nanwevs� VVWTF AI.004400 C-2 OOZ=ON 20120:[g 90=0L L6/8L/LL LL5:029 2L9 IM S31VTOOSSV oink/ OOb1S3N09 4.4. ftsnip Resolution 4.8.1 In an effort to resolve any cont Me that arise out of the services under this Agreement, all disputes between the Owner and the Engineer artaing out of or n"ung lo this Agreement shah be submitted to nonbinding mediation prior to commencing arbitration or Ikigation. 4.8.2 Unless the Owner and the Engineer mutually agree otherwise, all claims, disputes, and other matters In question arN*v out of or relating to this Agreement which are not resorted by mediation and where the amount In controversy Is less Man $200,000, &hail be decided by binding arbitration In accordance with the then -most current Construction Industry Rules of the American Arbitration Association. 4.8.3 In the event of litigation or arbttratlon arising from or related to the services provided under this Agreement, the prevailing party Is entitled to recovery of all reasonable coats Incurred, Including staff time, court costs, attorney's fees and other ne4ded expenses. 4.8.4. If the Engineer or the Owner intends to aseert a claim against the other as a result of a dispute with a third party, tate claiming party shall notify the other party as soon as possible, and in any event prior to resolving the dispute with the third patty. 4.8.6. So that any claims of the Owner may be intelligently addressed by the Engineer, the Owner agrees to make no daim for professional negligence against the Engineer unless the Owner has first provided the Engineer a written certification signed by an Independent Engineer licensed in Minnesota and currently precxic V In the same discipline. The cert kation shall specify every act or omission of the EngIrwer that Is a violation of the applicable standard of carne and the basis for the oarti Ws opinlon(s). This cerMcate shall be provided no fewer than 30 days prior to instituting arbltratlon or suit. 4.8.6. Causes of action between the Engineer and the Owner relating to ads or failures to act shall be deemed to have accrued and the applicable statute of limitations stud) commence to run not later than the date of substantial completion of a Project. The Engineers scope of services does not Include any services related to hazardous or toxic materials, Including asbestos and PCBs. If it becomes known that such materials may be present at or near a Project that may affect the Engineers services, the Engineer may suspend performance of its servicss. without liability, and wffi **slot the Owner to retain appropriate consultants to adequately Identify and abate such materials so that Engineers services may resume. 4.10. 42mmmine Law This Agreement shall be governed by the laws of the State of Minnesota and any dispute shalt be venued In the state or federal courts in Minnesota. 4.111. Integration This Is an integrated Agreement and It supersedesall prior negotiations or agreements between the parties. It shalt be modified only by a written document signed by the party sought to be bound. The provisions of this Agreement are severable, J:%AKrv►ONW)bW vwvr>: A,.ose.fta 1.6L=0N OL/60: [9 90=8L L6/LL/LL and If any provision Is found to be unenforceable, the remaining provisions continue to be valid, and the unenforceable provision shall be reformed with a valid provision that comes as near as Possible to expressing the Intention of the unenforceable provision. 4.12. Ansignmenj Except for the Engineers use of necessary consultants, the Engineer and the Owner shall not assign or delegate their respective obligations under this Agreement without the written consent of the other party, which consent shall not be unreasonably withheld. SECTIONS. UARIL.ITY Having considered the potential liabilities that exist during the performance of the Engineer's services, the benefits of the Project, the Engineers fee for its services, and the promises contained in this Agreement, the Owner and the Engineer agree that risks should be allocated in accordance with this section, to the fullest extent permitted by law. 6.1 IndamnifIg#.tIgn The Engineer and the Owner each agree to defend and Indemnify each other from Ilability for claims, losses, damages or expenses (including reasonable attomey's fees) to the extent they are caused by their negligent acts, errors or omissions relating to this Agreement. In the event the claims, losses, damages or expenses are caused by the joint or concurrent negligence of the Engineer and the Owner, they shall be bome by each patty in proportlon to Its own negligence. 6.2 The Engineer's and Its employees, aggregate liability to the Owner for any and all claims, losses or damages arising out of any Project or this Agreement for any cause shall not exceed the total combined sum of $2,000,000. 6.9 Neither the Owner nor the Engineer shag be liable to the other for any consequential damages Incurred due to the fault of the other or their agents_ Consequentlal damages include, but are not limited to, loss of use and loss of proefit. mwrn • , r r • yr <. 6.4.1. Should Owner provide Construction Phase services with either Owners representatives or a third party, Engineers Basic Services under this Agreement will be considered to be completed upon completion of the Final Design Phase as outlined in Appendix A. 6.4.9. It le understood and agreed that if Engineers Basic Services under this Agreement do not Include Project observation, or review of the Contractor's performance, or any other Construction Phase servloes, and that such services will be provided by Owner, then Owner assumes all responsibility for interpretation of the Contract Documents and for construction observation or review and waives any claims against the Engineer that may be In any way connected thereto. C-3 LL2L929 20 0 S31VTOOSSV dNd 00211S3NOO Appendix 0 1997 Billing Rate Schedule 04"MuWan Hourly Rete Senior Principal $89.50 Protect Engineer/ArchitecUScientiat• Sr Field Supervisor 60,50 Graduate EnainearlArehitee41Pa-lanflal- Macri QiirarVAaflr RG M These rates aro adjusted annually in accordance with the normal review procedures of Sonestroo, Rosene, Anderlik and Associates, Inc. J:VAc .#4R% twW vW TF A1.0694M D-1 1_6L:ON OL/OL: (g 90:2L )-6/LL/LL LL2L929 2L9 0 S31VTOOSSV dNH OOKS3N09 PROFESSIONAL SERVICES AGREEMENT Betwoon CITY OF OTSEGO, MINNESOTA and BONESTROO, ROSENE, ANDERLIK AND ASSOCIATES, INC. THIS 18 AN AGREEMENT, effective on , 19$Z, between the City of Otsego, Minnesota ("City'), and Bonestroo, Rosene, Anderlik and Associates, Inc. {'Engineer'), for professional engineering SmIces. SECTION 1. PROJECT DESCRIPTION AND UNDER3TANDIN0 The'Projecr consists of a new wastewater treatment plant to provide 300,000 gallons per day (gpd) capacity and a treated effluent discharge to the Crow River. as recommended In the Englneer's report to the City titled Wastewater Treatment FactWes Plan, dated September, 1997. The facilities are described In the recommended plan of the report. SECTION 2. ENGINEER'S SERVICES 2.1. Engineer will provide 'Basic Services' as described In Appendix A. 2.2. The Engineer shall provide "Pre -authorized Supplemental Services' as described in Appendix B, Section 1, and, If requested and authorized in advance by the City, the Engineer may furnish 'Other Potential Supplemental Services' as described In Appendix B, Section 2. Engineer shall furnish an estimate of the cost for any City -requested Other Potential Supplemental Services for the City's written approval prior to commencement of the work. SECTION 3. COMPENSATION 3.1. Pj,�gt for Basle services 3.1.1 For completion of the Engineer's Phase 1 Basic Services as outlined in Appendix A, the City will pay the Engineer a lump sum of $148,500, plus reimbursable expenses. K /11 11 1,7117M, . 1 For Pre -authorized Supplemental Services and for Other Supplemental Services authorized by the City and performed by the Engineer, the City will pay the Engineer on an hourly basis In accordance with the Billing Rate Schedule attached as Appendix D, plus Reimbursable Expenses. SECTION 4. STANDARD TERMS AND CONDITIONS The Standard Terms and Conditions attached as Appendix C are Incorporated In this Agreement. ►►1�MMffrNN*f�Mf�N #AMM 000 ZU:ON OL/170= Ig 90:8L Z6/LL/LL LL2L929 ZL9 le, S31VTOOSSV aNtl 00211S3N08 IN WITNESS WHEREOF, the partles hereto have made and executed this Agreement as of the day and year first above written. ENGINEER: BONESTROO, ROSENE, ANDERLIK AND ASSOCIATES, INC. BY Otto G. Boneshm, CEO J��oomnon.lnw0op.iaoo 2 CITY: CITY OF OTSEGO, MINNESOTA BY Larry Fournier, Mayor Date And by Elaine Beatty, Clerk Date L6L:ON OL/90:(9 90:2L )-6/LL/LL LL2L929 21,9 R S91VTOOSSV (INV 00211S3NO9 Hakanson Anderson Assoc., Inc. M E M O R A N D U M TO: Mike Robertson, City Administrator Elaine Beatty, City Clerk FROM: John Harwood, City Engineer !C DATE: November 19, 1997 RE: Authorization for WWTF Plan and Specs 3601 Thurston Avenue Anoka, Minnesota 55303 612/427-5860 Fax 612/427444 1-- 0520 We have reviewed the proposed engineering agreement submitted by Ted Field of Bonestroo. 1) Related to cost, there are several numbers applicable depending on what the initial plant size will be: for a 300,000 gallon per day facility $148,500 fee for a 240,000 gallon per day facility $137,700 fee for a 200,000 gallon per day facility $125,500 fee The choice between plant sizing & fee is related to the current City of Dayton commitment. Regardless of any current Dayton commitment, the City of Otsego must proceed now in order to meet its own needs. The treatment plant plan has Otsego as the plant owner with Otsego to construct the plant totally on its own, independent from any Dayton cost participation. It is then proposed that the City of Otsego will sell service to Dayton properties on a unit connection basis. Dayton's decision does not really have any major impact on Otsego's planning. The plant construction will be funded by a loan given to Otsego. The Dayton participation is not associated with plant construction. 2) Specifically related to the Bonestroo submittal: The described services are as requested by the City Council, to prepare and deliver plans, specifications and contract documents. The services specifically do not include advertisement for contractor bid or any of the construction related services. Engineers Landscape Architects Surveyors Memo to Mike Robertson, City Administrator Elaine Beatty, Clerk Page 2 November 19, 1997 We recommend the following additions or revisions; shown on the mark up of the attached appendix A Basic Services: ot61 1 .mr1 a) All plans, specifications and contract documents shall be submitted in electronic data versions as well as hard copy prints. Plan sheets shall be auto-CADD. Documents shall be readable or compatible with WordPerfect. b) That language be added to the basic services related to completeness of design and to submittal of design data. With the Bonestroo Contract not including construction services, the submittals should contain sufficient information for the City to use the submitted data to subsequently contract for the facility construction. Hakanson Anderson Assoc., Inc. Engineer's Basic Services Phase I - Fina( Design 1.1. Design and prepare detailed plans and specifications for the project, periodically consult with the Citys appointed representative to obtain the City,s comments, and submit five este of the plans and specifications for review by the City. The Project will be the recommended plan as described In the Engineers Report to the City titled wastewater Tmatmenf Fariiflos Plan dated September, 1997: a new extended aeration activated sludge ctreatment plant with` OO,OW pd a V cow �• N o N T - TNE N� c C Jf�lic ✓ To _c on_ 4! JCC �ACiG i T Ta ! led /r Qe."', 's 1.2. Prepare the Contract Documents for review by the City and Its attomeys, which include: ❑ Construction a(Mmment forms ❑ Payment and performance bond forts ❑ General conditions O Special provisions 0 specitIcatlons ❑ Dstalled construetlon piano Cl Proposal forms _�'lCcrio,vic_ ,11164/rr_V�it1'io.��c psAa t�e�rf , c,.ria,u- -- -- ,, �o.�iKilcr 4R�7u%� ✓ - euro C!1/!O ,��o G</o�er/ /r�F�cr — 1.3 Prepare Englneses final opinion of probable construotlon cost 1.4 Final estimate of operational casts 1.5 Submit final plans for approvals by the: ❑ City Building Official 0 Minnesota Pollution Control Agency (MPCA). 1.6 Submit plans and specifications for formal City Council approval 1.7 Advise the City as to necessary servbes in addition to those furnished by the Engineer, such as land and easement surveys, soil borings, tasting services and other information needed for the Project. If authortzed by the City, the -Engineer will assist the City to procure these services. The providers of these services will contract directly with the City and Issue Invoices directty to the City. A/R�PrJ�rG' f 1u�i/Ni r- 2 co1216.t of h� lJc�,f��ir /IE/�o.tT A.✓� --- -- - /J�l�f,� To- .. /Ncta�c ------ - Q) ALC �wfr/.�1 CCIc.I�+y 4AI 0/L 12d`riyN C'/SLIG�G/Ot/UNI rLfGNr�O f //yi>'C To .�sic,r � !'rzucru�Cf ,c.rc jr, d U1i��riN a.�, /.ki°/sovC --- �Cf�yaG.o-- oT/t_CnI'� ^fir %J/toc �tl 4C�� i,� E C �c y /�.ru.• e/� _. - - ---- II�G_------ N /vJc`F�J-- mea kv� o,�s v��s �u,N. r"�ru C9} �'��n� v�S.4 � R �, �� 'to m1 �� ^�.,,w �_ v � � � pro � �3C �� - tea ,�N`�� CITY OF OTSEGO/CITY OF ALBERTVILLE MAINTENANCE AGREEMENT The Cities of Albertville and Otsego City Council herein agree to set forth the maintenance policy for streets that border their communities. 2. Maintenance is identified as the care and upkeep of the existing roadway by providing a durable all weather transportation route. 3. On gravel roads, upkeep is grading the road periodically with a motor patrol grader during the frost free season. Grading is planned to be perform once a week in summe d less frequent where conditions allow it. The maintenance also includes adding new gravel to the surface approximately every four years. Depending on traffic volumes and weather and soil condition, C gravel addition may be necessary from time to time. Noth -t N\ 6-4r1'v it I,%- A"r a cm,V l I % . In the snow season maintenance means to plow the street after each two inch snow event or more frequently depending on drifting conditions. 4. Bituminous surfaced street will be maintained by crack sealing and seal coating periodically. Crack sealing is recommended about every two.year . Seal coating is recommended every 5 to 7 years. Streets that are stripped for traffic lanes will be re -stripped after seal coating and when the markings are not clear enough to the motorist. 5. The City of Otsego agrees to provide maintenance as described above with equipment and operators sufficiently skilled to perform the necessary maintenance. 6. The City of Albertville agrees to compensate the City of Otsego for these services at the pre -determined, rates set by the Council, each year on, or before July Ist. k +- \,, ab)�1 U iU� . 7. The following roads which are shared by both Cities, are to be maintained by the City of Otsego: 70TH Street (CSAH 19 to Kadler Avenue) Bituminous paved - designed as 10 ton capacity street. This road has 12 foot lanes with 4 foot paved shoulders. CITY OF OTSEGO/CITY OF ALBERTVILLE MAINTENANCE AGREEMENT - Page 2- * 70TH Street (CSAH 19 to MacIver Avenue) Gravel surfaced approximately 22 foot driving surface. * MacIver Avenue (70TH Street to 62ND Street) Gravel surfaced approximately 22 foot driving surface. * Kadler Avenue (70TH Street to dead end) Gravel surfaced approximately 20 foot driving surface with limited turn around. * Kadler Avenue (CSAH 37 North to I-94) Gravel surfaced approximately 16 foot driving surface. * Kadler Avenue (CSAH 37 to 60TH Street) Gravel surfaced approximately 20 foot driving surface. * MacIver Avenue (70TH Street to 62ND Street) Gravel surfaced approximately 22 foot driving surface. 8. Maintenance concerns should be forwarded to the Otsego Public Works Supervisor at 441-8137. 9. Otsego shall provide, in advance of two years, the maintenance program for such items as seal coating, crack sealing, culvert replacement, and graveling. 10. The City of Otsego will maintain the street and traffic signs. New signs, if needed, will be furnished at cost plus labor to install. The cost of signs and installation will be shared equally. 11. Grass and weeds will be cut at least once per year on the inslopes of the roads. Additional mowing will need to be requested. 12. Any unresolved issues in this agreement will first be presented to a joint meeting of Public Works Committees consisting of Two Council Members of each City and the Public Works Supervisor of each City. Should the issue(s) remain unresolved by the Public Works Committee, the Council of each City will be therefore obligated to resolve the matter. C� MAINTENANCE NEEDS LIST FOR SHARED STREETS BETWEEN OTSEGO/ALBERTVILLE: 1997 PROGRAM: Kadler Avenue (60TH Street to I-94) Two inch gravel overlay, Cost estimate based on Otsego forces hauling and placing material $8,160 Albertville share 4,080 70TH Street (CSAH 19 to Kadler Avenue) Crack sealing 3,000 lbs @ $.75/lb. $2,250 Albertville share 1,125 TOTAL SHARE OF 1997 MAINTENANCE $5800 1999 PROGRAM None 2000 PROGRAM 2" gravel, 70TH Street (CSAH19 to MacIver) Estimate cost share for Albertville $3,050 2" gravel, MacIver (70TH Street to 62ND Street) Estimate cost for Albertville $2,750 TOTAL COST FOR YEAR 2000 $5,800 2001 PROGRAM None This projection does not include culvert pipe replacement, signage upgrade, or normal maintenance costs. It would appear that between $4,000 - $6,000 needs to be set up for expenditure by Albertville every other year for gravel and paving maintenance. This, of course, does not include the normal grading, snow plowing, and grass cutting. 70th Street (CSAH 19 to MacIver Avenue) - Dust Control (Magnesium Chloride) .. ........ $917 ...... $917 TOTAL ESTIMATED 1999 COSTS $4939 ..... $4934 COST SPLIT 2000 (Estimated Costs) Otseao_ Albertville 70th Street (CSAH19 to MacIver Avenue) ........ $4,238 ..... $4,238 - Gravel (2" lift, 1,212 tons @$6/ton) MacIver Avenue (70th Street to 67th Street) ........ $273 ...... $273 - Dust Control (Magnesium Chloride) MacIver Avenue (67th Street to SoutH.'end) ........ $597 ...... $597 - Dust Control (Magnesium Chloride) TOTAL ESTIMATED 2000 COSTS ................. $5108 ..... $5108 2001 (Estimated Costs) 70th Street (CSAH19 to MacIver Avenue) ......... $917 ...... $917 - Dust Control (Magnesium Chloride) TOTAL ESTIMATED 2001 COSTS ..:...... • • • • • . $917 ...... $917 2002 (Estimated Costs) Kadler Avenue (CSAH37 to 60th Street) .......... $2,127 ..... $2,127 - Gravel (2" lift, 709 tons @ $6/ton) Kadler Avenue (70th Street to 1-94) • • • • . $893 ...... $893 - Gravel (2" lift, 298 tons @ $6/ton) MacIver Avenue (70th Street to 67th Street) ........ $273 ...... $273 - Dust Control (Magnesium Chloride) MacIver Avenue (67th Street to South. end) ........ $597 ...... $597 - Dust Control (Magnesium Chloride) TOTAL ESTIMATED 2002 COSTS .............. $3890 ..... $3890 ac910.exa 2 Exhibit A L Maintenance Needs List for Shared Streets Between Otsego and Albertville COST SPLIT O-tsego Albertville Kadler Avenue (60th Street to 1-94) .......... $1,134.46 ... $1,134.46 -2" Gravel Overlay. Cost is based upon Otsego forces hauling and placing material Material - 598 Ton @ $1.79/Ton - 12 Tandem Hours @ $42/Hour - 7.5 Tandem & Trailer Hours @ $52/Hour - 3.5 Motor Grader Hours @ $75/Hour 70th Street (CSAH19 to Kadler Avenue) ....... $3,465.00 ... $3,465.00 - Crack Sealing (10,500 lbs. @ $0.66/lb) Kadler Avenue (CSAHk to 60th Street) ......... $434.28 .... $434.28 - Dust Control (Magnesium Chloride) TOTAL 1997 COSTS .................... $ 5,033.74 ... $ 5,033.74 1998 (Estim 70th Street (CSAH19 to Kadler Avenue) ......... $4,263 ..... $4,263 - Seal Coating MacIver Avenue (70th Street to 67th Street) ........ $273 ...... $273 - Dust Control (Magnesium Chloride) MacIver Avenue (67th Street to South end) ........ $597 ...... $597 - Dust Control (Magnesium Chloride) TOTAL ESTIMATED 1998 COSTS .............. $5133 ..... $5133 MacIver Avenue (70th Street to 67th Street) ....... $1,260 ..... $1,260 - Gravel (2" lift, 420 tons @ $6/ton) MacIver Avenue (67th Street to South end) ....... $2,757 ..... $2,757 - Gravel (2" lift, 919 tons @ $6/ton) 1 8. All costs related to drafting of the Agreement shared equally. �J administration of this Agreement and and any addendums to the same shall be 9. In the event that there is a dispute regarding the terms and conditions of this Agreement the following process shall be followed: the dispute shall be first submitted to the standing Public Works Subcommittees of each City at a joint meeting. If no resolution is reached at such a meeting, the matter may be referred to the City Councils of both Cities which can either resolve the matter or agree upon a neutral third party to arbitrate the dispute. All costs related to resolution of the dispute shall be shared equally between the Cities. 10. This Agreement may be dissolved by either party hereto with six months notice to the other party in the form of a resolution passed by a majority of the City Council delivered to the other party. Dissolution of this Agreement shall not relieve either party from any financial obligation in because of the Agreement. 11. If any portion of this Agreement is held to be invalid by a Court of competent jurisdiction the invalidity of that portion or portions shall not effect the validity of the other terms and conditions of this Agreement. ADOPTED by the Otsego City Council on this day of 1997. IN FAVOR: OPPOSED: ADOPTED by the Albertville City Council on this day of , 1997. IN FAVOR: OPPOSED: CITY OF OTSEGO: MAYOR CITY OF ALBERTVILLE: MAYOR CITY CLERK CITY CLERK (a) maintenance, and at their sole discretion, that less frequent grading is necessary. b. Gravel road maintenance also includes adding new gravel to the surface approximately every four years. Depending upon traffic volumes and weather and soil conditions, additional spot gravel may be needed from time to time. The frequency of adding gravel to the surface shall be at the sole judgment and discretion of the City responsible for maintenance. A NQ,��LrliY c. During the snow season regular maintenance shall include plowing the designated streets after each two inch or more snow event, or more frequently depending upon drifting conditions. -ro free.. d. Bituminous surfaced streetswill be maintained by crack sealing and seal coating periodi ally. Crack sealing shall be performed on average every two years. Seal coating will be done on average every five to seven years. Streets that are striped for traffic lanes will be re -striped after seal coating and when markings cannot be clearly distinguished by motorists. 2. The City of Otsego agrees to provide the regular street maintenance as set forth above upon the roads listed above with equipment and operators sufficiently skilled to perform the necessary maintenance. 3. The City of Albertville agrees to compensate the City of Otsego for said services at a rate which equally divides the costs of such maintenance, including one half the cost of all materials and one half of all reasonable charges for time and equipment (including fuel costs and costs for depreciation of equipment) provided by the City of Otsego, at those rates contained within this Agreement, subject to yearly adjustment by resolution of the Otsego City Council R t44 -VV'a- A�b,Y-TV ►NVQ. 4. Maintenance concerns on these shared roads will be directed to the City of Otsego which shall respond to concerns raised using the normal criteria for priority of response used throughout the City. 5. Otsego shall provide two years in advance its proposed maintenance program for such items as seal coating, crack sealing, culvert replacement, and graveling. 6. The City of Otsego will maintain and install street and traffic signs along the shared roads designated for maintenance in this Agreement. New signs, if needed, will be installed at cost plus the reasonable hourly cost for time and equipment as set forth above, these costs will be shared equally. 7. Grass and weeds will be cut at least once per year on the inslopes of the designated roads. Additional mowing will be done as needed, at the discretion of the Otsego Maintenance department. DRAFT 2- 8/19/97 EM AGREEMENT FOR SHARING ROAD EXPENSES CITIES OF OTSEGO AND ALBERTVILLE WHEREAS, the City of Otsego and the City of Albertville have certain shared streets located along the boundaries of the respective jurisdictions; and WHEREAS, the two cities desire to set forth in writing their agreement as to responsibilities for maintenance and sharing of expenses for said shared streets; and WHEREAS, the shared streets which are the subject of this Agreement are as follows: 1. 70th Street (CSAH 19 to Kadler Avenue)- bituminous paved, designed to 10 ton capacity with 12 foot lanes and 4 foot paved shoulders 2. 70th Street (CSAH 19 to MacIver Avenue)- gravel surfaced with approximately 21 feet of driving surface 3. MacIver Avenue (70th Street to 62nd Street)- gravel surfaced with approximately 24 feet of driving surface. 4. Kadler-Avenue (70th Street to dead end)- gravel surfaced with approximately 20 feet of driving surface with limited turn around 5. Kadler Avenue (CSAH 37 North to I-94) - gravel surfaced with approximately 15 feet of driving surface. 6. Kadler Avenue (CSAR 37 to 60th Street)- gravel surfaced with approximately 21 feet of driving surface. NOW THEREFORE the City of Otsego and the City of Albertville agree as follows: 1. The maintenance to be completed by the municipalities as assigned in this Agreement is defined as follows: the care and upkeep of the existing roadway so as to provide a durable all weather transportation route, including the following: motor patrol blading, dust control, gravel overlay, crack sealing, seal coating, periodic replacement of culverts, mowing, signage and replacement of signage. a. On gravel roads, regular maintenance includes grading the road periodically with a motor patrol grader, during the frost free season. Grading will occur once a week during the summer unless it is determined by the party responsible for I N 1 • 17 Vancouver Existing Service 1. CalTrain 2. GO Transit 3. Long Island Rail Road 4, Maryland Rail Commuter 5. Massachusetts Bay Transportation Authority 6. Mctra 7. Metrolink 8. Metro North 9. Montreal Urban Commuter Transit Corporation 10. New Jersey Transit 11. Connecticut Department of Transportation 12. Southeastern Pennsylvania Transit Authority 13. Northem Indiana Commuter Transportation District 14. TriRail 15. Virginia Railway Fxpress 16. Coast Express Rail New Starts (1995-1996) 17. BC Transit Commuter Rail 18. Dallas Area Rapid Transit eOld 8-,4a'y'hroakkew York 10 Newark 12 Philadelphia '4 Baltimore 4,15 Wash. DC r Commuter Rail Services Services currently operating or scheduled to begin service within two years FiaurP 4 land DE Potential Commutcr Rail Ncw Start Citics 9 New Start Cities In the United States and Canada ► Commuter rail integrates well with other forms of transportation Right now, Minnesota is considering many alternatives to solve our transportation problems, including bus - only lanes, light rail, and even high-speed rail. Commuter rail integrates well with all these forms of transportation to provide effective, seamless service over a wide area. Commuter rail operates on existing tracks Commuter rail often uses existing railroad tracks, and Minnesota already has a number of these tracks running through the Twin Cities and across the state. That means much of the infrastructure needed to get commuter rail trains running is already in place. -Commuter rail is cost-effective Because commuter rail trains run on existing tracks, Minnesota could begin commuter rail service without a lot of costly up -front investment in new tracks. And commuter trains would share tracks with freight and long-distance passenger rail service, so maintenance costs would be shared, too. Nine Great Things About Commuter Rail 10- Commuter rail helps connect work and home Commuter rail gives people better access to job opportunities and makes it easier to get to work in any weather — even during a Minnesota winter! No- Commuter rail is versatile Not all the people who ride commuter trains are going to and from a job. Many people commute to school, to visit friends and relatives, or to just have fun. With commuter rail, you can take your bike out for a ride in the country and see a show in the city — all in the same day. 10- Commuter rail is popular Many cities already have commuter rail service, including Boston, Chicago, Miami, New York, Philadelphia, San Francisco, and Washington, D.C. Many others, including Atlanta, Dallas, New Orleans, San Diego, and Seattle, are working to bring commuter rail to their regions. Already, more than one million people in the United States and Canada travel on commuter trains every day. loo- Commuter rail is environmentally conscious Today's commuter trains are designed to use less fuel and create less air and noise pollution. In fact, it takes six times less energy per rider to transport a train full of people one mile than it takes one person to drive a car the same distance. 00- Commuter rail is flexible New technology makes it easy to adjust commuter trains to meet riders' demands. Today's trains are self- propelled, so individual cars can travel by themselves or join together to form longer trains. The trains also have controls at both ends of each car, so they can easily travel in both directions without time-consuming turnarounds. Commuter rail allows all people to be independent and productive Many Minnesotans, including young people, the elderly, the disabled, and those on fixed incomes, depend on public transportation to get around. Commuter rail and other alternatives to the automobile would help these people remain independent and productive. HCRRA - Northwest Corridor /Monticello r(not to scale) St. Michael/Albertville City boundaries Potential stations Major highways County boundaries Source: Hennepin County Public Works, May 1997 Produced by: Hennepin County Office of Planning and Development, November 1997 Fridle N 3 miles rrwwrr.wor They would like to review the fire contract as to how it is set up because we mentioned that Albertville is much higher for residents that Elk River, Monticello or Rogers. Duane was surprised at that and said we should review the way it is figures as they wanted to stay competitive. They would like a copy of that fire district map showing the prices and boundary lines. They are satisfied with us signing the contract, just suggested this is something we should look at. A discussion on the 18" pipe in the cemetery, that pipe is not in yet and the only reason it was brought up in the first place is because someday the 8" pipe will need to be replaced. The tree farm has a lot of water going into that pipe and eventually it goes into the Otsego Creek. Duane suggested that we do not have the engineer go over that again as they already have a stack of papers on it. Nothing will be done as of now and they stated that they are willing to help pay for any clean up if it needs to be done. There was a meeting in Maple Grove this past week about commuter rail system going from Monticello to down town Mpis. All the cities has reps there but us. There will be another meeting coming in Jan. and if we don't hear anything about it, they will let us know. The system does need a 10 ac. parking lot for all the cars that they think will be driving in to catch the train. Sounds interesting. They were approached about the River Rider bus and the council turned it down, some members wanted it but did not get it. We told them we were going to try it for one and see how things worked out. Submitted, Virginia Wendel Council Member V00 October 20, 1997 Otsego meeting with Albertville, ref: SHARED ROADS In attendance: Virginia Wendel, Suzanne Ackerman, Duane Berning, Patty Stalberger Several topics of mutual interest were discussed and reviewed, there was no date set another meeting. I. The road contract was discussed and Albertville is willing to sign it but the few changes that were discussed at the last meeting, and passed by the Otsego Council, have not been changed in the contract and they would like to see that done before signing. Page 2 paragraph b. last sentence; and notify Albertville. Page 2 paragraph d. third sentence add; to three Page 2 paragraph 3. last sentence add; and the Albertville council. Page 4 Kadler Avenue change; CSAH 39 to CASH 37 If these changes could be made Virginia will deliver it to Albertville to be signed, ( they did not want to sign a faxed copy). Several questions were raised about snow plowing: Will Otsego be plowing all the dirt roads or just some of them> Mark Berning had been working on that part of the road system and they thought maybe Mark would know more about what was decided. They said they did receive a bill or something from the Engineers office for $5,800 for gravel overlay on Kadler Avenue and crack sealing on 70th Street. They would like to know if that was the bill for the work that was done, they would like to see Otsego bill them directly and not go through the engineers office for that. I am not sure if it was a bill or if it was the MAINTENANCE NEEDS LIST FOR SHARED STREETS There was discussion on crack filling, they do their own and rent an air compressor and they have a tar bucket. They also go together with other cities when buying the mix as they get a better price. They were surprised that we contract all our crack filling out. They would be interested in having a public works meeting sometime with Otsego and perhaps other cities to share ideas and also the cost of ordering "road supplies" to get the better price. There was some discussion about a public hearing that will be held soon in reference to the water tower that needs to be build on the north east side of Albertville. The Dacco development is on hold for right now. They are also trying to keep the building down in Albertville and have raised their park and rec fees from $600 to $1,300. The developer for Leander Heuring farm has now backed down and the land has gone back to Leander. The developer feels all their fees are too high and pricing them out of the market. St. Michael has passed the vacating of Kadler Avenue. There will be a golf course built across it in three to five years and at that time they will close the road. For right now, it is vacated but still open for traffic. CITY OF OTSEGO REQUEST FOR COUNCIL ACTION AGENDA SECTION. DEPARTMENT: MEETING DATE: DEPARTMENT: PREPARED BY: MEETING DATE 8. JOHN HARWOOD,CITY ENGR (Elaine) November 24, 1997 6:30PM ITEM NUMBER: ITEM DESCRIPTION: 8.2. Council Authorization by motion directing preparation of plans and specs. for Odean Ave Road Reconstruciton. (Funded 80% ISTEA/20%MSA) BACKGROUND: The Council authorized the City Engineer to apply for ISTEA Funding for Odean Ave NE. It looks like we are sited for funding. John Harwood 's letter is attached explaining this, along with the '98 - '2000 District/ATP: 3 Fiscal Year 2000 list of projects for funding. John Harwood will be present to explain and answer any questions. RECOMMENDATION: This is for Council information and any decision. T ha l Elaine 1-111 Hakanson Anderson Assoc., Inc. November 18, 1997 Honorable Mayor and City Council City of Otsego 8899 Nashua Avenue N.E. Otsego, MN 55330 RE: ISTEA -Year 2000 Dear Mayor and Council members, 3601 Thurston Avenue Anoka, Minnesota 55303 612/427-5860 Fax 612/427-340-1-- 0520 The Intermodal Transportation Efficiency Act of 1992 (ISTEA) is a source for funding eligible projects within the State Transportation Improvement Program (STIP). This program funds highway projects along with other modes of transportation like bikeways, improving safe railroad crossings, scenic highway enhancement and other similar projects. The largest funding element is the highways. Otsego has one street that at this time qualifies for funding and that street is Odean Avenue (CSAH 37-CSAH 39). The City in the past has received grant approval for a bikeways improvement from the 1996 enhancement funding. The 1996 bikeway project will be bid this winter and constructed next summer. The 1998 bikeway project as I understand is going to be passed up by the City although I'm not sure an official council decision has been made. Unless otherwise directed we will not plan on a 1998 bikeway or pedestrian trail project. We submitted for eligibility of the Odean Avenue street reconstruction project for the funding in years 1998, 1999, and 2000. We have been assured that the project will be funded in the funding year of 2000. An attached list of projects from the District 3 STIP for the year 2000 includes the project. As is the case with all ISTEA funding there is a portion of the project costs that must be funded from local sources. The bikeway project for 1996 required 25% funding by the City. It took some creative financing to come up with that share by the City. Odean Avenue is on the Municipal State Aid (MSA) program and therefore eligible for State Aid funding. Mn/DOT has determined that the 20% local funds required for this project can be taken from the State Aid construction fund. The City would not need to develop other source of funding except for those items not eligible under State Aid or the ISTEA programs. Some costs for acquisition of Rights of Way (ROW) are not eligible as are portions of the storm sewer cost when the sewer is serving areas other than ROW. The vast majority of cost for this project can be financed by MSA construction funds and ISTEA grant monies. Engineers Landscape Architects Surveyors Honorable Mayor and Council members Page 2 November 19, 1997 At the recent Technical Advisory Committee (TAC) meeting on 11/13/97 at Stearns County Public Work Facilities, we were told that there will be an increase in funding level for District 93. This means that some projects if ready could be funded earlier than currently programmed. The Odean project could be funded as early as 1998 if it is ready. By being ready for early funding it is meant that the plans and specifications are prepared, ROW acquired and approval has been received from Mn/DOT. We are recommending that the design for Odean Avenue be started in 1998 as soon as conditions permit field surveying. Once the design is authorized we will request State Aid funding for design, soils investigation, ROW acquisition, and other eligible costs. We are asking the Council to direct us to proceed with the preliminary design for the project in early 1998. If you have questions or comments on this matter please contact John Harwood or myself. Yours truly, HAKANS AND RSON ASSOCIATES, INC. A�� - Lawr ce . K hak, PE clk cc: Mike Robertson, Administrator Elaine Beatty, Clerk John A. Harwood, PE ot901.ma l 7 Hakanson Anderson Assoc., Inc. STIP FOR FY 1998-2000 District/ATP: 3 Fiscal Year 2000 PA. ,. V.., QTJEGo - O'*d'Tnr "fled All dollars in 1000's 08/29/97 Y ,<�,�� ► t3 Y '0*, s. /7 .la 8. ao 0 Ir / , Sirr 0 U 0 Project Listing Page III -38 (SHERBURNE & WRIGHT COUNTIES) - RIVER 517 BB TRS -0055-00 Mn/DOT RIDER TRANSIT 0.0 TR Purchase Bus STP 186 149 0 0 PURCHASE ONE CLASS 400 BUS - CITY OF 518 BB TRS -3449-00 Mn/DOT BRAINERD 0.0 TR Purchase Bus STP 78 62 0 0 MORRISON SAFETY IMPROVEMENTS AT RR CROSSING AT RR Crossing 519 CR 209 49-00112 COUNTY CR 209 IN MORRISON 0.0 Improvements RRS 125 ISR 1 100 0 0 2 MORRISON INSTALL RR SIGNALS AND GATES AND CLOSE RR Crossing 520 CR 231 49-00115 COUNTY ADJACENT CROSSING ON TWN 316 0.0 SR Improvements RRS 150 120 0 0 BENTON GRADE AND SURFACE FROM NORTH LIMITS OF Grade and 521 CSAH 3 05-603-21 COUNTY GILMAN TO CSAH 12 2.7 RC Surface STP 891 713 0 0 1 STEARNS UPGRADE CIRCUITRY AND MODERNIZE SIGNALS RR Crossing 522 CSAH 18 73.00119 COUNTY AT CSAH 18 IN BROOTEN 0.0 SR Improvements RRS 1 50 40 0 0 WADENA RECONSTRUCTION FROM S. CTY LINE TO 78FT Grade and 523 CSAH 23 80-623-08 COUNTY S. OF 5TH AVE. IN VERNDALE 2.6 IRC Surface STP 1 440 352 0 01 1 WADENA GRADE AND SURFACE FROM CSAH 6 TO TH 227, Grade and 524 CSAH 23 80-623-09 COUNTY 4 MI. E. OF SEBEKA 8.0 RC Surface STP 1,445 1,156 0 0 21 STEARNS INSTALL SIGNAL AND GATES AT RR CROSSING RR Crossing 525 CSAH 55 73-00116 COUNTY AT CSAH 55 IN BELGRADE 0.0 SR Improvements RRS 125 100 0 0 STEARNS INSTALL SIGNAL AND GATES AT RR CROSSING RR Crossing 526 CSAH 69 73-00117 COUNTY AT CSAH 69 IN STEARNS COUNTY 0.0 SR Improvements RRS 1 125 100 0 0 CITY OF ELK BICYCLE/PEDESTRIAN OVERPASS OVER TH 169 Bike/Ped 527 EN 204-107-05 RIVER IN ELK RIVER 0.0 EN Improvements EN 492 394 0 0 CITY OF BIKE/PED. OVERPASS OVER 1-94 AND VARIOUS Bike/Pad 528 EN 222-090-01 MONTICELLO PATHWAY IMPROV. IN MONTICELLO 0.0 EN Improvements EN 486 389 0 0 WBL FROM DOUGLAS/TODD CO. LINE TO SAUK Unbonded 5291-94 7380-200 Mn/DOT CENTRE 12.6 IRD Overlay IM 6,300 5,0401 0 1,260 5301-94 7380-205 Mn/DOT 1.5 MI. W TH 23 TO ST. AUGUSTA — EBL & WBL 8.3 RD MITI and overlay IM 3,900 3,120 0 780 INSTALL MESSAGE BOARDS FOR 1-94 CLOSURE 10.0 AT WB TH 71 EXIT IN SAUK CENTRE AND AT WB Spot 531 1-94 7380-204 Mn/DOT CSAH 75 IN ST. AUGUSTA SC Improvement SF 100 0 01 100 CITY OF FROM MSA 103 TO MSA 105, INCL. TH 55/CP RAIL Overpass 532 MSAS 103 213-103-02 BUFFALO OVERPASS 0.0 MC Construction STP 2,300 980 0 280 1.( CITY OF RECONSTRUCT ROADWAY FROM CSAH 37 TO Grade and 533 MSAS 105 217-105-02 OTSEGO CSAH 39 IN OTSEGO 2.3 RC Surface STP 1,541 1,233 0 0 CITY OF ST. AND WIDEN ROADWAY FR. TRAV. � � raa an 534MSAS 141 162-141-03 CLOUD ROAD TO 33RD ST. S. ON COOPER AVE. S. 1.7 RC Surface STP 2,010 1,440 01 0 CITY OF WAITE INST. CANTILEVER SIGNALS AND GATES AT RR Crossing 535 MUN 73-00118 PARK EXIST. RR X-ING AT IOTH,AVE. S. 0.0 ISR limprovements RRS 125 100 0 0 QTJEGo - O'*d'Tnr "fled All dollars in 1000's 08/29/97 Y ,<�,�� ► t3 Y '0*, s. /7 .la 8. ao 0 Ir / , Sirr 0 U 0 Project Listing Page III -38 AGENDA ITEM 8.3 - Other Engineering Business MEMORANDUM TO: John A. Harwood, PE FROM: Janele M. Taveggia, EIT DATE: November 19, 1997 RE: Cost Comparison for Gravel and Paved Roadways City of Otsego FILE: OT910 MAINTENANCE COST COMPARISON OVER 20 -YEAR PERIOD: TYPE OF ROADWAY FREQUENCY COST OF MNT. 1. Graveled Roadways $68,209/mile a. Gravel Overlays every 5 yrs. $46,209/mile b. Dust Control (MgCl) every 2 yrs. $22,000/mile 2. Paved Roadways $47,630/mile a. Crack -filling every 2 yrs. $24,750/mile b. Seal -coating every 7 yrs. $22,880/mile Assumotions: - width of roadway = 25 ft. - 1997 dollars used for estimates. - application rates, factors, and unit costs from the City of Otsego Roadway Management Plan, September 1997. CITY OF OTSEGO REQUEST FOR COUNCIL ACTION AGENDA SECTION: DEPARTMENT: MEETING DATE: DEPARTMENT: PREPARED BY: MEETING DATE 9. COUNCIL ITEMS: (Elaine) November 24, 1997 6:30PM ITEM NUMBER: ITEM DESCRIPTION: 9.2. Discuss request from residents on 96TH ST NE - RE: Street light monthly billing BACKGROUND: Pauline Stasson was at City Hall on November 13th and said that there are three neighbors who pay for a street light for security at 15053 - 96th St, Otsego. The monthly charge for service is $8.75 plus tax. The neighbors are Stassons, Peterson, and Thomas. They are asking Otsego to take over this billing, since we now have street lights in the City. ( See attached information from Elk River Municipal Utilities Re: Billing.) RECOMMENDATION: This is for Council information and any decision. Thanks, s Elaine ELK RIVER MUNICIPAL UTILITIES 322 King Avenue Elk River, Minnesota 55330 Phone (612) 441-2020 October 30, 1997 To Whom it May Concern, Mr. Randy Peterson, at 15053 96th St., Elk River has had a 150 HPS security light for a very long time. We service this light for a monthly charge of $8.75 + tax. If you have any questions, please feel free to call. Sincerly Vivian Schmidt Billing Dept. 7 /4170 9 14 13 flee ,.V...w ism film 4 floso .0 ACRES" PLAT S •,.. D 1 ",., Isom 12 4 .,�.-b �y _ N+ 15 7 w••• w.e. floin 3 y /,ow 2 % r� �A S f••w N• e a•+• ,Me.4e t 5� "w*3 ,w N 3 a••• b ,....-4. aoM-b y Vol 2 13 O 12 4 = N•+• 10 930 mm # 40 s ,. too *AtAne pNa p,M ,, w sxf�s s r N� Own N� N000 4 two 9 * 0 12 R 11 10 $ 9 g a J�v 4..,, Neee v� 6 7 4 3 2 1 �Q70 3 - - #_ �2 83 1J0 N.E. 93rd CIRCLE aOW N.E. 93rd STREET R W 4 btu •�-4D��A Aeb $ a••• aAme $ A••• a 13 14 13 1 d' 217 `� t 77 3 = W 13p�� 4 3 �3 2 i 1 ww P170 /8020 m~12 MI ISSIP I /�• /aeo /one #311110#3100Pisa�vp 2 ftb-4 QQ wo- � 1 fbw AoV A••• A•+ = 22 21 R 20 R 19 1 a 4 i 1=0/'O10 i �,_� A++o 3$ 2 R 1 O "eeee a _ ;18 z9 4 10 Atm PM ie Z N.E. 92nd STREET ,e �"'° 5 �� STREET 14e10 -b f.e+• 1 1 8 a 2feo+ s,0o-n c!I 1 9 ''�4 b ° 3 2 two 2 A080 6 4 ip•• /low nmo #I= 2nee-b 0146-b V.l 1•••• /••w 0/ tam AOM lojill"Jo a A ln rt i w�. MBE f•o4e � 4 F 3 7 2_ 1- film 3•' /200' N� 3 S re10 a 2feo+ s,0o-n c!I 1 9 ''�4 b ° 3 2 two 2 A080 6 4 ip•• /low nmo #I= 2nee-b 0146-b V.l 1•••• /••w 0/ tam AOM lojill"Jo a 18313-j* ln rt i w�. MBE A COMP1011M1ATNOd Oi 7 Aftiftsm film 3•' /200' N� 3 S 7 a 32J p"° /�•• 'Or_b /„w 17 no4-4e 620402 4 NE 91 ert ClR. ,.1e1�o Q Aoa V,i 4 Q• N• Q 1i w ae wR �•IinMale SCAa wes-ae oee.612/427-OW po R R "4 900-M 1 0•4• 4 U : ' W it /„w N0•e CL flow flew f,0n 10 #5110 f•e70 I.0•• w 2&3&-M/,110 / ow -M ue4 �,�, #5,w 11 7 ¢ d z 10 i t ; 12 } 13 > 2 r16 _ .0 /„b Q /� 15 N.E. 90th STREET - 2 1 2 222201 0 R R 80-40 0p /10'70 lE j21, loo 9 /222202 Q a g R 2 2 1 i4 /,040 /,0+0 BARTHEL flaw /,043 ACRES A n 1 1 J W o nn tS NOT A r 11[CO UrAhop. NORTH ln rt i w�. MBE A COMP1011M1ATNOd Oi Aftiftsm NUI ROM ANO DATA /11011 CR1' NAA 4/96 UPDATED KAP • (i5 ANO COLN” OFMM. AND RUTHa110h0 Aun7Nrlles JAZ 6/93 UPDATED0ATUPDATEDKAP �•IinMale SCAa an1l" SoLow". oee.612/427-OW 11of'e1M MgY FAX 612 -4Y7 -OM APMXWTE 1' -400' CITY OF OTSEGO REQUEST FOR COUNCIL ACTION AGENDA SECTION: DEPARTMENT: MEETING DATE: DEPARTMENT: PREPARED BY: MEETING DATE 9. COUNCIL ITEMS: (Elaine) November 24, 1997 6:30PM ITEM NUMBER: ITEM DESCRIPTION: 9.4. Mike Robertson - City Administrators Update: 9.4. a. Review of policy for financial system (Purchase Orders) BACKGROUND: The Council has asked that the City Staff come up with a recommendation of a City Policy for financial system. (Specifically for an efficientleffective way to handle purchases by the City Boards and Commissions). Attached is a memo from Mike Robertson Interim City Administrator explaining a recommended policy. Mike and Staff will be present to discuss further. RECOMMENDATION: This is for Council information and any decision. Th � Elaine MEMO Date: November 18, 1997 To: Mayor & Council From: Interim City Administrator Mike Robertson Re: Establishing a Purchase Order System for City Finances Council directed me to take a look at the City's financial system to see where it might be improved. After discussion with staff, we have the following recommendation to make to Council regarding the establishment of a Purchase Order (PO) system. Recommendation: The City should establish a Purchase Order (PO) system to provided greater financial control. This system will work in the following manner. Before any City funds can be spent, a PO must be obtained from City staff. This PO will then be submitted to the City Council for approval with the rest of the claims. This system will first be implemented with the various advisory commissions which make recommendations to the City Council. After any bugs are worked out of the system, it will then be implemented on a department by department basis. pc: City Staff MI 44 11 F,I i 1 Of ('I1 :: l-7 ME.k�:f_'. FtS:EJ':•Of; TRA1N1N6 11/24/97 3020 26�il.91 10]-41 :',v ':CC _c•' .''1 a� ['I ['•?vcc I,[ a�27ar.a,. it ['•IIl�. F;11•.1rJF�'� :aFrr\>.. F1'C 7]/'•4/9'7 -:021 14t,-12 11:11-41-100 11(� �..; PARTS 11/24/97 [-LAlt', 10I hl_I :111111 :;t 1.1.u11.!, WHi IM h" l l . - -- FOR WHRI' PI)RPCI�.E:•__ _ UAT r _ NUM . R C.L F.I M _ rU r111;f: F; ;:MOUNT _-- NAI':-. Of FL1 f,IVER 1141: PARI <- 11/24/9? 301: 4E..?(! 101-4 0,-•-L2i 126.50 RF,rll. Of Fl I. vu.. F. EUA BOND PAYMENT 11/24/97 ::014 32,869.7'. 101-41940-41'.. 32,6Etc: .;`• M �1 1 . - - • ! P'liil q' i l ... �:"I GI'.; 1 . :,Er•:\.1 i l:: 11 /::'9.7 ":01 `. .0", 163 _ '' 10 � ^ t•. ; , s SUPPLIE'. r EQUIPMENT ]1.'14 `j7 ic0 1t[C•.00 101-41 :'40-:'•9C� li _ . _ 1 �- nF.F•; •..1:',r: 'I � ; I ' N; CIPf>L. I E ` 1 ] %:'a . • o- ��r, i �,5 . t•:. 1 C 1 -• 4 =.1 G('- C. � . c•c TARGET _•TORE S SUPPLIES 11/24/97 3018 42.91 101-41 O--22 42.91 NORTHWEST ASOCIAIEG CONSULTANT;, OCTOBER SERVICES 11/24/97 3019 4.314.62 101-41570-30'{ 2,0t,4.84 213.80 z. EN*�.r2ri(A'�- ;;+ TO REPAIR a MTCE 11/24/97 3028 701- 41570- 30--s l,199.76 l-7 ME.k�:f_'. FtS:EJ':•Of; TRA1N1N6 11/24/97 3020 26�il.91 10]-41 :',v ':CC _c•' .''1 a� ['I ['•?vcc I,[ a�27ar.a,. it ['•IIl�. F;11•.1rJF�'� :aFrr\>.. F1'C 7]/'•4/9'7 -:021 14t,-12 11:11-41-100 11(� �..; '1 NORTHERN HYDRAULICS INC PARTS 11/24/97 3036 19.14 101-43100-220 • STREET SIGNS 11/24/97 3037 443.83 101-41550-310 27.L-9 AFFORDABLE SANITATION NOVEMBER RENTAL 11/24/97 3022 126.50 101-41940-410 126.50 • jijVHER ; i;.TE ._IP•IE-(ALL . 114-: OCTOBER SERVICE 11/24/97 3023 4.00 101-41400-390 31. • _.VPEFA.?f• Lf''�'ICf:S OCTOBER SERVICES 11/24/97 30"24 562.7_ 101-41610-390 466.00 s SUPPLIE'. r EQUIPMENT 11/24/97 3041 546.45 101-41 :'40-:'•9C� li _ . _ a H G WEBEF OIL COMPANY NOVEMBER DELIVERIES, 11/24/97 3025 971.64 101-43100-202 4 NORTHERN AlRGAS OCTOBER SUPPLIES 11/24/97 3026 11.23 101-43100-220 11.225 CROW RIVER FARM EQUIPMENT PARTS & SUPPLIES 11/24/97 3027 213.80 101-43100-220 213.80 z. EN*�.r2ri(A'�- ;;+ TO REPAIR a MTCE 11/24/97 3028 190.41 301-4d] -4 ) .4, a' GLEN. 1r:Xl CI:NTEN 1141- PARTS 11/24/97 3024' 41.:..'4 101-43100-2120 41..4 I rmOv ,T VE Et FC 'I ROP•±1 C `•OLCIT I CINS REPAI R 11/24/97 '10'-40 70.00 103 -41400-40C ?0.00 OMANN BROTHERS. INC. SUPPLIES 11/24/97 3031 59.94 01-4 1 - 101-43100-220 5779W_ G • PRECIS1014 FRAME & ALIGNMENT ROTATE TIRES 11/24/97 3032 24.00 101-43100-400 24.00 7 ECM PUBLISHERS INC PRINTING & PUBLISHING 11/24/97 3033 94.30 101-41400-350 94.30 ea WP I GHI . !_-Ur1T , F;I6t-lWA,,' DEPT S.AL T . S.AND & v,]GN,,:. 1.1/24/97 3034 31196.70 101-4310 - ; 1 '37777w- 3 ., . i101-43100-393 101-43100-'-19'3 1,800.9c• f..:.l-1 IIJC P0lJFR SUPPLI 11/^419? 30?F• 334.51 101-43106•-0.01 334.11 '1 NORTHERN HYDRAULICS INC PARTS 11/24/97 3036 19.14 101-43100-220 EARL G ANDERSON INC. STREET SIGNS 11/24/97 3037 443.83 101-43100-393 443.83 3 EAST SIDE LEASING CO. MONTHLY LEASE PAYMENT 11/24/97 3038 237.92 101-41400-410 237.92 E-RE2-E INC.Ui,TF'IE:, SUPFILIE.S 11/24/97 3039 31.95 102-4.-;300-20--, 31. • Sj .3AR1 A. GROEN, CP:; OCTOBEF: SERVIC:E:. 11/24/97 3040 885.00 101-41600-390 88F..00 el BOI SC C At-CALIE Uf f ICF PROOLIC SUPPLIE'. r EQUIPMENT 11/24/97 3041 546.45 101-41400-201 21 , .2 + CORROW TRUCKING STEVE'S LAWN &_ SNOW AL FOR MONTH RECYCLING -OCTOBER 11/24/97 3042 11/24/97 3043 1,302.50 900.00 101-41610-390 1,302.50 101-41940-390 530.00 ,- A _ . TOTAL YEAR TO DATE 48,279.45 48,279.45