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HomeMy WebLinkAbout2021-04-08 Council MinutesCITY OF CORCORAN City Council Meeting Minutes Apri 18, 2021 = 7:00 pm The Corcoran City Council met on April 81 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. Councilor Nichols, Councilor Schultz, and Councilor Thomas were present via telephonic or other electronic means. Councilor Bottema was excused. City Administrator Martens and Administrative Services Director Beise were present at City Hall. Public Works Director Mattson, Director of Public Safety Gottschalk, and City Planner Lindahl were present via telephonic or other electronic means. 1. Call to Order/Roll Call Mayor McKee called the meeting to order at 7:01 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 reviewed the Open Forum comment opportunity for items not on the agenda and noted the other public comment opportunities throughout the agenda. Administrative Services Director Beise reviewed the addition of 5 claims to item 7c. Financial Claims, noting 4 of the additional claims were 2020 Bring Your Own Device stipends, and one claim for the furniture purchase for the remodel. MOTION: made by Nichols, seconded by Schultz to approve the agenda as modified. Voting Aye by Roll Call Vote: McKee, Nichols, Schultz, and Thomas (Motion carried 4:0) 4. Commission Representatives Mayor McKee noted Planning Commissioner Jacobs and Parks and Trails Commissioner Meister were present via telephonic or other electronic means. Mayor McKee invited Commissioner Jacobs and Commissioner Meister 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. No residents participated in the Open Forum. 6. Presentations/Recognitions a. Fire Department Annual Reports i. Hanover Fire Department ii. Loretto Fire Department iii. Rogers Fire Department Chief Toby Heinz, Hanover Fire Department, reviewed community involvement and fundraisers completed by the Hanover Fire Department, noted call volume by year, by individual city, and calls made by days of the week. Chief Heinz noted the 27 calls in Corcoran in 2020 and totaled 14.75 percent of calls received. Chief Heinz outlined the calls by category with the highest number in the medical calls, followed by fire alarm calls and fire calls. Council asked for clarification on fire alarm calls and fire calls. Chief Heinz clarified fire alarm calls pertain to calls received that are fire alarm only with no emergency fire services needed, such as a false alarm through a security system. Chief Heinz reviewed the total yearly service hours of 297.55 for 2020 for Corcoran, and noted calls averaged higher during the daytime. Chief Heinz noted the average response time to the scene Of approximately 10 minutes with 12 responders per incidenfi, with a duration average of 53 minutes per incident. Chief Heinz reviewed the total person hours for 2020 and the number of mutual aid responses. Council thanked Hanover Fire Department for their service and inquired on total firefighter staffing within the department. Chief Heinz noted the department has 10 new probation members, bringing the total number to 31 firefighters which is capacity, and inc daytime hours. ludes staffing Of 6 firefighters available during the Chief Jeff Leuer, Loretto Fire Department, reviewed data On Corcoran noting 43 total calls for 2020, a total of 760 on -scene hours, with many calls being medical, alarms, and fires. Most calls were between Sam and midnight, with majority of calls happening on the weekends. Chief Leuer indicated an average response time of approximately 9:24 minutes per incident. Chief Leuer reviewed auto and mutual aid calls, noting total number of hours for the department for the year. Chief Leuer reviewed public events included the Holiday Train and Night to Unite events. Chief Leuer reviewed highlights for the year included a gear washer grant, numerous birthday party drive -by, and the purchase of new turnout gear with Cares Act Funds. Council inquired on total firefighter staffing within the department and changes within the last year. Chief Leuer noted staffing is full capacity at 35 members with 3 currently on a waiting list. Chief Leuer noted staffing for day call includes a response of usually about 1 0-1 2 firefighters per call. Council and Chief Leuer discussed the impacts to staff within the department during the COVID pandemic. Council thanked the Loretto Fire Department for their service to Corcoran. Chief Brad Feist, Rogers Fire Department, noted staffing in the Rogers Fire Department includes 3 full-time staff, and currently 37 firefighters, with approval of up to 41. Chief Feist outlined the cities and areas the Rogers Fire Department services. Chief Feist noted sanitizing processes in place for COVID relating to equipment, and protection processes in place for firefighters regarding personal injury calls during COVID. Chief Feist reviewed public community activities noting virtual station tours, drive-thru parade for National Night Out, drive-thru graduation at Rogers High School, virtual birthday greetings and a mask drive. Chief Feist touched on training topics in 2020, noted a call history increase of about 10 percent from 2019 to 2020, with 2021 estimated to surpass calls in 2020. Chief Feist reviewed the highest percentage of calls occurring on Thursdays, with majority of calls occurring mid -afternoon. Chief Feist reviewed the 2020 EMS call activity and indicated a factor in the increase of calls is due to faulty, or expired fire detectors. Chief Feist noted 54 calls within the City of Corcoran, with the highest number of calls falling under medical calls, false alarms, mutual aid calls. Chief Feist reviewed initiatives in recruiting to find more firefighters and noted a new fire engine will arrive in December 2021. Council thanked Rogers Fire Department for their service. 7. Consent Agenda a. Draft Minutes of March 25, 2021 Council Meeting b. Draft Minutes of March 25, 2021 Council Work Session C. Financial Claims d. Assessment and Financing Agreement — NAPA e. Northwest Trails Sponsorship Resolution f. 2021 City Calendar Amendment g. City Hall Remodel — Pay Request #5; Change Order #4 h. Resolution 2021-26 - Accepting Donation for the Memorial Garden i. Resolution 2021-27 Supporting Grant Application — Hennepin County Youth Sports Equipment Grant j. Request for City Council Acknowledgement Conditions of Resolution 85-5 Approving Final Plat of Meadow Trails Have Been Met Council requested item 7h. be pulled for discussion. MOTION: made by Schultz, seconded by Thomas to approve the consent agenda items 7a.-7g., 71., and 7j. as presented. 2 Voting Aye by Roll Call Vote: McKee, Nichols, Schultz, and Thomas (Motion carried 4:0) Council noted a special acknowledgement of the item 7h.; and gave special thanks to Hazel Lutz and Tom Anderson for their donation of $2,500 to the Memorial Garden. Council inquired how the donation will be utilized. City Administrator Martens noted the Parks and Trails Commission oversees the Memorial Garden Fund, and funds will be utilized for specific Parks and Trails projects. MOTION: made by Schultz, seconded by Thomas to approve the consent agenda item 7h. Resolution 2021-26 Accepting Donation for the Memorial Garden as presented. (Motion carried 4:0) Voting Aye by Roll Call Vote: McKeeNicholsSchultzand Thomas Planning Business (Public Comment Opportunity Mayor McKee invited residents to communicate telephonically during the public comment opportunity for Planning Business it ems included on the agenda. Admini strative Services Director Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed participation in the meeting through telephone or computer. No residents participated comment opportunity. instructions for in the public a. Final Plat and Final Planned Unit Development Plan for Tavera City Planner Lindahl briefly reviewed tabling of the application from a previous Council meeting. City Planner Lindahl noted previous Council approvals encompassing a 549-unit project, in 8 phases with a mix of residential housing. City Planner Lindahl also noted the recent Hennepin County approval of an 80-acre lot division on the south end of the original Wessel 160-acre parcel on January 25, 2021 and includes a 40-acre split on the northern portion of the parcel proposed in the phase 1 plat. City Planner Lindahl outlined phase 1 of the development includes 33 single-family homes and 3 outlots, includes construction of Horseshoe Trail entrance with turn lanes on County Road 116, and includes grading beyond the first phase plat limits south to Hackamore, and grading on the north Wessel property related to the new Horsehoe Trail entrance. City Planner Lindahl noted the final phase 1 plat area and the phase 1 grading plan areas. City Planner Lindahl reviewed the outstanding issues and conditions related to engineering and wetland permits not yet finalized that could impact final plans, and noted applicant is continuing to work on conditions with city engineer. City Planner Lindahl noted the will City coordinate the design, bid and management of County Road 116 improvements with the developer financing the improvements. City Planner Lindahl reviewed landscaping irrigation plan regarding water and water reuse balance and is tied to the wetland issue. City Planner Lindahl explained there was a decrease in the preservation of an ecologically significant area from 44 percent to 42 percent and appears related to changes in off -road trails required by the City as a condition of the preliminary plat approval. Overall, City Planner Lindahl noted the applicant is providing 52 percent woodland preservation. City Planner Lindahl noted in future phases the City will be taking land in the form of trail easements and a future neighborhood park on the west side of the development. City Planner Lindahl reviewed the master development contract which identifies fees and costs and requirements for payment in each phase of the project. City Planner Lindahl noted an example of improvements to Hackamore Road and estimated costs, however, the estimated costs for the Hackamore Road improvements would not be due with phase 1 but instead with a later phase per the development contract. Council and staff discussed grading outside of the phase 1 area and the stockpile or dirt being moved and remaining within the restricted size and height, and how it would be enforceable. Public Works Director Mattson explained each development has been allowed grading with conditions regarding distance from property lines. Public Works Director Mattson noted the Tavera project has been more specific with the grading details management plan. Council reviewed the dirt stockpile size, height, and adjacent properties of the development. Public Works Director Mattson noted erosion control, drainage maintenance, and stormwater components are part of normal grading operations. Council and staff discussed public safety review. City Administrator Marten noted City standards apply to all roads and right of way within the final plat and plan, however, in the future the City can change road standards. Council reviewed the grading in the first phases with stockpile located in adjacent parcel in phase 1 and asked for clarification if it is typical to allow grading outside of the phase, but not 3 outside the plat. City Planner Lindahl noted not allowing grading outside of the platted area has been a City of Corcoran practice, and other cities do allow developers to grade after preliminary plat approval. City Planner Lindahl noted Corcoran has been more cautious and has not allowed grading oufi the plat area. Council discussed complefiion of each phase per year, and with allowing grading to move to an area outside the approved plat, and if the stockpile is not diminished possibly for along period of time, now that could impact local landscape in the surrounding neighborhoods. Public Works Director Mattson reviewed the drainage corridors northeasterly from southern half of I, along with a secondary drainage corridor is part of a cascading design to make sure the overall development stormwater plan works. Public Works Director Mattson noted restricting the grading and stockpile Administrator Martens reviewed the grad side of within the first phase may adversely affect the drainage pla parce n in place to make sure neighboring properties are not impacted. Council discussed ensuring proper drainage across entire site.with additional grading exceeding the platted area to avoid water issues. Council noted concern of size and the ambiguous amount of time the stockpile will remain outside of the developed area. City ing plan conditions, and noted as phase move forward, Council can request the developer to move the stockpile if developer is not in compliance with phase request 1. Council and staff discussed compliance and the ability to Council asked where the stockpile will be located, grading outs ide a change with the developer. the platted area regarding stormwater drainage, and if stockpile is larger than what is needed. Staff noted the drainage is reasonable due to the terrain and wetlands, and constraints of the property. Public Works Director Mattson noted grading and stockpiling of materials are two separate issues. Council noted stockpiles moving within the developments as phases progress, vegetation around stockpiles, trees impacted, phasing and how phases will change as development progresses. Council noted the extended grading that is necessary due to proper drainage and noting using flexibility in condition to note compliance with stockpile storage. Council discussed the location of stockpile and cul de sac in existing neighborhood faces forward where the stockpile will be located and seems close to the neighbors and discussed what screening looks like regarding the impacted properties. Paul Tabone, Lennar Homes, discussed phasing, including a planned phase 2 later in 2021 and referenced how allowing a stockpile, allows for dirt to not be hauled off site, that is needed for a future phase. Mr. Tabone reviewed the efficiency of utilizing the site materials, with proper elevations for proper drainage, and utilizing dirt in the future as project moves north. Mr. Tabone noted erosion control and silt fences will be in place with erosion control mix of clover and grass on the stockpile and is a couple hundred feet back from County Road 116. Council inquired about the proposed amount of 4,000 cubic yards, and 200 x 400 stockpile material size. Mr. Tabone noted Lennar engineering has reviewed the entire south side in a final stormwater and grading plan, and trying to keep the material that is needed for the north side. Council reviewed concerns regarding the undefined term of how long the stockpile will remain, and if grading is being completed in the future and including a reassessment timeline of 3 years for discussion of stockpile if it remains. Council addressed past concerns from a resident that lives in an adjacent parcel to the Ravinia neighborhood and how the resident's property was negatively impacted due to grading while the Ravinia development was constructed. Public Work Director Mattson noted drainage flows easterly with development on the upstream side and is managed through swales directing away from properties; if system were to fail it will impact property owned by Lennar. Council and staff discussed condition of any inactive material needs to have vegetation coverage with weed control after 21 days and is a condition of a performance permit for erosion control and compliance and is managed by the City and state agencies. Council discussed condition 17 regarding addition of a notation on the certificate of survey as it relates to the property setback requirements for decks to reduce risk of misunderstanding to future property owners. Council and staff discussed what the certificate of survey requirements are and changing City ordinance for future developments. Council discussed condition 18 and existing HOAs and topic was reviewed in the administration and performance of HOAs. Council discussed condition 19 and landscaping plans approved at the preliminary plat and the risk of tree pests with landscaping trees selected. Council discussed condition 20 and stockpiles and boundaries. Council discussed condition 21 and refuse and construction debris left on construction site, noting it is 4 a citywide issue and code exists for garbage left on construction sites, and specified it is not a building inspection issue but a code enforcement issue and i cludes lose debris flying into wetlands. Council reviewed how the City ca 'n n address issue. Council discussed if it is a condition or conversation on City beautification. Council discussed arc requirements are and how the City hitectural standards not being satisfied, and what the will manage future architectural standards. City Administrator Martens reviewed the recent staff transition incorporating a construction services coordinator tU Lindahl noted the current architectural standards Lindahl noted for single-family homes are being met. City Planne oversee future architectural standards. City Planner r services coordinator will review for compliance a there are over 100 different home plans, and staff is working through them to approve, and wifih each building permit the construction II architectural standards. Council noted there is mechanism to make sure th ere is compliance and eliminate mistakes which occurred in t neighborhood. Council discussed the homes in the Ravinia neighborhood o actions the City can take. City Administrator Martens noted occupied homes do not allow for any he Ravinia ut of compliance and truction can be reviewed for compliance. Council id if the certificate of occupancy has not been issued, does the City have recourse to require the builder to adhere to PUD requirements architectural standards. City Planner Lindahl noted the new construction services coordinator position will review final inspections before the certificate of occupancy is issued, and upon discovery of non-compliance, have the builder remove materials and replace them with compliant materials. Council discussed the homes that are currently non -compliant, the City's responsibility, and insurance. Council and staff discussed the possibility of siding replacement due to natural disaster, and how the permit would be handled. Council noted the need to document the non-compliance for future reference for owners and future sale of homes. Council asked for the siding conversation be reviewed and brought back to Council at a later date. Council also noted tracking non-compliance homes. Council noted staff changes will eliminate non-compliance issues in the future with new home construction. MOTION: made by Schultz, seconded by McKee to approve Resolution 2021-22 Final PUD Development Plan (PUD) for Tavera 1st Addition" for Lennar (PID 35-119-23-41-0002) (City File 20- 042) with amendment: 15. The stockpile as shown on the grading plan is approved and must remain in compliance with the planned dimensions. Voting Aye by Roll Call Vote: McKee, Nichols, Schultz, and Thomas (Motion carried 4-0) Council asked for clarification on item 24 of contract, letter b, if item referencing other items other than architectural standards. City Planner Lindahl confirmed it is not relating to architectural standards. MOTION: made by Schultz, seconded by McKee to approve Resolution 2021-23 Final Plat and Development Contract for Tavera 1st Addition" for Lennar (PID 35-119-23-41-0002) (City File 20-042). Voting Aye by Roll Call Vote: McKee, Nichols, Schultz, and Thomas (Motion carried 4-0) 9. Unfinished Business (Public Comment Opportunity) Mayor McKee invited residents to communicate telephonically during the Public Comment opportunity I 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. Appaloosa Woods Street Improvements — Accept Feasibility Study, Order Improvement Hearing, & Authorize Plans and Specs Public Works Director Mattson outlined previous Council authorization for the feasibility study, staff work to date in aligning with Maple Grove's project in 2021 to achieve cost savings for the City. Public Works Director Mattson noted the properties within the development, outlined the areas on the street for the improvement project, noted the preliminary assessment roll of properties impacted by the street improvements, reviewed project schedule and next steps in the street improvement project. Public Works Director Mattson stated May 4 is the Maple Grove bid opening deadline and noted the May 13 5 owever the new homes under cons reviewed the process of house construction recourse, h Council meeting would include an improvement hearing, review of cooperative agreement with Maple Grove and bid awards. Public Works Director Mattson reviewed the assessment hearing would need to be scheduled and briefly outlined the street improvement construction timeline for 2021. Public Works Director Mattson outlined improvement funding would be a combination of special assessments and local participation from the Asphalt Fund with improvement costs updated after bids are received and reviewed at the improvement hearing prior to consideration of award. Public Works Director Mattson noted the cost to design the plans and specifications is approximately $5,000. Council reviewed the redevelopment was initiated by Maple Grove, and noted Maple Grover no longer is providing maintenance options to that area for Corcoran. Council noted the unique circumstance of access to Corcoran properties through a Maple Grove road. Council noted for clarity the practicality of servicing dirt roads, and the need for a better way to fund infrastructure regarding cost distribution. MOTION: made by Nichols, seconded by Thomas to accept Option 1 Appaloosa Woods Street Improvement Feasibility Study, Order Improvement Hearing, and Authorize Plans and Specifications in the amount of $5,000. Voting Aye by Roll Call Vote: McKee, Nichols, Schultz, and Thomas (Motion carried 4-0) 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 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. Code Enforcement Update City Administrator Martens presented code enforcement updates and noted proactive code enforcement is now in its third year, and includes driving through areas with obvious violations, and continuing to respond to complaints. City Administrator Martens noted the highest number of complaints in 2019 were related to storage nuisances. In 2020, there 279 violations at 190 properties with 20 violations sent to the city attorney for prosecution with repetitive court delays due to the pandemic. City Administrator Martens clarified what level of visible debris constitutes a violation, reviewed enforcement action regarding vehicle and trailer improper storage, inoperable vehicles, etc. Council discussed what is enforceable. Council discussed what may be viewed from neighboring property and the complaint -based process involved. Council and staff discussed complaint -based and proactive sweep code violations differences. City Administrator Martens noted staff would follow-up with Council on the percentage of complaint -based versus proactive code violation findings. Council and staff discussed the City budget for code enforcement and components of service. Council noted communication of the code violation and clarity for both staff and residents is necessary regarding the violation in direction from Council. Council noted review of RV storage from paved to unpaved surface and eliminating sign enforcement policy. Council discussed intent of sign enforcement policy regarding code enforcement for campaign signs, miscellaneous signs, etc. City Administrator Martens noted the code enforcement sign sweeps included all miscellaneous signs and not just campaign signs. City Administrator Martens noted review of campaign sign policy will be scheduled for a later Council meeting for discussion. City Administrator Martens and Council reviewed the process for code enforcement in specific areas of the City. Council noted the current cases pending in the court system and asked for status update. City Administrator Martens noted code violations are a low priority within the court system and noted the goal is to help residents find a solution to the code violation and be compliant with the City Code. b. Finance Manager Hiring Process City Administrator Martens outlined the Finance Manager position, job description, budgeted amounts for 2021, and recruitment and hiring processes. Council and staff discussed the timeline with applications due May 10, candidate selection, and process in finding the right candidate. MOTION: made by Nichols, seconded by Thomas to approve the finance manager job description, and authorize staff to begin the recruitment process as presented. Voting Aye by Roll Call Vote: McKee Nichols Schultz, and Thomas (Motion carried 4-0) c. Government Fee Analysis Proposal City Administrator Martens reviewed the proposal to review costs and processes for reviewing building permit applications and assisting with annual reporting requirements, and proposal of $I /,500 from Abdo, Elck, and Meyers. MOTION: made by Nichols, seconded by Schultz to authorize staff to proceed with the governmental fee analysis proposal. Voting Aye by Roll Call (Motion carried 4-0l Vote: McKee, Nichols, Schultz, and Thomas d. City Council and Commission Ordinance Discussion Council discussed serving roles in tandem as councilmembers and as a commissioner. Council discussed Charter Commission discussions and the acceptability of serving in multiple roles. City Administrator Martens noted the city attorney would need to review processes regarding discussed changes, and an ordinance could clarify City Council roles serving on the City Council and commissions. Council discussed term limits for serving the Council and commissions. Council discussed an ordinance referencing number of seats on each commission. Staff noted review with city attorney will be forthcoming on process for term limits restrictions in serving in multiple roles with the City. e. Charter Commission Application Council discussed the application. and process for updating language for MOTION: made by Schultz, seconded by McKee to table item until the April 22, 2021 Council meeting. Voting Aye by Roll Call (Motion carried 3:0:1) Vote: McKee, Nichols, and Schultz Abstain: Thomas 11. Staff Reports a. Pandemic Response Update City Administrator Martens updated Council on daily operating procedures, vaccines, 12.2021 City Council Schedule City Administrator Martens reviewed upcoming Council items and noted the upcoming work sessions on April 22. Council requested the Krominga item be advanced to the beginning of the agenda on April 22. Council discussed items being added to the packet after the packet has been posted. Administrative Services Director Beise noted late documents added to the physical paper copy of the Council packet can be added to the electronic version, but will greatly depend on when the item is received and staff availability. Administrative Services Director Beise referenced an example of item turned in right before a scheduled Council meeting, updating the electronic version on the website may not always align with the scheduled Council meeting. 13,Adjournment MOTION: made by Schultz, seconded by Thomas to adjourn. Voting Aye by Roll Call Vote: McKee, Nichols, Schultz, and Thomas (Motion carried 4:0) Meeting adjourned at 10:08 pm. Miche Ie Friedrich —Deputy Clerk 7