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Home My WebLink About2017-09-27 Set Agenda w-Handouts iWoiuwuN COUNCIL K rING 2`17, 2()l 1' p.�imiio. A iw �I��iii�u��a°��1��" �Illl.�io.�i��ii�a��oa,fter ,&a. P ni�,k4iendaCOUNCIL . ,�,d°w MG 1. CALL TO ORDER 1. Roll Call H. PLEDGE OF ALLEGIANCE III. APPROVAL OF AGENDA IV. APPOINTMENTS/PRESENTATIONS 1. Mr.Joe Peltier,Solar Garden Representative - V. PUBLIC HEARING Council1. None- Vi. APPROVAL OF MINUTES 1. July 26,2017 City - 2. August 9,2017 City Council Meeting Minutes10-14) a. Closed Executive Session Minutes 3. August 23,2017 City Council Meeting Minutes "Replacement Executivea. Closed 4. September 13,2017 City Council,Work Session Claimsa. Closed Executive Session Minutes VH. CONSENT AGENDA 1. City of Centerville Auge",Veptember 13,2017 through September 132,17',2017 313 31 W �: . ' UZ::::J]363 & (Chec,k 01 3 1364-3,13.:1,3 ' ge 2' 2. Centennial Lakes Police Claims through September y District 2017(Check#11599- 11620) (Pages 29-30) 3. Centennial Fire , #7967-7979) (Page 31) VIII. OLD BUSINESS 1. None. 2. Centerville Lions Request for Use of City Raft Property&Temp. On-Sale Liquor License®In Conjunction w/Chili Cook Off w/CFD, Saturday,October-1421,2017 from 2:00 p.m. ®67-00 p.m. **VIA EMAIL** (Pages 31a-31c) 3. Fete des Lacs (Revenue/Expenditure Report) (Pages 32-33) 411 X COUNCIL//RWERIM ADMEMSTRATOR ANNOUNCEMENTS X1. ADJOURNM[ENT *RJEMINDERS" Planning&Zoning Commission Meeting—()dobet, 3, 2017, 6:30 (Clcri.incil Chair�bers) (I".11, 1"eltier Est""',Iles) Parks &Recreation Committee Meeting—Ocrol,,�er°4,, 201"7, 6 3 0 Pr��i,, (Co urwil ("I'I inbers) City Council Meeting—01d City Council Meeting—04,,11111tf,,')beT25, 2017, 6:3 0 aartu bk,,,,, s) CITY OF CENTERVI'LLE CITY COUNCIL MEETING MINUTES August 23,2017 6:30 p.ni. Pursuant to due call and notice thereof, the City of Centerville held their regularly scheduled meeting of August 23, 2017 at City Hall, 1880 Main Street. PRESENT: Mayor Jeff Paar Council Member Russ Koski Council Member D. Love Council Member Matt Montain N A P p r o v e Council Member Steve King ABSENT: None STAFF: City Attorney Kurt Glaser City Engineer Mark Statz P.W. Director Paul Palm COCIL MEETING I. CALL TO ORDER Mayor Paar called to order 6:30 p.m. H. PLEDGE OF ALLEGIANCE III. SET AGENDA Mayor Paar added Checks 431288-31298 and stating that Check #F3125 ' would be voided once received back from Health Partners due to U.S. Postal Service damage under Consent Item #1, slight modifications had been made to the minutes since they were received via email, Interim City Management information was provided this evening along with Res. #17-OXX — Appointments under New Business. Item #7, Clearwater Creek Estates Letter of Credit Reduction from$27,000 to$10,000 under New Business. ® Council Member Love, seconded by Council mber Montain to Aggr e the set a with the Above Stated Amendments. All in favor. Motion carried. W. APPOINTMENTS/PRESENTATIONS None. V. PUBLIC HEARING City of Centerville Council Meeting August 23,2017 VI. APPROVAL OF THE MINUTES 1. July 12,2017 City Council Meeting Minutes Mayor Paar requestedon Pagef 9 it refer to police cars rather than cards and Council Member Koski stated that he made the comment on Page 7 of 9 "a worksession involving RCWD,Army Corp. °, etc."rather than Council Motion b Council Member ® sMember Sub ii M Minutes with the Above Referenced Amendments. Allinfavor. Motionearried. 2. July 26,2017 City CouncilMinutes Mayor Paar stated that the minutes were unavailable. 3. August 9,2017 City Councils Mayor Paar stated that the minutes were unavailable. - V111. CONSENT AGENDA 1. City of Centerville August 10,2017 through August 23,2017 Claims (Check 31287 ,& (Check 1113128. 3 7 C if,,31,254 W11( I,,oid Once.Recehw Beek mn i"'&", arears°dire "o li.& .Postid Set ce Danserge a. Missed Checks from August 9,2017 Meeting(Check#31248 &31249) 2. Centennial Lakes Police Claims through August 17,2017(Check#11562-11584) 3. #7933-7940) w/Payroll Check#7928-7932 4. Proclamation Res. - -Domestic . Proclamation17-23,2017 ` Proclamation—Monday, tember 7 2017 Century College Day In Centerville • (10/l/2017-9/30/2018) 8. Encroachment Agreements: 1915 & 1805 Partridge Place—Fence& 7044 Eagle Trail—Water Accessory Structure 9. Anoka County—Final Payment, Centerville Road(Was Being Held) 10. Special Event Permit Application—Road Closure,Fox Run to Shad Avenue August 26,2017 from 5:00 Midnight ' Pay Requesti Valley Paving—2017 Mill& Overlay Project • Acceptance of Administrative MayorReimbursement Paar provided an opportunityO to add additional items or remove items odiscussion. City of Centerville Council Meefing Minutes August 23,2017 Council Member Montain desired to remove Item #9 and Council Member Love desired to remove It #12 Motion by Council Member Kin& seconded by Council Member Love ,to ,ppjLrove.,the Consent A&Mda Items#1-8 & 10-11 as Presented. All in favor. Motion carried. Council Member Montain stated that this payment binges on work not be completed to certain standards, being promised that this would be fixed, being held accountable and protecting the City's/citizens interest with tax dollars. Engineer Statz stated that the City's portion of the road work completed on Centerville did not include the area that Council Member Montain desire to withhold payment. He stated that the project that the City was associated with ended at Dupre Road. Council Member Montain stated that it was a project that affected residents along Centerville Road and the residents were not happy with the project initially. They brought their frustrations to the City right away and requested assistance at the initial time of the work being complete& Lengthy discussion ensued with comments being made that the Council desired to continue the working relationshiined in an email received by the City Clerk stated that the County would complete lower of a pipe located near the end of Council Member Montain's driveway by the end of the year was enough leverage to hold them to completing the work and was a Y2of a foot sufficient for appropriate drainage in the area, the ability to hold an amount to complete the work ($10,000) if the County failed to do so, the problem existing for two (2) and a half years and showing good faith on the City's part by releasing a portion of the final payment. er Kosld to Make Final in the Amount of S46 837.14 1, ® Such Time as the Lower Road is carried. Staff was requested to forward a letter along with the check stating the position of the City regarding the retainage and the City's desire to continue its working relationship with the County. Council Member Love thanked Mr. Roberts for his contributions to the City during his interriship along with Council Member Koski and Mayor Paar. Mayor Paar stated that so many times Council approves proclamations out reading them or sharing important relationships/supporting causes that improve the community. He took several moments and read proclamations regarding Domestic Violence, Constitution Week and Century College. Page 3 of 7 City of Centerville Council Meeting Minutes August 23,2017 Council Member Montain to Forward Mr. Roberts' Documentation to MCMA RA"luestin Reimbursement. All in favor. Motion canied. VI. OLD BUSINESS 1. 2017 Fee Schedule Revised Attorney Glaser stated that language has been modified for unassessed sewer and water services to "water/sewer lateral benefit fee" and electrical fees for solar systems was included per the recommendation of both Mr. Davson of whom provide the City with contracted electrical inspections. Building Official Palzer stated that the City currently has two (2)homes in town that have solar systems with a potential for additional residential/commercial properties to take advantage of this type of power. talon b o.r :Pear seconds . .b ConnciMember Love to Ado Ordinance #84 Second Series 2017 Fee Schedule asPresented. All in favor. '.Motion carried. VH. NEW BUSINESS 1. Centennial Latkes Police Department 2018 Budget Attorney Glaser stated that both the Centennial Lakes Police Department and Centennial Fire District budgets that are being proposed have zero increase. Mayor Paar stated that he and Council Member Love attend the Centennial Lakes Police Steering Committee meetings and Council Member King and himself attend the Centennial Fire District Steering Committee meetings. Mayor Paar reported that of Co an is very aware of City's tight budget restraints, anticipates a decrease for the City of Centerville within the next three years and that the makeup of the Joint Powers Agreement that governs the formula charged back to City's is based on calls and population. Motion Council Member L2M seconded by,Coun Member Montain to 2018 Centennial Lakes Police Motion carried. Mayor Paar thanked the Department for their work. 2. Centennial Fire District 2018 Budget Mayor Paar stated that Chief Lundstrom is also aware of the City's tight budget restraints and he stated that there is a proposed 0% increase in the budget from 2017. Mayor Paar stated that the funding formula for member cities is similar to the Police JPA. He stated that during 2017 decisions were made to decrease response to calls of a certain nature as, they were no longer Page 4 of 7 City of Centcrvills Council Meeting Minums August 23,2017 deemed emergency which allowed for funding to be utilized in other areas. He stated that Chief Lundstrom desires to discuss the use of duty crews allowing for guaranteed day time responders, retaining firefighters, replacing gear and obtaining additional grants. He also continues to consider working collabomfively with other local agencies. Mayor Paar stated that of Ltrom is concerned about morale; however there is a great deal of pride in the members and you can tell that by the clean equipment,buildings, etc. mber KojkLILARRE21LAe Centennial Fire District 2018 B 3. Hiring of Cleaning Services for City Hall & P.W. @ $12.00/hr Not to Exceed 10 hrs./Two Weeks Mayor Paar stated that Mr. Solheid resigned his position to take care of his ailing if . City Attorney Glaser stated that this position at this rate would be cost neutral and would no affect the budget. Motion Member Montain to Anthor`z Jtwo Weeks. Additional discussion ensued regarding the potential for a candidate if they desired to not only fill the position of Janitor but Part-Time, Temporary Office Assistant, concern for taking away fi-orn duties of each position, potential for an individual to apply for both positions and the need for keeping duties and responsibilities separated and the Janitorial position being on a regular basis where the Part-Time Office Assistant is a temporary position. All in r® Motion canded. 4. City Administration Hiring Process Mayor Paar stated that Administrator Ericson refired from his position of City Administrator affective August 18, 2017 and Council would be discussing additional items associated with that separation at the Closed Executive Session. City Attorney Glaser stated that Staff is seeking Council direction regarding the hiring process, salary range, posting for the position, processes to allow for anonymity of those who are not selected for an interview, etc. He also stated that the Personnel Board could collect resumes, honor candidates desires to rernain confidential, rate candidates and narrow the field assisting Council in their decision making process. Lengthy discussion took place regarding the hiring of an Interim City Administrator, candidates and compensation; hiring of a Temporary Office Assistant; setting the pay scale for the City Administrator position of $90,000 to $110,000 and later discussing processes for applicants rating and interview selection associated with the hiring for the City Administrator position. Page 5 of 7 City of Centerville Council ing Minutes August 23,2017 Motion or Pear seconded , Council Member IF.. w to Table this Item o the n carried. Gro Part-Time c ice Assistance Notion by Council Member Montain seconded by Council Member Love e to Authorize the assistant of a Rate Not to Exceed , 1 Presented.. iii. favor. :Motioncartied. 5. Interim i Management tlo o icil c :l o Seco i lc l� o ember Kosld to hiAre a ious Q11.,Administrators Larson as the : nte. .m 11i r Adnfluistrator. All . favor. Rotion c ro� ro ® Letter of Credit Reduction City ttorney Glaser reported that the City received a request for Letter of Credit reduction Mr. reports that the development remaining currentlyt Letter of Credit expires on August 27, . Hanzal agree that it could be reduced to $10,000 as Staff recommends. Motion_ Council Member Mogjgj!h seconded,,,bl Council Member Love to Reduce the Current Letter of Credit for Clearwater 8. Employment Agreement—Interim City Administrator Dallas Larson GlaserAttorney 's agreement with the City of Oak GroveP a base wage of$50/hr with an additional benefit of$12/fir and an employee at-will along with contractual language. He stated at A&. Larson has no desire to worka on regular basis but if needed1 receive advanceapproval. Attorney Glaser would contact Mr. Larson the followingstart as early as the following 6qL,.hy! gncil c ,,,. , ,1 Mo t,,,,,,,,,,,,n„�„° ui l o mcau1ll c lei os.1 i to �°o tlic ,, ,,, .......... mInte rim Cid . nmiii.i.stlr° tolr :Illi to est , oo moot Atli liedModifications. in ................................................,m,,` favor. Motion Carried. 5. a. Res. 17-013 —Appointments for 2017 Attorney Glaser stated t of Administrator Ericson and the hiring of Interim City t r Larson namescr need to be modifiedt the bank for banking transactions. Page 6 of 7 City of Centemille Council Meeting Minutm August 23,2017 Motion hil:ouncil Member ® seconded by Mayor Paar to A t Res. #17-013 — A jppointments for 2017 with the %clusion of Interim C111 Administrator Dallas Larson as presented. All in favor. Motion carried. X. COUNCIL.LEGAL ANNOUNCEMENT Mayor Paar reported that he and Building Official Palzer met with Mr. Brian Bourassa from WSB regarding the Comp. Plan, and discussed progress to date. W. Bourassa stated that WSB would be on hand at Council's it meeting in September to give an update. Mayor Paar also reported that he had met with Administrative staff regarding the budget and server upgrades along with cable upgrades. Mayor Pau recessed the regularly scheduled City Council meeting to Closed Executive Session at 8:53 p.m. XIL ADJOURNMENT Motion, by, C uncil Member Montain. seconded bj Council Member Koski to Ad*oum theLRe-nudlarly Scheduled if A uwast 23. 2017 at p.ro. All in favor. Motion carried. ....................... Respectfully submitted by Teresa Bender,City Clerk Page 7 of 7 CITY OF CENTERVILLE W27117 2:34 PM Page 1 Check Detail -January 11, 2017 - Update Check Date Check# Vender IName Comments Ammit.imid ........................................................................................................................................................... 9/2.7/20:17 03:13&J All ILSS-11EAM P.R. IP140INE...SERVICES"n IIIRU g-22....17 q=h Nbr H1H Ali; 912.71201.7 3:31:365 0:ATER IFI' IF'&WHIE'lE.11L All IGN.. 2015 -35(K)11--LID., - DUMII:)CHEV W.".'IAIRS $.101D.,00 9/271:2017 031365 CENTER FRAMIE&WHIEEL All:IIGN.. 2.005 2500 4X4 REPAIRS 9/27/201.7 03:1.366 G1EN11::.::RA1L REPAIR SERVICIE:" II PAR'S 11 T.IFr ST 'n.OIN 2 OR ' 9/27/2017" 031367 SIE.01JR.11TY Co.N'TRO1 SYSTEMS,INC.. SERV1(.',IE.. LAD -C1111E.CKAILARM SYf-.;Tr.M 9/2.7/20:17 031368 941U111RER HOMES 16 D92 .1654 HIIJIN'T'll:IRS WIDGE UN F RO IRELEASIE" QL&A N.Nz Q2112M &r nnn nn 9/2-712017 03:1,369 SUIN 11 WE TIN.W., PAUSN CECOMPANY I...'IFE INS.-OCT.,20:1.7 $51.17 912712017 0313ER SWIM 11 11IFE:INSURANCE ampAimy DIII.A1311 IFTY.IIHMS-(::)CT,20.1.7 $9.46 r tW)Al hoo's NDS 92,11"J"00 So 1;;11.'E.F 1� 11RAIN r11.11: MINH K................................................................................................................................................. 9/2..7/20.1.7 031.370 rA",rA. ADMINISTRA'MN IFII:..:,B -001BRA SIERV'n im 11-1-47'mku $10.,010 9/2..7/20..1.7 031:370 TA S,C IFS ADIKIIHMISSM"ll"10IN 11111::.S 11-1-17 111RU 1.0...31..18 0"0 Total checks$6,453.44 CITY OF nnm nnm nnm SPECIAL Rease read information on applying for Special Event Permitcompleting i application. Please mindful eassociated it r request. r all questions (pleaseprint). Write N/A Applicable)where appropriate. enlix,.,u- illlle I.,�ai,ons � en�iteninial:II'iin" m1"' me 'w aim�� ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, .....,...u...., .u., ...................................................................................................... Sponsoring Organization Name of Applicant or Contact Person f�5:II...J'�°�'°�.,.i 554 Address i ip) Phone Number it . .swe d. .,IK , orneast.nett Email Address: LUxr y.sweeneyjr@comcasLnqt Type of Event: RunMalk . Planned Demonstration 6)Fundraiser Block Ceremony OCelebration Parade OConcert 00ther Street it October 21 st, 2017 2co cEvent Hours —20m---h—m Date of Event Anticipated (Nairne air,Title of Event: .Firehouse Chili Cook-off Location and Description of Event: (List any city pans,streets,trails or facilities to be used and/or blocked-off during the event) Ccntcrville C. 1-11al . .l. ............................. ..............................................................................................................................,.........................m......................................................................................................,� Firlot.. ill be lefto en for c cr3renc usa. c. NOTE: No permanent markings of route allowed on any streets, sidewalks, or trails in the City of Centerville. 1) Are policeneeded to provi ervice the event(traffic control, security, barricading , and equipment, .) o TAV'use of a. Police c .0 Police Traffic Control Barricades Cones 0 Barricades 0 Picnic Tables (@ ParksOnly) .0 r diagram of the event must be provided. Looking rroutes/direction travel, locations restrooms, serving (food and alcohol), stages, fencing . J., 3 alcohol is being served, copy of current -s i license vi Insurance 'Ir The City ill requires In events to obtain insurance prior to approval. The following events include parades and/or other mobile events utilizing City of Centerville streets, events open to the public with a large , City staff, or any otherby the City of Centerville. As a condition i i Ila and maintaininsurance, is Includes i f Centerville as named insured or addiflonal Insured. : Listing the City as the Certificate Holder does not mean the City is an additional insured. It must state in the descriptiono the City(or if listed as Certificateolder) is an additional insured. If alcohol is being , the entityin he alcohol must providei Liquor Liability Insurance and listing a City of Centervillen additional insured. Certificate of Insurance i n li tin. [:]This insurance ill need to providelevel of coverage that the City 'll i to be necessary andunder the circumstances. ❑For certain events the City may require simple proof of insur Is insurance required (as determined by City staff): I I Yes ___[]_.No Terrance eeney eneyJR 9/24/17 Signature: Onto:2D17.09.2419:18:53-05'0d' ate: Return this form to: City of Centerville 1880 Main Street Centerville,MN 55038 *Please note that there are fees associated with the use of the City's parks(Deposit,User Fee,Etc.) *!f you would lake your event published on the City's website or Reader rd? Please indicate: 21 Yes No Please note,it must meet the City's criteria as below: I. information related to Cfty business or other government agencies 2. Requests from Centennial School District 12 3. 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ANY OFFICN"RwY RI I SNE CN..'6NNN U WN SII ICU ,,, I N'�dkNNYrIIN,'ita,N'Np l NN ( nun a �I „ " f-AFI WIIG� JI ,. _. mealN',Imnla�r U m� L A'N'UG WN N1w mla m µ° ,,,,, n nnl N.DISEASE IN7"�'Yi Uti r II;TW „ nry nwmmmmm�mm VIII n, nm „ m IIIIIII II MII m .... ......r��.....��...........nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn.nnnnnn.nnn..... w,,,�.. ......,°,°°n,n.°.°non°n �� ,,, ,,,,,,mn„°��°� nnnnnnnnnn��nnnnnn nnnnn„ ..m..n m UNIIIN, I 'llrnW�I0F OPSIllILA” MS0VENIICLES PlumbACNYAD"1091. UdIgo*IRwn4vk0i,: *dWe,IUNiurnorsF*.*,hsvo*fla^aNy Provisions of the policy apply to the named insureds participation In the following activity during the policy period shown above:Chili Cook-Off City of Centerville is included as an Additional Insured(s),but only with respect to General Llabl®ty arting out of Bre issuance of permlt(e)to the bared shown above and not out of the sole negligence of said additional Insured. PROVISIONS OF THE POLICY DO NOT APPLY TO THE SALE OR SERVING OF ALCOHOLIC BEVERAGES IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIImllllllllllllllIIIIIIIllllllllllllllllllmllmllllllllllll—mllllm.....lm .................................................................................................................................................................... nnllllllllllllllllllllllIIIII,IIIIIIIIIIIIIIIIIIIIIIIIIIIIIII ...................................mlmml—...............n ......................................................................................................................................... ull—......... CERImFI TSIILDIIIIIR CANCELLATION lllnlllllllll ......................... City of Centerville SHOLIILIID ANY OF"E10t'E4��AISOV I �Dti1 CI '�S'EID F'Dl ACIES IEE,CART If ELED IEIIEIIFORE IDAT THE II City)Main Street I'XIMIlRKINI IE,, 111HI"IRF�IW:, IISiDII'l!DE l DIE IDIE.LIYiE'RE-III 1114 Centerville Minnesota 55038 A'C�C"ORIIII�ANC1IF'RUITIII"'[ME' E, ,"'Y PROVISIONS, IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIIIIWm+nnIllnlnllllmumuwmnumummm�mnummmm�mllllllllrvlllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll�IIIIIIIIIIIIInIIIIIIIIIIIIIIIIIIIIIIIInIIInIIImm�llllnnlllllllllllllllllllllllllllllllllllllllllllll III Ami"U'J''NNIN'ENIIIn I�NY^IYpIIIII,INIC "I"� I"III'hNi .................... m.......... unllllw�mm n.............. ... ........—.Milo......llmxnmwwm.................................................................................llln............................. ............11.......... 10 IIm ,Eon g fg ACORO ilIllilR 011llll IITIOI IRnIIIIAIIIIIIfLjg Illiu4 !sle 'a!d III AC RD 25 E10105ACORID name amid loge alre vsgistamd atarks Of.AOORO i i��*�A� �a � '� t°� �^� , 880."dV'tain MH'("f r ti� r, "off��:�:�03� t 'fil00000 o oiwmnmuuuHmmmwnnwioiiwwmniw000w�mmo 0000000000000000000000000000iurnmoi i �mmuu�mm September 7, 2017 Memo to Council Re. Historical Artifacts You are aware that the Dupre family has supplied the City with numerous historical artifacts. The city applied for and received approval of a grant to assist in administering a historic preservation effort. While some expenses have been incurred,no funds have yet been drawn from the grant. The Dupre family brought in a pt/agreement that would allow them to withdraw items from the collection up to three generations forward up to 2117. With the very small staff, I wonder if the city has the capacity to preserve,monitor, store and display these artifacts,much less to be able to assure that an item can be produced for withdrawal,perhaps decades into the future. I recommend that the receipt agreement not be approved in the present form. While the items are historically important,there are no items that would be considered extremely rare and high value. If the family wants a window of time to change their minds on any of the donated items,the time should be limited to a few years,no more than five to ten years. I have asked the Anoka County Historical Society if they would consider holding this collection for Centerville until the city has a place to display them. While the time is uncertain,they have better capacity to preserve the items and may have the capability to display some of the items in the meantime. Dallas Larson, Interim Administrator MINNESOTA HISTORICAL SOCIETY GRANTS OFFICE 30 KELLOGG BOULEVARD WEST SAINT PAUL,MINNESOTA 55102 MINNESOTA HISTORICAL AND CULTURAL HERITAGE GRANT AGREEMENT City of Centerville(hereafter called the Grantee)hereby signifies its acceptance of a state grant in thea out of$5977 from the Arts and Cultural Heritage Fund through the Minnesota Historical Society(hereafter called the Society),in accordance with the guidelines for the Society's Historical and Cultural Heritage Grants Program.The grant Is limited to the following project:Wlections Inventory and Cataloging(MHS Grant Number:1612;-20388)as described in the Grantee's grant application. All grant activities must occur between the project start date and completion date.The start date wilt be 3/1/2017.This grant will conclude 311/2019.This Project Completion Date is the date by which all project work must be completed. The Grantee agrees to administer the grant in compliance with the following provisions: 1. ASSURANCES a. The Grantee agrees that this project will be administered and conducted in accordance with Minn.Stat. 16B.98 for Grants Management. b. The Grantee must follow Minn.Stat Chap. 177.41-44 regarding prevailing wage rates and contracts and corresponding Rules 5200.1000 to 5200.1120. c. The Grantee agrees that this project will be administered and conducted in accordance with the Secretary of the Interior's Standards far Archeology and Historic Preservaltion(as published in the Federal Register of September 29, 1983),the Guidelines for History/Architecture Projects in Minnesota(October 2010),and the SHPO Manual for Archaeological Prqiects in Minnesota(July 2005). d. The Grantee agrees that or will be carried out by project personnel who meet the Secretary of the Interior's Professional Qualifications Standards(as published in the Federal Register of September 29; 1983). e,, Pursuant to 2013 Minnesota Laws,Chapter 137,Article 4,Section 2,Subdivision 5,the Grantee must give consideration to Conservation Corps Minnesota and Nort hem Bedrock Historic Preservation Corps,or an organization carrying out similarwork. it f. The Grantee ill acknowledge the support of the Societyin materials produced and in programs.or presentations financlaRy supported by the Society.If Intellectua I property is created,the partiesill discuss the allocation of ownershipn use rights. g. Copyright to copyrightable materials,including computer software,shall vest in the Grantee with a non-transferable royalty-free license to the Society for its non-commercial use.The.Grantee shall grant the Society an option to license any such material(s)it wishes to develop for commercial purposes on terms and conditions,including a royalty,as the parties hereto agree in a subsequent writing. h. Except for(a)the above limitation,(b)the Grantee's right to control publication of its own research results,(c)patented and patent-pending property and (d)the Grantee's confidential information,the Society will have the free, irrevocable,non-exclusive unlimited right to use any research results collected j by the Grantee for any purpose. I� i 2. FINAL REPORTS AND PROJECT PRODUCTS a. The final report and prosect products are due within 30 days after the project completion date. b. The final report must be completed electronically in the Minnesota Historical Society's Grants Portal(https:/hnnhs.fluxx.io). ' I c. The Final Products)to be uploaded with the final report are:Sample entries from collections database and narrative of work completed. 3. COST PRINCIPLES AND LIMITATIONS i i . Only the items set forth in the Approved Project Budget(see Attachment A) may be,charged against the grant project. b. Any project expense not`specifically approved in the Approved Project Budget will not be allowed except upon written request by the Grantee and written approval by the Society. c. Changes in the Approved Project Budget may not exceed twenty(20)percent of the Approved Project Budget.Changes that occur after the project begins which exceed twenty(20)percent will not be allowed except upon written request by the Grantee and written approval by the Society. d. Changes in the Project Completion Date will not be allowed except upon written request by the Grantee and written approval by the Society. e. All work will conform to the Secretary of the Interior's Standards as outlined in the approved Scope of Work Form.Any change to the Scope of Work Form after it is approved must be requestedin writing and approved by the Grants Office, . No grant funds may be used to pay Indirect costs,commonly referred to as overhead. SERVICES4. PROCEDURES FOR CONTRACTING ! servicesa. Any n materials that are expected cost t undergo r l notice andbidding s . b. Any services and/or materials that are expected to cost between$10,000 $1.9.999 must be scoped out In writing and offered to a minimum of three(3) bidders. c. Any servicesand/or materials that are expected to cost between$5,000 and must be competitively based on a minimumof three( )verbal quotas. d. Support documentation of the procurement process utilized to contract services and/or materla Is must be maintainedthe grantee and are subject to examination by MinnesotaHistorical Society,l esi n to representatives,or any applicable agencyof the State of Minnesotafora minimum of six )years from rvl date of the Final Report. 5. MAINTAINING GRANT RECORDS FOR AUDIT The Grantee must maintain records and accounts consistent with generally accepted accounting principles,and to provide for such fiscal control as is necessary to assure the proper disbursing of and accounting for grant funds.The Grantee must maintain records and accounts(including documentation of the procurement process)for this project on file for a minimum of six(6)years after apprml of the Final Report. b. The Grantee agrees to maintain records to document any matching funds claimed as part of the project.The Grantee further agrees to secure reasonable written proof of the value of Staff or Volunteer Labor,and for Donated Materials contributed to the project. c. The Grantee agrees that accounts and supporting documents relating to project expenditures will be adequate to permit an accurate and expeditious audit.An audit may be made at any time by the Society, sl representatives, any applicable agency of the State of Minnesota. 6. T OF SUPPORT a. For restoration/preservation grant projects,the Grantee agrees to post a sign during project workstating: is project has beenfinanced in part with funds provided by the State of Minnesota from the Arts and Cultural Heritage Fund through the MinnesotaHistorical Society. b. All publicity releases,informational brochures,and-public reports relating to an approved grant project shall contain an acknowledgment as follows:This publication was made possible in part by the people of Minnesota through a grant funded by an appropriation to the Minnesota Historical Society from the Minnesota Arts and Cultural Heritage Fund.Any views,findings, opinions, conclusions or recommendations expressed in this publication are those of the authors and do not necessarily represent those of the State of Minnesota, the Minnesota Historical Society, or the Minnesota Historic Resources Advisory Committee. 7. HOLD HARMLESS a. The Grantee agrees to hold the Society harmless from any loss,damage,or expense--including reasonable attorneys'fees and other costs of defense— arising as the result of any claim,action,complaint,or discrimination ! proceeding,or litigation of any kind whatsoever,directly or indirectly brought about as a result of the funded project;or, b. Each party will be responsible for its own acts and behavior and the results thereof.The State's liabil€ty Is governed by the Minnesota Tort Claims Act, Minn.Stat.Sec.3.736 and other applicable law. R. MODIFICATION No person or body other than the Society is authorized to modify any of the terms of this agreement,including•4he scope of performance and cost limitations herein established.The Society shall not be liable for any costs incurred y the Grantee, which are not in conformance with the terms of this agreement. 9. NONDISCRIMINATION a. The Grantee agrees that In hiringcommon or skilled labor for the performance of any work on the grantthat no contractor,material supplier or vendor shall,by reason of race,creed,color religion, national origin, sex, marital status,status with regard u li assistance, i r activity in a local c issi n, disability,sexual orientation,or age,discriminate against any person or persons who arecitizens of the United States,or resident aliens,who areI it Ie to perform the work to whichthe employment relates. b. The Grantee agrees no contractor,material supplier or venclorshall,in any manner,discriminate against,or Intimidate,or prevent the l any person r persons Identified In the precedingparagraph, r on being hired, j prevent or conspire to prevent,the person or persons from the performance of work under any contract pn account of race,creed,color,religion, national origin,sex, marital status,status with regard u lic assistance,membership or activity in a local commission,disability, i orientation,or age. 10. DISALLOWANCES Any cost paid for with grant funds which is subsequently found to be disallowable under audit shall be refunded to the Society by the Grantee. 11, CANCELLATION The Society may withhold,cancel,or revoke in whole or in part the grant amount if it determines that the Grantee has materially breached any term or condition of this agreement.Grantees will be given a 30-day notice. In lieu of cancellation, Grantees may be given proposed remedies to ensure successful completion of the project. In dddition,both partiesa utu i agree to cancel the agreement if they eter Ine that the project will not produce beneficial results commensurate with further expenditure of funds or because of circumstarices beyond the control of either party.In the event of cancellation,the Society y withhold proceeds of the Grant;demand that the Grantee return any already disbursed s to the Finance Commissioner,an seek any additional legal orequitable remed (i s). Finally,the Grantee hereby acknowledges that the proceeds of the Gra.nt are being financed In part with fundsprovided the State of Minnesota andadministe through the Society, n r 2013 Minnesota ,Chapter 137,Article 4, Section ,Subdivision ,the funding ill be canceled to the extent a court determines that the appropriation, r portion thereof,unconstitutionally substitutes for a traditional Source of funding. 12. SPECIAL CONDITIONS The Society may require special conditions to ensure that the project meets applicable standards.Conditions must be worked sequentially as listed below. a. Grantee must submit names of vendor(s)to the Grants Office for review. b. Grantee must submit documentation of the Culturally Sensitive Objects held in the collections.Documentation includes a description of the items and the organization's plan for consulting with the culturally affiliated or descendant communities(if applicable).See the grant guidelines for more information: http://www.mnhs.oVegacy/grants/docs—pdfs/M HCHG_M a n ual—FY2D16- 2017.pdf. j Certification: We have read the above agreement and agree to abide by all of its provisions. Upon execution, this Agreement controls all activities during the project period. IN WITNESS WHEREOF,the parties have caused this Agreement to be duly executed on the f clate(s) indicated below intending to be bound thereby. Signatures: G FF&Ject Director rDate 1 I uthorized Officer Date l "Tl"V QWEN"I"V MINNESOTA ESOTA IIVII,'�= UUIIIUiw�°,Vll�S I� U�"Ill"''Ilii. I°lerlt ge$:'Ireservatlian Department Mlinnesota II1,11storlcal&Cultm,mirai l IIV-levtt giii!u ilSm°rimints Approved u et Grantee. i Centerville MHS Grant N. 2612-20388 Project: l B s Inventory and Cataloging Budget Item(s), Budget Item Grant Amt Grant Amt Match: Match: Totai Requested Recommended Cash In-Kind Match ell Laptop to _ Exclusively Run Ile '�$850 ;`'$850 `$0 ion : Software P 'Archival Boxes '•$380 i'$380 ,Et afoam 'I 182 ';$182 j n Acid Free Tissue $6 .$0 -Artifact Tags US •,$40 ;'$40 -$0 .Para fold 8-72 for Labeling Museum $10 ;$10 f• .$0 .Objects Budget It rant t tMatch. C : I Requested Recommended 5 In-Kind Match ,Nitrite I 1 e• St Perfect .a Multimedia ! Module Past Perfect First $276 $276 $0 Year Support k; - z Past Perfect 5.0 • $696 ,$696 $0 1 Institutions! Membership '! it American Association for ;1$0 State and Local History Off-site Work to ; include Document a Preparation and $600 $600 $0 Finalization of Project Inventory and 'Cataloging Work ;•$2''� ;$2,500 i (approximately 50-; ,+ !, ;� 0 60 items Q$60.00) a' Total::$5,977 :$5,977 (1$0 ; $0 :i$0 2017 Cfty of Centerville Historical Cataloging and Documentation Grant Project: Vendor Named Rose Kubiatowicz Company:Have Gloves VAII Travel,LLC Contact.651-208-6480,Iqs_e_ku_b_I@_eairthrInk.net Welbsite:h9p -:awww..ha e lovescom Acces!ilowi: 2017.01, ............. GIFT AGREEE,�,MENT 102 110 BE MMPLEFEBY DDOM '„.. I(we)own 11:11F-ie materials desm. 1bed on the reverse and attached page.s, and voluntarily give them to Owe City of Centerville as a d0notion. It Is disdinctly iiinderstooid-that the 1purpose w,iiid linwl of this gift Is to trans- fer aurid SrI a I I such urights.,title,and interest(f or example lir perty rights,and ClOpyr1lights)i(we) possess i in these materials-to the City of Centeiii-ville with the Conditions#1 and 92 noted bel 'w. Aiftifisch givenvV111111 be added to the City of CenteirvIII11Ws l-ilstorlical coHections:W The piu°eserved,exhibited and used to honor Center ville"s i Mistoily aind Itisillitase Daii(�)iiiiiint please) Adidirms 6:q jk.�� SM19 ............ .......... ..H3........................... ............... .......................... �Donloes estimate of value............................................... (For lin6vidual Item vals.tes ;ee line items.) Name as it should appear In a CIMDi r I I'Mill,if d"ile Items aim exhibited oiiir PlUhk,slied. .......................... .................................11 ....................................................................... . A....................... ..................... ................................ t ��)atq....................... ed www , jr 1?�1111 E iCitl PLE1 Eli)BY'I HE CITY 10II CEM 1111111he Oty lot Centerville gmtefully al=pb the dionstdione a FoElawlng condfflons.111, g��ndfflo�nfl: it Is the Intent of the donors that the artifacts or materials listed In this Agreement remain In the aistody of the City of Centerville. The City will comply with the dono wishes to 1) not dispose of,2) transferto another museum or institution,3)sell,4)trade or 5)destroy any of the donated artifacts or ma- terials listed Inthis Agreement. Further,if the City no longer wishes to retain ownership of any of the donat- ed artifacts,the City will make a good faith effort to contact and return the unwanted items to the donors, their heirs or representatives. [Exception to Condition#1:See Addendum A) Qnd jlqn_#2: Upon written request,the City of Centerville will relinquish ownership and return any of the donated artifacts or materials listed in this Agreement to the donors,their heirs or representatives. Artifacts will be not be released unless the request is accompanied by armotarized statement containing 1)relation- ship of the requestor tot Dupre family,2)a detailed description of tea a is to be returned and 3) the written permission of all donors listed on this Agreement,their heirs or representatives. This condition wIll be In effect for three generations and will expire on January 1, 2117. The internal Revenue Service requires the City of Centerville to notify the donors that the City provided no goods or services In return for this gift. It is the responsibility of the donors, not the City of Centerville to estabII sh the value of the gift. The I of Centerville igni,atiefully acjkij--jroWedgers ire irecellPt�of thft e Fs described oiiiilitll,ils agii-ei,.,6,iiment- We sinc* ly thaiii-tic you fiw tthli,,flding of us aind for helljplinj; use Iiin ouir effort"to mlledi.,�pireserve and publlsll--i irnateiiiiales Itti ire coiii,-'d the,111stoi v of the Cit Tf Cerrteii;XlMe aiii,td Its people. [)ate ........................I.............. uuty Ad m1iiiiiistiiwtaiii,fir!,the City ofCanteliville ADDITIONAL DONOR 9 Phc r .. 1111rluuir(print �m , ! A .......ti ...��......._.m.... .w. . �... .............mm�� . .�m,,, � wap � �p p� ;g u�; ,,�N�µ�m�. -:w�m .. ati . 'rn 4 ,,.. n ,1,' i .. ..o. Phonea wry ad 'nS Po N " 4 m�W �1 v' 1 Donor(print pleased „.mm _mm,,,,,,,.,,. Address.� ��, �, �"��k�.. 1.�� J��. mm. ....._............._. Address, �W � m � w�� .�� .. � 'out � StateZip_r"rJ� m Address atv --th/Lo OD- State- � Zip-,4j2-1410 Phone: Email Donor II�JUIIY°I@Tt please)� � �,,, �...,...�_�_. iu ir" a,iw "'�� '� m, ��.. IC. Ill y-wor Q(Iprin't please) Iddress �, ,,,,. ........... �., .. .., ,n.,, Stag 'i ,�� „� Ili ;ail A °i . I I I10NALD Address .�� .. I state: . w ,. waii,,- ,liiMit Ilf please) � � ... ISI �� st Ute l'u 'lu mm, w Donor(print please) Addreu staw �� '4 Donor(print ply gt i ' ' Address u . .,S state,�.. III', ��.� ii�iioriq 51 3 oXq161 o�iiIIII ul � �� qitt C I� Donor Iprlii t Iple Addressy I �-1- ZIP .............................. III IDuIL'�oiorj�4k i ��, .......... Donor(print i stutq�m----------- w zl�p��. 10ho e Donor(1print please) Address �� eI V IF State Eiiin all Vell i.1, o1w ;np.......... .....................111.1VAIE111111411.................................... MCNAMPWIM ADi "*SEN 1)U M A A City of Centerville Heritage Preservation Commission is In the process of being created to help the City of Centerville With its overall historic preservation goals. These goals Include supporting the pro- tection of the citys heritage by preserving,protecting,conserving, and wisely using the significant his- torical, cultural,architectural,or archaeological objects,structures, buildings,sites in the city. In conjunction with the Commission, the it of Centerville is looking forward to and intends to pro- mote the creation and devefopment of a Centerville area historical society and museum,to preserve and interpret the history of Centerville through collections,events,exhibits and programs. We,the donors, have been made aware of and understand the CKys intent to create a Heritage Preservation Commission and the Citys support of the creadon of an area historical society. 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