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HomeMy WebLinkAbout2009-02-12 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING February 12, 2009 1.CALL TO ORDER AND ROLL CALL Call to Order Roll Call Mayor Guenthner called meeting to order at 7:00 p.m. The Corcoran City Council met on February 12, 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, City Engineer Joe Rhein, and Bridge Inspector Ron Benson. 2 PLEDGE OF ALLEGIANCE Mayor Guenthner invited the audience to rise to say the Pledge of Allegiance. The Mayor commented to the public on what a privilege it is to convene a meeting with the 200 year anniversary of President Lincoln. 3. AGENDA APPROVAL MOTION: made by Thomas, seconded by Hudok to approve the agenda with the addition of 1 lf. February 26, 2009 Draft Agenda Items. Voting: Guenthner, Gmach, Milbrandt, Thomas and Hudok. (Motion carried 5:0) 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. There were none. 4c. All Other Claims as Presented. MOTION by Thomas, seconded by Hudok to approve all other claims as presented. Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) Mayor Guenthncr directed the Interim Administrator Bodem to pass along his appreciation to Jennifer Nevins of KDV about the columns tying out with the totals on the front page of the claims. 5. CONSENT AGENDA 5a. January 8, 2008 Draft Minutes MOTION made by Gmach, seconded by Thomas to approved the January 22, 2009 City Council minutes with the following changes: • Page 1, under 1. CALL TO ORDER AND ROLL CALL. Change the Corcoran City Council met on January 8 to January 22. • Page I, under 5a. January 8, 2008 Draft Minutes: Change the January 22 2009 City Council minutes to January 8, 2009. • Page 2, under 6. Open Forum, first bullet point and first sentence: Change decorated to "configured." • Page 2, under 6. Open Forum, second bullet point and second sentence: Remove "in" after "to." • Page 2, under 5b. Pay Equity Compliance, last sentence add before report, Pledge of Allegiance Agenda Approval Claims As Presented Consent Agenda Page -I- CITY OF CORCORAN CITY COUNCIL MEETING February 12,2009 "notice of the" • Page 3, 7. PRESENTATIONS. Add an "s" to the end of the word presentation. • Page 5, 11 a. Shannon Lane Culvert /Bridge Update. Change Guenther to Guenthner. • Page 5, 1 lc iii, last sentence, remove "an" after for. Voting Ayc: Guenthner, Thomas, Gmach IIudok and Milbrandt. (Motion Carried 5:0) 5b. Resolution 2009-04 — Application for Agricultural Preserve — Kottke. MOTION made by Thomas, seconded by Gmach to approved Resolution 2009 -04. Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) 5c. Resolution 2009 -05— Application for Agricultural Preserve — Whiteis. MOTION made by Thomas, seconded by Gmach to approved Resolution 2009 -05. Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt (Motion Carried 5:0) The Mayor and City Council will ask Tina Goodroad of Bonestroo at the February 19th Comp Plan meeting the need to discuss Ag Preserve properties and their relationship to the Comp Plan and suggest need to report back to Council at a regularly scheduled meeting. 5d. Resolution 2009 -06 — Authorize Elm Creek Watershed to Develop a Total Maximum Daily Load. Council decided not to act on this item until after they listened to the presentation and were able to comment. 6. OPEN FORUM No items. 7. PRESENTATION. Randy Lehr from Hennepin County Parks District gave a lengthy and informative power point presentation about a collaboration request on efforts to reduce the total maximum daily load (TMDL). City Administrator Chad Adams from Medina offered his insight and support on managing phosphorous. This collaboration is to reduce the total maximum daily loads from water surface run -off that negatively impacts the area streams and lakes (particularly Lake Sarah). There is no direct cost to Corcoran only from individual city member assessment to the Elm Creek Watershed. The group is looking to apply for a grant and need area wide support. Lehr and Adams offered to keep the dialogue going and the council informed. Council to offer a representative for this initiative soon. MOTION made by Gmach, seconded by Milbrandt to approve Resolution 2009- 06 authorizing Elm Creek Watershed to develop a total maximum daily load (TMDL). Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) Mayor Guenthner asked to reorder the agenda by consensus of grading permit fees Open Forum Presentations' Page -2- CITY OF CORCORAN CITY COUNCIL MEETING February 12,2009 I le to the new 8e. 8. UNFINISHED BUSINESS 8a. Shannon Lane Culvert /Bridge Action Plan and Project Status Report. Mayor Guenthner reminded the council about the Shannon Lane Action Plan and new developments since the Plan's inception. Mayor Guenthner has been in communication with government representatives with Pepin, Paulsen and Klobuchar office staffer's regarding to the stimulus package and additional assistance, Council is still in the educating stage and looking for assistance from these entities. Guenthner, Gormley and Meister are meeting with Ilennepin County Commissioner Jeff Johnson on Friday, February 13, 2009 at City Hall. Mayor Guenthner and staff met with St. John's Church Deacons to stress the importance and need for this alternative temporary access road. Agreements between all parties will be needed as the Mayor has alerted the City Attorney. A report will be provided for the February 26, 2009 City Council from the Committee group and possible approval of the action plan especially as it relates to the state representatives. It is expected that an engineering recommendation about the access road be provided. The City Engineer briefed the Council about the update on steps in the project: • MnDot Funding application is filed. • Surveys completed. • Soil borings completed. Nothing alarming in the report • Hydraulic analysis report is completed. Permit process and communication with the Elm Creek Water Management Committee was done. • Permit applications will commence. • Additional information is needed on private utilities observed. A gas main was discovered under the culvert but further investigation is needed on how it impacts construction. There is an over -head and underground cable that need more investigation. • Preliminary site plan is completed. • Easements and or right -of -entry documents will be needed, Mayor Guenthner informed the Council that Committee will meet on the Feb. 13 °1 to discuss most expeditious means to make contact with 3 properties illustrated in the power point slide that may be impacted by the limits of the this bridge project. 8b. Report on Annual Bridge Inspection Bridge Inspector Ron Benson of Bonestroo said he has completed the required bridge safety inspection for the City of Corcoran. The inspections were performed in accordance with the National Bridge Inspection Standards as administered by MnDOT for the FHWA. Besides what is being done about he Shannon Lane Bridge, Benson observed and is recommending to Council the following: • Schutte Road. The bridge should be scheduled for replacement due to sub- structure instability and deterioration since repairs are not longer possible. Clearance markers need to be replaced. Unfinished Business Page -3- CITY OF CORCORAN CITY COUNCIL MEETING February 12, 2009 • Cain Road, appox. '/2 mile north of County Road 30. The City should repair and protect embankment from erosion behind Southwest wing wall to prevent road damage. Consideration should be given to upgrading the guardrail. Long -term plans should be made to replace the structure. • Trail Haven Lane between County Road 30 and County Road 117. Add erosion protection at upstream apron to prevent further undermining. Long term plans should be made to replace the structure since the expected life is uncertain due to the severe rust. Sufficiency rating and deficient status will change resulting from this inspection. Mayor Guenthner contacted the financial advisor about bonding issues. At some point a discussion will be needed about the financial options available on pending need of for bridge(s) replacement. The hope is there will be stimulus monies available or simply the city will have to "bile the bullet." Corcoran has sufficient bonding capacity, if necessary. The City recognizes the need to plan for the eventual bridge replacement (s). MnDot likes to sec communities develop 5 year plans as a way to help secure future funding. 8c. Job Grade Classification Council Member Gmach said there was some misunderstanding about the class and grade change made on the spreadsheet from notes provided by staff. It was recognized that the Police Chief salary adjustment was approved during the budgeting process. Council needs to direct the Chiefs job description and title needs to change to reflect the increase. The Police Corporal and Director of Public Works were a bit cloudier. A market analysis is needed once we get the budget numbers defined. Mayor Guenthner will be contacting Jill Smith Ahrens about the notations on the side of the spreadsheet indicating grade changes to the Director of Public Works and Corporal. MOTION made by Thomas, seconded by Gmach to rewrite the job description from Police Chief to Director of Public Safety adjusting the grade and level accordingly. Also that the Chief does not report to the City Administrator. Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) 8d. Commission Applications Council Member Milbrandt expressed her dismay that Dean Jacob's name is not on the list as an alternate and that he is not receiving Planning Commission packets. The Corcoran News received the Commission advertisements. It was decided there is a need to advertize better. Jenson, Krueger, and Casserly submitted applications to be appointed to the Planning Commission. MOTION made by Gmach, seconded by Milbrant to appoint Robert Laddusaw and Kevin Casserly to full seats and elevate Daryl Krueger to the vacant position. Voting Aye: Gmach and Hudok Voting Nay: Guenthner, Thomas and Milbrandt Page -4- CITY OF CORCORAN CITY COUNCIL MEETING February 12, 2009 (Motion denied 3:2) MOTION made by Gmach, seconded by Thomas to re- appoint Robert Laddusaw and elevate Daryl Krueger to the recently expired seats. Voting Aye: Gmach, Thomas, Milbrant and Guenthner Voting Nay: Hudok (Motion carried 4:1) Staff was directed to notify Mr. Jacobs about the open spot for alternates and was further directed to re- notice the openings. There were 2 expirations and an unfinished term due to the resignation of Roz Milbrandt due to her being elected as a Corcoran City Council Member. Previous members, Pat Hank, Liane Laddusaw and Trish Krueger decided not to reapply (Trish Krueger's term expires in 2010). MOTION made by Gmach, seconded by Milbrandt to appoint Val Nybol to the Parks and Trails Commission and that the position gets re- advertized along with the Planning Commission openings. Voting Aye: Guentlmer, Thomas, Gmach, Hudok and Milbrandt. (Motion Carried 5:0) Se Grading Fee Discussion. Council heard from Interim City Administrator Bodem in the presence of Jim Cox grading application and fee imposed upon him by the City Engineer. The applicant expressed concern about the fee. The fee is $3,300.00 -- $2,100 in escrow for estimated inspections and a $1,200 surety. It was recognized in the past of former employee Steve Reger who played a role in the review of these requests keeping costs down. Now staff is reacting to the existing staff conditions. 8f. Closed Session. Prepare for Labor Negotiations. On 9:40 p.m. Council recessed into a closed session. The meeting reconvened at 10:03 p.m. No recommendation was made in the closed session and no action taken in the open meeting. 9. PLANNING BUSINESS. There was no planning related business 10 .NEW BUSINESS 10a. Certificate of Deposit Account Registry Services (CDARS) — 21° Century Bank. Interim City Administrator Bodem provided in the packet a handout prepared by the MN OSA regarding the CDARS program. Essentially, 21.' Century would place the City's funds with participating CDARS banks in amounts up to the amount of FDIC coverage (normally $100,000 per bank; temporarily at $250,000 per bank). 21st Century would like to do this to free up its current pledged collateral on the City's CD deposits in excess of the FDIC coverage (mandated by MN statutes). OSA states the CDARS program is permissible and should be labeled an investment rather than a deposit. Currently, the City holds two CD's issued by 21' Century; one for $80,000, and one for $545,000. The bank would like to consolidate under one interest rate and one maturity date. Some things discussed: Planning Business New Business Page -5- CITY OF CORCORAN CITY COUNCIL MEETING February 12, 2009 • Whether the City desires to continue placing funds with 21 ' Century Bank. • Whether the City would like to "break up" the 21" Century deposited funds into smaller amounts with varied maturity dates • Since OSA considers CDARS to be investments, an annual broker certification form would need to be obtained from 21 " Century • Since the City would have no control on which banks 21 4 Century placed City funds into, there would need to be timely communication with 21" Century of which banks the City has funds deposited with in order to avoid the City accidentally having deposits in excess of the FDIC coverage by holding CD's through multiple banks /brokers. • If the City desires to enter the CDARS program, 2Y4 Century wishes the City to enter into a CDARS deposit placement agreement, and if that occurred, to subsequently authorize the bank to release the pledged collateral on the current 21 " Century CD's Council directed the Interim City Administrator Bodem to revisit this time at the next meeting coming back with the existing terms /rate, proposed rates and provide a copy of the investment policy as it pertains to the CDARS program. 10b. Disbursement and Payment of Claims Policy and Procedure MOTION made by Gmach, seconded by Milbrandt to approved the Disbursement and Payment of Claims Policy and Procedure as outlined in the November 2008 document. Voting Aye: Guenthner, Thomas, Gmach, Hudok and Milbrandt (Motion Carried 5:0) Council 10c. 2009 Fee Schedule Council reviewed some of the items within the fee schedule. It was decided to review the entire fee schedule for a mid ycar adjustment. Staff was directed to get a report from Parks and Trails for recreational facility, restructure the civic center rental fee charge and change the automatic items like recycling. Also, fix the near term assignments regarding the application on grading with a 2009 re- label. 11. COUNCIL AND STAFF REPORTS Ila. CSAH 19 Right -of -Way (Sources /Uses - Agreement) Update. A spreadsheet was given to Council summarizing the sources and uses agreement for Co. Rd. 19 Right of way. City Engineer Rhein indicated there is approximately $290,000 sitting at MnDot for which Mr. Rhein will get copies of invoices from the City to submit to MnDOT in order to collect the dedicated funds. lib Previous Open Forum — The City is taking follow up action on the Open Forum items from previous meetings. llc. Draft November Parks and Trails Commission Minutes, These were recognized in the packet. ltd. Draft November Planning Commission Minutes. These were recognized in the packet. Guenthner and Milbrandt agreed to trade a few liaison calendar dates. Milbrandt accepted the Parks and Trails Commission meeting for March It Parks and the Council and Sluff Reports Page -6- CITY OF CORCORAN CITY COUNCIL MEETING February 12, 2009 April 2nd Planning Commission meeting. Guenthner agreed to attend the February 17°i Parks and Trails Commission and the March 5th Planning Commission Meetings. 11 c. February 26111 Agenda Items. The following items will be corning up: 1. City Attorney Joe Langel — Status Report 2. City Planner Kendra Lindahl — Status Report 3. CDARS terms, rates and investment policy update 4. ESS Addition Preliminary Plat 5. Crop Land Bids 6. REP Evaluation Process 7. Commission Applications to Review 8. Council Staff Report Items. 9. Shannon Lane Bridge Action Plan 10. State Aid Update 11 Surface Water Management Update 12. UNSCHEDULED ITEMS 12a. Community Growth Options Inaugural CGO Newsletter. For Council Information. No action was taken. Council Member Thomas attended the February 51" Planning Commission meeting. Ile reported that the commission wants the annual ordinance update be provided after the Comp Plan is completed. A letter about Comp Planning was provided to the Council for their reading. 13. ADJOURNMENT MOTION made by Thomas, seconded by Hudok, to adjourn at 10:31 p.m. Voting Aye: Guenthner, Thomas, Gmach, Iludok and Milbrandt (Motion carried 5:0) '1'osd Bodem, Interim City Administrator Unscheduled Items Adjournment Page -7-