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25 of 3 Leone Valerie , From: Coone Paul Sent: Wednesday, October 12, 2005 6:27 AM To: Leone Valerie � 7 �Y . , �) Subject: RE: pond maintenance agreements yl I was referring t win City Garage r. Sorry for the confusion. Paul Coone 6())//j"-68)<— Ui()Tn'/LJ City of New Hope S Operations Manager `, � 763-592-6762 TG-4f- '�'. 1. ,54biA 5 I , From: Leone Valerie Sent: Tuesday, October 11, 2005 8:23 PM To: Coone Paul Subject: RE: pond maintenance agreementsdie II A ti./ Are you referring to Norfhl�ar d Mechanical From: Coone Paul ' Sent: Tue 10/11/2005 4:54 PM \y/ etj To: 'Vander Top, Vince T'; Leone Valerie; Johnson Guy; McDonald Kirk Q,N Cc: Steven Sondrall; Quisberg, Jason P 'subject: RE: pond maintenance agreements I actually found the property owner's website for their office/apartment building in Minneapolis and sent them an email requesting they contact me. Paul Coone City of New Hope Operations Manager 763-592-6762 From: Vander Top, Vince T [mailto:vvandertop©bonestroo.com] Sent: Tuesday, October 11, 2005 12:04 PM To: Leone Valerie; Johnson Guy; McDonald Kirk Cc: Steven Sondrall; Coone Paul; Quisberg, Jason P Subject: RE: pond maintenance agreements Guy/Shari, Val, and Kirk; Building off of your email, Val, hopefully this will help clarify a procedure By"legal address", I believe Steve was referring to the legal description of the property and of the ponding area. I have attached a "sample" pond maintenance agreement. This agreement requires specific legal descriptions to be inserted. These descriptions should come from the applicant (or applicant's engineer/surveyor). In my opinion, we should be attaching this sample maintenance agreement to the materials that are provided to planning applicants. When required, we should request them to complete the agreement and legal descriptions prior to the completion of the site improvements agreement. I looked through our AC and Northland Mechanical files this morning. I do not have record of a "sample"agreement being sent to AC, but I did find the attached email that was sent to Northland. It appears that they just failed to complete it. This leads to my next suggestion. It is difficult for me, Steve, or Guy/Paul to track the completion of these agreements. 10/12/2005 Page 2 of 3 The applicant does not come to the attorney, engineer or public works seeking permits and authorization to proceed. We are involved but CD has traditionally been the coordinator permits, bonds, etc. Therefore, I would suggest that the sample agreement be supplied to the applicant at the time of application and/or Design Review. The agreement should be returned to CD by the applicant. When the maintenance agreement is returned to CD, Kirk can have it reviewed by the torney and engineer. We could then require the final completion of the agreement in conjunction with the site nprovement agreement. That would take care of future applications. For those applications that have already been through the planning process and do not have maintenance agreements in place, I would suggest that we send out the sample agreement to those parties and ask to have them completed. If those applicants find it too difficult to develop the legal descriptions, we may be able to assist them with that work. I would prefer that they use their own engineer/surveyor. As an alternative, Steve's office may need to look at revising the sample agreement to eliminate the legal description requirement. We may not be able to eliminate the need for the overall property legal description, but we could possible eliminate the pond legal description. The property legal description is easier to obtain. It should already exist. The pond legal description needs to be developed and therefore may be more difficult to complete. These are my thoughts. Hopefully they help. Vince From: Leone Valerie [mailto:vleone@ci.new-hope.mn.us] Sent: Tuesday, October 11, 2005 8:42 AM To: Johnson Guy Cc: Vander Top, Vince T Subject: RE: pond maintenance agreements Hi Shari, hadn't gotten a response as of last night but Clarissa happened to mention subject so I had opportunity to chat with Sondrall. He says it's often the lack of a legal address that slows things down so I'll try to work with Vince to ensure at Steve's office gets the necessary info and drafts the pond maint. agreement simultaneously with the site improvement .greement. cc to Vince - FYI. Valerie From: French Shari on behalf of Johnson Guy Sent: Tue 10/11/2005 8:27 AM To: Leone Valerie Subject: RE: pond maintenance agreements Great idea, did you get response that you needed?? On behalf of Guy Johnson, Public Works Director From Shari French Director, New Hope Parks & Recreation 4401 Xylon Avenue North New Hope, MN 55428 Phone: 763-531-5152 ax: 763-531-5136 10/12/2005 Page 3 of 3 From: Leone Valerie Sent: Tuesday, October 04, 2005 10:53 AM To: wandertop@bonestroo.com; sas@Jensen-sondrall.com Cc: McDonald Kirk; Johnson Guy; Sylvester Pam Subject: pond maintenance agreements First of all -Vince, we do not have the contract for AC Carlson. Second, I'd like to try to institute some sort of procedure of how we get pond maintenance agreements drafted and signed. These are important pieces of the planning process yet they often are not given much attention. It seems there is no standard as to who handles what. Steve, do you have recommendations? Is there a generic template that we could use and modify by city staff? Valerie Leone, New l lope City Clerk 763-531-5117 phone 763-531-5136 fax 10/12/2005