The URL can be used to link to this page

Home My WebLink About2009-03-12 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 I.CALL TO ORDER AND ROLL CALL Mayor Guenthner called the meeting to order at 7:00 p.m. The Corcoran City Council met on March 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 Meistcr, and City Engineer 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 Gmach to approve the agenda with the following additions and changes: • Add to Council Staff Reports. 11b. Clean Up Day • Add to Council Staff Reports. 11c. Newsletter • Move 1 Od and e to 7. Presentations • Add Unscheduled Items to discuss the April 9 °1 City Council Meeting • Add to Unfinished Business. 81. Geo Thermal Ileating System Voting Aye: Guenthner, Gmach, Milbrandt, Thomas and Hudok. (Motion carried 5:0). 4. CLAIMS AS PRESENTED 4a. Escrow Claims (Fund #500). MOTION by Hudok, seconded by Thomas to approve Escrow Claims (Fund #500). Voting Aye: Guenthner, Thomas, Gmach, Milbrandt and Hudok (Motion Carried 5:0) 4b. Building Inspection Claims. None. 4c. All Other Claims as Presented. MOTION by Gmach, seconded by Thomas to approve all other claims as presented. Voting Ayc: Guenthner, Thomas, Gmach, Iludok and Milbrandt. (Motion Carried 5:0) 5. CONSENT AGENDA MOTION made by Gmach, seconded by Iludok to approve the following: • February 26, 2009 City Council minutes as presented • Purchase of the Chevy pickup truck that was approved in the current Capital Improvements Plan and financed from the 2008 equipment certificate. Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) Call to Order Roll Call Pledge ofAllegiance Agenda Approval Claims As Presented Consent Agenda Page - 1 - CITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 6. OPEN FORUM Open Forum Mr. Kenny Kluck was present showing gratitude to the City in allowing their group to use the Civic Center for the "55 Alive" defensive driving class on March 18th. On another matter, he expressed his apposing view of the city for charging residence for the recycling program. Mr. Tim Mans was present to thank the City and its employees on its efforts to implement the Annual Truck Safely Seminar. He also thanked Doboszenski and Sons for hosting the seminar. 7. PRESENTATION. MOTION made by Gmach, seconded by Thomas to approve Resolution 2009 -11 for the commendation of Truck Safety Seminar. Mayor Guenthner read the preamble of the Resolution. Voting Aye: Guenthner, Thomas, Gmach Hudok and Milhrandt. (Motion Carried 5:0) MOTION made by Milbrandt, seconded by Gmach to approve Resolution 2009- 12 for commendation of the city staff for their efforts during the February 26, 2009, Truck Safety Seminar. Mayor Guenthner read the preamble of the Resolution Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) 8. UNFINISHED BUSINESS 8a. Joe Rigdon, KDV — Financial Update Joe Rigdon of KDV provided a financial update. At the City's request, KDV assisted the City in preparation for its 2008 financial statements audit. The City's books have been adjusted and reconciled, with the annual audit fieldwork scheduled for March 9 to March 11, 2009. MOTION by Thomas, seconded by Gmach to approve the following Special Revenue Funds action items: • Close the Park Maintenance special revenue fund to the General Fund via a 2008 transfer of $1,456. • Transfer of $11,910 from the DWI Forfeiture special revenue fund to the Police Donation special revenue fund in 2008. • Temporary loan at 12/31/08 of $1,429 from the General Fund to the DWI Forfeiture special revenue fund. • Close the Comp Plan Update special revenue fund to the General Fund via a 2008 transfer of $14,854. Voting Aye: Guenlhner,'I'homas, Gmach Hudok and Milhrandt. (Motion Carried 5:0) Presentations Unfinished Business Page -2- CITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 MOTION by Gmach seconded by Thomas to approve the following Debt Service action items: • Transfer $116,427 from the Equipment Certificates debt service fund to the Capital Equipment Certificates capital projects in 2008. This will result in $0 fund balance in the Equipment Certificates debt service fund at 12/31/08, with 2009 and future debt property tax levies scheduled at 105% of the 2009 and future debt service payments. • Close the City Center Lease Revenue debt service fund to the General Fund via a 2008 transfer of $877. Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) MOTION by Gmach seconded by Thomas to create a $168,870 cash loan (due to /from) from the General Fund to the infrastructure Planning capital projects fund. Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) MOTION by Gmach seconded by Thomas the following capital project action items: • Close the CBP Backage Road capital projects fund from the General Fund via a 2008 transfer of $8,381. • Temporary loan at 12/31/08 of $10,104 from the General Fund to the Hage Drive Improvements capital projects fund. • Close the 2007 Coop Agreement capital projects fund from the General Fund via a transfer of $3,546. • Close the Rolling Hills Road capital projects fund to the General Fund via a reclassification of $34,440 of deferred special assessments receivable and corresponding deferred revenue. Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) It is recommended that the City improve its timeliness and accuracy over the escrow tracking and reconciliation process of the escrow funds. The Council then reviewed the detailed attachments and summary sheets: • The Mayor and Council employment withholdings were questioned. • Within the accounting system, staff was directed to separate the criminal and civil prosecution. • City staff was directed to provide Council with a report about the deficit showing on the city hall operations and maintenance. • Council also had questions from the City Engineer and their expenditures Page -3- CITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 in the detailed report. • 11 was recognized the city experienced less than I% operational deficit and all things considered the year end was favorable. • It is understood that with good internal controls, the city should be able to operate more effectively. Mr. Rigdon said these adjustments can be turned around in tune for the management letter of the 2008 audit. The Mayor thanked Joe Rigdon for completing and providing excellent financial reporting to the City. 8b. Professional Services — Planning Ranking Council provided to the Interim City Administrator their individual ranking sheets for professional services for planning, engineering and legal. Staff left the Chambers to tabulate the data, returned and handed to Council the sum totals in each category. By consensus, Council approved the following planning firms to interview at the March 26, 2009 meeting (official approval at the April 8, 2009 meeting): 1. Bonestroo 2. Landfonn 3. MFRA 4, TKDA 8c. Professional Services — Engineering Ranking By consensus, Council approved the following engineering firms to interview at the March 26, 2009 meeting (official approval at the April 8, 2009 meeting): 1. Bonestroo 2. Wenck Associates, Inc. 8d. Professional Services — Legal Ranking By consensus, Council approved the I'o0owing legal firms to interview at the April 8, 2009 meeting: 1. Kennedy & Graven Chartered 2. Carsen, CleIland & Schroder 3. Ratwik, Roszak & Maloney, P.A. Se. City Administrator Ranking — The City Council discussed the need to recognize the data practices law in that the applications are private until finalists are identified. The entire Council cannot discuss openly without violating the law. Council member Thomas, Gmach and Chief Gormely are the screening board to determine finalist. Council expressed that there were several qualified candidates. All applicants were reviewed and scored by the full Council. The interview committee intends to identify +/- 8 for preliminary interviews then bring 5 public finalists in to meet Council. Council Member Milbrandt suggested that the Planning and Parks /Trails Commission Page -4- CITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 Chairs be included on the interview panel as non - voting members. Interim City Administrator Bodem was directed to contact both of the chair people informing them that they may be a part of the interview process as non - voting member. Mayor Guenthner thinks the committee should identify top candidates /recommend hire and present to Council for approval. 8f. Animal Ordinance City Attorney Langel submitted as part of the packet a revised animal ordinance along with a memorandum summarizing the recent history of changes. This initially arose when complaints were received about miniature goats. Council discussed that off -site removal of manure and other waste materials is only necessary for properties smaller than three acres. The idea is that on larger properties such waste materials can be spread out and are not a big problem. Mayor Guenthner recited some need for clarifying language within what was presented: • Page 2, subpart 3 add: the last sentence should read, "On tracts over 3.0 acres. There are no animal unit restrictions on parcels greater than 30 acres." • Page 2, subpart 4 insert after ownership, "if actually used together for the keeping of affected animals" • Page 3, subpart 6 insert at the end of the sentence, "as well as adequate space for humane care." • Page 3, subpart 7, add to the beginning of sentence, "In addition to the pen required on number 6," • Page 3, subpart 7, after unit add, "for all animals with hoofs." Mayor Guenthner will confirm changes to the Interim City Administrator Bodeen MOTION by Thomas seconded by Hudok to approve the Ordinance amending the text of Chapter 81 and section 1030 of the Corcoran City Code in conformance of the changes identified and discussed. Voting Aye: Guenthner, Thomas, Gmach Iludok and Milbrandt. (Motion Carried 5:0) 8g. Shannon Lane Bridge Update The access easements have been signed. Verbal commitment to fund construction of the bridge was given to the Mayor from the MnDot District Engineer. The City Engineer provided additional hydrologic discussion and flood plain mitigation areas. This information is going to the April Elm Creek Watershed District Board meeting. There was some discussion about the railing and need to only provide a country style railing to be used as a marker that is not intended for pedestrian or vehicular use in the traditional sense. The trees are cut down and staff will be hauling material next week for the emergency access road. The dirt material will come from the city of Minnetonka, at no expense to the city. 8h. Parks /Trails and Planning Commission Revisited Page -5- CITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 MOTION by Milbrandt seconded by Gmach to approve Robert Vassallo to the longest available Parks and Trails Commission seat. Voting Aye: Gucnthner, Thomas, Gmach Iludok and Milbrandt. (Motion Carried 5:0) MOTION by Milbrandt seconded by Gmach to approve Randy Ravenhoh to open seat, Dean Jacobs (first alternate) and Kevin Casserly (second alternate). Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) 81. Geo Thermo Heating System Councilor Milbrant asked if staff has pursued grants to fix the faulty geo thermal heating system. Mayor Guenthner asked to invite the City's Finance Advisor Paul Donna to discuss alternative energy system funding sources. 9. PLANNING BUSINESS. None. 10. NEW BUSINESS 10a City Charter Commission Discussion. There are currently only 2 of 7 positions on the Charter Commission with no majority to fill open spots. It is the duty of the City Council to fill the open seats. Council directed Interim Administrator Bodem to contact former Charter Commission members directly to inform them of the opportunity to apply. He was further directed to prepare a notice to be published in the official newspaper to solicit applications. 'There is no official application form. Interested persons just need to send a letter to the City stating their desire to be appointed. Deadline for applications is the end of business day April 30, 2009. 10b. Pat Meister 2010 CIP — Dump Truck Purchase Request. Public Works Supervisor Meister requested from Council a commitment to order a dump truck as it is part of the 2010 Capital improvements Programming Plan. This piece of equipment is not part of the existing 2008 Equipment Certificate passed last year. City staff added the following background information: To secure the best pricing available only to 3 -31 -09 2. To take advantage of the old exhaust emissions because it is less costly for maintenance and is proven technology. This new technology is unproven. 3. If we purchased the new emission technology there would he added cost because of chemicals will be needed for the vehicle as part of the emission control system. 4. New emissions will add $5,000 to 510,000 to the price of the vehicle. The estimate cost of the chassis will be $59,000 plus tax. The cost of the snow plow equipment is $94,973.50 for a total of: $153,973.50 after trade -in of the 2000 Sterling. MOTION by Thomas, seconded by Milbrant directing staff to order the chassis and snow plow equipment pursuant to staff recommendations. Planning Business New Business Page -6- CITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) 10c. Resolution 2009 -10 — Accept Grant Funds - -- PS1C Portable Radio Police Chief Gormley gave an overview to pursue a recent grant opportunity to receive Community Oriented Policing Services Hiring Recovery Program (CI-[RP) funds. This is a 100% grant paid for by the Federal Government for entry level employees for 36 months. There is no cap on the number of officers requested but awards will be limited to funding availability. There is no commitment from the City. Since this is a first- come -first -serve program, staff would like to submit the application immediately. MOTION by Milbrandt, seconded by Hudok directing staff to complete the Community Oriented Policing Services Hiring Recovery Program (CIIRP) grant application. Voting Aye: Guenthner, Thomas, Gmach Hudok and Milbrandt. (Motion Carried 5:0) 11. COUNCIL AND STAFF REPORTS lla. Mayor Ken Guenthner — February 17, 2009 Parks and Trails Liaison Report. Mayor Guenthner attended at the February 17111 Parks and Trails Commission meeting and highlighted the following at that meeting: • Discussion about the parks and trails component of the 2030 Comp Plan. • Discussions regarding the city hall open space preservation area by locating the designated areas to the north property against the value of the property to south. • Discussed the possibility of `boot strapping" trail corridors along the proposed natural gas pipe line. • Discussed the concept of a recreation complex and search for nature community park areas. • In the City Parks materials, the Commission would like to recognize the importance of snowmobile trails in Corcoran. However, a disclaimer should be noted that it is not part of the city trail system. • Discussed park dedication easements and the platting process. • Discussed the need for trail heads associated horse trails. • Discussion regarding dedication of land in lieu of fees where a trail is guided. Council and Staff Reports Page -7- CITY OF CORCORAN CITY COUNCIL MEETING March 12, 2009 • Discussion about the constitution of the commission and open seats. • Parks and Trails to sponsor a hand -out for a tree at the city wide clean up. • Comp Plan Planner Goodroad to provide a draft of goals and policies parallel with comp plan working groups. ]lb. City Wide Clean Up The City Council directed staff to commence with the spring clean up day and to include the time and date in the Spring Newsletter. Council wants to also recognize that the benefits and location of the Ilennepin County Recycling Center. llc. Spring Newsletter The City Council directed staff to complete a Spring Newsletter. 12. UNSCHEDULED ITEMS Mayor Guenthner directed City Staff to move the Thursday, April 9, 2009 meeting to Wednesday, April 8, 2009 and notify the paper of this replacement. Unscheduled Items 13. ADJOURNMENT Adjournment MOTION made by Thomas, seconded by Milbrandt, to adjourn at 9:33 p.m. Voting Aye: Guenthner, Thomas, Gmach, Iludok and Milbrandt (Motion carried 5:0) Todd Bodem, Interim City Administrator Page -8-