Loading...
HomeMy WebLinkAbout2009-05-28 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 1. CALL TO ORDER AND ROLL CALL The Corcoran City Council met on May 28, 2009, at city hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Gmach, Councilor Hudok, Councilor Milbrandt and Councilor Thomas. Also present were City Administrator Donahue, City Engineers Vandertop and Torve, Planner Teresa Forsberg, Public Works Director Miester, Police Chief Gormley. Mayor Guenthner called the meeting to order at 7:00 pm. 2. PLEDGE OF ALLEGIANCE 3. AGENDA APPROVAL MOTION made by Milbrandt, seconded by Gmach, to approve the agenda as presented. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 4. CLAIMS AS PRESENTED 4A. Escrow Claims (Fund #500) MOTION made by Hudok, seconded by Gmach, to approve Escrow Claims totaling $230.00 Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 4B. Building Inspection Claims None 4C. All other Claims as Presented MOTION made by Thomas, seconded by Hudok, to approve all other claims totaling $84,290.37. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 5. CONSENT AGENDA 5B. Resolution 2009 -20 Jaycees Country Daze Raffle MOTION made by Thomas, seconded by Milbrandt, to approve Resolution 2009 -20 Jaycees Country Daze Raffle. Call to Order Roll Call Pledge of Allegiance Agenda Approval Claims as Presented Consent Agenda: Resolution 2009 — 20 Jaycees Country Daze Raffle Page -1- CITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 5A. 05/14/2009 Draft Minutes MOTION made by Gmach, seconded by Thomas, to approve the 5/14/2009 Draft Minutes with the following changes: Top of Page 2 change "Warren" to "Loren Kohnen" Page 2, 4th Paragraph under Shannon Lane Bridge Update — add "the City could get future bonds to help fund the General Fund Cash Flow for eligible expenses" Page 2, 1st paragraph under Shannon Lane Bridge Update — change "him" to "he ". Page 2, lst paragraph under Geo Thermal System Update — strike "bids and" from first sentence. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 5C. Police Union Contract approval Councilor Gmach gave a brief summary of the changes that have been made to the Police Union Contract. MOTION made by Gmach, seconded by Milbrandt, to approve the Police Union Contract. Mayor Guenthner thanked Councilor Gmach and Chief Gormley for their time spent with the negotiations and working on the contract. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 6. OPEN FORUM None 7. PRESENTATIONS 5/14/2009 Draft Minutes Police Union Contract approval Open Forum Presentations: 7A. Steve Mc Donald — 2008 Preliminary Audit Steve McDonald — 2008 Preliminary Audit Steve McDonald presented the council with a summary of the 2008 Preliminary Audit. It was recommended that the City document accounting controls over its Page -2- CITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 significant transaction cycles and also establish a written strategic plan that considers all elements of internal control beyond the transaction cycles. It appears that reconciliations were not attempted and collection efforts were not sufficient to eliminate the deficit balance in the Developer Escrow Account. The City should enforce a policy and implement a monitoring procedure that ensures deposits are received in advance of any activity and that work stops prior to an account becoming negative. The City should transfer funds to eliminate any uncollectable accounts and reconciliations should be completed monthly. It was noted that the City employees were given permission to drive City owned vehicles home and had use after City hours. It was recommended that the City calculate the personal use and report it as income to the employee on an annual basis when preparing the City's W2 for the year. The employee manual should also be amended if it is the City's intention for the public works employee to have personal use of a City vehicle. There was some discussion about whether or not the IRS would look at it differently if the vehicle was being taken home to allow faster response to a call. Minnesota statute requires that the City develop a policy that controls travel outside the state of MN for elected officials of the City. The City currently is out of compliance with this statute and it is recommended the City review the statute and develop and approve an appropriate policy. Mr. McDonald spoke about the financial statements and bank reconciliations and noted that the City benefited by utilizing a finance consultant. A summary of the 2008 General Fund revenue and expenditures show that there was a variance of ($80,066) with the Final Budget. This lead into further review of General Fund Revenues and it was noted that most of the revenue comes from taxes. After reviewing the General Fund Expenditures it was noted that most of the expenditures are spent in Public Safety and Public Works. Mr. McDonald gave a brief summary of the Debt Service Funds and the Capital Project Funds. The City is maintaining $36,846 in cash in its developer funds. In addition to this balance the City is owed an additional $55,515 by accounts that are in deficit. The unallocated amount represents an un- reconciled difference carried over for the last three years. It was recommended that the City either research or identify the difference or transfer City funds to close out the deficit. This lead into a discussion about the unallocated amounts and how the City can get this issue resolved. It was suggested to carry this discussion and policy issues be carried over into the budget workshops. Page -3- CITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 There was some discussion about the financial reports and the increase in the net worth was due to the growth of the TIF funding. MOTION made by Gmach, seconded by Thomas, to execute the Management Letter, approve the 2008 Financial Report and forward the report to the State Auditor. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 8. UNFINISHED BUSINESS 8A. Shannon Lane Project Mayor Guenthner gave a brief summary of the activities that have happened with this project. Kent Torve, City Engineer reported that a Shannon Lane resident meeting was held to discuss financing of this project. During this meeting residents spoke about their concerns with assessments and policy of this project. Residents are interested in seeing a City policy prior to decisions on Shannon Lane assessments. It was noted during the meeting that a "fast track" schedule was not a priority of the residents. The Design of the bridge was also discussed. Residents felt the existing drive width was preferred, however if increased width was necessary for safety, they asked about alternative designs to lessen the project impact. There was discussion about vertical supports for the bridge, which would lessen the culvert length, maintain safety, but increase structural costs. Some residents asked if guardrails could be investigated or if the slopes could be changed while maintaining engineering standards and still reduce the culvert length. The goal is to minimize tree impacts. The topic of additional value to the homes from the new crossing was discussed. Residents felt using a steel culvert of minimum length with additional safety measures would provide the necessary crossing for the residents. There was some discussion about what the study would include and whether or not the report will include financing options and if modifications can be made to the report. Clarence Lange, resident of Shannon Lane, gave a recap of the resident meeting and shared with the Council some additional details of the meeting that wasn't previously reported. Rick McKowski, resident of Shannon Lane, expressed his concerns about the culvert replacement. He asked that the City consider preserving the landscape when deciding the replacement of the culvert. There was some Unfinished Business.. Shannon Lane Project Page -4- CITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 discussion about safety issues of widening the bridge. He expressed his concerns with the City's consideration of putting in such an extravagant bridge when it isn't needed. Mayor Guenthner explained that staff will look over the questions presented and will provide the residents with answers to their questions. He added that it is very important that the residents and the elected officials work together on this project. There was some discussion about the design of the bridge and the importance of the engineer's recommendations and whether or not this project could be done in house. This lead into discussion about the City getting State funding for the project and if the state is funding some of the project than the city would have to follow the state standards. There was some discussion about types of culverts and what would be the best option for the City. It was noted that Public Works doesn't have the ability to replace this culvert. MOTION made by Thomas, seconded by Hudok, to authorize the City Engineer to prepare the Feasibility Report. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) It was suggested that staff draft a time line of discussions, to include all reports and documents, along preparing with an analysis of costs comparisons. Mayor Guenthner called a brief recess at 8:32 pm. Mayor Guenthner called the meeting back to order at 8:36 pm. 8B. Geothermal Project 3 Different contractors submitted a scope of work to the City. A meeting was held to compare the scopes and identify what specs the city wants. The committee is working on contacting other local cities and getting some comparisons to the City's project. The City is in the process of applying for some CDBG funding. 8C. Appointment of Jim Tilbury to Charter Commission MOTION made by Gmach, seconded by Thomas, to appoint Jim Tilbury to the Charter Commission. Geothermal Project Appointment of Jim Tilbury to Charter Commission Page -5- CITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 9. PLANNING BUSINESS 9A. Lazer Wetland Waiver i) 2009 -19 Resolution Teresa Forsberg, on behalf of Kendra Lindahl, explained that an application request was received by Jan Griffin. She is requesting approval of a waiver from the following preliminary plat requirements: 1) topographic survey 2) Wetland delineation, 3) septic percolation and design. The applicant is proposing to plat the property to create one 47.25 acre lot and one 47.25 acre lot to settler late father's estate. MOTION made by Hudok, seconded by Gmach, to approve Resolution 2009 -19, A Resolution to Approve a Topography and Wetland Delineation Waiver for Platting of the Lazer Property. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 9B. Hodgin Acres Plat Mayor Guenthner explained that this plat has not been filed with the County in the necessary time frame per the City Ordinance. MOTION made by Milbrandt, seconded by Thomas, to authorize staff to draft a resolution to extend the final plat approval to July 15, 2009 with creation of an escrow account to cover the City's cost of extending the final plat. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 10. NEW BUSINESS 10A. 2009 Budget Discussion Dan Donahue, City Administrator summarized that the 2009 Operation Budget was passed with a deficit of $137,101.55. Staff has met to discuss the 2009 Budget and possible ways to balance the budget were presented. One of the ways to balancing the budget is to cut some of the expenditures. He also noted that the revenues were overstated by at least $100,000. A question was asked about the recommendation of reducing the IT- Computer /Supplies and whether or not this will affect staff's needs. The answer was that all of the hardware is in good shape and it is anticipated that there will be no problems. This lead into a discussion about some of the expenditure cuts and the repercussions to the City because of the cuts. Planning Business: Lazer Wetland Waiver Resolution 2009 -19 Hodgin Acres Plat New Business: 2009 Budget Discussion Page -6- CITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 MOTION made by Gmach, seconded by Thomas, to authorize staff to make the modifications to the 2009 Budget Expenditures as recommended by staff. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 10B. CIP Discussion and Purchase Request Dan Donahue, City Administrator explained that he is requesting authority to purchase a laptop computer for the exclusive use of the City Administrator. MOTION made by Thomas, seconded by Gmach, to authorize the purchase of a laptop not to exceed $1800. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 11. STAFF REPORTS/MEMOS 11A. May 19, 2009 Parks and Trails Commission Update Dan Donahue, City Administrator reported that the commission approved to spend $3,000 to add two T -ball fields at the park. During the meeting there also was discussion about whether or not the City or the Adult Softball Leagues should be paying for the portable potties. Consensus of the commission was that the City pays for the portable potties. 11B. May 21, 2009 Joint Meeting of Council, Planning Commission, and Comp. Plan Committee No report given. CIP Discussion and Purchase Request Staff Reports /Memos: May 19 Parks and Trails Commission May 21 Joint Meeting 11C. Truck & Overweight Enforcement Project Truck & Overweight Enforcement Project It was reported that the 2008 pilot project was highly successful. Mayor Guenthner thanked Officer Loomis for his hard work with this project. 11D. June 11, 2009 City Council Agenda Mayor Guenthner stated that he will be on vacation on June 11 and Acting Mayor will be Councilor Thomas. Mayor Guenthner read the draft of the June 11, 2009 Council Agenda. June 11 City Council Agenda Page -7- CITY OF CORCORAN CITY COUNCIL MEETING MAY 28, 2009 12. UNSCHEDULED ITEMS 13. ADJOURNMENT MOTION made by Milbrandt, seconded by Hudok, to adjourn at 9:18 pm. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) Dan Donahue, City Administrator Unscheduled Items: Adjournment Page -8-