HomeMy WebLinkAbout2022-04-14 Council MinutesCITY OF CORCORAN
City Council Meeting Minutes
April 14, 2022 = 7:00 pm
The Corcoran City Council met on April 14, 2022, in Corcoran, Minnesota. The C
person and the public was present in person and remotely through electrons
conferencing platform Zoom.
sty Council meeting was held in
c means using the audio and video
Mayor McKee, Councilor Bottema, Councilor Nichols, Councilor Schultz, and Councilor Vehrenkamp were
present.
Interim City Administrator Besse, Deputy Clerk Friedrich, Public Works Director Mattson, Director of Public
Safety Gottschalk, City Planner Lindahl and Finance Manager Ung were present.
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 Besse noted an additional claim to item 7e., under Consent Agenda, and the
addition of item 10f., Grant Support Resolution, under New Business. Council noted Council request to add
item 8a., Current Zoning of Area Surrounding the Larkin Road and County Road 116 substation property, to
allow for Council discussion. Council also requested moving existing 8a., Preliminary Plat, Site Plan and
Administrative Permit for "Corcoran II Substation" at Larkin Road and County Road 116 (City File 22-004) to
item 8b.
MOTION: made by Nichols, seconded by Bottema 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 Commissioner Lanterman and Parks and Trails Commission Nybo were
present
5. Open Forum (Public Comment Opportunity)
Mayor McKee invited residents to communicate in -person or telephonically during Open Forum. Interim
City Administrator 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.
6. Presentations/Recognitions
a. Fire Department Annual Reports
Brad Feist, Fire Chief of Rogers, reviewed the communities served, mission statement, the 2021 annual
report, and briefly outlined post-COVID processes. Chief Feist noted department inspection and permit
activity, fire prevention program improvements, and public relation events. Chief Feist noted equipment and
training completed. Chief Feist noted increased calls for faulty smoke detectors, calls by time -of -day, fire
and EMS activity calls in 2021, with 81 response calls in Corcoran. Chief Feist noted 51 percent of the calls
were medical response calls in Corcoran, with the remainder falling under faulty smoke detectors, rescue
personal injury, fires, hazardous condition, service calls, and good intent calls. Chief Feist reviewed calls for
mutual aid. Chief Feist reviewed staffing, delivery of a new fire truck, land for a new fire station near the
Rogers High School north of County Road 101.
Council and staff discussed type of vehicles used for EMS calls, noting smaller vehicles are utilized versus
full fire trucks. Council and staff noted EMS capacity and targeting peak times and utilizing light -duty pickup
vehicles in future fire services discussions. Council discussed physical and mental health of firefighters and
post -fire discussions regarding traumatic fire incidents, and analysis and implementation discussion for
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future fire service needs. Hanover Fire Chief Malewicki noted sponsorship of a suicide prevention coin by
the Hanover Fire Department to raise awareness within local communities.
Dave Malewicki, Hanover Fire Chief, reviewed the 2021 annual report, noting community involvement
events, call history, with highest call volume received for medical assistance. Fire Chief Malewicki noted 35
calls were received for Corcoran. Fire Chief Malewicki reviewed staffing increases, department training
completed, and total service hours by the Hanover Fire Department totaling 2,639.65, with 3,095 individual
responses.
euer, Loretto Fire Chief, reviewed the Loretto Fire Department 2021 report, calls by days of the week,
service hours, response times for fire trucks, mutual aid participation, and noted medical calls were the
highest calls received. Chief Leuer noted number of response times under 5 minutes, &10 minutes, and
over 10 minutes. Chief Leuer noted total firefighter hours for 2021 of 9,787 hours. Chief Leuer publicly
thanked an anonymous Corcoran resident for a donation of $16,000 for a lifesaving, Lucas machine. Chief
Leuer reviewed the department's 2021 purchases, donations, highlights of training, event participation, and
fire instruction. Chief Leuer reviewed mental health counseling assistance available to firefighter service
members and their families. Chief Leuer noted a consolidation possibility with the Hamel Fire Department.
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7. Consent Agenda
a. Draft Council Work Session Minutes 3-3-2022
b. Draft Council Work Session Minutes 3-10-2022
c. Draft Council Minutes 3-10-2022
d. Draft Council Special Session Minutes 3-25-2022
e. Financial Claims
f. 2022 Road Material Bid Awards
g. City Hall Remodel — Pay Request #9
h. Resolution 2022-31 Accepting Jaycees Tree Give Away Donation
Council requested 7g-h., be pulled for further review.
MOTION: made by Nichols, seconded by Schultz to approve agenda items 7a-f., as presented.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Council discussed
titem 7g., City Hall Remodel Pay Request 9, and inquired how many remaining pay
requess are remaining. Council and discussed noted repair and replacement of Council camera and sound.
Council noted the project was completed with an overage of two percent. Interim City Administrator Beise
noted the pay request is for HVAC additions to cool the server room, and to control and balance the
temperature between separate workspaces and rooms.
MOTION: made by Vehrenkamp, seconded by Nichols to approve the consent agenda item 7g.
Voting Ave: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Council discussed item 7h., thanked the NW Area Jaycees for their continued support and donation of
$1,065.00 for the Parks and Trails Commission annual tree give away event. Council thanked
Commissioner Anderson for all his work on the annual tree give away event.
MOTION: made by Nichols, seconded by Schultz to approve the consent agenda item 7h.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Planning Business (Public Comment Opportunity)
Mayor McKee invited residents to communicate in -person or telephonically during the public comment
opportunity for Planning Business items 8a-b. Interim City Administrator 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.
Tim Sullivan, CEO WH Electric, reviewed current plans of City Code landscaping, minimum requirement of
31 trees, and inclusion of 76 trees, a 4-ft berm on north and west sides with barrier of 8.14 ft., and noted
current plans meets all sound and safety ordinances local, state, and federal. Mr. Sullivan noted the
substation will supply reliable power for decades to come. Mr. Sullivan opined meeting should be fact -
based, and non -germane issues that are unsubstantiated should not be allowed in discussion. Mr. Sullivan
reviewed responsibilities and requirements of electric company, noted what is at staked and asked for
Council's approval and support.
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Mark Lanterman, 6936 Oak Ridge Road, opined on Court Order highlighted in previous meeting has been
cured, with title transfer requirements, and opined on current City Code.
a. Zoning of Area Surrounding the Larkin Road and County Road 116 Substation Property
Council discussed potential of re -zoning parcels surrounding where the substation will be located, noted the
parcels of interest, with current zoning including mixed residential on east, downtown mixed use to north,
industrial on the west, and urban reserve guided medium density residential on the south. Council noted
review of zoning when substation construction is completed, will retain an industrial look, and noted a
mixed -use extension possibility of transition area. Council noted parcel review and allowable uses of
affected parcels. Council and staff discussed zoning use changes in the current Comprehensive Plan
without an applicant request and land use changes initiated by landowner.
b. Preliminary Plat, Site Plan, and Administrative Permit for "Corcoran II Substation" at Larkin Road
and County Road 116 (City File 22-004)
City Planner Lindahl outlined the current administrative permit for the substation and reviewed history of
Council and Commission meetings regarding the application. City Planner Lindahl outlined the current
parcel location is guided Mixed Residential, zoned Mixed Residential and noted essential services are
permitted in all zoning districts. City Planner Lindahl noted the original application referenced a location on
the south side of 19835 Larkin Road in 2021, however, the applicant withdrew the original application in
2021 to review alternate sites. City Planner Lindahl reviewed the recommendation by the Planning
Commission at the April 7 meeting to include five additional screening requirements.
MOTION: made by Bottema, to table item until ownership is transferred to Wright Hennepin Electric (WHE).
Motion fails due to lack of second.
Council and staff discussed the transfer of funds for the property scheduled for April 26, 2022. City Attorney
Thames noted WHE cannot take title according to law prior to April 26, and noted the Resolution presented
to Council is conditional upon WHE owning title of property. Council and staff discussed ownership of
property, willing and non -willing sellers, and PUD agreements prior to ownership transfers.
MOTION: made by Bottema, seconded by Schultz to table item until ownership is transferred to WHE.
Council and staff reviewed the 120-day application extension deadline of May 31, 2022, and the next
Council meeting of April 28 to review administrative permit. Council discussed the existing Court Order on
the parcel.
Voting Aye: Bottema, Schultz, Vehrenkamp Nay: McKee, Nichols
(Motion carried 3:2)
9. Unfinished Business (Public Comment Opportunity)
Mayor McKee invited residents to communicate in -person or telephonically during the public comment
opportunity for Unfinished Business. Interim City Administrator Beise noted no public comment cards were
received. Interim City Administrator 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. Water Supply Planning — Financial Analysis
Interim City Administrator Beise introduced Tammy Omdal.
Tammy Ohmdahl, Northland Securities, reviewed the long-term financials the Water Enterprise Fund
relating to the water treatment and storage project Council is considering. Ms. Omdal noted assumptions
for future development, impact on the projected revenue and expenses, and source of funds and timing for
capital improvements. Ms. Omdal noted projections indicate Water Fund would have sufficient cash to
meet obligations, both operating and future debt obligations. Ms. Ohmdahl noted assumptions of two to
three percent annual increase in users' fees and changes, along with adoption of development changes at
level to pay for future improvements to support development. Ms. Omdal reviewed adopted TLAC charges
in 2020, the proposed TLAC change in 2022, and the estimated TLAC charges for 2023. Ms. Omdal
reviewed the TLAC charges for Northeast Corcoran and Southeast Corcoran. Ms. Omdal outlined the
Water Fund Finance Plan is based on achieving annual ending cash balances sufficient to meet specific
cash needs and include three months of operating cash, following year debt -service and planned pay -go
capital, and maintaining a reserve for future capital improvements. Ms. Omdal noted assumptions of the
Water Fund Finance Plan include approximately 1, 265 acres of land platted between 2022-2031, with
3,664 residential equivalent customer units to be added, and gallons billed between 2022-2031. Ms. Omdal
reviewed combination of bonding and use of pay -go cash to finance capital improvements and debt service
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payments based on anticipated debt issuance. Ms. Omdal summary points to the Water Fund Plan
including maintaining focus on long-term financial planning and achieving cash sufficient to meet objectives
through regular review of assumptions for development. Ms. Omdal noted the Water Fund Plan as
presented assumes adoption of proposed fees and charges to achieve cash sufficient to meet objectives.
Council inquired on assumptions of new residents and variability of analysis. Ms. Omdal noted projections
are based on model staff has used over last number of years based on development. Council noted an
increase in materials for the water tower and storage treatment plants, bond rating, potential costs and how
it could affect the City's credit rating in the future. Ms. Omdal noted the City's current rating call for bonds
related to equipment, and as part of the rating call, staff must disclose plans and discussions, and when
the rating is released, it will account for current 2023 project financing. Ms. Omdal noted the analyst on call
did not indicate a negative rating review. Ms. Omdal noted rating review forthcoming in the following week.
Council and staff discussed debt service from funding source and ensuring funds are coming from Utility
Fund. Council discussed TLAC fees and current fees when both Corcoran and Maple Grove are paid.
Public Works Director Mattson and Council discussed costs for trunk fees per acre with Maple Grove at
$12,000 and impact window of spring of 2024 until fully operational, both Maple Grove fees and Corcoran
fees would need to be paid. Public Works Director Mattson noted once system is operational, TLAC fees
would be like today's current fees. Staff and Council discussed with the development system in place, the
system pays for itself and justifies changes with modifications as each development occurs and system
implementation is completed. Public Works Director Mattson reviewed variability assumptions over the
next 10 years, projection averages with reasonable proximity to trunk line, trend line plateaus, and noted
conservative estimates within the municipal utility service area. Public Works Director Mattson noted trends
are mimicking average per acre in similar trendlines over the last 5 years, and noted policy conversations
discussed tonight, and adhering to current plan and process. Ms. Omdal reviewed cushion of staff
projections and noted with current projections, approximately five years of cushion to draw down for debt
service payments. Public Works Director Mattson noted development pays for what is needed as city
growth continues, noting sewer drives development within the projected timeline. Council and staff
discussed sewer capacity and limits, and development within both the northeast and southeast districts,
and risks involved.
b. Municipal Well #1 —Award Bid
Public Work Director Mattson reviewed the municipal well 41 award bid cost and noted lOw bid was a
successful bid and staff recommendation is to award bid to EH Renner for the bid amount of $218,772,
MOTION: made by Schultz, seconded by Bottema approve bid award of $218,772 to EH Renner.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
c. Park Trail Feasibility Study
Public Works Director Mattson reviewed request to pave Park Trail from fall of 2021 near 66th and Gleason
Parkway and noted discovery of poor soil and noted numerous developable lots on Park Trail likely
requiring future utility infrastructure, creating a need to demolish road and reconstruct after utility
construction. Public Works Director Mattson reviewed staff recommendation to not proceed with pavement
request. Council noted discussion with the neighborhood prior to feasibility study. Public Works Director
Mattson outlined the city portion funding for the project of approximately $400,000 to pave road. Council
and staff discussed benefits on Park Trail on appraisal values were higher than Corcoran East and West.
In review of poor soils, Council reviewed option of concrete versus asphalt. Public Works Director Mattson
noting efficiencies in stabilizing road, infrastructure of utilities, and due to the constraints the project is not
feasible to complete twice. Council directed staff to take no further action.
12. Closed Session — Item moved up after 9c. Attorney -Client Privilege: Discuss Response to Action Filed by
Housing First Minnesota
Mayor McKee stated "Under the authority of Minnesota Stat. 13D.05 subd. 3(b) the city is permitted to
close a meeting for attorney client privilege to discuss pending litigation. The City Council is going into
closed session for the purpose to discuss the response to the action filed by Housing First Minnesota.
Upon completion of the first closed session, the Council is going into a second closed session to
discuss non-public health and medical data which must be discussed in a closed session per Minn.
Stat. § 13D.05 subd. 2(a) (3 and 4)".
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Mayor McKee recessed the Council meeting at 8058 pm.
Mayor McKee reconvened the Council meeting at 9:39 pm.
After the closed session meetings concluded, Mayor McKee stated, "In the first
Council discussed attorney client privilege items related to Housing First Min
closed session the City
nesota; staff was provided
direction. In the second closed session meeting City Council discussed non-public health and medical
data which must be discussed in a closed session per Minn. Stat. § 13D.05 subd. 2(a) (3 and 4); staff
was provided directi" on.
9. Unfinished Business Continued (Public Comment Opportunity)
Mayor McKee invited residents to communicate in -person or telephonically during the public comment
opportunity for Unfinished Business items 9d-9g. Interim City Administrator Beise noted no public comment
cards were received. Interim City Administrator Beise explained the instructions to participate in the meeting
via the Zoom video format and reviewed instructions for participation in the meeting through telephone o
computer.
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Mark Lanterman, 6936 Oak Ridge Road, thanked staff for addressing item 9d. Mr. Lanterman opined on
adjustments to section 4, license ineligibility, subsection e., and g. Mr. Lanterman opined on code
subsection e., referencing the reputation of solicitor, and referenced complaints, and convictions within 5
years for any violation of state, federal, or local adversely reflecting on person Is ability to conduct business
for which license is sought in professional, honest, and legal matter. Mr. Lanterman expressed clarifying and
simplifying sentence and changing conviction timeframe to 10 years within period of crime for federal or
state crime; and reference felony, to encompass all crimes, rather identifying all crimes individually within
code. Mr. Lanterman referenced a recent roofing solicitor within Corcoran.
d. Solicitors, Peddlers, Transient Merchant Ordinance
Council discussed the 10-year limit, and convenient to list felonies only, but also include gross
misdemeanors, and are there items that are not as egregious. Staff and Council discussed parameters of
language used within code, and the purpose behind the specific language.
Or. Lanterman added verbiage could reflect felonies, gross misdemeanors related to crimes of violence,
controlled substance, and dishonesty.
Council reviewed the 3-complaints limit, and if accredited with the BBB, could be a viable mechanism to
proceed, or have a more subjective evaluative scope of complaints. Council noted standardizing sign sizes
to inches rather than points and simplify language regarding signs. Council gave staff direction to proceed
with drafting an ordinance.
e. Permit Technician Appointment
Interim City Administrator Beise outlined the draft offer letter to the preferred internal candidate for the
Permit Technician position and noted staff recommendation to appoint Shawna Zuther to the role of Permit
Technician.
MOTION: made by Bottema, seconded by Nichols to authorize staff to extend an employment offer to the
preferred candidate, Shawna Zuther, subject to final approval by the City Administrator and Mayor. Council
congratulated Shawna Zuther in her new role.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
f. Public Works Maintenance Worker Appointment
MOTION: made by Bottema, seconded by Nichols to authorize staff to extend an employment offer to the
preferred candidate, subject to final approval by the City Administrator and Mayor.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
g. City Administrator Appointment
Interim City Administrator Beise outlined the City Administrator appointment position.
MOTION: made by Bottema, seconded by Nichols to adopt Resolution 2022-32 Appointing City
Administrator and authorizing Mayor to execute an employment agreement with Jessica Beise on behalf of
the City of Corcoran.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
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(Motion carried 5:0)
10. New Business (Public Comment Opportunity)
Mayor McKee invited residents to participate in person and telephonically to comment on New Business,
Interim City Administrator 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 persons
participated in the public comment opportunity.
a. Request for Feedback — Variance Proposal
City Administrator Beise noted request for feedback item was tabled by requester and would be brought
forth to Council at a future meeting.
b. Police Office, Radio, and Audio Solution
Lieutenant Burns outlined the need identified after the City Hall remodel for police radio coverage within
the Police Department, Lieutenant Burns reviewed the anticipated cost of $10,000, and utilizing American
Recuse Plan Act (ARPA) funds for the expense.
MOTION: made by Bottema, seconded by Nichols to authorize staff to purchase and install a base radio
and speakers in the Police Department for a total cost of $10,507,
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
c. Hackamore Road Improvements — CR 47 Cost Share Agreement and Funding Request
Public Works Director Mattson reviewed two requests relating to cost share agreements. Public Works
Director Mattson reviewed the 75 percent plan adopted with Medina and reviewed the opportunity of a co-
partnership with Medina and Hennepin County at the Hackamore Road and County Road 101 intersection,
noting a cost share not exceeding $80,000; and in tandem with the first cost share agreement, authorize
WSB for $1,303 to pursue cost share opportunities for the Hackamore Road and County Road 116
intersection. Public Works Director Mattson noted funds would support a new signal and accommodate turn
lanes in a future project. Council and staff discussed, and remaining funds would be allocated to the
Hackamore project. Council and staff discussed ped-work prepping for intersection.
MOTION: made by Nichols, seconded by Bottema to approve the County Road 47 Cost Share Agreement
and Hennepin County Transportation CI P Cost Participation Request,
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
d. City Logo Update
City Administrator Beise reviewed logo update in lieu of potential water tower construction and proposal
options. Council discussed leaving as is and using City of Corcoran. Council and staff discussed value of
branding of logo and identity of City. Council appreciates the elements of logo but simplifying the logo with
less color. Council consensus was to move forward with a proposal and review at a future Council meeting.
e. Labor Negotiations Team
City Administrator Beise outlined the expiring agreement later in 2022 with the Police Department and
indicated City Council representatives to serve on committee. Director of Public Safety Gottschalk reviewed
timeline and process with past negotiation discussions. Council questioned if expiring agreement remains in
effect if negotiation is not reached by agreement expiration. Councilor Bottema and Mayor McKee
volunteered to participate in the negotiations as Council liaisons.
f. Resolution 2022-36 Funding the City of Corcoran Water Supply Construction Project
City Administrator Beise outlined the possible funding opportunity through the federal government for
Corcoran's Water Supply Construction Project by Representative Phillip's office. City Administrator Beise
noted requesting the full request maximum amount of $4 million. Council and staff discussed applying for
more than one grant. Council also noted grant deadline of April 15, 2022. Council and staff discussed the
September 2023 deadline to utilize grant funds. City Administrator Beise noted audit expenses may
increase due to Federal funding exceeding $750,000.
MOTION: made by McKee, seconded by Nichols to adopt Resolution 2022-36 Supporting Funding for the
City of Corcoran Water Supply Construction Project.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 520)
11. Staff Reports
a. Active Corcoran Planning Applications; reports received.
12. 2022 City Council Schedule
Council received 2022 schedule, City Administrator Beise noted upcoming planning items at the April 28
meeting and noted Councilor Bottema will be Acting Mayor for the April 28, 2022, meeting. Council
requested guidance from City Attorney as to what level of doubt can be discussed regarding applications
i wthout it becoming a legal issue. Council inquired about additional i
presentation for the Public Works facility. City Administrator Beise n�
staff.
13. Adjournment
MOTION: made by Vehrenkamp, seconded by Nichols to adjourn.
Voting Aye: McKee, Bottema, Nichols, Schultz, and Vehrenkamp
(Motion carried 5:0)
Meeting adjourned at 9:56 pm.
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Michelle Friedrich —Deputy Clerk
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