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HomeMy WebLinkAbout2021-12-22 Council MinutesCITY OF CORCORAN City Council Meeting Minutes ®ecember 22, 2021 - 7:00 pm The Corcoran City Council met on December 22, 2021, in Corcoran, Minnesota. The City Council meeting was held in person and the public was present in person and remotely through electronic means using the audio and video conferencing platform Zoom. Mayor McKee, Councilor Nichols, Councilor Schultz, and Councilor Vehrenkamp were present. Councilor Bottema was excused. Interim City Administrator Beise, Deputy Clerk Friedrich, Finance Manager Ung, Public Works Director Mattson, City Attorney Thames and Director of Public Safety Gottschalk were present. City Planner Lindahl and Planner Davis were present via electronic means. 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 Interim City Administrator Beise noted items added to agenda include a credit card processing financial analysis, job descriptions and a resolution added to item 9., and addition of plow purchase request included as item 10f. MOTION: made by Schultz, seconded by Nichols to approve the agenda as modified. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) 4. Comm. . Commission Representatives Mayor McKee noted Planning Commissioners Brummond and Parks and Trails Commissioner Hoffmann were present via electronic means. 5. open Forum (Public Commentopportunity) Mayor McKee invited residents to communicate in -person or telephonically during Open Forum. Interim City Administrator Beise noted no public comment cards were received and 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 reside comment opportunity. S. Presentations/Recognitions 7. Consent Agenda a. Draft Council Work Session Minutes of December 9, 2021 b. Draft Council Meeting Minutes of December 9, 2021 c. Financial Claims d. Resolution 2021-142 —Designating Polling Locations e. Zewde Wetland Waiver (City File 21-049) f. Magnan Preliminary Plat and Final Plat (City File 21-046) g. St. Therese Purchase Agreement Amendment h. Lithgow Site Plan Amendment (City File 21-055) i. Credit Card Processing Contract j. 2022 Fee Schedule Amendment k. Phone System Proposal 1 nts participated in the public I. 66tn Avenue/(3leason Parkway Corridor Improvements — Change Order 1 ouncil requested item 7f., 7i., and 7j., be pulled for further discussi Con. MOTION: made by Schultz, seconded by Nichols to approve consent agenda items 7a-e., 7g-h., and 71<-I., as presented. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) Council requested clarification of building rights definition regarding item 7f. Planner Davis noted the difference between building rights and development rights. Council and staff discussed parameters of parcel building rights, plats, individual lots of record, and notification process to neighboring landowners when PIDs change or are combined. Council and staff discussed reassignment of outlots adjacent to existing properties. Planner Davis noted the combination of 9247 and 9257 Trail Haven will become one platted lot, that cannot be subdivided in future. Council noted building rights are not granted by the City but are reassigned to the individual plat created by combining adjacent parcels with building rights. Council noted a building right fact sheet would be helpful to add to the website as well as a description of options for building rights to be reassigned when combined with an adjacent property. Council inquired on notice to property owners and Planner Davis responded a mail notice was sent to property owners within 350 feet of the of the parcel two weeks prior to the public hearing, and a development sign was also placed on the property notifying the larger community. MOTION: made by Vehrenkamp, seconded by Nichols to approve consent agenda item 7f., as presented. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) Council requested clarification regarding Invoice Cloud and BS&A disclosure, and comparison of product within other vendors on item 71. Finance Manager Ung outlined Invoice Cloud integration with BS&A and noted references from other cities utilizing Invoice Cloud in the selection of Invoice Cloud as the vendor. Interim City Administrator Beise noted BS&A disclosure included both Invoice Cloud and Point and Pay as options presented. Interim City Administrator Beise noted with the requested software features, BS&A recommendation was Invoice Cloud. Council and staff discussed the contract with Invoice Cloud: City Attorney Thames noted communication with Invoice Cloud included right to terminate during initial term should deal change, adjusting contract terms when necessary, and ability to evaluate again after the 3-year term. Council noted neutral impacts to budget with additional charges being paid by City with Invoice Cloud. Council noted item 7j., was pulled due to association on the fee schedule with item 71., and no further discussion is necessary. MOTION: made by Schultz, seconded by Vehrenkamp to approve consent agenda item 71., and item 7j., as presented. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) 8. Planning Business (Public Comment Opportunity) Mayor McKee invited residents to communicate in -person or telephonically to comment on Planning Business. Interim City Administrator Beise noted n0 public comment cards were received and 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. Zoning Amendment for Assembly Uses (City File 2021-34) Council noted prior comments made from December Planning Commission meeting. Planner Davis discussed updates to ordinance and referenced the watershed definition for impervious surface will be utilized for consistency in definitions. Planner Davis noted ineligibility of educational facilities and places of worship for building and parking setback flexibility through additional landscaping option. Planner Davis outlined landscaping requirements with buffering and noted the "Safe Harbor" clause addition which clarifies the City's ability to exempt religious uses from performance standards 2 determined to substantially burden such uses without needing to formally change the policy. Council noted proposed language referencing site access changes in relation to existing ordinance language addressing application denial conditions. Planner Davis referenced an example of traffic level within ordinance specifies roads that can accommodate higher traffic loads or are near or adjacent to higher t i raffic load roadways. Council and staff discussed major and minor collector r ntersections, and 1,000-foot distance from intersection. COunc oads in the it and staff reviewed language update does not specifically address infrastructure issuesnd-Of previous land clerical change from 1,000 square feet to feet wit use applications . Staff noted hin 6b., of ordinance. Council and staff discussed Lion's Park and Planned Unit Development zoning of property. MOTION: made by McKee, seconded by Nichols adopt Ordinance 2021-445 Amendment fio Sections 1020.020, 1040.040, 1040-045, 1040.050, 1040.060, and Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) 1040.070 as amended with clerical change. MOTION: made by McKee, seconded by Nichols approving Resolution 2021-141 Findings of Fact. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) MOTION: made by McKee, seconded by Nichols adopt Ordinance 2021-446 Summary Publication of Ordinance 2021-445. Voting Aye: McKee, Nichols, Schulfiz, and Vehrenkamp (Motion carried 4:0) 9. Unfinished Business (Public Co Mayor McKee noted residents are invited to participate in person and telephonically to comment on Unfinished Business. 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. Public Works Reorganization — Phase 1 Interim City Administrator Beise outlined the organizational structure discussion from prior meetings and reviewed positions associated with Phase 1, and future proposed positions in Phase 2. Interim City Administrator Beise reviewed Phase 1 positions and pay equity scoring within each position, changes to job description of public works director, transition of Pat Meister to operations superintendent, and Brandon Heinz to operations supervisor. Council noted utilities superintendent would be added once the water supply system is finalized and completed. Public Works Director Mattson noted the utilities position would be funded through the Enterprise Fund. Council inquired if the current employees transitioning to positions meet the minimum requirements for the positions. Council noted clerical wording change to job descriptions. Council and staff discussed posting of positions noting reclassification of position within organization does not require position postings. Council and staff discussed length of job descriptions and requirements of job evaluation and pay equity. MOTION: made by Schultz, seconded by Vehrenkamp approving Resolution 2021-143 Amending the Organizational Structure of the Public Works Department with clerical wording change in job descriptions. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) 10. New Business (Public Comment Opportunity) Mayor McKee invited residents to participate in person and telephonically to comment on New Business. 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. MS4 Stormwater Pollution Prevention Plan (SWPPP) Annual Public Input Opportunity Public Works Director Mattson reviewed the MS4 permit program requirements and noted the annual public comment requirement and usually occurs at Corcoran Country Daze. Public Works Director Mattson noted MS4 information is also available on the City's website. Public Works Director Mattson noted the program is compliance based, with zero comments received in 2021. Council and staff 3 discussed new requirements including an ordinance update related to management of permit processes in the fall of 2022. Council and staff discussed ordinance update and next steps and a stormwater area charge to remediate older stormwater infrastructure within City. Public Works Director Mattson noted currently MS4 related items are paid for through the General Fund. b. 2022 Strategic Planning and Goal Setting Session Interim City Administrator Beise presented current proposals and recommendation to utilize Phil Kern for the strategic planning and goal setting session. MOTION: made by Nichols, seconded by Schultz to engage the services of Phil Kern for strategic planning and goal setting. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) c. Cost Share Agreement for Grading and Subregional Stormwater Design for City Center Drive and 79th Place Improvements with St. Therese Public Works Director Mattson summarized a prior feasibility study, grading plan, location of storm water detention pond, proposed improvements relating to City Center Drive and 79th Place, and mutual benefit with maximizing a comprehensive design and cost share agreement for both the City and St. Therese. Council and staff discussed possible cost recoup with local development opportunities, tree preservation and extension of storm water detention pond, and road location to best utilize open space of parcel. MOTION: made by Nichols, seconded by Schultz to approve the Cost Share Agreement for Grading Find Subregional Stormwater Design and associated engineering design servi aces proposal for the City Center Drive and 79th Place Improvements in the amount of $36,000. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) d. Public Safety Letter to Hennepin County Director of Public Safety Gottschalk outlined current crimes in Minnesota at the County level noting spillover and concern among local cities. Director of Public Safety Gottschalk noted the letter of support regarding policy impacts and unifies message with cities, and advocates what community safety needs are at the County level. Council and staff discussed general safety guidelines for community. Council suggested stressing imperativeness of community safety within the letter. Council and staff discussed local news regarding juvenile crime and County action for additional staffing in that area at the County level. MOTION: made by McKee, seconded by Nichols authorize the City to electronically sign the letter to Hennepin County addressing public safety. Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) e. 2021 Year in Review Interim City Administrator Beise reviewed highlights of 2021 for Council and staff, new residential developments, and commercial businesses, paving of two roads in Corcoran with favorable responses from the community, continuation of of water supply planning, fire service planning, and master planning ofparks. Interim City Administrator Beise noted numerous staff hires, and other milestones by staff, including one staff member reaching 30-years of service at the City of Corcoran. Interim City Administrator Beise thank Council and staff for their continued work in the growth progression of the City of Corcoran. f. Plow Truck Interim City Administrator Beise reviewed a plow truck in need of repair, without a spare plow truck to service City needs in case the main plow truck needs repair. Interim City Administrator Beise noted a cost of $7, 800 for the plow and would be added to an existing fleet truck. Interim City Administrator Beise noted the challenge in locating a plow. Council and staff discussed width of plow, and ability to utilize the plow for trails in the future. Council discussed v-plows, regular truck plows, and size of trucks. Public Works Director Mattson noted the plow is 8 feet wide and would be compatible for future fleet exchanges, could be utilized for an 8400t trail, and is a planned, future purchase request, however 4 the request was moved up earlier due to current need for c MOTION: made by McKee, seconded by Vehrenkamp to a exceed $1010003 Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) 11. Staff Reports a. Active Plannin ul-de-sac plowing. uthorize purchase of truck g b. Financial Performance Report plow not to Interim City Administrator Beise noted the final financial performance report with a projected budget surplus of approximately $175,000. 12. 2022 City Council Schedule; Council received 2022 schedule. 13. Adjournment MOTION: made by McKee, seconded by Nichols to adjourn. Voting Aye: McKee, Nichols, Schul Michelle Friedrich —Deputy Clerk tzand Vehrenkm 5