HomeMy WebLinkAboutEDA AGN 05-02-16CH COLUMBIA
HEIGHTS
ECONOMIC DEVELOPMENT AUTHORITY AGENDA
May 2, 2016
6:30 pm
1. Call to Order
2. Roll Call
3. Pledge of Allegiance
City Hall
Conference Room 1
590 40th Avenue NE
Columbia Heights, MN 55421
CONSENT AGENDA
4. Approve minutes of April 4, 2016
5. Approve Financial Report and Payment of Bills for March, 2016— Resolution 2016 -09
Motion: Move to approve Consent Agenda as presented.
BUSINESS ITEMS
6. Dismissal or Approval of the EDA's Right of Reverter for the real property located at
4303 Reservoir Boulevard NE, Columbia Heights, MN — Resolution 2016 -10
Option #1:
Motion: Move to waive the reading of Resolution 2016 -10, there being ample copies
available to the public.
Motion: Move to dismiss Resolution 2016 -10.
Option #2:
Motion: Move to waive the reading of Resolution 2016 -10, there being ample copies
available to the public.
Motion: Move to approve Resolution 2016 -10, a resolution approving the EDA's right of
reverter for the parcel 4303 Reservoir Boulevard NE in the City -Wide scattered site
housing tax increment financing district.
7. Adoption of Minnesota General Records Retention Schedule for Cities— Resolution
2016 -11
Motion: Move to waive the reading of Resolution 2016 -11, there being ample copies
available to the public.
Motion: Move to adopt Resolution 2016 -11, Resolution Adopting the General Records
Retention Schedule for Minnesota Cities.
OTHER BUSINESS
8. Adjourn
The next regular EDA meeting will be June 6, 2016 at City Hall
RESOLUTION NO. 2016 -09
A Resolution of the Economic Development Authority of Columbia Heights, Minnesota, Approving the
Financial Statements for the Month of March, 2016 and the Payment of the Bills for the Month of March,
2016.
WHEREAS, the Columbia Heights Economic Development Authority (EDA) is required by Minnesota Statutes
Section 469.096, Subd. 9, to prepare a detailed financial statement which shows all receipts and
disbursements, their nature, the money on hand, the purposes to which the money on hand is to be applied,
the EDA's credits and assets and its outstanding liabilities; and
WHEREAS, said Statute also requires the EDA to examine the statement and treasurer's vouchers or bills and if
correct, to approve them by resolution and enter the resolution in its records; and
WHEREAS, the financial statement for the month of March, 2016 have been reviewed by the EDA Commission;
and
WHEREAS, the EDA has examined the financial statements and finds them to be acceptable as to both form
and accuracy; and
WHEREAS, the EDA Commission has other means to verify the intent of Section 469.096, Subd. 9, including
but not limited to Comprehensive Annual Financial Reports, Annual City approved Budgets, Audits and similar
documentation; and
WHEREAS, financials statements are held by the City's Finance Department in a method outlined by the State
of Minnesota's Records Retention Schedule,
NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the Columbia Heights Economic
Development Authority that it has examined the referenced financial statements including the check history,
and they are found to be correct, as to form and content; and
BE IT FURTHER RESOLVED the financial statements are acknowledged and received and the check history as
presented in writing is approved for payment out of proper funds; and
BE IT FURTHER RESOLVED this resolution is made a part of the permanent records of the Columbia Heights
Economic Development Authority.
ORDER OF ECONOMIC DEVELOPMENT AUTHORITY
Passed this day of 2016
Offered by:
Seconded by:
Roll Call:
Gary L. Peterson, President
Attest:
Shelley Hanson, Secretary
Resolution 2016 -09
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CH COLUMBIA
HEIGHTS
AGENDA SECTION
BUSINESS ITEMS
ITEM NO.
6
MEETING DATE
MAY 2, 2016
CITY OF COLUMBIA HEIGHTS — ECONOMIC DEVELOPMENT AUTHORITY
ITEM:
EDA's Right of Reverter for 4303 Reservoir Blvd. NE
DEPARTMENT: Economic Development Authority
CITY MANAGER'S APPROVAL:
BY /DATE: Keith M Dahl, April 18, 2016
BY /DATE:
BACKGROUND:
On January 31, 2014, the Columbia Heights Economic Development Authority (EDA) and Timbercraft
Enterprises, Inc. (Timbercraft) executed a Purchase and Redevelopment Agreement for 4303 Reservoir
Boulevard NE, Columbia Heights, MN 55421. The Purchase and Redevelopment Agreement obligated
Timbercraft to substantially complete construction by August 31, 2014 or the EDA would have the right to re-
enter and take possession of the property. At the time of purchase, Timbercraft had a buyer eager to build a
single family home, however due to unfortunate circumstances, the buyer fell through. Timbercraft began to
market the property in hopes of finding a buyer interested in building a single family home.
As of August 31, 2014, Timbercraft has failed to substantially complete construction, which gives the EDA a
legal right to terminate the conveyance of the property at any time. In order for the EDA to re -enter and take
possession of the property, a written demand must be sent to Timbercraft explaining the specified situation
that needs to be corrected within 30 days. However, this option has not been executed because it was in the
EDA's best interest for Timbercraft to continue to own the lot, thereby paying for marketing expenses,
property maintenance, and taxes.
Anthony Rendle, a member of the public, recently approached the City regarding the possibility of purchasing
4303 Reservoir Boulevard NE. For reasons unknown, Mr. Rendle would prefer to purchase the property
directly from the EDA instead of Timbercraft. A copy of Mr. Rendle's offer letter of intent is attached.
Due to Mr. Rendle's request, staff was directed to initiate the reverter clause outlined in the Purchase and
Redevelopment Agreement with Timbercraft. Staff contacted Timbercraft to inquire about the status of the
property to determine if an interested buyer is involved. It was discovered that Timbercraft had been working
with an interested buyer since the beginning of November 2015, although there was no known Purchase
Agreement between the perspective buyer and Timbercraft. Therefore, staff was directed to send a written
letter to Timbercraft demanding the procurement of a Purchase Agreement with their interested buyer before
the May 2, 2016 EDA meeting. On April 28, 2016 Timbercraft informed Community Development Staff that an
executed Purchase Agreement had been procured. To verify Timbercart's information, Staff asked to be sent a
copy of the executed Purchase Agreement.
Before the EDA tonight is Resolution 2016 -10, and whether or not the EDA decides to dismiss of approve
Resolution 2016 -10. By approving Resolution 2016 -10, the EDA will effectively start the process of re- taking
the property. As part of this process, the EDA must reimburse $35,000 to Timbercraft, which was the initial
purchase price of the lot. By dismissing Resolution 2016 -10, the EDA will take no action on the matter, and the
property will remain in the ownership of Timbercraft. ReMax, Timbercraft, and Mr. Rendle, the gentleman
who initiated this situation, have all been notified of their right to attend tonight's EDA meeting.
City of Columbia Heights - EDA Letter
City of Columbia Heights - Council Letter
STAFF RECOMMENDATION:
Page 2
Option #1:
If Timbercraft presents an executed Purchase Agreement for the property prior to the EDA meeting or /and the
EDA is in agreement that the best interest for the EDA is to take no action on the matter, staff recommends
dismissal of Resolution 2016 -10.
Option #2:
If Timbercraft is unable to produce a Purchase Agreement for the property prior to the EDA meeting, and the
EDA wishes to consider sale of the property directly to Mr. Rendle, then staff recommends adoption of
Resolution 2016 -10 to execute the reverter clause for the property located at 4303 Reservoir Blvd. NE.
Staff seeks direction for the EDA on how to proceed.
RECOMMENDED MOTION(S):
Option #1:
Motion: Move to waive the reading of Resolution 2016 -10, there being ample copies available to the public.
Motion: Move to dismiss Resolution 2016 -10.
Option #2:
Motion: Move to waive the reading of Resolution 2016 -10, there being ample copies available to the public.
Motion: Move to approve Resolution 2016 -10, a resolution approving the EDA's right of reverter for the parcel
4303 Reservoir Boulevard NE in the City -Wide scattered site housing tax increment financing district.
ATTACHMENTS:
1. Resolution 2016 -10
2. Letter from Anthony Rendle, dated March 17, 2016
3. Written Demand Sent to Timbercraft, dated March 28, 2016
COLUMBIA HEIGHTS ECONOMIC DEVELOPMENT AUTHORITY
RESOLUTION NO. 2016 -10
RESOLUTION APPROVING THE EXERCISE OF THE EDA'S RIGHT
OF REVERTER IN CONNECTION WITH A PARCEL IN THE CITY-
WIDE SCATTERED SITE HOUSING TAX INCREMENT FINANCING
DISTRICT WITHIN THE CENTRAL BUSINESS DISTRICT
REDEVELOPMENT PROJECT OF THE CITY OF COLUMBIA
HEIGHTS.
WHEREAS, on October 10, 2011, the City of Columbia Heights (the "City ") approved creation
by the Columbia Heights Economic Development Authority ( "EDA ") of the City -Wide Scattered Site
Housing Tax Increment Financing District (the "TIF District ") within its Central Business District
Redevelopment Project (the "Project "), by approval of a tax increment financing plan (the "TIF Plan) for
the TIF District; and
WHEREAS, the EDA and Timbercraft Enterprises, Inc. (the "Purchaser ") entered into a Purchase
and Redevelopment Agreement dated January 31, 2014 (the "Contract ") for conveyance to the Purchaser
and development by the Purchaser of a parcel within the TIF District located at 4303 Reservoir Boulevard
NE in the City and described as follows:
Lot 4, Block 4, Auditor's Subdivision of Walton's Second Subdivision of Reservoir Hills, Anoka
County, Minnesota
referred to as the "Subject Parcel;" and
WHEREAS, pursuant to the Contract, the Purchaser was required to complete construction of
certain Minimum Improvements (as defined in the Contract) within one year of the date of sale of the
Subject Parcel, or by February 14, 2015, and any failure to complete such construction constitutes an
event of default under the Contract; and
WHEREAS, paragraph 15 of the Contract provides that upon 30 days' notice to the Purchaser of
an event of default due to failure to construct the Minimum Improvements, the EDA may exercise its
right to re-enter and take possession of the Subject Parcel and to revest in the EDA the fee title to the
Subject Parcel; and
WHEREAS, as of the date hereof, the Purchaser has not commenced construction of the
Minimum Improvements, and has been advised that such failure is an event of default pursuant to the
Contract through the receipt of a notice of default delivered by EDA staff on March 28, 2016; and
WHEREAS, the EDA has determined that it is in the best interest of the City to exercise its
statutory and contractual right of reverter, as permitted under Minnesota Statutes, Sections 469.090 to
469.1081 (the "EDA Act "), particularly Section 469.105, subd. 5, and under paragraph 15 of the Contract.
NOW THEREFORE, BE IT RESOLVED by the board of commissioners of the EDA as follows:
1. The EDA approves the exercise of its right of reverter pursuant to the Contract and EDA
478986v1 CL205 -49
Act.
2. EDA staff are authorized and directed to work with EDA legal counsel to take such
actions are required to perfect its right of reverter, including without limitation the drafting and filing of
any proceedings in district court and, if determined to be necessary, the removal of the Subject Parcel
from the TIP District.
ADOPTED: 2016
President
478986v1 CC205A9
ATTEST:
Secretary/Treasurer
COLUMBIA
HEIGHTS
City of Columbia Heights I Community Development
590 40`h Ave NE, Columbia Heights, MN 55421 • Ph: 763- 706 -3670 • Fax: 763- 706 -3671 • www.columbiaheightsmn.gov
March 28, 2016
Peter Murlowski
Timbercraft Enterprises, Inc.
2200 Old Highway 8
New Brighton, MN 55112
Dear Peter:
This letter is in regards to the real property located at 4303 Reservoir Boulevard NE, Columbia
Heights, MN 55421 (the "Property). On or about January 31, 2014, the Columbia Heights
Economic Development Authority (the "EDA ") and Timbercraft Enterprises, Inc. (the "Buyer ")
executed a Purchase and Redevelopment Agreement (the "Agreement') pursuant to which the
Buyer offered to purchase and the EDA agreed to sell the Property. A true and correct copy of
the Agreement is attached hereto.
As provided in Section 14 of the Agreement, the Buyer agreed to construct a new single family
dwelling on the Property (the "Minimum Improvements ") intended for sale to a person or
persons for residential occupancy. The Agreement obligated the Buyer to substantially
complete construction of the Minimum Improvements by August 31, 2014. To date, no such
construction of the Minimum Improvements on the Property has occurred.
Pursuant to Section 15 of the Agreement, in the event the Buyer fails to carry out its obligations
with respect to the construction of the Minimum Improvements, and such failure is not cured
or remedied within thirty (30) days after written demand from the EDA to the Buyer to do so,
then the EDA has the right to re -enter and take possession of the Property and terminate (and
revest in the EDA) the estate conveyed by the quit claim deed conveying title to the Property to
the Buyer. The EDA hereby demands that Timbercraft Enterprises, Inc. construct the Minimum
Improvements in accordance with the Agreement within thirty (30) days of the date of this
letter.
If you have any questions, call or email me at 763- 706 -3674 or KDahl @columbiaheightsmn.gov.
Sincerely,
Keith M. Dahl I Economic Development Manager
City of Columbia Heights I Community Development Department
590 40" Avenue NE I Columbia Heights, MN 55421 Direct: (763) 706 -3674
KDahl @columbiaheightsmn.gov Main: (763) 706 -3670
Date: March 17, 2016
From: Anthony Rendle and Araceli Rodriguez
2627 Quincy Street NE, MPLS MN 55418
71S- 607 -0025
gonsam @gmail.com
To: City of Columbia Heights
Re: Property located at the corner or 43rd and Reservoir Blvd
To Whom It May Concern;
We recently learned of the property for sale at the corner of 43`d and Reservoir Blvd. We are very
interested in purchasing the property from the city. We are offering the city $36,500.00 for the land.
We could have a check for the purchase as soon as requested. We have a licensed contractor ready to
get started on construction in the next 90 Days. Schedule permitting we would like to occupy the home
in the fall of this year. The structure we are interested in building is a 3 bedroom 3 bath rambler with an
attached garage.
I grew up in Columbia Heights and we are active in the community already running the Columbia
Heights Fire and Ice Plunge. We would very much like to live in the community we already work so hard
for.
Thank you for your consideration of this sale. We anxious wait to hear your decision. Thank you for
your time. We hope to call you "neighbors' soon.
Best Regards,
Anthony Rendle and Araceli Rodriguez
Ci COLUMBIA
HEIGHTS
AGENDA SECTION
BUSINESS ITEMS
ITEM NO.
7
MEETING DATE
MAY 2, 2016
CITY OF COLUMBIA HEIGHTS - ECONOMIC DEVELOPMENT AUTHORITY
ITEM:
Resolution 2016 -11 - Adoption of Minnesota General Records Retention Schedule for Cities
DEPARTMENT: Economic Development Authority
CITY MANAGER'S APPROVAL:
BY /DATE: Joe Hogeboom, April 21, 2016
BY /DATE:
BACKGROUND:
The State of Minnesota has provided a "General Records Retention Schedule for Minnesota Cities' which
establishes minimum retention periods for municipal records based on the administrative, fiscal, legal and
historical value of the records. The General Records Retention Schedule for Minnesota Cities was updated by
the Minnesota Clerks and Finance Officers Association (MCFOA) in July, 2013.
In March, the City Council adopted the General Records Retention Schedule for Minnesota Cities as the official
data management rules and regulations for the City of Columbia Heights. Because the City now uses a
standardized record retention schedule, the City Clerk and the Finance Director have recommended that the
Economic Development Authority (EDA) adopt the same retention schedule. A copy of the General Records
Retention Schedule for Minnesota Cities is attached for your reference.
STAFF RECOMMENDATION:
Staff recommends adoption of General Records Retention Schedule for Minnesota Cities by approval of
Resolution 2016 -11.
RECOMMENDED MOTION(S) IF EDA WISHES TO EXECUTE THE REVERTER CLAUSE:
Motion: Move to waive the reading of Resolution 2016 -11, there being ample copies available to the public.
Motion: Move to adopt Resolution 2016 -11, Resolution Adopting the General Records Retention Schedule for
Minnesota Cities.
ATTACHMENTS:
1. Resolution 2016 -11 (1 page)
2. General Records Retention Schedule for Minnesota Cities, dated July 2013 (68 pages)
City of Columbia Heights - EDA Letter
RESOLUTION NO. 2016 -11
A Resolution Adopting the Minnesota General Records Retention Schedule for Cities
WHEREAS, to comply with the Records Management Statute MS 138.17, it is necessary to adopt a plan for managing
governmental records including the proper retention and disposal of municipal records; and
WHEREAS, the Records Management Statute MS 138.17 establishes the Records Disposition Panel and requires all
government entities to follow an orderly process in retaining and disposing of government information; and
WHEREAS, the State of Minnesota has approved for use by all Minnesota Cities the "Minnesota General Records
Retention Schedule for Cities" which authorizes cities adopting said schedule an orderly method of disposing of
municipal records; and
WHEREAS, the "Minnesota General Records Retention Schedule for Cities" is regularly updated.
NOW THEREFORE BE IT RESOLVED that the Economic Development Authority of Columbia Heights, Minnesota
hereby adopts the Minnesota General Records Retention schedule and directs the Executive Director and the
Columbia Heights City Clerk to notify the Minnesota Historical Society /State Archives Department.
BE IT FURTHER RESOLVED that following state approval, the Economic Development Department is directed to provide
for retention and destruction of records as set forth in said schedule and its subsequent revisions.
BE IT FURTHER RESOLVED this resolution is made a part of the permanent records of the Columbia Heights Economic
Development Authority.
ORDER OF ECONOMIC DEVELOPMENT AUTHORITY
Passed this day of 2016
Offered by:
Seconded by:
Roll Call:
Gary L. Peterson, President
Attest:
Shelley Hanson, Secretary
Resolution 2016 -11
GENERAL RECORDS
RETENTION SCHEDULE
FOR MINNESOTA CITIES
July 2013
GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES
Purpose of the General Records Retention Schedule
The purpose of a records retention schedule is to provide a plan for managing government records by
giving continuing authority to dispose of records under Minnesota Statutes section 138.17.
This City General Records Retention Schedule establishes minimum retention periods for city records
based on their administrative, fiscal, legal and historical value. It lists records series common to cities
and identifies how long to retain them.
This schedule was originally developed by the Minnesota State Department of Administration,
Information Policy Analysis Division and the Minnesota Historical Society, Division of Archives and
Manuscripts and was funded in part by a grant from the National Historical Publications and Records
Commission.
The revised schedule was updated by city clerks and officials representing the Minnesota Clerks and
Finance Officers Association (MCFOA).
Adopting and Using the General Schedule
1. A city that has adopted the previous version of this general schedule does not need to notify the
Minnesota Historical Society that it is adopting this revised edition of the General Records Retention
Schedule for Cities. It will be assumed that cities that have adopted the previous version will now
utilize this revised version.
If you have not previously adopted the general schedule, to begin disposing of records, you must
notify the State Archives of the Minnesota Historical Society that your city has adopted the schedule.
The enclosed form, "Notification of Adoption of City General Records Retention Schedule ", is used for
this purpose.
2. You may adopt the schedule even though your office may not have all the records listed on it. We
recommend that you adopt the entire schedule. However, if this is not possible you may adopt
individual sections.
3. The Minnesota Historical Society will sign and return the Notification form to you. You will then have
the authority to dispose of your government records as indicated on the schedule.
4. Compare the records in your office with the records listed on the schedule. Retention periods listed
on the schedule represent the minimum length of time that you must retain your records. Once that
retention period has been reached you may destroy the records as indicated on the schedule. If you
need to retain some records series longer than the listed retention, you should establish an agency
policy for those records.
5. The retention stated on the schedule applies to any form of the record (paper, computer tape or disk,
microfilm, optical disk, electronic media, etc.).
6. Data Practices Classifications are effective as of the printing of this Retention Schedule. Because
data practices issues change regularly, classifications may have changed. For current information on
data practices, consult Minnesota State Statutes, Chapter 13, or call the State of Minnesota,
Department of Administration, Information Policy Analysis Division at 651 - 296 -6733 or 1- 800 -657-
3721.
Destruction Reporting
After you destroy records according to the general schedule, maintain a list of destroyed items
Records not on the General Schedule
Records not listed on this schedule cannot be destroyed without submitting either an "Application for
Authority to Dispose of Records" (PR -1) or a "Minnesota Records Retention Schedule form ". Both of
these forms are available on the State Archives' web site at:
htti)://www.mnhs.org/preserve/records/recser.html#forms.
The PRA form is used to request one -time authority to dispose of records. A reproducible copy of the
PRA form is enclosed. Since an approved PRA gives you authority to dispose of only those records
listed on the form, we recommend that you use the PR -1 only for obsolete records (records no longer
being created).
For ongoing authority to dispose of records not listed on the general schedule, complete a "Minnesota
Records Retention Schedule ".
Duplicate Records
This retention schedule concerns itself only with the city's official record copy and the retention periods
assigned reflect that. It is each city's responsibility to identify the official record copy and to identify when
to destroy any other copies of identical records, after they have lost their legal, fiscal, historical and
administrative value. Duplicate copies should not be retained as long as the official record. Normally
the retention period on duplicate records will not exceed two years.
Records Reproduced on Optical Image Storage System
For information regarding imaging systems, refer to the standards (IRM 12 and IRM 13) issued by the
Minnesota Office of Technology, "Reproduction of Government Records Using Imaging Systems"
available on the Office of Technologv website at: httD: / /www. state .mn.us /Dortal /mn /isD /rontent.do?
Category Definitions for the General Schedule
Record Series Description: A record series is a group of records clustered together because they all
relate to the same topic and have the same retention period.
Retention Period /Statute: The retention cited is the minimum amount of the time a record must be
kept. A number printed alone, e.g. 10, means ten years. If months or days are meant the entry will
display that, e.g. 6 months or 30 days. The stated retention does not include the year the record
originates. For example, if Record A is filed by calendar year and it has a retention of 3 years, the
disposal date for 2000 records is January, 2004. Statutes listed here cite specific retention periods for
the records series.
Data Practices Classification: This phrase refers to records classified by the Minnesota
Government Data Practices Act or other state or federal laws. The classification system includes:
public, private, confidential, nonpublic or protected nonpublic. More than one classification may
apply.
Data Practices Statute: This phrase refers to the statute or law which cites the data practices
classification of the record series.
Resources
Questions about Archival Records:
Minnesota Historical Society State Archives
Department Minnesota History Center
345 Kellogg Boulevard West
St. Paul, MN 55102 -1906
651- 259 -3260
Fax: 651- 296 -9961
Email: statearchives @mnhs.org
hffp://www.mnhs.org/preserve/records/index.htm
Revised: July 2013
Questions about Data Practices:
Department of Administration Information Policy
Analysis Division
201 Administration Building
50 Sherburne Avenue
St. Paul, MN 55155
651- 296 -6733 1- 800 -657 -3721
Fax: 651-205-4219
http://www.ipad.state.mn.us/
Email: info.ipad(a)state.mn.us
Minnesota Historical Society
State Archives Department
Minnesota History Center
345 Kellogg Boulevard West
St. Paul, MN 55102 -1906
651 - 259 -3260 Fax: 651- 296 -9961
NOTIFICATION OF ADOPTION
OF
CITY GENERAL
RECORDS RETENTION SCHEDULE
1. Complete this form and send the original and one copy to the State Archives Department at the above address.
2. Destruction of records according to the general schedule is NOT permitted until this form is signed by the Minnesota Historical Society.
City Telephone (include area code)
Street Address City, Zip Code
This is to notify the Minnesota Historical Society that the city named above has officially adopted the Minnesota City General Records
Retention Schedule (revised 2008). Cities are advised to adopt the entire schedule. If this is not possible, individual sections may be
adopted. ( "X" the appropriate items)
❑ The City adopts the entire schedule ❑ The City adopts only the following sections:
❑ Administration
❑ Financial /Accounting
❑
Payroll
❑ Assessing
❑ Fire
❑
Permits & Licenses
❑ Attorney
❑ Health Services
❑
Planning & Zoning
❑ Bonds
❑ Housing and Redevelopment Authority/
Economic Development Authority
❑Public
Safety – Police
❑ Building Inspections
❑ Human Resources
❑
Public Works
❑ Cemetery
❑ Insurance
❑
Records Management
❑ Contracts /Agreements
❑ Library
1-1
Utilities
❑ Courts
❑ Liquor Store
❑
Vital Statistics
❑ Elections
❑ Parks & Recreation
❑
Waste Management
Name/Titie of City Official (print) Signature of City Official Date
Email Address of Person With Records Management Responsibility:
The Minnesota Historical Society acknowledges your Notification of
Adoption of the City General Records Retention Schedule. You are
authorized to retain and dispose of records as indicated on the
schedule.
Director or Designee, Minnesota Historical Society Date
0 MINNESOTA HISTORICAL SOCIETY
STATE ARCHIVES DEPARTMENT
APPLICATION FOR AUTHORITY
TO DISPOSE OF RECORDS
Instructions:
FOR USE BY RECORDS PANEL
Application No. Date
1. This form does not provide continuous authority to dispose of similar records and cannot be used to approve a records retention
schedule.
2. Complete original and three copies. Photocopies are acceptable.
3. Complete items 1 through 6 and item 8. Use reverse side to continue records description. If more space is needed, use plain paper.
4. Send original and two copies to the State Archives Department, 345 Kellogg Boulevard West, St. Paul, MN 55102 -1906.
5. Retain one copy until your approved copy is returned. The approved copy will be your authority to dispose of records. It should be
retained permanently.
6. Additional copies of this form are available from the address above or by telephoning (651) 259 -3260. (FAX: (651) 296 - 9961).
NOTE: Laws of 1971, Chapter 529, Section 3 reads as follows: "It is the policy of the legislature that the disposal and preservation
of public records be controlled exclusively by Minnesota Statutes, Chapter 138 and by this act, thus, no prior, special or general
statute shall be construed to authorize or prevent the disposal of public records at a time or in a manner different than prescribed by
such chapter or by this act and no general or special statute enacted subsequent to this act shall be construed to authorize or prevent
the disposal of public records at a time or in a manner different than prescribed in chapter 138 or in this act unless it expressly
exempts such records from the provision of such chapter and this act by specific reference to this section."
1. Agency or Office 2. Division or Section 3. Quantity of Records
Cubic Feet
4. Location of Records 5. Laws other than M.S. 138.17 that relate to the destruction or safekeeping of the
records:
& I certify that the records listed on this application are accurately described, and I AUTHORIZATION: Under the authority of M.S. 138.17, it is hereby ordered that
that they have no further administrative, legal, or fiscal value for this agency. The records listed on this application be destroyed, except as shown in item 7.
Authorized Signature (Type name below) I Director, Minnesota Historical Society Date
General
7. Exceptions to Destruction. (For use by Records Disposition Panel).
8. Description of Records. Describe each record series or type of record separately. Number each series, beginning with `9 ".
A. Item No, B, Name of record, form numbers, content, usage, arrangement, original C. Inclusive Dates
duDlicate. or microfilmed.
k Item No. I B. Name of record, form numbers, content, usage, arrangement, original I C.
PRl (6/97)
General Records Retention Schedule
for
Minnesota Cities
State of Minnesota
July 2013
o/ 711/do
Minnesota Historical Society Date I
1 201 -�
fate udiittor�- Date
—
ttom Grperal Dale
JjJ -,l2 6
Al 0075 0 / tca,. $a /%;& /efao& 2)0 - A94 d4atAA 4A)O hc" co V&,;g*a, &,.a
e✓h" 79113. ram f00g; 9g�a,� 541g,7�, C75A.
l3
MCFOA Records Retention Committee
DRAFT Proposed 2013 Revisions to the "General Records Retention Schedule for Cities"
Rem
RECORD CODE R, 7171E
Type
Issue Reviewed by Records Retention Committee
ADM 00500 AGENDA PACKETS
Change
Consolidating ADM 00500 & ADM 00600 into one record series. Change TRIe to: AGENDA
1
PACKETS. Change description to: City Council and various Boards, Commissions,
Committees & Councils that are council approved or appointed.
2
ADM 00600 AGENDA PACKETS - MISCELLANEOUS
Delete
Combined with ADM 00500
3
ADMO1300 ATTORNEY OPINIONS - OFFICIAL COPY
Change
Change "Opinions: in description to "Official opinions"; Deleting "and correspondence
relating thereto" from description. Change Classification to same as ATf 00200.
4.
ADM 01000 BIDS & QUOTATIONS & RFP'S ACCEPTED
Change
Add'RFP's" to the Title
S.
ADM 01500 BIDS, SPECIFICATIONS &RFP'S &SUPPORTING
Change
Add'RFP's' to the Title
PAPERS - NOT ACCEPTED
6.
ADM 01600 BILLS OF SALE
Delete
Obsolete and /or covered by Invoices or Contracts
7.
ADM 01700 BONDS —City Officials
Delete
Move to BONDS, BONDS 00150
a.
ADM 03000 BUDGET - OFFICIAL COPY
Change
Change " RECORD COPY' in Title to "OFFICIAL COPY"
9.
ADM 03900 MAINTENANCE RE CORDS - CITY EQUIPMENT
Change
Added "telephone' to the description.
30.
ADM 00600 NEWSPAPER CLIPPINGS/ SCRAPBOOKS
Change
Change retention period to 'Discard when no longer needed."
11.
ADMO4700 NOTICE OF MEETINGS —CITY COUNCIL &BOARDS
Change
Change Title by adding "CITY COUNCIL & BOARDS & COMMISSIONS"
& COMMISSIONS
Change
12
ADM 00900 OATH OF OFFICE - ELECTED & APPOINTED
Change retention to "5 after service"
OFFICIALS
homy
RECORD CODE #, TITLE & DESCRIPTION
Typo
Issue Reviewed by Records Retention CommRtee
13.
ADM 05100 ORDINANCES & RESOLUTIONS
Proposed but not adopted.
Delete
Recorded in minutes and packet
14.
ADM 05800 PUBLIC HEARING RECORDS
Delete
Recorded in minutes and packet
15.
ADM 05970 RECORDINGS - AUDIO/VIDEO — GENERAL
New
Replaces ADM 06420
16.
ADM 05980 RECORDINGS - AUDIO/VIDEO - HISTORICAL
New
Replaces ADM 06460
17.
ADM 05990 RECORDINGS- AUDIO /VIDEO — PROJECTS
New
Replaces ADM 06460
18.
ADM 06000 SPECVIL COMMTTEE REPORTS
Change
Change Description to "Final Reports."
19.
ADM 06300 TELEPHONE SYSTEM
Delete
Added to ADM 03900.
20.
ADM 06420 VIDEOTAPES- GENERAL
Delete
See new ADM 05970
21.
ADM 06440 VIDEOTAPES - HISTORICAL
Delete
See new ADM 05980
22.
ADM 06460 VIDEO TAPES - PROJECTS
Delete
See new ADM 05990
23.
ADM 06500 VIDEOTAPES OF PUBLIC MEETINGS
Delete
Covered under ADM OS9SO — Recordings, Audio/Video
24.
Retention Schedule
Change
Delete "has historical value" from all record series with a Permanent retention.
2 of
MCFOA Records Retention Committee
DRAFT Proposed 2013 Revisions to the "General Records Retention Schedule for Cities"
Rem
RECORD CODE M, TITLE & DESCRIPRON
Type
Issue Reviewed by Records Retention Committee
1.
ASG00050 ABATEMENTS
New
Replaces ASG 03100
2.
ASG 00100 APPLICATIONS FOR CLASSIFICATION
Change
Add description: Gass change for tax benefit
2.
ASG00200 APPRAISALS- PROPERTY
Change
Add 'Tax Court" to description
4.
ASG 00300 ASSESSMENT NOTIFICATION LETTERS
Change
Change 'assessments' in description to'special assessments."
5.
ASGO1100 HOMESTEAD TRANSFER
Delete
Duplication of ASG 00800
6.
ASG 01200 INCOME INFORMATION
Change
Add "Non -Court Tax Data" to Title. Add "and industrial" to description.
7.
ASG 01500 PETITIONS (COURT)- VALUATIONS
Change
Change Retention Period to -6 from final resolution." Change Data Practices
Classification to Public/Private MS 13.39
8.
ASG 01700 PROPERTY- CODES AND DEFINITIONS
Delete
Reference - non - record
9.
ASG01900 PROPERTY- LEASES
Delete
Covered under CON00700
10.
ASG 01900 PROPERTY- MORTGAGES
Delete
Added to Contract section, CON 00800
11.
ASG 02000 PROPERTY- OPTIONS
Delete
Added to Contract section, CON 00800
12.
ASG 02100 PROPERTY - PURCHASE OF
Delete
Added to Contract section, CON 00800
13.
ASG 02400 REAL ESTATE DATA CARDS
Change
Add to Tire "/ FIELD CARDS; change description to "Working copy'
14.
ASG 02500 RECEIPTS
Delete
Combined with ASG 03000
15.
ASG 02600 SALES
Delete
Same as ASG 00400
3 of9
Rem
RECORD CODE#, TITLE & DESCRIPTION
Type
Issue ReMewed by Records Retention Committee
16.
ASG 02700 SALES STUDIES
Delete
Obsolete
17.
ASG 02800 SEARCH COPIES
Change
Add "Special Assessmente to description
18.
ASG 02900 SPECIAL ASSESSMENT PROJECT APPROVALS a
SPECIAL BENEFIT VALUATIONS
Change
Delete description (Included in City Council records)
19.
ASG 03000 SPECIAL ASSESSEMENT ROLLS
Change
Change Title to -SPECIAL ASSESSMENT RECEIPTS AND ROLLS"
20.
ASG 03100 TAX ABATEMENT AND AFFIDAVIT (CURRENT)
Change
Change Title to: Abatement; Add description: All documents to support a value or
classification change for previous assessment year; Renumber code to: 00050
21.
ASG 03200 TAX ESTIMATE FILES
Delete
Obsolete (budget working papers and correspondence with individuals contain any
tax estimates)
22.
ASG 03300 TAX FORFEIT FILES
Delete
This is a County records
23.
ASG 03350 VALUATION CHANGE ORDER - PAPER
After assessment made.
Add
RETENTION: 3 CLASSIFICATION: Public
4 of9
MCFOA Records Retention Committee
Proposed 2013 Revisions to the "General Records Retention Schedule for Cities'
Rem
RECORD CODE M, TITLE $ DESCRIPTION
Type
Issue Reviewed py Records Retention Committee
1.
ATT00100 ADMINISTRATION FILES
Delete
Combined with ATT 00400
2.
ATT 00200 ATTORNEY OPINIONS
Change
Change DESCRIPTION by replacing "interpretation "to °opinions"
3.
ATT 00300 CIVIL LITIGATION FILES
Change
Replace DESCRIPTION with 'Judgments, settlements, releases, correspondence"
Change RETENTION TO '20 after last court activity"
4.
ATT 00400 CORRESPONDENCE — ATTORNEY
Change
Replace DESCRIPTION with: 'Correspondence and reports related to the legal review of city
functions such as bond issues, insurance, ordinances, contracts and grants, dalms for
damages."
S.
ATT 00600 INVESTIGATIVE FILES
Change
Remove from DESCRIPTION: work assignments (citizen disputes, nuisances, etc.(.
6.
ATT 00700 PROPERTY /ADDRESS FILES
Change
Change TITLE to: - PROPERTY FILES' AND remove from DESCRIPTION: agenda Items.
Change RETENTION to -10 years after either filing with County or last court activity.'
7.
ATT 00900 RESEARCH & SUBJECT FILES
Delete
Non - Record
5 Of
MCFOA Records Retention Committee
Proposed 2013 Revisions to the "General Records Retention Schedule for Cities"
Item
RECORD CODE M, TITLE & DESCRIPTION
Type
Issue Reviewed by Records Retention Committee
1.
BONDS 00150, BONDS —CITY OFFICIALS
Add
Bonds —City Official MOVedfrOm ADM01700
6of9
MCFOA Records Retention Committee
Proposed 2013 Revisions to the "General Records Retention Schedule for Otiee
Item
RECORD CODE#, TITLE & DESCRIPTION
Type
Issue Reviewed by Records Retention Committee
1.
CON 00800, PROPERTY — MORTGAGES, OPTIONS,
Add
Combined ASG 01800, 01900, 02000 — moved to Contracts
PURCHASE OF
Retention: 10 after sale or disposal of land/ property
7 of
MCFOA Records Retention Committee
Proposed 2013 Revisions to the "General Records Retention Schedule for Cities"
Item
RECORD CODE I, TITLE & DESCRIPTION
Type
Issue Reviewed by Records Retention Committee
1.
PERMITS /LICENSES PER 00200 APPLICATIONS, PERMIT-
DENIED
Add
Retention: 1
8.f9
MCFOA Records Retention Committee
Proposed 2013 Revisions to the "General Records Retention Schedule for Cities"
Item
RE
D COD
& D IPT
ue
ed by Reco
tertian Committee
1.
O
CE L 007
LIC E PLATE RE
DER D
A
etention:
31 Privat n- Public
ks 13.82
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