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06/12/2001 - City Council Special MEMO city of eagan TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JUNE S, 2001 SUBJECT: SPECIAL CITY COUNCIL MEETING/TUESDAY, JUNE 12, 2001 A Special City Council meeting is scheduled for Tuesday, June 12 in the Community Room at 5:00 p.m. The purpose of the meeting is the include: 1) a presentation by the Telecommunications Commission Vice-Chair Maggie Jensen; 2) review of the proposed 2002 civic arena budget; 3) a citizen inquiry tracking system; and 4) acquisition agreement for 1940 Silver Bell Road. TELECOMMUNICATIONS COMMISSION UPDATE (Goal 12.2) Eagan resident Maggie Jensen, Vice-Chairperson of the Joint Burnsville/Eagan Telecommunications Commission, will present a brief Power Point presentation that responds to recommendations the Cities of Burnsville and Eagan have made to the Commission as to how they might conduct Commission business in the future. Attached on page ,3 is a copy of a memo from Assistant City Administrator Duffy regarding this presentation. DIRECTION TO BE CONSIDERED: To provide direction to the Telecommunications Commission and staff regarding proposed changes for the Joint Telecommunications Commission as it serves as an advisory group to the Burnsville and Eagan City Councils. CIVIC ARENA BUDGET LGoa16.9.5) Traditionally, the City has budgeted all of its enterprise operations on a calendar year basis consistent with the general fund and all other City funds. The civic arena operation is more like a fiscal year with the major part of the operation opening in September of each calendar year. In order to establish spending guidelines for the civic arena operation this fall, it is necessary to address the budget at this time. The Director of Parks & Recreation, Civic Arena Manager and City Administrator have met and are presenting a balanced budget for the civic arena operation. The memo and line-item budget for the civic arena will be forwarded in a special distribution on Monday, June 11, 2001. The budget has public policy challenges to balance an increase in rates with an increase in service, i.e. the uniform washing machine. Staff will present the operating budget at the meeting on Tuesday. DIRECTION TO BE CONSIDERED: To provide direction to the City Administrator regarding the proposed civic arena budget so the document can be returned for Council review and ratification prior to the establishment of rates, scheduling and programs for the new skating year beginning September 2001. CITIZEN INQUIRY TRACKING SYSTEM On November 21, 2000, the Eagan City Council passed a motion requesting monthly communications reports from each department. Attached on pages ~_ through ~ is a research report prepared to give the City Council additional information on how the City of Eagan currently responds to customers/citizens and requests additional clarification and direction from the City Council regarding the purpose and format of these reports. This action was taken by the previous City Council and was not included as a goal in the 2001 Strategic Plan. Consequently, this matter has been assigned a lower priority in favor of using our resources to work toward the priorities of the current City Council. DIRECTION TO BE CONSIDERED: To affirm or negate the action of November 21, 2000 and/or provide direction to the City Administrator regarding the purpose and format of the communications reports. ACQUISITION AGREEMENT FOR 1940 SILVER BELL ROAD The City's acquisition of 1940 Silver Bell Road, as part of Project 800 for the improvement of the Silver Bell Road-Beau d' Rue Drive intersection, had been pulled from the past two regular City Council meeting Consent Agenda due to unresolved issues by the homeowner. The homeowners, Jeff and Mary Hall, have recently signed the acquisition agreement. The agreement is attached on pages LQ through. One the City Council has granted authorization, a closing will be held on Friday, June 15. Should the City Council wish to discuss this item, it should adjourn to Executive Session. The acquisition is part of a quick-take condemnation and, therefore, the potential for litigation exists. ACTION TO BE CONSIDERED: To approve the acquisition agreement in the amount of $188,650 with Jeff and Mary Hall for purchase of the single-family residential home at 1940 Silver Bell Road. OTHER At the direction of the City Council at the June 5, 2001 City Council meeting, attendance at the upcoming NOISE meeting was added as an agenda item under other business. /S/ Thomas L. Hedges City Administrator t ~ ~~.c. city of eagan MEMO TO: CITY ADMINISTRATOR HEDGES FROM: ASSISTANT CITY ADMINISTRATOR DUFFY DATE: JUNE 7, 2001 SUBJECT: TELECOMMUNICATIONS COMMISSION PRESENTATION TO EAGAN CITY COUNCIL As you are aware, Maggie Jensen, the vice chairperson of the Joint Burnsville/Eagan Telecommunications Commission, has requested to make a brief presentation to the Eagan City Council regarding the functions of that commission. To provide the Council with some background for this request, the City Manager, Deputy City Manager and Mayor of Burnsville have been meeting with the Eagan Council's Communications Committee (Mayor Awada and City Councilmember Carlson), yourself and me regarding ways that the two cities could work together to enhance communications efforts. One possibility that was mentioned was to have Telecommunications Coordinator Reardon spend more of his time actually producing/making more television programs for the two cities which would then be shown on the government cable channel. In order to accomplish this, it was suggested that the Telecommunications Commission meet every other month instead of monthly and that another staff member or attorney actually staff the commission. When these suggestions were presented to the Commission, the members were very concerned that they would not be able to function as effectively and comprehensively as they had been able to in the past. They wanted to be able to ensure that they would still be able to serve the two communities as efficiently as they had been doing. Therefore, they requested to appear at Council workshops in both cities to inform the Councils about how they operate, what they do and what they believe the needs of the Commission and the two communities are. You have scheduled their vice chairperson, Eagan resident Maggie Jensen, on the agenda for the Council workshop on Tuesday, June 12, 2001. To my knowledge, she has not yet been scheduled to appear before the Burnsville Council. 1"~ Assistant Ci y Administra or 3 :c ~,~. MEMO city of eagan TO: CITY ADMINISTRATOR HEDGES FROM: ADMINISTRATIVE SPECIALIST HERTEL DATE: JUNE 6, 2001 SUBJECT: COMMUNICATIONS TRACKING RESEARCH/REPORT As a result of the consensus reached at an Agenda Review meeting in May, I met with each department in City Hall to discuss communications tracking and the direction of the City Council at the November 21, 2000 City Council meeting. The motion passed at the November 21, 2000 read as follows: "Councilmember Masin moved, Councibrtember Blomquist seconded a motion for staff to prepare monthly reports for each department of calls received regarding problems and how each situation was dealt with. Aye: 4 Nay: 0" (Councilmember Bakken was absent) This motion, passed by a Council no longer in office, was not incorporated as a Council priority in the 2001 Strategic Plan. In our efforts to address the numerous goals and objectives of the Council, action on this item has been delayed to reflect the priorities of the current Council. Furthermore, because this motion was passed without research or recommendation from staff, a number of issues that require direction were not addressed and clarification is needed at this time before implementing a system RESEARCH QUESTIONS In the course of my meetings with the departments, I approached this matter using the following framework of questions: • How do we share information within departments? How do we know if we've received a large number of calls on a particular matter? How do sustained problems get resolved? How are decisions made regarding what is useful to share with the City Administrator and/or the City Council? What kind of communications are we receiving? Is it mostly emails? phone calls? letters? in person comments? Are we getting complaints? suggestions? requests for information? • How do we respond to communications? What is the average turnaround time for getting back to people? S` If we need to keep more detailed records of communications, how can it be done in a way that doesn't create more problems than it solves? would it be easier to have it computerized? would it be better if individuals track their own communications or it is handled centrally? how can we organize the information in a way that is useful to the department and to the Council? GOALS/PRIORITIES It is useful to state clearly the goals of tracking citizen communications to remain focused on the purpose of the exercise. Appropriate goals for communications tracking would likely include: 1. Customer Service -This is the top priority of City staff, to listen, understand and respond to citizens who contact the City in a timely manner. 2. Policy Concerns/Implications - It is important to take note of major issues brewing in the community that may require Council action and find a way to ensure that those matters are brought to the attention of the City Administrator and the City Council. 3. Accountability -Accurate information about how calls are handled ensure employees are accountable for their interactions with the public. 4. Use Existing Resources or Reasonable Additional Resources Responsibly - a tracking system could become burdensome on an already lean staff. The desire to track communications should not come at the expense of actually serving customers/citizens. TYPES OF COMMUNICATION The City of Eagan receives many forms of communication, including: • Phone calls • Letters • Emails • Voice mails • In-person contacts These communications generally fall into the following categories: • Requests for information • Code violations • Public safety calls • Support/non-support for public improvement projects, items up for Council consideration, etc. • Complaints about service received from the City of Eagan DATA PRIVACY s A substantial amount of communications with the City are protected by Data Privacy, especially in code violation complaints, public safety calls and some calls fielded at the Maintenance Facility. There are limits on the information that can be shared from these circumstances. CURRENT SYSTEMS AND PROCEDURES While each department handles this process a bit differently, the Council should be reassured that the professional staff are responding to communications from citizens in a timely manner. In the course of each meeting, I discussed communications tracking with dozens of public servants who expressed enthusiastic commitment to customer service. Maintenance .Facility Phone logs are used fairly consistently in this area, and calls for service and/or complaints are tracked closely using amulti-step process: 1. Call is received, information is gathered by first-contact responder. 2. Call is redirected to the most appropriate person 3. Respondent resolves or attempts to resolve the matter or request and fills out a form describing the nature of the call and the response. 4. Form is reviewed and signed off by a supervisor 5. Form and data are entered into Access database The maintenance facility handles communications tracking very methodically and consistently, which yields a useful set of data about their activities. Their calls are approximately 99% calls for service, which result in action or work done by city employees and rarely involves policy matters of concern to the City Council. In the event those matters arise, they are directed through the supervisors to Tom Colbert, the Director of Public Works, who shares the information with the City Administrator and/or the City Council. Their system is the product of four years of development, as they have refined the process to suit their particular needs. After contact is made by a citizen, every effort is made to respond within 24 hours. The issue may or may not be resolved within that period of time, but if it remains unresolved, the citizen is contacted and provided with available information and expected timelines for completion. inspections and Code Enforcement Informal phone logs are also used fairly consistently among building inspectors. Front line staff receive incoming calls, the vast majority of which are requests for information. Questions, concerns and complaints are forwarded on to the building inspectors, who maintain complete (but less rigorously structured) records of phone calls received. Inspections is a department in which callers familiar with the operation of the City have attempted to "fish" for the answer they want to hear by speaking to several inspectors or staff members. The department communicates about these calls in a weekly meeting, to 6 ensure that the department is delivering consistent, accurate and timely responses. A small number of calls, approximated at 1 % of calls received, are continuing problems or remain unresolved after the conversations with the building officials. Some matters take extra time to resolve, but initial contact back to a caller is generally made within 24 hours. In code enforcement, Code Enforcement Technician Mary Granley consistently uses a computerized tracking system that records information about complaints/violations. Planning Phone logs are used by planners and weekly reports are submitted to Senior Planner Mike Ridley. Unresolved issues are brought to the attention of the City Administrator. Monthly reports could be generated through compilations of these weekly reports. Parks and Recreation This department receives an extensive variety of communications, many of which are less conducive to formal "tracking" but are discussed extensively in weekly staff meetings. Matters of repeat concern are brought to the attention of Ken Vraa, the Director of Parks and Recreation, either for handling by senior staff where possible or to be shared with the City Administrator and/or City Council. The staff is well-versed in encouraging residents to use established processes that trigger Council involvement in matters that may require Council consideration/action. Other calls that are complaints or concerns are logged on a general form that includes contact information, the nature of the complaint and who followed up. There are few unresolved matters as a result of this process, but those unresolved matters are shared with the Director. The forms are used relatively consistently, but the majority of communications within the department occur in the weekly staff meetings. Police The police department currently submits monthly activity reports to the City Council. These reports are summaries and do not infringe on data privacy as they currently exist. Most calls received by the Police Department are calls for service and are tracked very closely. Additionally, the Police Department receives what they call "atypical" calls for service, calls that address things like speeding, suspicious behavior. These calls are forwarded to the patrol teams, who respond and try to get back to the initial caller when possible. There is currently no system for tracking these concerns/questions, but the department is considering implementing a centralized process for maintaining records on these calls, which do not fall into the typical calls for service. One final type of call received are inquiries by the public regarding officer conduct or procedures, which are routed through an internal affairs inquiry strictly regulated by public data and personnel data restrictions. Finance and Utility Billing Finance primarily serves internal departments. Citizen interactions are handled almost exclusively by the Utility Billing staff, who route utility-related concerns to the maintenance facility, who tracks those calls through their established process as described above. Public Works/Engineering Unavailable at this time -meeting on Friday June 8, 2001. DIRECTION/POSSIBLE COURSES OF ACTION In order to adequately address the problem the City Council intended to address with this motion, staff requires additional direction on the following questions: 1. What information is useful to the City Council for the purposes of making decisions as apolicy-making body? 2. How extensive should the reports be? One page summaries? Detailed logs? If the reports are extensive, is the Council prepared to allocate funds or staff to this project? Does the Council want to receive information on all calls, only calls that are judged to be complaints by staff, or only customer service/call for service inquiries that are unresolvable or pose larger questions of interest to the City Council? For the convenience of the Council, I suggest the following options for responding to this direction, ranging from least to most time consuming and, generally, from least to most expensive: 1. The Council may choose to make a new motion overturning or negating the motion made on November 21, 2000. 2. The Council may choose to defer action on this matter pending a report from staff on a newly formed group of city representatives meeting to address this matter. LOGIS was not interested in pursuing a computerized tracking system at the meeting staff attended in March, but a group through the League of Minnesota Cities is forming to address this same matter. There maybe opportunity to develop such a system in coordination with other cities, minimizing staff expenditures of time and financial resources. 3. A Citizen Communications Policy could be drafted to institute city-wide standards for the routine use of phone logs, a mandated response time (24 hours is suggested), and a clear expectation about sharing larger issues with supervisors and ultimately the City Administrator. (Departments would continue with their existing methods of sharing information and would not be mandated to use a single universal form). This option may include monthly summary reports submitted by departments to the City Administrator, but would not provide extensive information on all citizen contact. 4. Option #3 plus a mandated complaint form used universally through the City. 5. Option #3 plus a mandated complaint form used universally through the City and a centralized database maintained and updated regularly. (This will likely require a significant amount of additional staff time) 6. Staff can research the costs and time associated with independently developing a computer system to consolidate and track all communications. This would likely become a part of the Strategic Plan and Budget of 2002. 7. Other direction as desired by the City Council. CONCLUSION The staff takes customer service and responses to citizen inquiries very seriously and routinely identifies this as the top priority. We are pleased to provide the Council with whatever information required to assist in your jobs as representatives of the Eagan public. We are glad to answer any questions about this information and respectfully request your careful direction so we may proceed according to your wishes. Administrative Sbeciallist 9 PURCHASE AGREEILIENT The undersigned, THE CITY OF EAGAN, hereinafter referred to as `Buyer", hereby agrees to purchase from JEFFREY HALL and MARY HALL, husband and wife, hereinafter referred to as "Sellers", interest in real estate located at 1940 Silver Bell Road, Eagan, Minnesota and legally described as follows: Lot 3, Block 1, Langhoven Addition, according to the recorded plat. (the "Property"), upon the terms and conditions hereinafter set forth: Personal ProDerty Included in Sale. The following items of personal property and fixtures owned by Sellers and currently located on the Property are included in the sale: garden bulbs, plants, shrubs, trees, storm windows and inserts, storm doors, screens, awnings, window shades, blinds, curtains-traverse-drapery rods, attached lighting fixtures with bulbs, plumbing fixtures, sump pumps, water heaters, heating systems, heating stoves, fireplace inserts, fireplace doors and screens, built-in humidifiers, built-in conditioning units, built-in electronic air filters, automatic garage door openers with controls, television antennas, water softeners, built-in dishwashers, garbage disposals, build-in trash compactors, built-in ovens and cooking stoves, hood-fans, intercoms, installed carpeting, work benches and security systems. Prior to vacating the Property, Sellers may remove the following items of personal property / l w > (<'!./i (,-~-,,~,_ lrY (~r1~~,,~~~, i~ fil~r~•,. ~t,~.,lt/i(l.'~ ii- ~J/C 1, r - ~ r ~ ~ / ~ ~ n // 2. Purchase Price. The purchase price for the Property shall be One Hundred Eighty Thousand Seven Hundred Fifty and no/100 Dollars ($180,750.00). In addition the purchase price, Buyer shall receive an additional sum of Seven Thousand Nine Hundred and no/100 Dollars ($7,900.00) for relocation benefits. A summary of the relocation benefits is attached hereto as Exhibit "A." This amount shall be paid directly to Sellers within thirty (30) days after they have /0 vacated the Property. 3. PaXment of Purchase Price. The purchase price shall be paid in cash or certified funds on or before the date of closing. 4. Title and Remedies. The Sellers shall, within a reasonable time after execution of this Agreement, furnish an Abstract of Title, or a Registered Property Abstract certified to date to include proper searches covering bankruptcies, and state and federal judgments and Liens or, if no abstract can be located, Sellers may provide a commitment for an ALTA Owner's Policy of Title Insurance for the full purchase price. The Buyer shall be allowed ten (10) days after receipt thereof for examination of said title and the making of any objections thereto, said objections to be made in writing or deemed to be waived. If an_y objections are so made, the Sellers shall be allowed l20 days to make such title marketable. Pending correction of title, the payments hereunder shall be postponed, but upon correction of title and within 10 days after written notice to Buyer, the parties shall perform this Agreement according to its terms. If said title is not marketable and is not made so within 120 days from the date of written objections thereto as above provided, this Agreement shall be null and void, at the option of the Buyer, and neither party shall be liable for damages hereunder to the other party. All earnest money theretofore paid by the Buyer under this Agreement shall be refunded. If the title to said property shall be found marketable or shall be so made within said time, and said Buyer shall default in any of the agreements and continue in default for a period of 10 days after written notice to Buyer, and in that case, the Sellers may terminate this Agreement and on such termination all the payments made upon this Agreement shall be retained by said Sellers and said agent, as their respective interest ma_v appear, as liquidated damages, time being of the essence // hereof. 5. Real Estate Taxes. Real Estate taxes for all years prior to the year of closing shall i~ be Sellers' responsibilities. Real estate taxes due and payable in the year of closing shall be prorated to the date of closing. Buyer shall be responsible for the real estate taxes in 2001 and all subsequent years. 6. Special Assessments and Development Charges. Sellers shall be responsible for anty special assessments, levied and/or pending, as of the date of this Agreement. Q S ~~'t y a 51~~~~ ~w'`•'~ rr'~A1~. ~ E! ({( L~)S<<I'rrlfr~ ~~ t.~~~ (rC~.l (,~.~L. ~L,/~ ~-y~t/ ~ /L'rC~~h>[ ~ 1// ~ i~~ ~ `' ~. Closing. The closing shall take place on June 15, 2001 at the offices of Severson; Sheldon, Dougherty & Molenda, P.A.; 7300 West 147' Street, Suite 600; Apple Valley, Minnesota SS l 24. 8. Obligation of Parties at Closing. The Sellers and Buyer shall do the following at the closing: A Sellers shall: i. execute and deliver a Warranty Deed conveying fee title to the Property to the Buyer, free and clear of all liens and encumbrances, subject to the following: (A) Building and zoning laws, ordinances, state and federal regulations; (B) Restrictions relating to use or improvement of the property without effective forfeiture provisions; (C) Reservation of any mineral rights by the State of Minnesota; and (D) Utility and drainage easements which are described in the above legal description; ii. execute the acknowledgment of relocation benefits as shown as Exhibit "A"~ and iii. provide a certificate of liability insurance coverage in the amount of at least ~ $599~@~:~6; naming the Buyer as an additional insured. B. Buyer shall: 3 /~ make the necessary payments as required under Article 2; C. Each party shall execute such other instruments, certificates and affidavits as the other party's attorney reasonably may request. D. Buyer shall be responsible for all costs charged by any title company including any abstracting fees, payment of state deed tax, closing fees and courier fees. 9. Notices. Any notices under this Purchase Agreement shall be delivered personally or mailed to the respective parties by registered or certified mail, return receipt requested, at the following respective addresses: To the Sellers: Jeffrey and Mary Hall 1940 Silver Bell Road Eagan, MN 55122 To the Buyer: City of Eagan Attn: Jaime Verbrugge, Assistant City Administrator 3830 Pilot Knob Road Eagan, MN 55122 With a Copy to: Robert B. Bauer, Assistant City Attorney Severson, Sheldon, Dougherty & Molenda, P.A. 7300 West 147th Street, Suite 600 Apple Valley, Minnesota 55124 l0. Headings. The headings contained herein are for the purposes of convenience only and are not intended to define or limit the contents of such section or paragraph. 14. Governing Law. This Agreement shall be deemed to be a contract under the State of Minnesota and for all purposes shall be construed and enforced in accordance with the laws of such state. 15. Heirs. Successors and Assiens. The terms, conditions and covenants shall extend to, be binding upon, and inure to the benefit of the respective heirs, successors and assigns of the parties hereto. /3 16. Possession. Sellers shall deliver possession of the Property no later than thirty (30) days after closing. All utility charges shall be prorated to the Parties as of the date of closing. Sellers shall be responsible for payment of utilities subsequent to the date of closing. In the event that Sellers do not vacate the Property within thirty (30) days after the date of closing then, in that event, Buyer may immediately pursue an unlawful detainer action to evict the Sellers from the Property. In the event such action is commenced, Sellers agree to reimburse Buyer for any and all costs and expenses incurred in such action, including reasonable attorneys' fees. . 17. Default; Remedies. If either party shall default in any of their respective obligations under this Agreement, the other party may, by written notice to such defaulting party specifying the nature of the default and the date on which this Agreement shall terminate (which date shall be not less than ten (10) days after the giving of such notice), terminate this Agreement and upon such date, unless the default so specified shall have been cured, this Agreement shall terminate. Termination of this Agreement shall be the sole and exclusive remedy of both Sellers and Buyer and neither party shall have the right of specific performance. 18. Well Disclosure/Sewer Septic Disclosure. Sellers certify that the Sellers do not kno«~ of any wells on the Property. Sellers further certify that any sewage generated at the Property goes to a facility permitted by the Minnesota Pollution Control Agency. IN WITNESS WHEREOF the parties have executed this Purchase Agreement this y~_ i -- ~ e~ l~ l~~ ~ a - ~ ~ C c ~ .,C, 2001. SELLERS: BUYER: THE CITY OF EAGAN j 5 /`f Jeffrey Hall Mary Hall Patricia E. Awada Its: Mayor Mira McGarvey Its: Deputy Clerk /S ATTACHA4ENI' A Claim for Moving and U.S. Department of Housing Related Expenses -- and Urban Development ~~ Families and Individuals OMB Approval No. 2506-0016 (Exp. 11130/92) For Agency Name of Agency: Project Name or Number. Cue Number. use only: City of Eagan City Project #800 Pu bl Ic Reportl ng B urden for this collection of information is estimated to average 0.5 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the colecton of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, >b the Reports Management Officer, Office of Information Policies and Systems, U.S. Department of Housing and Urban Development, Washington, D.C. 20410-3600 and to the Office of Management and Budget, Paperwork R13duction Project (2506-0016), Washington, D.C. 20503. Do not send this Completed form to either of these addressees. Instructions: This claim form is to the use of families andindividuals applying for payment olrnoving and related expenses. You may apply for either (1) a fixed allowance, or (2) an amount to cover the actual moving and related expenses incurred (aa described on page 2 of this form). A claim for actual expenses must be supported by receipts or other evidence. The Agenry will explain the differences between the two types of payments and will help you complete this form. If the full amount of your claim is not approved, the Agerlry will provide you with a written explanation of the reason. If you are not satisfied with the Agency's determination, you may appeal that determination. The Agenry will explain how to make an appeal. t Vour Name(s) (YOU are the Claimant(s)) ta. Prosant Mailing Address(es) of Claimant(s) 1b. Telephone Number(s) f Jeff & Mary Hall 1940 Silver Bell Road ,~ ~ ~~~, ~Y~1 2 Have All Members of the Household Moved to the Same Dwelling? Yes No (If 'No,' list the names of all members and the addressee to which they moved in the Remarks Section.) How Many Rooms Was It Furnished witfi i When Did Yoe Dweilmp i Addreu (induds Apartment No.) Did Vou Occupy?' Vour Own Furniture? !Move to This Unlt? 3 Unit That You ~ ©Yes ~No { ~ (! 0 Moved From ; 1940 Silver Bell Road, Eagan, MN 10 i ~c 4 Unit That You / /' r ( /r ~+ T ' Ezdudinp bathrooms, ~ Moved To ! (~~` ~~yJ ~ / ~i ~ ~~1 ' r f / ' •y C ( haliwayt and doses. 1 ~ ~ ~l f~ l 5 Is This a Frnal Claim? Yes No tit rV III fJV IO{IV11 VI f"OylllOlll \W11lFliMltl 110111 pC V1 VVf Item f3a. Fixed Albwance fib. Actual Movin Ex nsea For A •nc Use Onf (1) Moving Cost $ $ (2) Transportation Cost-Families end individuals (3) Cost of Insurance Covering Move ancyor Storage (4) Storage Cost (Complete Item 10 on page 2) (5) Other (Explain in Remarks Section) (6) Total Amount of Claim (Consult Apenty for amount of fixed allowance) $ S 4900.00 $ (7) Amount Previously Received, if any (8) Amount Requested (Subtract line (?) from line (6)y Negotiated punt t 4900.00 $ 7.Cerliflcadon By Claimant(s): I certify that this drum and supporting information are true andoomplete and that I have not bean paid }or these expenses by any other source. 1 ask that the amount on line (8) of Item 6 be paid directly to ~X me ~tfw contractor(c) (ac specified in the Remarks Section) S~pnature(s) of Claimant(s) b Dete: ' ~ ~~ ~f ` Warning: HUD will prose false claims and statements. Conviction may result in criminal arld/orcivil penalties. (18 U.S.C.1001,1010,1012; 31 U.S.C. 3729, 3802;: To Be Completed by the Agency Payment Action Amount of Payment $ipneture Name (Typo or Print) i Date 8 Recommended $ 4900.00 ,, ~ ~~"Z~`Z~~E--- l~~ Michele Kaltved 6-5-01 9. Approved I $ Page 1 of 2 roan nuu-Coosa (vyz; ref Handbook 1376 /6 10. Supporting Data For Storage Cost (Describe properly stored in Remarks Section or attach list.) Is This a Final Claim For Storage? ~ Yes ~ No I Date Moved to Storage: Date Moved From Storage: Computation of Storage Costs Item Amount For Agency Use Only Name 8 Address of Storage Company Monthly Rate for Storage S S Number of Months in Storage Total Storage Costs (enter on litre (~) of tram tab) 3 3 Should Payment be Made Directly ~IYes (~No Amount Previously f~ecelved (Includ•Thta to Storage Company? ~J U Amount in lin• (7) of Item 6b) S S Remarks (Anach additional sheets, it necessary) Moving and Related Expenses Which Are Pald For 1. Transportation of individuals, families and personal property from the 4. Swrageofthepersonalproperry,asdeterminednecessarybytheAgenc~ displacement site to the replacement site. Transportation costs fora 5. Insurance of the personal property in connection with the move anc distance beyond 50 miles are not eligible, unless the Agency determines necessary storage. that relocation beyond 50 miles is justified. 6. The replacement value of property lost, stolen or damaged to the move 2 Packing, crating, unstaring and unpacking o! personal property. where insuuance is not reasonably available. 3. Necessary charges for the removal and hookup of appliances, equipment and other items, not acquired as real property. ' Moving and Related Expenses Which Are Not Pald For t Cost of moving any building or otherrea] property in which the displaced person reserved ownership. 2 Interest on a loan to cover moving expenses. 4. Any legal fee orothercost forpreparingthe claim for moving and refatz~ expenses or for representing the claimant before the Agency. 5. Expenses for searching for a replacement dwelling. 3 Personal injury. Privacy Act Notice: This information is needed to determine whether you are eligible to receive a payment for moving and related expenses. You are not requires by law to furnish this information, but if you do not provide it, you may not receive any payment for these expenses or it may take longer to pay you 7h,s in formauor is being collected under the authority of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, The information may be madE available to a Federal agency for review. Page 2 of 2 form HUD-40C= ATTACHMENT Al Claim for Replacement Housing Payment U.S. Department of Housing for 180-Day Homeowner and Urban Development OMB Approval No. 2506-0016 (exp 113092) For Agency Name of Apency. Pro)ect Name or Number: I Case Number Use Only: City of Eagan i City Project #800 Public Raponing Burden for this collection rr information is estimated to average 1.0 hour per response, including the time for reviewing instructions, search~np ezistinp data sou•ces. gathering and mamta~ning the data needed, and completing and reviewing the collection of information. Send comments regarding this bwden estimate or any other aspect of tn~s Gpue,:uc.r. of inlormat+or., mcludmg suggestions for reduonp this burden, to the Reports Management OPooer, Office of Information Pof+cies and Systems, U.S. Depanment o1 Hous~np anti Urbar Development. Washington, D.C. 20a t 0-3600 and to the Office of Management and Budget, Paperwork Reduction Project (2506.00 t 6), Washington, D.C. 20503. Do no! send this completes corm to either of these addressees. Prlvecy Acl Notlcc This information is needed to determine whether you era eligible to receive a replacement twusinp payment fora 180•day homeowner. You are not requlreo by lea to furnish this inlonnation, but if you do not provide it, you may not receive this payment or it may take longer to pay you. This information is being collected under the authority of the Uniform Relocation Assistance and Reat Property Acquisition Po4des Act of 1970. The intormaton may be made available to a Federal agency for review. Instructions. This Corm is for the use of families and individuals applying for a replacement housing payment fora 180-day homeowner. The Agency will help yon complete this form. lithe full amount of your daim is not approved, the Apency will provide you with a wrinen explanation of the reason. It you are not satisfied with the Agency's determination, you may appeal that determination. The Agency will explain how to make an appeal. t. Vour Name(s) (You are the Claimant(s)) Jeff & Mary Hall ia. Present Melling Address(es) of Claimant(s) lb. Telephone Number(s) 1940 Silver Bell Road, Eagan, MN ~~~: ~ ~ ~~ _ ~ y ~<~ 2. Have all members of the household moved to the came dwelling? Yes ~ No ~ (tf •no•, anarh a list of the names of all members and the addresses to which they moved.) Dwelling Address When did you buy this unit? When did you move to this unit? When did you move out 01 this Un:f~ 3. Uni[ That You ~ Moved From /~~~ f ~`~~ Z ~~ ! ~ ~~ / 1940 Silver Bell Road Ea an I ! . d. Unit That You Moved To ~ r /~ ~ .1 ~ ~/; r 'd ~ ~ 'i l-// /~/ ~ T ~ /~ u!~ ~`; S. Comoulation of Replacement Houalna Payment Item To Be Completed By Claimant For Agency Use Only (1) Purchase Price of Comparable Replacement Dwelling (To be provided by the Agency) $ Negotiated Settl e$'tt (2) Purchase Price of the Unit You Moved To (3) Lesser of fine (1) or (2) I (d) Price Paid by Apency for Unit That You Moved From 180, 750.00 (5) Differential Amount (Subtract line (a) from Gne (3). II amount on fine (4) exceeds amount on line (3), enter 0) __ _ (6) Incidental Expenses (From line (16) of Item 12)NegOtiated AmOL1Tlt 3 , 000.00 ~ (7) Mortgage Buydown Payment and Other Debt Service Costs (Ta be determined by Agency. See instructions in hem t3) (8) Total Amount of Replacement Housing Payment Claim (Add Imes (5), (6), and (7)) $183 , 750.00 $ (g) Amount Previously Received, it any (10) Amount Requested (Subtrau line (9) from line (6)) $ 183, 750.00 $ s. Certlllcatlon by Clalmant(a): 1 certify that this claim and supporting information are true and complete and that I have not been paid f~+r these expenses from any other source. S~pnature(s) of Claimant(s) d Date: ~~~~ ~~ Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or dvil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3)29, 38: £ To Be Completed by Agency 7. Ersclnu Dale d Ehgbihly e. DaN d Rslerral to COnparable ti. Dale Replaoemenl Dwellv+g Insps2ne~ for Rebca+on Acselance Roplacsmenl pwling and Found Dscarn, Salo antl Sansary 5-5-01 I N/A N/A _ ---~ - --- Payment Amon ~ Amount or Payment Sipnatwe Name (Type a Pnnq Oale to Recommended i $183, 750.00 ~,1.((/Z~,(i; ~.~~ ~-~~--' Michele Kaltved 6-5-01 J 11 Approved. Pape ~ of 2 ~ form HUD-4005? (v6'_ / (}rf[~/ ref Handt:oc~ t3 E