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HomeMy WebLinkAbout2021-02-11 Council MinutesCITY OF CORCORAN City Council Meeting Minutes February 11, 2021 = 7:00 pm The Corcoran City Council met on February 117 20213 in Corcoran, Minnesota. Pursuant to Minnesota Statute Section 13D.021 and due to the COVID-19 pandemic, the City Council meeting was held remotely through electronic means using the audio and video conferencing platform Zoom. Mayor McKee was present at City Hall and present via telephonic or other electronic means were Councilor Bottema, Councilor Nichols, Councilor Schultz, and Councilor Thomas. Also present were City Administrator Martens and Administrative Services Director Beise. Public Works Director Mattson and City Planner Lindahl were present via telephonic or other electronic means. Director of Public Safety Gottschalk was excused. 1. Call to Order/Roll Call Mayor McKee called the meeting to order at 7:00 pm. 2. Pledge of Allegiance Mayor McKee invited all in attendance to rise and join in the Pledge of Allegiance. 3. Agenda Approval City Administrator Martens noted the removal of item 7a. Draft Council Minutes January 28, 2021, and addition of 10d. Resolution Supporting Legislation Authorizing Street Infrastructure Development Fees. City Administrator Martens noted an item under Planning Business is a continuation of a Public Hearing. MOTION: made by Bottema, seconded by Schultz to approve the agenda as modified. Voting Aye by Roll Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 500) Commission Representatives Mayor McKee noted Planning Commissione r Jacobs and Parks and Trails Commissioner Nybo were present via telephonic or other electronic means. Mayor McKee invited Commissioner Jacobs and Commissioner Nybo to speak on relevant agenda items. 5. Open Forum (Public Comment Opportunity) Mayor McKee invited residents to communicate telephonically during the Open Forum discussion for items not included on the agenda. Administrative Services Director Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. De Secora, 6410 Elm Street, questioned the Public Hearing and Planning Meeting from February 4, regarding 6330 Snyder Road, and asked if the Public Hearing and meeting would be rescheduled. Council addressed Ms. Secora's question and noted there is a Planning Commission Special Meeting with a continuation of the Public Hearing on February 18, 2021. Commissioner Jacobs commented on business owner input received regarding the taste of City water within the commerce area of Corcoran and supplied by the City of Maple Grove. Council noted with a reverse osmosis water system, the water taste improves. 6. Presentations/Recognitions 7. Consent Agenda a. Item removed. b. Draft Minutes of January 20, 2021 Council Goal Setting Work Session c. Draft Minutes of February 3, 2021 Council Goal Setting Work Session d. Financial Claims e. Resolution 2021-10 Accepting a Donation f. Resolution 2021 -1 1 Supporting Grant Application g. Change Order - Downtown Stormwater Improvements OTION: made by Nichols, seconded by Bottema to approve the consent agenda items 7b., 7c., 7d., 7e., 7f. and 7g., as presented. Voting Aye by Roll Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 5:0) 8. Planning Business a. Public Hearing —Easement Vacation for Nelson International (City File 20-022) City Planner Lindahl noted the Public Hearing was continued from the previous Council meeting due to lack of a 4-vote minimum needed to pass the easement vacation. City Planner Lindahl noted the site pIan approval rededicates a new drainage and utility easement, and reflects a modified edge of wetland boundary, stormwater management ponds, and includes a larger easement to protect the wetland and stormwater areas. Mayor McKee noted the continuation of the Public Hearing and invited residents to communicate telephonically during the Public Hearing. Administrative Services Director Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. No residents participated in the Public Hearing. MOTION: made by Nichols, seconded by Thomas to close the Public Hearing. Voting Aye by Roll Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 5:0) MOTION: made by Schultz, seconded by Nichols to adopt Resolution 2021-08 Approving the Easement Vacation on Lot 1, Block 5, Bellwether 2nd Addition Contingent Upon the Dedication of the New Easement. Voting Ave by Roll ,Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 5:0) 9. Unfinished Business (Public Comment Opportunity) Mayor McKee invited residents to communicate telephonically during the Public Comment opportunity for Unfinished Business items included on the agenda. Administrative Services Director Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. No residents participated in the Public Comment Opportunity. a. Fire Sub -Committee Report Update Director of Public Safety Gottschalk reviewed recent fire service discussions and studies completed in the City from 2016 to 2018. Director of Public Safety Gottschalk noted the findings of the Fire Study Comprehensive Growth Plan indicated a need for a strategic plan incorporating a three -to -five year road map to understand the City's fire service expectations. In 2018, Council created the Fire Service Sub -Committee to form a future fire service vision for the City, to obtain community input, to review response times and targets, and to review the fiscal aspect of the City constructing its own future fire station. Director of Public Safety Gottschalk reviewed the two tiers and costs for implementing fire service in Corcoran. Director of Public Safety Gottschalk discussed the importance of community expectations, industry standards, response time targets, and fiscal responsibility. Director of Public Safety Gottschalk reviewed the concept of a proposed construction of a Corcoran fire station and noted numerous variables and factors would affect the final cost. Mayor McKee indicated a caller was missed during the public comment opportunity. Administrative Services Director Beise acknowledged the caller and asked the caller to state their name and address. Greg Hoglund, 19220 Hackamore Road, questioned the fire service report from 2018 and opined on the construction of a fire house location near the Ravinia neighborhood, and why the Hamel Fire Department is not utilized as a resource. Council discussed the original fire sub -committee meetings and the progress the committee made on establishing what the issues in Corcoran were at that time, and the benefits and negative aspects of 2 building a fire station. Council noted a medical need was an apparent issue in Corcoran. Council reviewed the desire for Corcoran to control the City's path pertaining to fire service in Corcoran. Council discussed the current three fire departments that service the City of Corcoran and recognized the need for continued collaboration with those organizations, while being proactive in reviewing what the future needs of Corcoran will be. Council discussed the density of housing surrounding Hackamore Road and Maple Hill Road and noted while fire may be a smaller number referenced in the fire service report compared to medical needs calls, fire causes the most damage even with a smaller percentage of calls. Council discussed accessing current data and reviewing all fire service options again. Council discussed possibly reviewing reciprocity services with Maple Grove to gain fire coverage on the eastern half of Corcoran. Director of Public Safety Gottschalk indicated fire aid is currently in place for structure fire calls for Corcoran by Maple Grove fire stations. Council reviewed the current fire service report discussed a rapid deploymenfi team in Corcoran with a proposed sponsorship by local fire departments for medical calls. Director of Public Safety Gottschalk noted Hamel Fire Department does not currently reach the greatest area of need in Corcoran. Council asked if Hamel Fire Department could potentially be a resource for service needs. Director of Public Safety Gottschalk noted some additional service provisions in addition to travel times and location are considered in selecting fire services. Council inquired about the recent fire service meeting Director of Public Safety Gottschalk attended. Director of Public Safety Gottschalk and Council discussed fire district options, and noting discussions within the meeting were similar to the meetings Corcoran started with in 2016 and included what the future fire service needs and expectations may look like for communities to the south of Corcoran. Council noted the meeting topic was not entirely clear in what a fire district is about and what it can be, but more in line with the topic of changing management to align with a fire district, and how teams need to prepare and implement changing to a fire district. Council reflected the meeting outlined how to implement a fire district, and the pros and cons of a fire district. Council noted the meeting reflected current fire station status and that most are ill equipped with volunteers and are not financially prepared. Council indicated the scope of the meeting was not on fire districts but describing how to move multiple cities into a fire district. Council noted future discussions should include how to protect residents on the southeast side of Corcoran. Council questioned and discussed the possibility of one of Corcoran's current partner agencies being consumed within a fire district. Council noted the City could contract with the new fire district and joining the fire district would be a separate option. Council and staff noted the City's need to continually understand what is happening within the community and if a fire district could add value to the City's needs and objectives. Council discussed the recommendations previously presented in the fire services report, and a willingness to review a new fire service plan report if Council deems it necessary. Council discussed structure fire coverages by Maple Grove and response times, and if there is an advantage of utilizing Hamel for those services. Director of Public Safety Gottschalk responded the calls for service, and the nature of fihe calls responded to, are an important part of the fire services residents receive from having a fire department. Council discussed mutual aid with neighboring cities. Director of Public Safety Gottschalk noted the bigger issue falls within the general service needs of residents. Director of Public Safety Gottschalk noted a fourth service provider would increase cost administratively in the evaluation of services. Council noted the good intent phone calls are a primary beneficiary of additional fire services, with a significant cost increase with a fourth provider, and inquired if Hamel Fire Department be able to accommodate a light -duty responsibility such as medical assistance calls. Council inquired how current service coverage with North Memorial Ambulatory Service applies in assisting with emergency services. Director of Public Safety Gottschalk noted any fire services would be in concert with North Memorial and would not take away from current North Memorial Ambulatory services that are deployed. Council clarified North Memorial Ambulatory services are random and are not centrally located within Corcoran. Council requested a previous set of recommendations for fire services with contributions by current fire service partners. Council noted next steps include staff recommendations of implementation of the tier one priorities as previous Council discussed. Council agreed with priorities and noted modifying the vision to prioritize medical needs falling at 80 percent of the service 3 calls, followed by natural disaster, and then hazmat. Council discussed focusing on implementation process with recommendations. MOTION: made by Bottema, seconded by Schultz approve staff to proceed with developing the work plan according the previously adopted recommendations (Adopted December 12, 2019). Voting Aye by Roll Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 5:0) b. Hackamore Road Improvement Project Planning City Administrator Martens outlined fihe Hackamore Road Project which was approved in February and June of 2020. City Administrator Martens reviewed the decision by the City of Medina to end their participation in the project on July 7, 2020. City Administrator Martens noted the new Medina Council is interested in reviving the Hackamore project and will be reviewing the project again at the February 16 meetina. City Administrator Martens referenced the timing of the Hackamore project and reviewed Medina and CorCOran'S mutual participation in the road construction project and the communicafiions Medina to date regarding the project. Council inquired about primary and secondary applicants regarding the grant. City Administrator Martens noted the minor costs of the fund solicitation would be split between as the primary applicant, and it asked if the grant fund is directly linked to the Hackamore Road Improvement Project. City Admini Martens clarified the grant funds are linked directly to the the two cities, with a letter of support from Corcoran listing Med orcoran as secondary. Council C project and cannot be used elsewhere. City Administrator Martens noted the importance of the project moving forward, and with the design completed, is ready for implementation and construction to begin. Council and staff discussed the final design recommendation option selected as option 2 with a 2-lane road and a dedicated turn lane option, with an evaluation of a bike lane component into the final design. Council and staff reviewed the initial selection by the Medina Council as option 2, with Corcoran confirming agreement with that option, however, the Medina Council stopped participating in the project after the Corcoran Council agreed on option 2. Council noted utilities that need to be moved with road construction and inquired if the 75 percent design cost includes the utility portion. Public Works Director Mattson noted the final stage would include right of way franchise agreements, utilities, and noted cost would be refined within that stage. Council questioned financial impacts to residents on Hackamore Road. City Administrator Martens reviewed previous Council consensus of developers supporting the cost for the road improvements as each development directly impacts use on the road and impacts the road entrance servicing the development and is a phased, cost approach on when the need is reached. Public Works Director Mattson noted initially County Road 101 and Hackamore Road were selected as phase 1 due to the potential development or need on the corner, however, phase 1 may now incorporate County Road 116 and Hackamore Road as the highest need with development movement now planned at that intersection. MOTION: made by Thomas, seconded by Schultz to direct staff to proceed with the previously approved project if Medina votes to approve the project; authorize staff to apply for a Local Road Improvement Program fund solicitation grant; and authorize staff to draft a letter of support for the Local Road Improvement Program application. Voting Aye by ROII Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 5:0) 10. New Business (Public Comment Opportunity) Mayor McKee invited residents to communicate telephonically during the Public Comment Opportunity for New Business items included on the agenda. Administrative Services Director Beise explained fihe instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. No residents participated in the Public Comment opportunity a. Authorize Feasibility Study — Corcoran Trail East and West Street Improvements Public Works Director Mattson outlined the background evaluation on staff recommendations for annual street improvements. Public Works Director Mattson reviewed the history of the road noting the uniqueness of the road in that both access points are directly off County Road 50 and roads begin with 4 gravel sections before converting to a gravel surface. Public Works Director Mattson reviewed the deteriorated pavement is showing signs of failure and apprised an alternate lower cost construction of the pavement section may be warranted. Public Works Director Mattson noted a feasibility study will evaluate potential assessments to adjacent properties, analyze the area for existing drainage conditions in tandem with the street improvement project, as the neighborhood concerns with flooding. Public Works Director Mattson reviewed the financing for the improvements will come from a combination of sources including special assessments and local participation. Public Works Director Mattson noted based on staff projections, a substantial gap exists, and final costs will depend on the final warranted streefi improvements. Council discussed the stormwater issues in the neighborhood, and the assessment formula incremental values to the property owner, and if paving was requested by fihe neighborhood. City Administrator Martens explained fihe assessment formula as based On 90 percent of the low end of the range of benefit and included an example of the range of benefit betwee $12,000-$17,000, would be 90 percent of S12,000. Staff noted no recollection of petitions for paving Just control within the neighborhood. Council discussed past community input on improving roads, and resident's response to road improvements within the neighborhood, and the need to determine if the neighborhood wants road improvements. Council indicated some interest from residents in paving the road in the neighborhood. Council suggested before feasibility study is completed, that staff communicate through a public outreach in the neighborhood to find out if there is a desire to improve fihe road. Council inquired on road maintenance management and prioritization of maintenance within the City. Public Works Director Mattson noted the City's approach to road improvements and schedules, and how the roads are selected, with the limited asphalt budget. Council questioned the assessments and if they would be like Appaloosa Woods regarding the paved and gravel surface. Council and staff discussed the overlay policy and impacts to residents, indicated review of road conditions would be necessary to determine if the investment to overlay is a fiscally responsible decision, and the importance and benefits of a feasibility study. City Administrator Martens noted if community engagement is a requirement by Council, staff can incorporate an approximate estimate of road improvement costs, to validate moving forward with a feasibility study to pave a road. Council noted concerns in setting policy through allowing resident opposition to dictate when a paved road becomes a gravel road and the impacts to infrastructure planning within the City with setting this precedence. Council asked about the length of time a feasibility study data is valid for. Public Works Director Mattson responded the design standpoint would be standard, however, variables would be construction costs, a new letter of benefit would be necessary for 429 assessment process to fulfill accurate and valuable data. MOTION: made by Schultz, seconded by Nichols to approve Wenck to complete a feasibility study including the stormwater modeling alternate study in the amount of $17,000. Voting Aye by Roll Call Vote: McKee, Nichols, and Schultz Nay: Bottema and Thomas (Motion carried 3:2) b. Finance Staff Planning City Administrator Martens outlined how the existing finance duties are currently distributed among staff. With the growth of the City, the allocation has been amended to hire a lead finance person to lead finance activities in the City. City Administrator Martens noted changes in job descriptions, a recruitment date, and start dates. Council discussed the value a finance director position would bring to the City. Council asked if original, finance budget funds included consulting fees. City Administrator Martens noted consulting fees were included in the original budget fund and would not be necessary with the new position. Council discussed certification requirements for the position, key goals of understanding of financial positioning of the City, and finding a high-level candidate for the position, and bringing all finance duties in-house. Council inquired about tasks the finance position would encompass and referenced transitioning outside financial services internally. City Administrator Martens responded with an example and referenced the financial management plan would be completed internally, with some initial outside setup assistance. City Administrator Martens noted bond issuances would remain as an outsourced service. Council noted the 2021 budget allowed for the n or 5 position for half a year. Council noted the importance of bringing planning and finance in-house. Council consensus directed staff to move forward with a job description for a lead finance position. c. City Council Agenda Format City Administrator Martens reviewed the current agenda format and requested input from Council on the current agenda format through the remainder of the COVID pandemic period. Council noted the public comment opportunities for critical items were acceptable, with consensus the public comment sections were appropriate during the COVID pandemic and can be reviewed once normal operations resume. d. Resolution 2021-12 Supporting Legislation Authorizing Street Infrastructure Development Fees City Administrator Martens reviewed the current legislation introduced a bill authorizing a street improvement district, essentially street improvement fees. City Administrator Martens noted currently cities have authority to process fees for parks, water, and sewer; however, cities have not had that authority over streets. City Administrator Martens outlined the process for calculating fees and how fees are attached to developments. Council inquired about smaller builders having a more viable chance to do business in Corcoran with infrastructure development fees. City Administrator Martens responded with differences in fees regarding to development size, what will trigger fees, and tax impacts over time, and noted the legislation woul d make developing in Corcoran more accessible to MOTION: made by McKee, seconded by Nichols to approve Resolution 2021-12 Supporting Legislation Authorizing Street Infrastructure Development Fees. Voting Aye by Roll Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 5:0) 11. Staff Reports a. Pandemic Response Update Director of Public Safety Gottschalk noted numbers of 470,000 current COVID cases, and currently Minnesota is on the downside of the last spike, testing sites are more functional, and vaccinations cumulatively are at 770,000. Director of Public Safety Gottschalk noted the current city operations safety and best practices. City Administrator Martens noted City Hall hours remain 8:00 am to 4:00 pm, and the additional space with the furniture installation of phase 1 of the remodel has allowed more staff to work within social distancing requirements at City Hall, with continued options of working remotely. Council and staff discussed COVID numbers and how results are reported, MDH data, public safety staffing progression with the three open officer positions, and discussion of the K-9 officer position. 12. 2021 City Council Schedule City Administrator Martens reviewed the upcoming Council schedule. 13.Adjournment MOTION: made by McKee, seconded by Thomas to adjourn. Voting Aye by Roll Call Vote: McKee, Bottema, Nichols, Schultz, and Thomas (Motion carried 5:0) Meeting adjourned at 9032 pm. S Miche le Friedrich — Deputy Clerk