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HomeMy WebLinkAbout2024-04-25 Council Minutes_ City of Corcoran City Council Minutes CCU in CO RA N April 25, 2024 — 7:00 pm The Corcoran City Council met on April 257 2024, in Corcoran, Minnesota. Th e City Council meeting was held in person and the public was present in person and remotely hrough electronic means using the audio and video conferencing platform Zoom. Mayor McKee, Councilor Nichols, Councilor Schultz, and Councilor Vehrenkamp were present. Councilor Bottema arrived at 7:04 pm. City Administrator Tobin, City Clerk Friedrich, and Public Works Director Mattson 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 addition of minutes to item 6c Accepting Rockford Area Schools Partnership Plaque; an updates language in item 7d 2024 Financial Management Plan; update to 71 Red Barn Pet Retreat VAR and FP; update to 7u Resolution 2024-42 Liquor Licensing 2024-25; added item 7y Approval of Teamsters Memorandum of Agreements added item 7z Approval of Teamsters Settlement Agreement; added 7aa Equity Report Update; 7bb Police Officer Job Offers; update to 9b Request Approval of Updated Organizational Chart; removed item 14a1 Closed Session Stieg Road Improvements; removed item 14a2 Closed Session City Center Improvements; removed item 14a3 Closed Session Strategic Land Acquisition; removed 14b1 Closed Session Staffing Considerations added 14b2 Closed Session Discussion Of Claim updated 7a April 11, 2024 DRAFT Regular Council Minutes; Council Minutes. updated 7b April 13, 2023 DRAFT Regular Request made by McKee and Vehrenkamp to table item 9a Appoint/Fill Council Vacancy to the May 9 Council meeting. Council discussed extending the timeframe of the application deadline to May 8. MOTION: made by Nichols, seconded by Vehrenkamp to approve the agenda as modified. Voting Aye: McKee, Schultz, Vehrenkamp, and Nichols (Motion carries 420) Commission Representatives Mayor McKee noted Planning Commissioner Lanterman and Parks and Trails Commissioner Friedrich s; were present. 5. Open Forum (Public CommentOpportunity) 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. No residents participated in the public comment opportunity. S. Presentations/Recognitions a. Recognizing Councilor Schultz Mayor McKee read Resolution 2024-33 Recognizing Councilor Schultz. Council thanked Councilor Schultz for his service and commitment to the City of Corcoran. Councilor Schultz thanked Council for their support. b. Proclamation —National Public Service Week Mayor McKee read Resolution 2024-43 Recognizing Administrative Staff for National Public Service Week. Council thanked staff for their exemplary work and dedication to the City of Corcoran. c. Added: Accepting Rockford Area Schools Partnership Plaque Mayor McKee thanked the Rockford Area Schools for partnering with the City of Corcoran. Mayor McKee noted the Rockford Area School Board held a board meeting at the Corcoran Council Chambers on April 17 for residents to attend. 7. Consent Agenda a. Update: April 11, 2024 DRAFT Regular Council Minutes 1 b. Update: April 13, 2023 DRAFT Regular Council Minutes c. Financial Claims April 25, 2024 d. Update: 2024 Financial Management Plan e. City Council Devices f. City Hall Summer Hours - Pilot g. Request to Hire Finance Manager h. Scharber Garage CUP (City File 24-005) i. Update: Red Barn Pet Retreat VAR and FP (City File 24-007) j. Resolution 2024-44 Approving Closing Authorization k. Chlortainer Purchase Update I. NE Trunk Infrastructure Improvements —Approve Plans/Specs; Authorize Bids m. Road Materials Bid Award 2024 Horseshoe Bend Drive Drainage Improvements Pay Request 2 Water Treatment Plant Change Order 3 Water Tower Pay Request 12 Embedded Social Worker JPA r. Waiver Request for Amplified Sound-9310 Bechtold Road s. Waiver Request for Amplified Sound-22802 County Road 50 t. Resolution 2024-33 Recognizing Councilor Schultz A. Update: Resolution 2024-42 Liquor Licensing 2024-25 v. Resolution 2024-41 Tobacco Licensing 2024-26 w. Resolution x. Resolution 2024-40 Temporary Liquor License -Hamel Rodeo 2024-43 National Public Service Week y. Added: Approval of Teamsters MOAs (Memorandum of Agreement) z. Added: Approval of Teamsters Settlement Agreement aa. Added: Equity Report Update bb. Added: Police Officer Job Offers Council requested item 7d and 7k be pulled for further discussion. MOTION: made by Bottema, seconded by Vehrenkamp to approve consent agenda items 7a-c, 7e-j, and 71-7bb as presented. Voting Aye: McKee, Schultz, Bottema, Vehrenkamp, and Nichols (Motion carries: 5:0) Regarding item 7d, Council noted tax increment financing and tax abatement policy concern and the draft did not fully convey the historical and philosophical reluctance of using those tools to attract development within the City of Corcoran. Council noted historically the City has not supported TIF and abatement, but noted the objective of including policies within the Financial Management Plan is to lower rates and outline mechanics of the process. MOTION: made by Nichols, seconded by Schultz, approving staff flexibility to work on contracting modification and edits with legal counsel on small language changes to the 2024 Financial Management Plan. Voting Aye: McKee, Schultz, Bottema, Vehrenkamp, and Nichols (Motion carries: 500) Regarding item 7k, Council thanked staff for the considerable savings of in the purchase of the chlortainer equipment purchase from another city that has outgrown the use. MOTION: made by Schultz, seconded by Bottema to approve the purchase of the chlortainer equipment. Voting Aye: McKee, Schultz, Bottema, Vehrenkamp, and Nichols (Motion carries: 5:0) 8. Planning Business (Public Comment Opportunity) a. Commercial Rural Commercial and Industrial Discussion Planner Davis McKeown reviewed commercial industrial district zoning standards. Planner Davis McKeown noted Tonight's City Council meeting presents a crucial opportunity to provide direction on the updates to the Commercial Industrial District Zoning Standards. Planner Davis McKeown noted as outlined in the work pIan, staff are seeking specific guidance regarding changes to the rural commercial and transition rural commercial districts, with the aim of presenting a draft for review by the Planning Commission at the Council and Planning Joint Work Session on May 23. Additionally, pending Council's readiness, staff are also seeking direction on self -storage uses. Planner Davis McKeown noted depending on the scope of proposed changes, staff may include revisions concerning self -storage in the draft ordinance amendment for the joint work session. Planner Davis McKeown noted the staff report encompasses several key components: Feedback from the Planning Commission meetings held in December 2023 and April 2024. 1. Summary findings from the Business Community Survey conducted in January 2024, 2. Staff research and recommendations on options for proceeding with development rights or a minimum lot size in the commercial, rural, and transition commercial rural districts. 3. Options for self -storage uses and a brief discussion on Task Three, which the Planning Commission requested more time to consider. For Task One, which focuses on the Commercial Rural and Transition Commercial Rural update, the staff report outlines six options: 1. Continuing to apply development rights to these districts. 2. Setting a commercial density of one unit per 10 or five acres. 3. Implementing a minimum lot size of 10 acres. 4. Adopting a half -road approach with a minimum lot size of five acres. 5. Proposing a minimum lot size of 2.5 acres. 6. Establishing a minimum lot size of 2.5 acres for permitted uses and identifying a larger minimum lot size for conditional uses. Regarding Self Storage uses, four options are presented for Councils consideration. 1. Removing self -storage as a conditional use in all applicable districts. 2. Removing self -storage as a conditional use in some districts. 3. Considering additional standards for the review of self -storage use, such as location restrictions. 4. Further discussion and exploration of alternative approaches. Planner Davis McKeown noted guidance on these matters is instrumental in shaping the future of our city with thoughtful consideration of the options presented in the staff report. MOTION: made by Bottema. Motion fails for lack of second. MOTION: made by Bottema, to accept Option 1 for self -storage. Motion fails for lack of second. Council noted a motion is unnecessary, however Council consensus is needed. Council reviewed the Planning Commission's recommendation. Council and staff discussed existing storage facilities remaining as legal non -conforming and can remain in perpetuity until they cease operations, however, no new storage facilities would be approved. Council discussed the challenge of balancing between different commercial and industrial uses, limited space designation, and long-term implications of continued allowance of storage facilities. Planner Davis McKeown noted at the last Planning Commission meeting, it was decided to break down the use table review into manageable chunks. Planner Davis McKeown noted the approach involves reviewing one page of the use table at a time, and focusing on areas where simplification is needed and identifying any inconsistencies. Planner Davis McKeown noted clarity in understanding why certain uses are allowed in one district but not in another. Planner Davis McKeown reviewed the structured approach would span over several meetings, as this task will need the most time. Planner Davis McKeown reviewed when the work plan was adopted, the possibility of incorporating a community engagement component with the business community was discussed. Planner Davis McKeown noted a survey was the chosen method of engagement as the recent business community survey yielded valuable insights and indicated interest in further engagement options, such as hosting an open house, a panel discussion, or forming a temporary task force. Planner Davis McKeown noted the commitment to community engagement through the survey, and noted direction is needed on additional engagement opportunities. Planner Davis McKeown clarified that this is not a new commitment to community engagement but rather an opportunity for the council to decide whether to expand our engagement efforts beyond the initial survey. Planner Davis McKeown noted the last Planning Commission meeting, supported additional community input from residents on the proposed updates, particularly regarding changes to development rates in the commercial rural areas. Planner Davis McKeown noted gauging community sentiment, and Council could consider sending out a survey to the larger community or possibly conducting a more localized survey targeting residents within a certain distance of the affected areas. Planner Davis McKeown stressed it is important to note that this would extend the anticipated timeline for Task One. Council noted support of a larger survey and include rural residential residents. Council and staff discussed scope and parameter distance of 1000 feet for inclusion of the survey. Planner Davis McKeown reviewed the possibility of conducting additional community outreach activities, and noted the recent business community survey highlighted an interest among participants in engaging further with the updates. Planner Davis McKeown noted proposed options include organizing an open house with council and staff to discuss the updates, hosting a one-time panel discussion with council members, or establishing a temporary task force that meets at least twice. Mayor McKee invited residents to communicate in -person during the public comment opportunity for item 8a. City Administrator Tobin explained the instructions to participate in the public comment opportunity. David Foy, 8115 County Road 116, opined on commercial real estate properties within a 10-mile radius of the area, with a significant portion roughly 28% on parcels of three acres or less. Mr. Foy commented approximately 11% fall within the four to six -acre range, while another 9.10% are between six and ten acres. Mr. Foy opined this data underscores the prevalence of smaller properties in our region commercial real estate landscape. Mr. Foy opined on the importance of recognizing many businesses, like individuals purchasing their first homes, businesses often start small and gradually expand as they grow. Mr. Foy opined that setting a minimum lot size of 10 acres may inadvertently limit opportunities for emerging businesses, particularly those with limited resources. Mr. Foy noted affordability is a key consideration, especially when the cost of land is high. Mr. Foy added while surveys among current business owners provide valuable insights, they may not fully capture the perspectives of potential newcomers or stakeholders who have yet to establish a presence in our community. Mr. Foy encouraged engaging a broader range of voices, including brokers, developers, business owners, and local landowners, may offer a more comprehensive understanding of market dynamics and needs. Mr. Foy commented on building rates, and noted there seems to be some discrepancy between expectations and recent developments. MOTION: made by Bottema, seconded by McKee to extend public comment time for Mr. Foy. Voting Aye: McKee, schultz, Bottema, vehrenkamp, and Nichols (Motion carries: 5:0) Mr. Foy commented that recent data reveals approximately half of the commercial properties within a 10- mile radius are 10 acres or less in size. Mr. Foy added this significant share underscores the challenge of attracting businesses that can create jobs and contribute to local economic growth. Mr. Foy noted that small properties may limit the ability of emerging businesses to establish themselves and thrive in our community. Mr. Foy opined, with surge in residential development, particularly in areas like the Hope Community Center project, concerns arise about storage options for new residents. Mr. Foy noted with many potential residents occupying quarter -acre or smaller lots, the demand for storage space is likely to increase. Mr. Foy commented that encouraging the development of storage facilities could alleviate this issue and enhance the overall livability of our community. Mr. Foy opined on the issue of building rights, particularly as it pertains to large landowners, including farmers. Mr. Foy opined the current system seems unjust in restricting property owners' ability to develop their land when many have held building rights for years without utilizing them. Mr. Foy commented on allowing the sale of building rights for open space preservation as a practical solution that benefits both landowners and the community. Mr. Foy added facilitating orderly development and preserving open spaces, we can enhance the long-term sustainability and appeal of our city. Mr. Foy thanked Council for their time. Planner Davis McKeown provided clarification on an example of selling development rights, particularly concerning transactions from rural residential areas to distant parcels located far from the parcel with development rights. Planner Davis McKeown noted the city's involvement in tracking these transactions. Planner Davis McKeown noted to address these issues and streamline the process, the city implemented measures to ensure that development rights sales are trackable and transparent. Planner Davis McKeown noted one such requirement is the involvement of the city in the platting process. Planner Davis McKeown added when development rights are sold from one property to another, both properties must share an adjacent property line, and by consolidating the properties through platting, the City can accurately document the transfer of development rights and maintain an official record of the transaction. Planner Davis McKeown added it is important to note that while the city is not directly involved in the sale of 11 development rights, the City's role in the platting process enables tracking and recording of these transactions effectively and ensures transparency and accountability while providing clarity to all parties involved. Planner Davis McKeown noted such transactions are relatively infrequent but offer a viable option for property owners seeking to utilize their development rights. Planner Davis McKeown added by adhering to established procedures and requirements, the city can facilitate these transactions in a manner that benefits both property owners and the broader community. Craig Scherber, address not given, commented on the transfer of building rights and the planning process. Mr. Scherber opposed the response by Planner Davis McKeown. Council noted it is crucial to recognize the establishment of development rights in our community was rooted in a fundamental principle. the desire to prevent overdevelopment in Corcoran. Council added this core principle serves as the bedrock of the City's zoning policies and guides the City's approach to land use and development. Council noted when considering proposals for changes to development rights policies, it's essential to reflect why these policies were put in place initially. Council reviewed the primary objective was to maintain a balance between development and preservation, ensuring that our community retai-ns its unique character and natural beauty. Council reviewed the necessity of development rights or advocating for their sale or modification without fully grasping the original purpose. Council added that understanding the historical context and rationale behind these policies is crucial for informed decision - making and effective advocacy. Council noted Corcoran's approach to development rights sets the City apart as a unique suburb in Minnesota. Council noted that while other communities may have different zoning regulations, the City's commitment of preserving our distinct identity through thoughtful land use policies remains steadfast. Council added, navigating discussions around development rights and potential policy changes, keeping the foundational principles that have guided our community's growth and development, can ensure that any proposed changes align with the City's shared values and long-term vision for Corcoran. Council and staff reviewed the list of potential items to be included within the survey. Council and staff discussed the three tasks and summarized each as: Here's a recap of the main points and the agreed -upon next steps: Task 1: Zoning Standards Update • Six options for updating the zoning standards for commercial rural and transition commercial rural districts. • Consensus was to proceed with Option 1, which affirms past practices without suggesting significant changes at this time. • Discussed the possibility of conducting a survey to gather feedback on options 1 through 5 to gauge community preferences. Task 2: Self -Storage Uses • It was agreed to draft a proposal to remove self -storage as a conditional use in applicable districts. Task 3: Planning Commission Feedback and Community Outreach • Considered ways to incorporate feedback from the Planning Commission and additional comI unity outreach. • Options discussed included hosting an open house or panel discussion with business owners to gather input on proposed updates. Moving forward, the following actions are planned: • Prepare a draft ordinance amendment for the joint work session on May 23, reflecting Option 1 for Task 1. • Draft a proposal to remove self -storage uses from applicable districts. • Explore the possibility of an open house event for community outreach, with a focus on engaging local businesses. • Ensure clarity and transparency in communication regarding the proposed updates and gather feedback from stakeholders. Unfinished Business (Public Comment Opportunity) Mayor McKee invited residents to communicate in -person during the public comment opportunity for items 9b-c. City Administrator Tobin explained the instructions to participate in the public comment opportunity. No residents participated in the public comment opportunity. a. Item tabled to May 9: Appoint/Fill Council Vacancy b. Update: Request Approval of Updated Organizational Chart 5 City Administrator Tobin reviewed proposed changes to the organizational structure based on recent assessments and feedback. City Administrator Tobin reviewed the purpose for the proposed changes include improving efficiency, enhancing service delivery, and better aligning our resources with our long. term goals. City Administrator Tobin noted the three different significant assessments included a cultural assessment, human resources assessment, and a financial assessment. City Administrator Tobin added at this time, there's no expectation of increased expenses and changes should be for the most part net zero. City Administrator Tobin noted in the near term, there are potential increases which are identified. City Administrator Tobin noted the proposed changes within the Public Works Department include updating the title of the Public Works Director to include the scope of responsibilities for engineering services, and reallocating responsibilities within the administrative assistant role to include utility billing functions. City Administrator Tobin noted a need for a Community Development Department and outlined the proposed changes include the addition of a Community Development Director in Quarter 2 and appointing appoint Natalie Davis McKeown as the Interim Community Development Director; moving the construction services supervisor and permit technician roles to the Community Development Department; and moving the Recreation Supervisor role under the Community Development Department and redefine the role as a Community Engagement Supervisor to encompass volunteer management and expanded community outreach responsibilities. City Administrator Tobin reviewed the proposed changes within the Administration Department include adding and Assistant City Administrator, adding an HR Generalist, adding an IT Manager, moving the Finance Manager to report directly to the City Administrator, moving the Communications Assistant under the Assistant City Administrator, redefining the City Administrative Assistant role to Deputy Clerk, additional changes to the Administration Department include removing the Administrative Services Director and Accounting Clerk roles. City Administrator Tobin reviewed an employee severance package and waiver for the Accounting Clerk role. Council and staff noted basing the severance package on three weeks for each year of service. Council questioned if the employee could apply for other available positions within the City and if the employee was being terminated. City Attorney Thames clarified the separation from employment is due to the reorganization and the position no longer exists. City Attorney Thames added the separation is not a commentary on any performance issues but a function of the position no longer being part of the organization. Council and staff discussed approximate amount of severance pay for the affected employee. MOTION: made by Nichols, seconded by Schultz to offer five weeks of severance pay with benefits through the five -week period. Voting Aye: McKee, Schultz, Vehrenkamp, and Nichols Nay: Bottema (Motion carries: 4:1) MOTION: made by Schultz, seconded by Nichols to accept the proposed reorganization as presented. Council noted an expectation of a staff reorganization with the change in leadership and thanked City Administrator Tobin for his dedicated work and amount of time to complete the process. Voting Aye: McKee, Bottema, Schultz, Vehrenkamp, and Nichols (Motion carries: 5:0) City Administrator Tobin requested approval to move forward to hire the Assistant City Administrator and the HR Generalist, City Administrator Tobin noted the job descriptions were included in the Council packet and scored by George Gmach. MOTION: made by McKee, seconded by Vehrenkamp to approve the job descriptions, and approve staff to move forward with the hiring process for the Assistant City Administrator and HR Generalist positions. Voting Aye: McKee, Bottema, Schultz, Vehrenkamp, and Nichols (Motion carries: 5:0) 10. New Business (Public Comment Opportunity) 11. Staff Reports a. Planning Projects Update 12. Council Reports 13. 2024 City Council Schedule Council received report. 14. Closed Session a. Closed Session: Real Estate Property 1. Stieg Road Improvements 2. Removed: City Center Improvements J. Removed: Strategic Land Acquisition D. Closed Session 1. Removed: Staffing Considerations 2. Added: Discussion of Claims Mayor McKee stated: "City Council is going into closed to consider an offer for real estate. Under the authority § 13D.05 subd. 3(b) to discuss employment related claims filed against the City." Mayor McKee recessed the Council meeting at 8:45 pm. Mayor McKee reconvened the Council meeting at 9:13 pm. Mayor McKee stated: "The City Council just adjourned a closed se MOTION: made by Mayor to chair the Voting Aye: McKee (Motion carries 5:0) 10. Adjournment of Minnesota Stat. ssion McKee, seconded by Vehrenkamp, to temporarily assign Councilor Schultz as Acting remainder of the Council meeting. Schultz, Bottema, Vehrenkamp, and Nichols. Acting Mayor Schultz entertained a motion to adjourn the meeting. MOTION: made by Nichols, seconded by Vehrenkamp to adjourn. Voting Aye: McKee, Schultz, Vehrenkamp, and Nichols (Motion carries 4:1) Meeting adjourned at 9015 pm on April 25, 2024. Michelle Friedrich —City Clerk Nay: Bottema 7