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HomeMy WebLinkAbout2021-05-27 Council MinutesCITY OF CORCORAN City Council Meeting Minutes May 27, 2021 - 7:00 pm The Corcoran City Council met on May 277 2021, 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 Bottema, Councilor Schultz, and Councilor Thomas were present via telephonic or other electronic means. Councilor Nichols was excused. City Administrator Martens was present at City Hall. Administrative Services Director Beise, 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 7800 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 with a five-minute limit per speaker with Council discretion in allowing speakers a longer public comment. City Administrator Martens noted removal Of 7d. Draft Minutes May 13, 2021 Council Meeting; and noted 7e. Claims were sent to Council for review after packet delivery. Council commented on processes and times for public comment. MOTION: made by Bottema, seconded by Schultz to approve the agenda as modified. Voting Aye by ROII Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carried 4:0) 4. Commission Representatives Mayor McKee noted Planning Commissioner Wu and Parks and Trails Commissioner Hoffmann were present via telephonic or other electronic means. Mayor McKee invited Commissioner Wu and Commissioner Hoffmann 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. No residents participated in the Open Forum. Presentations/Recognitions No presentations or recognitions were heard. Consent Agenda a. Draft Minutes of April 22, 2021 Work Session Council Meeting b. Draft Minutes of April 22, 2021 Council Meeting c. Draft Minutes of May 13, 2021 Work Session Council Meeting d. Draft Minutes of May 13, 2021 Council Meeting e. Financial Claims f. City Hall Remodel — Changer Order #6; Furniture Purchase g. Hennepin County Corridor Planning Application h. Agricultural Preserve Application i. D&D Service Site Plan, Conditional Use Permit and Variance at 23405 County Road 10 j. Site Plan and Conditional Use Permit for Scherber Demolition and Excavating at 23240 County Road 30 k. Is m. OTION: M 7J-m. Liquor License Renewal Easement Agreement Employee Resignation; Recruitment Process made by Bottema, second by Schultz to approve the consent agenda items 7a-c, 7e-h, and Voting Aye by Roll Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carried 4:0) Council reviewed item 71. D&D Service Site Plan, Conditional Use Permit and Variance and requested clarification of the difference between D&D's site plan approval is different from ComLink's site plan. City Planner Lindahl noted the most important difference was ComLink's proposal omitting an office facility, and D&D's proposal including an office building with attached storage space along with plans for future buildings to be presented to Council in a later phase. City Planner Lindahl explained initial construction of D&D's site plan includes outside storage on the west side of the proposed office building, and when ComLink's site plan was presented, the outside storage was submitted for construction first, with the office building proposed as a later construction phase. MOTION: made by Schultz, seconded by Thomas to approve item 71. D&D Service Site Plan, Conditional Use Permit and Variance at 23405 County Road 10. Voting Aye by Roll Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carried 4:0) 8. Planning Business (Public Comment Opportunity) Mayor McKee invited residents to communicate telephonically during the public comment opportunity for Planning 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. No residents participated in the public comment opportunity. a. NAPA Site Plan, Conditional Use Permit and Variance at 19905 75th Avenue North City Planner Lindahl reviewed the request for a new building by NAPA located at 19905 75th Avenue North, the CUP is requested for automobile retail sales, and variance is necessary for a parking setback. City Planner Lindahl noted the new NAPA building would also include two retail bays. City Planner Lindahl reviewed the Planning Commission 4-0 vote to recommend approval to Council of the site plan and CUP, but denial of the 16400t front yard parking setback variance, as the 25400t parking setback was not met. City Planner Lindahl reviewed the applicant's revised plans include increasing the building depth from 60 to 80 feet, increasing the building from 15,200 to 16,000 square feet, eliminating the loading dock, and changing to a two-phase plan with only NAPA in phase one, with parking construction completed in phase one. City Planner Lindahl noted applicant made no changes to the 16400t front parking setback variance request. City Planner Lindahl noted the existing building on the parcel would be demolished. City Planner Lindahl noted the City is excited to see NAPA's growth and relocation within the City. City Planner Lindahl noted the original submittal request included changes to accommodate the 10400t drainage and utility easement. City Planner Lindahl outlined the revised plan includes a deeper building with the same 16400t parking setback. MOTION: made by Bottema, seconded by Thomas to approve item as presented. Voting Aye by Roll Call Vote: Bottema and Thomas Nay: McKee and Schultz Council requested presentation on NAPA site plan be completed by City Planner Lindahl. (Motion Failed 2:2) City Planner Lindahl reviewed aspects of tenant space removal from building, the additional landscaping along County Road 116, and additional landscaping required for reduced building setback flexibility. City Planner Lindahl reviewed changes in eastern access from County Road 116 to alleviate turning movement concerns. City Planner Lindahl noted reducing the building size by 9 feet in depth from 80 feet to 71 feet, would eliminate the variance requirement. Council asked for clarification of parking lot setback, and if setback is from road right-of-way, and located outside of utility easement. City Planner Lindahl clarified the setback is measured from the road right-of-way, and behind road right-of-way is the 10-foot utility easement, noting parking is outside of easement. Council asked for clarification in how variance request differs from parking lot to north where Farmer's Bank, Corcoran Pet Care, and Corcoran Crossroads are located. City Planner Lindahl noted the compared properties are closer to right-of-way with one located in the right-of-way. MOTION: made by Bottema, seconded by Thomas approving Resoluti Site Plan, Conditional Use Permit, and Variance Request. Voting Aye by Roll Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carried 4:0) b. Grading Expansion Request — Rush Creek Reserve on 2021-53 Approving NAPA City Planner Lindahl reviewed Council approval of the final plat and final PUD development plan on November 23, 2020 which included approval to grade only the final plat area. City Planner Lindahl reviewed the request by applican t for Council approval fio allow grading of the entire noting 3 meeting date the city attorney was available. City Administrator Martens noted a scheduled time with the city attorney with each councilmember could also be scheduled for the June 10 Council meeting. MOTION: made by Bottema, seconded by Thomas to move the Conditional Uses in Zoning Districts discussion to June 24. Council discussed June 24 discussion topic options and keeping the discussion on Conditional Uses in Zoning Districts as a separate topic. Council noted having legal comment available at a public meeting versus individually speaking with each Council member due to the gravity of the topic. Voting Aye by Roll Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carries 4:0) 9. Unfinished Business (Public Comment Opportunity) Mayor McKee invited residents to communicate telephonically du ring 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. No residents participated in the public comment opportunity. a. Hackamore Road Improvement Plan Update the Hackamore Road Improvement Project noting discussion Jim Stremel, Project Manager, reviewed Of authorization of 75 percent design. Mr. Stremel reviewed project location on Hackamore Road, joint project background with City of Medina, existing conditions of Hackamore Road, explained the differences between 30 percent design and 75 percent design, meetings to date with public Comm Council asked if approval of funds for 75 percent design or approving the 75 percent design is what is necessary for the Hackamore Road Improvement Plan Update. Mr. Stremel clarified Council approval is needed for 75 percent design phase. Council noted design at 30 percent phase included a recommendation of including a bike lane in the design. Mr. Stremel reviewed the proposed improvements, noting the trail extensions and connections on the north side, and paved shoulders for alternative bike lanes. Mr. Stremel outlined the corridors, stormwater management, future development access, wetland impacts regarding the stormwater management, and trail locations. Council asked if elimination of elevation of road has been factored into 75 percent design. Mr. Stremel referenced the profile view, sight distances, and noted lengthening the curves on each side, lowering the top of the curve by at least a foot creating a much smoother, and not eliminating but reducing the curve. Council inquired about sight lines and approach curves to meet sight safety distances. Mr. Stremel reviewed project itemization costs with project total of $6,702,000. Mr. Stremel reviewed potential funding sources for the project through development contributions, grant funding, local funding, and potential State Aid funding source. Mr. Stremel reviewed next steps, noting Council approval for design does not constitute authorization for the project. MOTION: made by Bottema, seconded by Schultz to approve Hackamore Road Improvement Plan 75 percent design. Voting Aye by Roll Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carried 4:0) City Administrator Martens noted the efforts of City Engineer Torve and Public Works Director Mattson in conjunction with Mr. Stremel's work. 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. Greg Hoglund, 19220 Hackamore Road, commented on Council Motion to approve presentations prior to presentation being completed and would like to hear presentation completely from a public view. Mr. Hoglund noted dirt in the Ravinia neighborhood was being moved at 10:00 pm at night and on weekends, violating the periods of work in both cases during Ravinia development construction. Mr. Hoglund opined on construction procedures being violated and to define penalties clearly. Council 21 responded regarding Motions in the two cases at the meeting tonight, noting the documents included in the packet were very complete and information provided was enough to support the Motion. a. Public Works Building Improvement — 9525 Cain Road City Administrator Martens outlined the storm damage from 2020 to the building, noting with the hail damage insurance claim covered the roof, however, the sides of the structure were not covered. City Administrator Martens noted a quote received of $34,500 t0 replace the sides of the building and utilizing funds from Long -Range Planning Fund as a source for funding. City Administrator Martens also noted General Funds could also be utilized. Council noted the age of the building, and reviewed use of building. City Administrator Martens indicated the building is cold storage with one heated bay and specifically used for equipment storage. Council reviewed additional improvements necessary in the next 10 years. Council noted pole building s tructures can last for many years if the timber is preserved and commented re -tinning a pole building structure has value over building a new product. Council discussed the funding options. Council discussed overhead doors on the building. Public Works Director Mattson noted two of the three overhead doors have been replaced and the re -tinning estimate does not include the cost for a third door and noted third door. Public Works Director Mattson noted the door replacement is included in the Public Works maintenance and repair schedule. MOTION: made by Schultz, seconded by Bottema to approve the quote from Ebert Construction for $34,500 for re -tinning the Public Works pole barn structure on 9525 Cain Road. Voting Aye by Roll Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carried 4:0) Council and staff discussed funding source determination and confirmed the expenditure will either come from the 416 Capital Improvement Fund or General Fund. b. Construction Hours Discussion Planner Davis reviewed the current construction hours of neighboring cities and regular construction times ranged from 5:00 am to 11:00 pm, with an average of 7:00 am to 10:00 pm. Planner Davis noted most cities allow construction seven days a week, with limitations on weekends and holidays; Dayton has one of the most restrictive construction hours schedule and allows construction between the hours of 7:00 am to 7:OOpm during the work week, and 8:00 am to 4:00 pm on weekends and holidays, with an additional restrictions in conjunction with land use permits. Planner Davis noted other restrictions cities impose and included examples of weekend restrictions including good cause; construction in industrial, business, and commercial zone exemptions; and splitting building permits into two classes and allowing weekend and holiday work according to class type. Planner Davis reviewed considerations for construction hours discussion noting several examples of possible construction scenarios. Council commented on heavy equipment construction within developments, and the noise burden to surrounding neighbors, and supports limited construction hours on the weekend geared towards large scale development projects. Council noted individual residences would be exempt from the construction hour schedule, with a caveat included for storm damage properties allowing construction until 8:00 or 9:00 pm. Staff discussed different classes of permits as a measure to separate individual homeowner construction and developer construction, and the implications to staff workload with permit classes. City Administrator Martens recalled a citation that was issued in Ravinia within the first two phases regarding construction noise noting construction noise was factored into future Council approvals within the Ravinia development. Council addressed enforcement mechanics being key to substantiating future action regarding construction noise. Council reviewed regular construction hours of 7:00 am to 7:00 pm Monday through Friday, and construction hours of 8:00 am to 4:00 pm on Saturday and Sunday, or no development construction on Sundays, and including a caveat for homeowners to work on their homes and noting the difference between a homeowner working on their home or crew of workers completing work during the weekends. Director of Public Safety Gottschalk reviewed the legalities of repeated violations and shutting down a project due to continued infractions, noting citations for criminal laws broken, but guidelines for civil and criminal are necessary for enforcement. City Administrator Martens noted there are different crews working on each house as subcontractors within a development and communicating construction hours through the contractor is essential noting signs throughout the neighborhood. City Administrator Martens 5 summarized the construction hour discussion to mirror the City of Dayton construction hour schedule of 7:00 am to 4:00 pm Monday through Friday, with construction hour schedule of 8:00 am to 4:00 pm on weekends and holidays, including an exemption for homeowners and post -storm events and enhanced enforcement process. c. Sergeant and K9 Handler Appointment Process Director Of Public Safety Gottschalk reviewed past sergeant hiring, recent police officer hiring, and vacancy of police officer and sergeant positions for 2021. Director of Public Safety Gottschalk noted the two police officer positions where staff were employed, but unable to work, placed the department behind in staffing. Director of Public Safety Gottschalk reviewed request to begin a recruitment process for the second sergeant position, in tandem with the current patrol officer process to fill the remaining vacant police officer position, and authorization to include the K9 handler recruitment process, and authorizing the Director of Public Safety to appoint the preferred candidate. MOTION: made by Thomas, seconded by Schultz to authorize the Police Department to begin the recruitment and hiring process for the Police Sergeant position; authorize the Director of Public Safety to hold a K9 Handler selection process and appoint the preferred candidate to the K9 Handler position. Voting Aye by Roll Call Vote: McKee, Bottema, Schultz, and Thomas (Motion carried 4:0) d. City Meeting Format City Administrator Martens noted the Governor's Order on mask expiration and removal of the distancing requirement. City Administrator Martens outlined the discussion opportunity regarding options for city meetings, noting an option for in -person for council and public format, mandatory in - person Council attendance to vote, and retaining a virtual option for residents once Council returns to in -person at the Council Chambers. City Administrator Martens noted moving to in -person in Council Chambers is setup and ready, and better than it has ever been with lobby seating for residents. City Administrator Martens noted upon expiration of the order, Council must be in -person to vote and no longer virtual. Council discussed retaining virtual option as a long-term option for residents. Council reviewed utilizing hybrid sessions as transition to in -person occurs and including time for in -person public comment opportunity, along with online public comment opportunities. Council agreed allowing virtual access to Council meetings for community is important going forward, noting the importance of Council Chambers attendance and the disadvantage of Council in virtual option. Council agreed virtual attendance option by residents should continue, noting diligence for in -person Council attendance and adhering to common sense if ill and utilizing the virtual option, but noting Councilmembers will need to be in -person to vote. City Administrator Martens reviewed opening City Hall for Council meetings and public attendance at meetings, and applies to commissions as well. Council and staff discussed options for next meeting, the coordination for the work session and regular Council meeting, both virtually and in -person. Council and staff discussed virtual and in -person resident public comment and processes for both options and the importance of streamlining options for future meetings. Council discussed including topics and public comment opportunities in City newsletter, website, and social media along with Council packet posting to website. Council noted residents can sign up for notifications for Council packet alerts through the website and requested a post on how to sign up for Council packets on social media. Staff noted instructions on signing up for Council packet have been included in the City newsletter and included on social media. e. City Council Terms, Roles, etc. City Administrator Martens briefly summarized term limits cannot be established for Councilmembers by Council; Council can establish terms and roles for Parks and Trails Commission and Planning Commission; anything related to Charter Commission requires an amendment to the Charter. Council discussed terms for Parks and Trails Commission and Planning Commission is currently three years, and review applicants at time of term expiration. Council discussed long terms over three years with a group of individuals promotes institutionalism and limits the ability of commission and if term limits are in place for elected officials, the same process should be place for commissions as well. Council ideas and new people and removes the Council decision from the discussed term limits creating fresh equation of expiring term limits. Council noted commission volunteers need to reapply every three 6 years to the commission and allows for Council directed staff to review Charter commissions. new representation on each commission. Per consensus, Commission and recommendation on term limits for the city 11. Staff Reports a. Active Corcoran Planning Applications. Cc b. Pandemic Response Update Director of Public Safety Gottschalk updated Council schedules. City Administrator restrictions have lifted. 12.2021 City Council Schedule 13.Adjournment uncil received reports. on vaccinations and returning to normal working Martens noted staff is beg inning to have normal in -person meetings as MOTION: made by McKee, seconded by Thomas to adjourn. Voting Aye by Roll Call Vote: McKee and Thomas Nay: Bottema (Motion carried 2:1:1) Meeting adjourned at 9:43 pm. Michelle Friedrich —Deputy Clerk Abstain: Schultz II