HomeMy WebLinkAbout2022-01-13 Council MinutesCITY OF CORCORAN
City Council Meeting Minutes
January 13, 2022 - 7:00 pm
The Corcoran City Council met on January 13, 2022, 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 Bottema, Councilor Nichols, Councilor Schultz, and Councilor Vehrenkamp were
present.
Interim City Administrator Beise, Deputy Clerk Friedrich, Finance Manager Ung, Public Works Director
Mattson, and Director of Public Safety Gottschalk were present.
1. Call to Order/Roll Call
Mayor McKee called the meeting to order at 7:00 pm.
Z. 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 addition of item 9b., City Administrator position profile revision;
and item 10d., Police Department offer letter to Abigail Edstrom.
MOTION: made by Nichols, seconded by Schultz to approve the agenda as modified.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
4. Commission Representatives
Mayor McKee noted Planning Commissioners Jacobs was present and Parks and Trails Commissioner
Nybo was present via electronic means.
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. open Forum (Public Comment Opportunity)
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 r
participation in the meeting throug
comment opportunity.
reviewed
instructions for
h telephone or computer. No residents participated in the public
6. Presentations/Recognitions
No presentations or recognitions were heard.
7. Consent Agenda
a. Draft Council Meeting Minutes of December 22, 2021
b. Financial Claims
c. Resolution 2022-02 Accepting Hanover Athletic Association Donation
d. Change Order Remodel #8
e. 66th Ave/Gleason Parkway Corridor Improvements — Pay Request 3
f. Equipment Purchase — Bobcat Loaders
g. City Center Drive & 79th Place Improvements - Geotechnical Quote
Council requested item 7c., be pulled for further discussion.
MOTION: made by Bottema, seconded by Schultz to approve consent agenda items 7a-b., and 7.d-g.,
as presented.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
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Council extended a thank you to the Hanover Athletic Association for the generous donation to the
Parks and Recreation Department for equipment and for City Park master planning.
MOTION: made by Nichols, seconded by Schultz to approve consent agenda item 7c., as presented.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
8. Planning Business
No planning business was heard.
9. Unfinished Business (Public Comment Opportunity
Mayor McKee noted resi
Unfinished Business. Int
dents
are invited to participate
in
person and telephonically to comment on
erim City Administrator Beise noted no 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. City Council Goal Setting Session
Interim City Administrator Beise reviewed the proposed January 19 Goal Setting Session, with a
secondary session in February, and parameters of meeting session. Council noted recording the goal
setting session, refreshments and food at the meeting, and including a collaborative meeting with the
City Commissions at the secondary goal setting session. Council and staff noted the meeting work
session f
ormat, is open to the public, and audio recorded. Council a
Commission meeting and length of goal setting session.
Council
tii
o the upcoming sess on to prep
nd staff discussed
Counci
l noted sending out
it on past goals and scheduled time fo
coming
up
previous goals prior
r the work session of
4:30pm-10:30pm.
MOTION: made by McKee, seconded by Schultz to schedule an initial Council Goal Setting Work
Session meeting with Phil Kern on January 19, 2022, from 4:30pm-10:30pm and include work session
items as discussed.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
b. City Administrator Recruitment and Position Profile
Interim City Administrator Beise introduced Mark Casey with Drown and Associates to review the City
Administrator position profile. Mr. Casey reviewed comments and questions from Council, general
content information, graphics, and specific City areas of interest included within the position profile.
Council and staff discussed the posted salary range included within the position profile.
MOTION: made by Nichols, seconded by Bottema approving position profile option 1 as discussed,
and approving Resolution 2022-05 authorizing posting of the City Administrator position effective
January 17, 2022 through February 14, 2022.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Mayor McKee called a Council special meeting on March 3 at 5:30pm for City Administrator candidate
selection, and March 25 at 12:OOpm for City Administrator interviews.
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 noted no comment cards have been 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.
Planning Commissioner Dean Jacobs, referenced the assessor contracted services within the City,
noting the contracted service is with Hennepin County, and including contracted service within the
annual appointments within the City. Interim City Administrator Beise noted assessing service has a
separate contract term and not included within annual appointments.
a. Annual Appointments
Interim City Administrator Beise reviewed the annual appointments and within the City, noting addition
of the watershed appointment as it doesn't have a specific term. Council discussed the acting mayor
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position and nominated Councilmember Bottema as acting mayor in Mayor McKee's absence. Council
and staff discussed budgeted amounts for ABDO as auditor for the City and Gallagher & Associates for
specific reporting requirements.
MOTION: made by McKee, seconded by Vehrenkamp to approve Resolution 2022-01 Establishing
Annual Appointments excluding auditor assistance, insurance agent, and official depositories.
Council noted rotating annual expenses and solicitating RFP's for future appointments, and including
a history of previous appointment dates and costs.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
MOTION: made by McKee, seconded by Nichols to authorize engagement of audit assistance
services, insurance agent, and official depositories as presented.
Voting Aye: McKee, Nichols, and Vehrenkamp Nay: Abstain: Bottema and Schultz
(Motion carried 3:0:2)
b. Commission Liaison Schedule
Interim City Administrator
Of liaison position scheduli
Beise reviewed COuncil liaison positions within City Commissions and format
ng for meetings. Council discussed rotating Counc
it liaison schedule
between councilmembers within Commission meetings. Council discussed consistency benefits of
i
focused
liaison po
sitions within each Commission and rotating liaison positions. Council noted
mportance of Council
for Watershed Commission meetings.
Council discussed educational purpose for Council attending Watershed Commission meetings on a
rotating schedule basis. Councilmember Nichols volunteered as the liaison for Parks and Trails
Commission, Councilmember Vehrenkamp volunteered as the liaison for the Planning Commission,
with Councilmember Bottema volunteering to attend Watershed Commission meetings. Council and
staff discussed Council quorums and process for public notices for meetings discussing City business.
MOTION: made by Bottema, seconded by McKee scheduling Councilmember Nichols as the liaison for
Parks and Trails Commission, Councilmember Vehrenkamp as liaison for Planning Commission, and
Councilmember Bottema as liaison for the Watershed Commission meetings.
Council and staff discussed Council quorums and process for public notices for meetings discussing
City business.
Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp Nay: Bottema
(Motion carried 4:1)
Councilor Bottema noted an upcoming training event. Council discussed transferring a purchased
elected official conference ticket scheduled on February 3-4, 2022 from Councilor Bottema to
Councilor. Bottema.
c. Schedule Work Session — Water Supply Planning
Interim City Administrator Beise outlined the January 27, 2022, Water Supply Planning Work Session.
Council inquired on the necessity of the work session. Public Works Mattson clarified the work session
would provide updates on processes on decision points, future design correspondence and aspects,
and directional collaboration with staff as the planning process continues. Councilmember Nichols
noted his absence at Council meeting on January 27, 2022. Council noted staying on topic during work
sessions to expedite the meeting efficiently. Mayor McKee called a Water Supply Planning Work
Session at 6:00pm on January 27, 2022.
d. Police Department Staffing
Director of Public Safety Gottschalk reviewed staffing updates noting a letter of resignation was
received from Detective Steve Cole. Director of Public Safety Gottschalk noted four candidates were
interviewed for the police officer position, and a current part-time police officer employee was selected
as the preferred candidate. Director of Public Safety Gottschalk requested acceptance of Steve Cole's
letter of resignation, approval to begin the detective hiring process, and to authorize staff to extend an
offer for the police officer position to the preferred candidate Abigail Engstrom. Council and staff
discussed the preferred candidate's experience and knowledge of the community.
MOTION: made by Bottema, seconded by Vehrenkamp accepter Officer Steve Cole's letter of
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presence at independent governing bodies on different commissions. Council
and staff reviewed dates, times, and virtual meeting format
resignation, and authorizing staff to extend an offer letter to candidate Abigail Engstrom.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Council and staff discussed vacant positions within the department and updates t
e. City Purchasing Card Vendor
o job descriptions.
Finance Manager Ung outlined the purchasing card program, current program the City utilizes,
and
discussed banking relationships, and balances with Farmer's State Bank of Hamel. Council and staff
discussed the State contract credit card vendor program, internal processes on purchases within each
department, and Council approval review within presented claims. Interim City Administrator Beise
noted any non -budgeted purchase over $5,000 would continue to be brought to Council for approval.
Council requested staff to follow up with information and clarification on the rebate program and how
the program will be utilized by the City.
MOTION: made by Schultz, seconded by Nichols, to authorize staff to proceed with US Bank contract
for the purchasing card program.
Voting Aye: McKee, Nichols, Schultz, and Vehrenkamp Nay: Abstain: Bottema
(Motion carried 4:0:1)
f. City Purchasing Card Policy and User Agreement
Finance Manager Ung presented the purchasing card policy for approved staff to be held liable for
purchases made, maintaining documentation, and provides a consistent process, and authorization
form for staff holding a card to recognize and sign the user agreement. Council and staff discussed
appropriate number of days for submitting credit card receipt expenses. Council noted review and
utilization of local banks if applicable regarding issuance of credit cards.
MOTION: made by Bottema, seconded by Nichols, to direct staff to adopt the City Purchasing Card
Policy and User Agreement with the requirement of 10 business days for staff to submit credit card
receipts.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
g. Folder Inserter Purchase
MOTION: made by Bottema, seconded by Nichols, to direct staff to proceed with leasing agreement,
Option 1, with Quadiant.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
h. Horseshoe Bend Drive Drainage Improvements — Feasibility Study Proposal
Public Works Director Mattson reviewed the history of Council discussions regarding the southern
portion of the Horseshoe Bend Drive neighborhood. Public Works Director Mattson reviewed two
options available regarding improvements, funding sources, noting currently this proposed
improvement is an unbudgeted item and may have a cost exceeding $100,000.
MOTION: made by Bottema, seconded by Schultz to approve Option 1 proposal, and complete the
feasibility study and appraisal.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Council and staff discussed surplus in 2021, bonding opportunities in 2022, feasibility study, potential
tax impacts from Garages 2 on property values.
11. Staff Reports
Council and staff discussed permits issued in Tavera, and dirt piles existing in development.
12. 2022 City Council Schedule
Council received 2022 schedule and reviewed upcoming items. Council noted all presenters include a
copy of their presentation the week prior to the Council meeting. Council noted the Public Works solar
energy item presentation in February and requested the presentation overview be completed prior to
any Council discussion. Council thanked all the fire departments for responding to the recent fire
emergencies in Corcoran. Council thanked the Public Works Department for all the snowplowing
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completed. Council noted councilmembers interested in the Elected Official conference to contact
Interim City Administrator Beise for further information. Council thanked Hope Community Church as
the venue for the NE Corridor District Planning Community Meeting.
13. Adjournment
MOTION: made by Bottema, seconded by Schultz to adjourn.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Meeting adjourned at 9:20 pm.
Michelle Friedrich — Deputy Clerk
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