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HomeMy WebLinkAbout2009-06-25 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING June 25, 2009 1. CALL TO ORDER AND ROLL CALL The Corcoran City Council met on June 25, 2009, at city hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Gmach, Councilor Milbrandt and Councilor Thomas. Also present were City Administrator Donahue, City Engineer Torve, Public Works Director Miester and Police Chief Gormley. Excused Absence: Councilor Hudok. Mayor Guenthner called the meeting to order at 7:00 pm. 2. PLEDGE OF ALLEGIANCE 3. AGENDA APPROVAL MOTION made by Gmach, seconded by Thomas, to approve the agenda as modified: 8A. Storm water Public Hearing 8B. CIP Discussion 8C. Gravel and Asphalt Bids 8D. Continued Discussion on Cancelling July 9 Regular Council Meeting There will be a brief recess after Employee Presentations . Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 4. CLAIMS AS PRESENTED 4A. Escrow Claims (Fund #500) MOTION made by Thomas, seconded by Milbrandt to approve the Escrow Claims in the amount of $772.40. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 4B. Building Inspection Claims MOTION made by Thomas, seconded by Gmach, to approve the Building Inspection Claims in the amount of $2659.50. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 4C. All other Claims as Presented MOTION made by Thomas, seconded by Gmach, to approve all other Call to Order Roll Call Pledge of Allegiance Agenda Approval Claims as Presented Page -1- CITY OF CORCORAN CITY COUNCIL MEETING June 25, 2009 claims in the amount of $153,532.73. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 5. CONSENT AGENDA 5B. Agreement on use of Election Equipment 5C. Sale of Asset/Police Vehicle 5D. Street Maintenance Bids — Resolution 2009 -24 5F. Resolution 2009 -26, Approving Surface Water Management Plan 5G. Authorization to go for bids on Class 5 Gravel MOTION made by Thomas, seconded by Milbrandt , to approve Items 5B, 5C, 5D, 5F, and 50 of the Consent Agenda. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 5A. 6/11/09 Draft Council Minutes MOTION made by Milbrandt, seconded by Gmach, to table the approval of the 06/11/2009 Draft minutes. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 5E. Publishing Summary of Animal Ordinance No. 247 It was questioned on why only a summary was being published and not the whole ordinance. Mayor Guenthner explained that it saves the city money to only publish a summary of the ordinance. The summary does state that the whole Ordinance can be reviewed at City Hall. MOTION made by Milbrandt, seconded by Thomas, to approve the publishing of the Animal Ordinance No. 247 Summary. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 6. OPEN FORUM Acceptance of Donation from Milbrandt Family — Request transfer to Memorial Garden Fund Councilor Milbrandt explained that her husband died in 1999 and her Consent Agenda: Agreement on use of Election Equipment Sale of Asset /Police Vehicle Street Maintenance Bids — Resolution 2009 -24 Resolution 2009 -26 Authorization to go for bids on Class 5 Gravel 06/11/09 Draft Minutes Publishing Summary of Animal Ordinance No. 247 Open Forum Acceptance of donation from Milbrandt Family Page -2- CITY OF CORCORAN CITY COUNCIL MEETING June 25, 2009 grandchildren didn't get the opportunity to know him, so every year they like to do something significant in remembrance of him. The grandchildren attended the last Parks and Trails Commission meeting and presented pictures of what would be in the garden. Mayor Guenthner noted that the City Hall Memorial Garden will be on hold pending resolution on the city's geo thermal system. MOTION made by Thomas, seconded by Gmach, to approve Resolution No. 2009 -25, A Resolution Accepting a Donation of Cash in the amount of $5,000 to be utilized to construct the memorial garden and walking path on City Hall property. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 7. PRESENTATIONS 7A. Employee Years of Service Awards Chief Gormley gave a summary of the services and great work that Reserve Sergeant John Kieffer, Officer Ryan Burns and Corporal John Hamilton have given the city. Mayor Guenthner presented Mr. Kieffer with the 25 years of service award, Office Ryan Burns with the 15 years of service ward and Corporal John Hamilton with the 20 years of service award. Mayor Guenthner read a Proclamation in recognition of the employee's years of service. 7B. Employee Award of Merit Chief Gormley presented Officer Ryan Burns with the city's first Medal of Merit. Officer Ryan Burns is receiving this award in recognition of his work with the Firearms Safety Program. Mayor Guenthner called a 15 minute recess at 7:28 pm. Mayor Guenthner called the meeting back to order at 7:45 pm. 8. UNFINISHED BUSINESS 8A. MS4 Public Hearing Mayor Guenthner called to order the Public Hearing for the MS4 Permit at 7:46. City Engineer Torve explained the process in obtaining the MS4 permit. He Presentations: Employee Years of Service Awards Employee Award of Merit Unfinished Business: MS4 Public Hearing Page -3- CITY OF CORCORAN CITY COUNCIL MEETING June 25, 2009 noted that once the City Clerk is hired this process could be done internally and then reviewed by the City Engineer. MOTION made by Milbrandt, seconded by Thomas to close the public hearing at 7:50 pm. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 813. Authorization to purchase CIP Equipment Administrator Donahue explained that he has been working on drafting spreadsheets that show where the CIP currently is at. He would like to put together a five year projection for equipment and projects. He explained that he would like to focus on the Equipment Certificates for 2009. The total equipment certificate money available is $328,386. If the City were to purchase the equipment listed on the spreadsheet there would be a surplus of $91,836 at the end of the year, and that is even after allocating $100,000 to the City Hall Geothermal Project. Staff is looking for authorization from the council to purchase the equipment listed on the spreadsheet. There was some discussion about the reasoning for the surplus. Some of the reasons for the surplus being the city have been following the equipment replacement schedule, under spending, and some of the projects being deferred due to staffing issues or financial issues that have come up. It was suggested that in order for council to be able to prioritize projects staff needs to provide the council with the spreadsheet that shows the past projects that have been deferred, future projects, future infrastructure plans and an updated equipment replacement schedule. This should be provided and discussed at the July 23, 2009 meeting. Future road improvements were discussed and the importance of getting feed back from the residence on prioritizing road improvements. This could be useful in drafting a 5 year CIP budget. Mayor Guenthner explained the process the City has taken in the past for drafting a budget. He suggested Administrator Donahue work with the staff to draft the 2010 budget proposal and then present the draft to council the end of July. MOTION made by Gmach, seconded by Thomas to approve the CIP police purchase of a garage exhaust safety fan not to exceed $5,000. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) Authorization to purchase CIP Equipment Page -4- CITY OF CORCORAN CITY COUNCIL MEETING June 25, 2009 MOTION made by Milbrandt, seconded by Gmach, to approve the CIP police purchase of 15 office chairs not to exceed $4,500. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0). Administrator Donahue updated the council on the status of hiring a City Clerk and reviewing the staffing needs of city hall. He is currently working through a Temp Agency in finding the best candidate. He asked for direction from the Council on what the process is after he finds the appropriate candidate. Council informed him that past process has been the City Administrator recommends hiring of a candidate to the Council. It was suggested that Council be provided with a breakdown of what currently is staffing city hall and what is needed to staff city hall. The breakdown should include job descriptions, duties and differences between book keeper and City Clerk. Council Milbrandt noted that she is against Administrator Donahue working with a Temp Agency. She feels that with the job market the way it is it wouldn't be hard for the city to find a valuable candidate for the City Clerk or Bookkeeper position. Administrator Donahue explained that the purpose for going with a temp agency is to save the city money by not having to pay benefits. This lead into further discussion about the loyalty the city would get from an employee that is working with an agency vs. the employee working directly through the city. Council consensus was for Administrator Donahue do draft his recommendations and options for the council to review and discuss when it is presented. 8C. Gravel and Asphalt Bids After some discussion it was determined that these bids were approved during the consent agenda. 8D. Continued Discussion on Cancelling July 9 Regular Council Meeting Council consensus was to not cancel the scheduled July 9, 2009 regular Council Meeting. 9. PLANNING BUSINESS None 10. NEW BUSINESS None Gravel and Asphalt Bids Cancelling of July 9 Council Meeting Planning Business None New Business: None Page -5- CITY OF CORCORAN CITY COUNCIL MEETING June 25, 2009 11. STAFF REPORTS/MEMOS 11A. Parks and Trails Report Liaison Thomas gave a brief update of the last Parks and Trails Meeting. There was some discussion about minute taking of the Parks and Trails Meeting. It was suggested that Administrator Donahue take a look at providing minimal staffing for the commission meetings. 11B. Planning Commission Minutes Administrator Donahue gave a brief update of the last Planning Commission meeting and noted that Kendra is taking a lot of the issues mentioned under advisement and he will keep the council posted on her recommendations. 11C. Clean Up Day — Final Report No verbal report given 11D. Other Councilor Thomas updated the council on the status of the Geothermal project. More of an update will be provided at the July 9 Council Meeting. Public Works Director Miester gave the council an update of the Highway 55 detour. This lead into a discussion about how this is going to affect traffic in the city. Councilor Thomas suggested that Code Enforcement be added to the July 9 Council Meeting. He explained that he is getting a lot of complaints from citizens of lack of enforcement. Councilor Milbrandt suggested that an update of the Newsletter be added to the July 9 Council Meeting. Chief Gormley asked Council to provide staff with the extent of information they would like to be saved on the computer thumb drives. It was suggested that the ordinances, all forms, applications and agenda packets to be saved on the thumb drive. 12. UNSCHEDULED ITEMS 13. ADJOURNMENT MOTION made by Thomas, seconded by Gmach, to adjourn at 8:55 pm. Staff Reports /Memos: Parks and Trails Report Planning Commission Minutes Clean Up Day — Final Report Other Unscheduled Items: Adjournment Page -6- CITY OF CORCORAN CITY COUNCIL MEETING June 25, 2009 Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) Dan Donahue, City Administrator Approved on: 02. o 9, o 9 Page -7-