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HomeMy WebLinkAbout2009-01-22 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING January 22, 2009 LCALL TO ORDER AND ROLL CALL Mayor Guenthner called meeting to order at 7:00 p.m. The Corcoran City Council met on January 22, 2009, at City Hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Gmach, Councilor Thomas, Councilor Hudok and Councilor Milbrandt. Also present were Interim City Administrator Bodem, Police Chief Gormley, Public Works Superintendent Meister, and City Engineer Joe Rhein. 2. PLEDGE OF ALLEGIANCE. Mayor Guenthner invited the audience to rise to say the Pledge of Allegiance. 3. AGENDA APPROVAL MOTION: made by Thomas, seconded by Milbrandt to approve the agenda with the following modifications. Voting: Guenthner, Gmach, Milbrandt, Thomas and Hudok. (Motion carried 5:0) • Add under Open Forum Chad Robran and Kevin Dale with the Athletic Fund Raiser. • Add under unscheduled Item 12a. for closed session to discuss Teamsters Labor Negotiation • Add under Council Reports I Id. Previous Open Forum Items. 4. CLAIMS AS PRESENTED 4a. Escrow Claims (Fund #500). MOTION by Gmach, seconded by Hudok to approve Escrow Claims (Fund #500). Voting Aye: Guenthner, Thomas, Gmach, Milbrandt and Hudok (Motion Carried 5:0) 4b. Building Inspection Claims. MOTION by I ludok, seconded by Gmach to approve Building Inspection Claims. Voting Aye: Guenthner, Thomas, Gmach, Milbrandt and Hudok (Motion Carried 5:0) 4c. All Other Claims as Presented. MOTION by Thomas, seconded by Hudok to approve all other claims as presented. Council directed staff to provide a memo summarizing sources and uses of the County Road 19 right -of -way improvement for the next meeting. Voting Aye: Guenthner, Thomas, Gmach, Iludok and Milbrandt. (Motion Carried 5:0) 5. CONSENT AGENDA 5a. January 8, 2008 Draft Minutes MOTION made by Thomas, seconded by Guenthner to approved the January 8, 2009 City Council minutes with the following changes: • On page 3 (7e. Meeting Process), add a note that Gmach suggested items under Open Forum be communicated back to council for response. • On the bottom of Page 2 (7b, Commissions), change February 2 to Call to Order Roll Call Pledge of Allegiance Agenda Approval Claims As Presented Consent Agenda Page -1- CITY OF CORCORAN CITY COUNCIL MEETING January 22, 2009 February 12, 2009 City Council meeting. • On Page 5 (Ilc Ess Addition update). Change it to read that the Planning Commission did establish findings but they were not communicated back to the City Council • On page 4 (l0a KDV Accounting Update). Change cash balance to account reconciliation. • On Page 3 (7d Charter Commission). Should read that the Council has the authority and responsibility. • On Page 3 (7c. City Staffing) second paragraph down, change "parted" to "recessed." VotingAye: Guenthncr, Thomas, Gmach and Milbrandt. Hudok abstained (Motion Carried 4:0) 5b. Pay Equity Compliance A pay equity report was provided by Gmach that needs to be kept in the city file. The report will be submitted electronically to the State of Minnesota after it's approved by council. It is a recitation of factual information and there are posting requirement to place the report on the wall at City Hall and on the website. MOTION made by Gmach, seconded by Thomas to approved the pay equity report. VotingAye: Guenthner, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) 6. OPEN FORUM Chad Robran (19805 Old Sturbridge Road) was present to discuss the following for direction: • Mr. Robran suggested that the city's conference room be configured for public use. Some of the community groups are looking to provide funds for furnishings and other improvements. Mr. Robran is looking for feedback. Council asked that he work with staff and continue the momentum and report back. • Corcoran Country Daze is expected to continue in 2009. Robran said that ample leg -work has been done to move the night activities in the down town area near Commerce Street. Day activities would still remain at the park. Robran's group should work with city staff to develop this idea further and continue to update council. The Group should seek permit approval from the City Council when deemed necessary. Kevin Dale (9823 Creek Lake Circle) with the Corcoran Athletics Association was present to provide some background about the fund raiser kick off. The Athletic Association is a non -profit organization and has served the area for more than three decades. They will have registration forms ready for 2009 summer baseball /softball and other activities. A pancake breakfast will be held to include scrambled eggs, sausage, pancakes, french toast, juice and coffee. The fundraiser will be held on Open Forum Page -2- CITY OF CORCORAN CITY COUNCIL MEETING January 22, 2009 February 15th from 8:00 a.m. to 12:00 p.m. at the Corcoran Civic Center. 7. PRESENTATION. There were no presentations 8. UNFINISHED BUSINESS 8a. Request- for - Proposals — Engineering, Planning and legal Draft Approval Process. Interim City Administrator was asked to advertize the RFP's immediately. The Engineering, Planning and Legal RFP's must be submitted to the City by no later than 4:00 p.m. March 2, 2009. Council will later call special meetings to review the RFP's and rank them accordingly. All consultants will be interviewed by the entire council. The first meeting in March will be for Engineering and Planning. The seconded meeting in March for Legal. It was decided the consultants provide 6 hard copies and 1 electronic copy. The RFP's shall require a statement showing professional liability insurance consistent with discussion. These RFP's should he posted on the city website and with the League of Minnesota Cities. MOTION made by Thomas, seconded by Gmach to direct staff to issue the RFP for planning services consistent with discussion. Firms selected for interviews will appear at the Thursday, March 12'" City Council meeting, time to be provided Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) MOTION made by Thomas, seconded by Gmach to direct staff to issue the RFP for engineering services in conformance with discussion. Firms selected for interviews will appear on Thursday, March 12°1 City Council meeting, lime to be provided Voting Aye: Guentlmer, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) MOTION made by Milbrandt, seconded by Hudok to direct staff to issue the RFP for legal services in conformance with discussion. Firms selected for interviews will appear on Thursday, March 26"' City Council meeting, time to be provided Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0 8h. City Administrator Job Description and Hiring Process The City Administrator job description had some minor and a couple important changes. A substantive change worth noting is to remove the reporting structure of the Police Chief from City Administrator to the City Council. Council provided and wrote on copies directed to staff consistent with discussion for other changes. Council decided to remove the job description detail of the profile and retain the introductory narrative and announcement. City staff to receive city administrator application materials by no later than 4:00 p.m., March 2, 2009, Schedule for interview and council approval time to be decided. By consensus, it was determined to have Chief Gormley, Councilor Gmach and Councilor Thomas on the city administrator interview committee. Presentations Unfinished Business Page -3- CITY OF CORCORAN CITY COUNCIL MEETING January 22, 2009 MOTION made by Thomas, seconded by Gmach to approve the announcement, job description and profile consistent with discussion and materials as modified to advertize the position in the League of Minnesota Cities and make the material retrievable on the City's website. Voting Aye: Guenthner, Thomas, Grnach, Hudok and Milbrandt. (Motion Carried 5:0. 8c. Bonestroo — Community Growth Option Grant — Engagement Letter MOTION made by Milbrandt, seconded by Grnach to authorize the execution of the Community Growth Options Planning Grant engagement letter with Bonestroo. Voting Aye: Guenthner, Thorns, Gmach, Hudok and Milbrandl. (Motion Carried 5:0 8d. ABDO, SICK & MEYERS, LLP, City of Corcoran 2008 Audit Engagement Letter. MOTION made by Gmach, seconded by Thomas to authorize the execution of the 2008 audit engagement letter with fees consistent with the 3 -year audit proposal signed in 2007. 9. PLANNING BUSINESS. There was no planning related business 10 .NEW BUSINESS IOa. Commission Liaison Program. Council directed staff to repopulate the 2009 from 2008 liaison calendar replacing old council with new. The role of the council liaison is for improved communication between council and commission. 1013. Commission Minutes to the Council Packets. Council directed staff to provide council with commission minutes to help improve communication. 10c. Review Open Meeting Law. Council received several memos from the League of Minnesota Cities and other sources. The materials are a great resource. It was determined that all e -mail communication (no existing serial email issues but council should remain cautious about the open meeting law) shall be sent to the City Administrator for gate keeping. 10d. Resolution 2009-03 —Amending Resolution 2009 -01 MOTION made by Gmach, seconded by Thomas to approve Resolution 2009 -03 to amend Resolution 2009 -01 the organization and annual appointments for the City of Corcoran for 2009 to read as follows: 1. Official Newspaper Crow River News, 33 2 "d Street N.E., PO Box 280, Osseo, MN 55369 2. Vice Mayor / Acting Mayor The Acting Mayor shall be RON 111OMAS 3. Official Depositories/ Financial Advisors Farmers State Bank of Hamel Planning Business New Business Page -4- CITY OF CORCORAN CITY COUNCIL MEETING .January 22, 2009 BANKWFST 21st Century Bank (Formerly State Bank of Loretto) Northland Securities Smith Barney Citigroup UBS FTN Financial 4. Official Signatory The following individuals are hereby authorized as official signatories for the City: a. Kenneth Guenthner, Mayor b. Vice - Mayor /Acting Mayor c. City Administrator, City Clerk/Treasurer Voting Aye: Guenthner, Thomas, Gmach, Fludok and Milbrandt. (Motion Carried 5:0) lee. Personnel Matters —.lob Grade and Classifications Councilor Gmach let the whole council know there were notations of grade adjustments relating to the Police Chief, Police Corporal and Director of Public Safety. Council would like to see the next level of detail pay grade changes in 2009 for the next meeting. Gmach to forward file to the Mayor. 11. Council and Staff Reports lla. Shannon Lane Culvert /Bridge Update. Mayor Guenthner stated that the Shannon Lane Bridge Committee Group met on January 21, 2009. The Committee drafted a 3 -Stage Shannon Lane Bridge Action Plan for Council approval at the February 12th meeting. This Plan is currently in action due to the seriousness. lib Interim Planner Status. Mayor Guenthner and Interim City Administrator met with Kendra Lindahl of Landform. It is recognized in the proposal from Landform to maintain the existing 2008 municipal rates with no increase for 2009. Kendra Lindahl recently spent time getting acclimated to the open files. She has written a status report. 11c. Interim Bookkeeper Status. At the January 8, 2009 City Council meeting, Council agreed to hire a contract accountant from KDV to complete bookkeeping for the city, at least on the interim. Mayor Guenthner and Staff teleconferenced with Joe Rigdon to identify and assign all functions. This person will work on a part -time basis. There is a provision in the engagement letter from KDV that allows for ongoing 2009 accounting, finance, training, and consulting services as requested. A letter of understanding was sent to KDV. The person working here is Jennie Nevins. She will generally do the following as City Staff will handle other duties spelled out in the City Clerk /Treasurer job description: i. Work with staff with accounting and prepare fuel and sales tax reports for City Council, Federal and State. ii. Prepares accounts payable and receivable transactions and posts information to journal, verifies account information, and generates checks for bill payments. iii. Processes payroll payments and journal entries in Banyan Accounting, processes insurance claims and warrants for all funds. Council and Staff Reports Page -5- CITY OF CORCORAN CITY COUNCIL MEETING January 22, 2009 iv. Prepares accounting preparation of deposits in coordination with Staff for execution by Staff and reconciles accounts. v. Maintains files and appropriate documentation of bookkeeping functions in order to satisfy legal requirements. vi. Provide other duties as assigned. It was decided that lnterim City Administrator will handle the minute taking functions and other clerk duties necessary to handle functions in the absence of a permanent city clerk. ltd. Previous Open Forum: • There is not a long -term record on management and fees associated with grading permits. Staff is reviewing the files to evaluate past practices. • As a follow -up to TIazel Lutz comment in a prior meeting, the Mayor has set up a meeting process report that addresses last minute items and their acceptability. • As a follow -up to Barry King's comments about the website inadequacies, Council decided that it is a management work -load issue. Only essential items and those directed by Council are necessary at this point. 11. UNSCHEDULED ITEMS Council recessed into a closed session to talk about the Teamster Labor Negotiations at 8:55 p.m. Council reopened to the regularly schedule meeting at 9:21 p.m. No action was taken in the closed session. 12. ADJOURNMENT MOTION made by Hudok, seconded by Thomas, to adjourn at 9:24 p.m. Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt (Motion carried 5:0) 'I'odd Bodem, Interim City Administrator Unscheduled Items Adjourn/nent Page -6-