4.7. SR 06-28-2010City of
Elk -~
River
REQUEST FOR ACTION
TO ITEM NUMBER
Ci Council 4.7.
AGENDA SECTION MEETING DATE PREPARED BY
Administration une 28, 2010 Chris Leeseber ,Park Planner-Planner
ITEM DESCRIPTION REVIEWED By
Address Reimbursement Policy Lori ohnson, Ci Administrator
REVIEWED BY
ACTION REQUESTED
Staff is requesting the City Council adopt a resolution regarding reimbursement for residential and
commercial/business address changes.
BACKGROUND/DISCUSSION
On June 21, 2010, the City Council reviewed a request by a property owner that recently had their address
changed by the Address Committee to have it changed back, citing financial hardships.
The Council directed staff to review/modify the existing resolution pertaining to reimbursements for
address changes. Staff is proposing keeping the policy the same for residential address changes, but is
adding a section pertaining to business address changes, allowing them to recoup some of the money lost
on changing over their company stationery.
It should be noted the language speaks to reimbursing for addressing errors of the addressing authority.
Although it is usually unclear how/when a property was addressed incorrectly, in the past five years the
City has only reimbursed approximately four to five properties for errors made by City staff. Many of the
other addresses have been in place for many years.
FINANCIAL IMPACT
The reimbursement amount of $450.00 is not being recommended for change. Staff is proposing two
reimbursement policies, one for residential and one for commercial/business. In the event that an
approved home based business is operating out of the residential address that is being changed, that
business would be eligible for an additional reimbursement for the change. The total reimbursement for
this situation could be $900.00.
ATTACHMENTS
^ Resolution No. 10-_ rescinding resolution 05-43 and adopting new resolution for
reimbursing property owners for 911 addressing errors
Action Motion by Second by Vote
Follow Up
C:\Users\jmiller\AppData\Local\Microsoft\Windows\Temporary Internet Files\OLKE8DB\6 28 2010 Address Change Reimbursment (2).doc
RESOLUTION NO.10-
RESCINDING RESOLUTION 05-43 AND ADOPTING NEW RESOLUTION
FOR REIMBURSING PROPERTY OWNERS FOR
911 ADDRESSING ERRORS
WHEREAS, on May 2, 2005, the City Council for the City of Elk River adopted resolution 05-43
establishing a policy for reimbursing property owners for 911 addressing errors; and
WHEREAS, on June 21, 2010, the City Council directed staff to amend the address reimbursement policy
to include reimbursement provisions for businesses; and
WHEREAS, the City of Elk River has the authority and responsibility to assign 911 addresses for
properties in the city's corporate limits; and
WHEREAS, the Elk River City Council recognizes that, periodically, incorrect 911 addresses need to be
corrected by issuing a new 911 address; and
WHEREAS, the Elk River City Council recognizes that city property owners and residents may have
incurred costs at their property based upon an incorrect address assignment.
BE IT RESOLVED, that with the adoption of this resolution, the Elk River City Council hereby
rescinds resolution 05-43 establishing a policy for reimbursing property owners for 911 addressing errors.
BE IT FURTHER RESOLVED that the Elk River City Council hereby establishes a policy for
reimbursing city property owners and residents for certain actual costs incurred due to correcting an
incorrect 911 address having been previously assigned by the Addressing Authority. The Finance
Department is hereby authorized to make such reimbursements. Reimbursement payment for residential
address changes shall be based upon the following:
The assigned address shall be clearly demonstrated to have been an addressing error of the
Addressing Authority.
2. The amount of the reimbursement shall not exceed $450.00 for the owners and residents at
any given property address.
3. The costs to be reimbursed shall be documented by the property owner and be directly
caused by the Addressing Authority's addressing error. The costs eligible for
reimbursement are:
a. Materials and labor for re-addressing the physical numbers on the dwelling and
mailbox.
b. Fees incurred by subject property owners and residents for applying for and obtaining
a new Drivers License to reflect the address change, excluding those Drivers Licenses
set to expire wit the same month of the notice to correct the address.
c. Fees incurred by subject property owners and residents for applying fox and obtaining
a new passport to reflect the address change.
4. Reimbursements shall not be made fox incidental costs regarding the address change, for
such things as travel, phone calls, postage, change of address information delivered, or
replacement of check blanks or credit cards. Further, reimbursement shall not be made for
any consequential damages or costs incurred as a result of such address changes.
Reimbursement shall not be made for a property owner's or resident's time associated with
correcting an address error.
6. Reimbursement payments shall not be made in instances where a 911 address is made or
changed in response to a public purpose, such as an annexation, post office change or
similar occurrence.
Approved home based businesses may also receive additional reimbursement for the
commercial/business address change.
Reimbursement payment for commercial/business address changes shall be based upon the following:
The assigned address shall be clearly demonstrated to have been an addressing error of the
Addressing Authority.
2. The amount of the reimbursement shall not exceed $450.00 for the owners at any given
commercial/business property address.
The costs to be reimbursed shall be documented by the property owner and be directly
caused by the Addressing Authority's addressing error. The costs eligible fox
reimbursement are:
a. Materials and labor fox re-addressing the physical numbers on the building (and
mailbox?).
b. Fees incurred by subject property owners for obtaining new business stationery (such
as business letterheads, business envelopes, business cards, business check blanks)
4. Reimbursements shall not be made for incidental costs regarding the address change, for
such things as travel, phone calls, postage, change of address information delivered, or
replacement of credit cards. Further, reimbursement shall not be made fox any
consequential damages or costs incurred as a result of such address changes.
5. Reimbursement shall not be made fox a property owner s or resident's time associated with
correcting an address error.
6. Reimbursement payments shall not be made in instances where a 911 address is made or
changed in response to a public purpose, such as an annexation, post office change or
similar occurrence.
BE IT FURTHER RESOLVED, that the reimbursement payments for 911 errors shall be from the
Council's Contingency Fund unless determined otherwise by the Elk River City Council.
Passed and adopted this 28`" day of June, 2010.
Stephanie A. Klinzing, Mayor
ATTEST:
Tina Allard, City Clerk