HomeMy WebLinkAbout2024-01-25 Council MinutesCITY OF (..ORCORAN
City Council Minutes
January 25, 2024 — 7:00 pm
The Corcoran City Council met on January 25, 2024, 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, and Councilor Vehrenkamp were present. Councilor Nichols and Councilor
Schultz were excused.
City Administrator Tobin, City Clerk Friedrich, Planner McKeown, Director of Public Safety Gottschalk, Public
Works Director Mattson, and Administrative Services Director Hughes 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
City Administrator Tobin noted six updated items to the agenda including minor clerical revisions to 7a Draft
January 11, 2024 Council Minutes, two additional claims to item 7b Claims, the addition of an application for
the expiring commission seat in 71 Parks and Trails Commission Reappointments, 7j Recruitment and
Retention included an addition for retroactive verbiage referencing the year 2024, and minor revisions to the
staff report, 7k Remote Work Policy and Procedures included the addition of a legal verbiage regarding tax
implication of location of remote work, and 8a Review Process for Planning/Development Flow Chart
included the addition of the flow chart attachment.
MOTION: made by Bottema, seconded by Vehrenkamp to
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
4. Commission Representatives
approve
the agenda as amended.
Mayor McKee noted Planning Commissioner Horn attended virtually, and Parks and Trails Commissioner
Nybo was present.
5. Open Forum (Public Comment Opportunity)
Mayor McKee invited residents to communicate in -person during Open Forum for items not included on the
agenda. City Administrator Tobin explained the instructions to participate in the public comment
opportunity.
6. Presentations/Recognitions
7. Consent Agenda
a. REVISED: January 11, 2024 Regular Council Minutes*
b. REVISED: Financial Claims January 25, 2024*
c. Resolution 2024-04 Planning Commissioner Jon Horn Resignation*
d. Resolution 2024-05 Hennepin County CSAH 19 and CR 117 HSIP
Letter of Support*
e. Minks PP, FP, and Variance — 6925 Old Settlers Road
(City file 23-025)*
f. Authorize 2024 Road Materials*
g. Holiday Toy and Food Drive — Budget and Date Selection*
h. Charter Commission Reappointment*
i. REVISED: Parks and Trails Commission Reappointments*
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oner Horn for his service on the Planning Commission.
MOTION: made by Vehrenkamp, seconded by Bottema, to approve agenda items 7c as presented.
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
Council discussed item 7d and noted necessity of a roundabout at the intersection of CSAH 19 and CR 117.
Council and staff discussed projected costs, that the intersection is a County intersection and not a City
intersection, and the number of Corcoran residents utilizing the CSAH 19 and CR 117 intersection. Council
discussed City funding for a County Road. Public Works Director Mattson indicated the two different types
of roundabouts and noted the size of the roundabout is dictated by space availability. Public Works Director
Mattson noted Council support of the project does not commit the City to a project cost. Public Works
Director Mattson noted in three years, when the project is at the design point, consideration of a mini or full
roundabout could be a discussion by Council. Council and staff discussed a stoplight signal at the
intersection versus a roundabout
ii
to Hennepin County regard ng m
Pay Request 9*
Council requested item 7c-d, 7g, 7i-j, and 71 be pulled for discussi
Con.
MOTION: made by Bottema, seconded by Vehrenkamp to approve items 7a-b, 7e-f, 7h, 7k, 7m-o as
j. REVISED: Recruitment and Retention Policy*
k. REVISED: Remote Work Policy and Procedures*
I. Cultural Assessment Proposal*
m. CenterPoint Energy Rate Change*
n. Water Tower — Pay Request 8*
o. Water Tower —
presented.
Voting Aye: McKee, Bottema, and Ve
(Motion carried 3:0)
Mayor McKee read agenda it
hrenkamp
em 7c Resolution 2024-04 Accepting Resignation of Planning Commissioner
Horn. Council thanked Commissi
. City Administrator Tobin noted expectations of other counties are similar
unicipalities and cost sharing in road improvements. Director of Public
Safety Gottschalk noted Buffalo Hanover School District utilizes the intersection. Council noted preliminary
budget number, though subject to change, of approximately 3.25 percent of the project is allocated to the
City as an expense of $4.6 million project.
MOTION: made by Vehrenkamp, seconded by McKee, to approve agenda item 7d as presented.
Voting Aye: McKee, and Vehrenkamp Nay: Bottema
(Motion carried 2:1)
item 7g, Holiday Toy and Food Drive, Council requested an estimate of staff costs for the Holiday
Regarding
Toy and Food Drive. City Administrator Tobin noted an analysis of staff time can be completed and reported
back to Council. Council noted review of staff time and materials the Toy and Food Drive utilizes, and if it is
fiscally responsible for the City to continue with the event.
MOTION: made by Vehrenkamp, seconded by McKee, to approve Option 1, on agenda item 7h as
presented.
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
Regarding agenda item 71, Council thanked Commissioner Nybo and Commissioner Strehler for the
continued service on the Parks and Trails Commission.
MOTION: made by McKee, seconded by Vehrenkamp, to approve item 71, as presented, and reappoint
Commissioner Nybo and Commissioner Strehler to the Parks and Trails Commission,
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
Regarding item 7j, Council discussed the recruitment and retention policy and including verbiage regarding
reimbursement by employee, if employee resigns within 6 months of using the $1500, and reimbursement
to the City of the amount used.
MOTION: made by Bottema, seconded by Vehrenkamp, to approve item 7j, with the friendly amendment to
include verbiage, of reimbursement to the City of the amount used, if employee resigns within 6 months of
utilizing the $1500 Recruitment and Retention policy.
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
Regarding item 71, Council discussed the cultural assessment and including all staff as part of the
assessment exercise.
MOTION: made by Bottema, seconded by Vehrenkamp, to approve item 71, as presented.
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
B. Planning Business (Public Comment Opportunity)
a. REVISED: Review Process for Planning/Development — Flow Chart
Planner McKeown outlined the City's development review process with the flow chart as a visual. Planner
McKeown noted the flow chart could be included on the City's website and provided to potential applicants
at the initial meeting. Planner McKeown noted the staff report provides context to the process and the 60-
day review period. Planner McKeown reviewed a conditional use permit process for an accessory structure
case study. Council and staff discussed the planning/development flow chart process, possible scenarios,
the 60-day timeline, application fees, escrow fees, and communication. Council and staff discussed the idea
of an initial Council review prior to application being submitted and prior to any staff time. Council and staff
explored the planning/development concept idea, challenges of the process for planning/development, and
noted the correspondence with other County agencies within the planning/development process that could
delay the process, and requirements applicant must meet for the application to move through the process.
Council and staff discussed defining the flow chart with more specific delineation on what the City has
control over, with consideration of statutory limits, and external agency review and requirements. Council
and staff discussed including the flow chart as an addendum to the land use application and to have the
applicant sign off that the details and process has been explained and is understood.
9. Unfinished Business
Mayor McKee invited residents to communicate in -person during public comment opportunity for items
9a.b. City Administrator Tobin explained the instructions to participate in the public comment opportunity.
No persons participated in the public comment opportunity.
a. 2022 Audit Reports - Abdo
City Administrator Tobin introduced Abdo Partner Andy Berg, to review the 2022 audit reports. Mr. Berg
reviewed results of the 2022 audit noting Abdo issued a modified clean opinion. Mr. Berg noted the three
internal control findings included material audit adjustments, reconciliation of individual escrow balances,
and processes for bank reconciliations. Contracted staff from Adbo, Vicki Holthaus, acting as an interim
finance manager for the City, added the new BS&A system integration in 2022 changed business
processes within the City and noted the changes can take time when incorporating new reconciliation
systems. Ms. Holthaus noted progress by staff for engaging and understanding the system with resolution
within 2023 and 2024 audits in the respective areas. Ms. Holthaus noted changes affected the HR
department, utility billing, cash receipts, and planning and zoning. Council and staff discussed completion
date of May 2024 for the 2023 audit to meet statutory reporting requirements. Council thanked Abdo for
their work on the audit.
MOTION: made by McKee, seconded by Bottema to accept the Final 2022 Audit Reports,
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
10. New Business (Public Comment Opportunity)
Mayor McKee invited residents to communicate in -person during public comment opportunity for items
10a-b. City Administrator Tobin explained the instructions to participate in the public comment opportunity.
No persons participated in the public comment opportunity.
a. NE Water Supply Infrastructure Improvements — Environmental Assessment Notice
Project Engineer Steve Heglund of Stantec presented the NE Water Supply Infrastructure Improvement.
Mr. Heglund noted in 2022 the City was awarded $3 billion as part of a federal community funding
program. Mr. Heglund noted the water tower and treatment facility are underway, with the grant funds
supporting the trunk infrastructure portion of the project. Mr. Heglund outlined the project includes pipes
that run from Bellwether that bring sewer and water and raw water main to the water treatment facility and
then to the water tower. Mr. Heglund noted part of the funding dollars are through HUD, or Housing and
Urban Development and one the requirements is to complete an environmental assessment through NEPA
standards. Mr. Heglund noted the assessment reviews if there are environmental impacts from the project,
and the report completed indicates the project would have no significant environmental impacts. Mr.
Heglund reviewed the next steps for the city to review and accept the assessment, and publish three
separate notices as part of the review. Mr. Heglund noted the first notice indicates there was no significant
public impacts, the second notice references the intent to release funds, and the third notice references
floodplain and wetland. Mr. Heglund noted a copy of the assessment would be posted for 15 days at City
Hall with the electronic submission completed by the city administrator through the online database
submission site. Council and staff discussed grant funding allocation and infrastructure.
MOTION: made by Bottema, seconded by Vehrenkamp to approve the environmental assessment and
direct staff to proceed with publishing the required notices.
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
b. State Pay Equity Report
Administrative Services Director Hughes presented the State Pay Equity Report and noted every three
years state law requires public jurisdictions to complete the pay equity report. Administrative Services
Director Hughes noted the last report was completed at the end of 2021. Administrative Services Director
Hughes noted the Minnesota Office of Management Budget pay equity is a method of eliminating
discrimination against women who are paid less than men for jobs requiring comparable level knowledge
and experience. Administrative Services Director Hughes outlined how the reporting is completed, with the
state providing a spreadsheet, and data gathered from the City, and then reported via an online portal
through the budget office. Administrative Services Director Hughes noted the calculations are done
through a statistical manner by the State and outlined the compliance report first section includes general
job class information with the average maximum monthly paid per employee based on male class and
female class. Administrative Services Director Hughes reviewed the numbers reflected include male class
average monthly pay of $7,339; and for female class average monthly pay of $6,925. Administrative
Services Director Hughes noted the data provided is all internal data and based on how the City's jobs are
classed, how they're scored, and the maximum salary for each position. Administrative Services Director
Hughes noted under Section two, a statistical analysis test is referenced and for the city to pass the test,
an underpayment ratio of 80 percent is necessary. Administrative Services Director Hughes added the City
is at 14.33614 percent, which is under the 80 passing passing score. Administrative Services Director
Hughes noted the calculation includes the underpayment ratio calculation of figuring out the male classes
and the female classes and then calculating the percentage below the predicted pay; with predicted pay
calculated on internal numbers based on salary on how the City is scoring. Administrative Services
Director Hughes noted the calculation under Section Two shows 23.53 percent, is divided by 58.33
percent, to arrive at the underpayment ratio of 40.33614 percent. Administrative Services Director Hughes
noted when an underpayment is calculated, the State uses another statistical analysis, called a T-value,
and noted the difference between two sample sets to give that variation, under the T-value results.
Administrative Services Director Hughes noted the city complies under the T-value results. Administrative
Services Director Hughes noted the City may want to review the City's current job description grading
processes once the city receives the State report back.
MOTION: made by Bottema, seconded by Vehrenkamp, to approve the State Pay Equity Report as
presented. Friendly amendment by Mayor McKee to direct staff to post required notices.
MOTION: made by Bottema, seconded by Vehrenkamp, to approve the State Pay Equity Report as
present, and direct staff to post required notices. Council noted review of the City's current job description
grading process, if necessary, once the State reports are received.
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
11. Staff Reports
a. Planning Updates Report; Council received report.
b. Finance Update
Abdo Partner, Vicki Holthaus, briefly introduced the Financial Solutions team at Abdo and clients Abdo
works with. Ms. Holthaus reviewed the work plan for the City of Corcoran over the next few months,
addressed navigating changes within the timeline, and communicating with the City Administrator and
Administrative Services Director, as progress continues. Ms. Holthaus noted staff is working on bank
reconciliation, escrow reconciliation, and audit preparation processes for 2023. Ms. Holthaus noted in the
next couple of months 2025 budget and process evaluation will occur, and presented samples of quarterly
financial documents, cash and investment reports, and recommendations and opportunities for improvement
for financing administrative operations.
12. Closed Session —Real Estate Purchase
Mayor McKee stated:
"City Council is going into closed to consider an offer for real estate. Under the authority of Minnesota Stat.
§ 13D.05 subd. 3(c)(3) the City is permitted to close a meeting to consider offers and counteroffers for the
purchase or sale of real or personal property. The city council is going into closed session to consider an
offer for real estate; the following property is the subject of the closed meeting: PID 01 -1 19-23-1 2-0002 and
PID 01-119-23-42-0002 ."
Mayor McKee recessed the Council meeting at 9:09 pm.
Mayor McKee reconvened the Council meeting at 9:31 pm.
Mayor McKee stated:
"In the closed session, the City Council discussed an offer for real estate staff and personal property;
staff was provided direction."
13.2024 City Council Schedule
Council received schedule.
13. Adjournment
MOTION: made by Bottema, seconded by Vehrenkamp to adjourn.
Voting Aye: McKee, Bottema, and Vehrenkamp
(Motion carried 3:0)
Meeting adjourned at 9:33 pm on January 25, 2024.
Michelle Friedrich —City Clerk
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