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HomeMy WebLinkAbout2009-07-09 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING July 9, 2009 1. CALL TO ORDER AND ROLL CALL The Corcoran City Council met on July 9, 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 Vander Top, 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: Add Item 11E — Review of July 23, 2009 Council Agenda 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 Gmach to approve the Escrow Claims in the amount of $2974.75. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 4B. Building Inspection Claims None 4C. All other Claims as Presented MOTION made by Gmach, seconded by Thomas, to approve all other claims in the amount of $129,651.30. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 5. CONSENT AGENDA 5A. 6/11/09 Draft Council Minutes Agenda 5a. Call to Order Roll Call Pledge of Allegiance Agenda Approval Claims as Presented Consent Agenda: 06/11/09 Draft Minutes Page -1- CITY OF CORCORAN CITY COUNCIL MEETING July 9, 2009 MOTION made by Thomas, seconded by Milbrandt, to approve the 06.11.09 Draft minutes with the following modifications: Open Forum — should read "asked the council to consider changing the ordinance from one house per ten acres to one house per five acres." Page 3, Paragraph 6 — strike "with asphalt" Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 5B. 06.25.09 Draft Council Minutes MOTION made by Thomas, seconded by Gmach, to approve the 06.25.09 Draft minutes with the following modifications: Correct the spelling of "Guenthner" Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 5C. 2009 CIP Purchase — Public Works Land Pride Mower MOTION made by Gmach, seconded by Milbrandt, to approve the 2009 CIP Purchase of the Land Pride Mower as presented by staff. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) 6. OPEN FORUM None 7. PRESENTATIONS None 8. UNFINISHED BUSINESS 8A. Geothermal Project Update City Engineer Vander Top reported that the project has been advertised in the local paper and the Construction Bulletin. Bid opening will be held on July 20, 2009. Four contractors will be receiving copies of the specifications; three of those contractors worked with the city on preparing 0625.09 Draft Council Minutes 2009 CIP Purchase — Public Works Land Pride Mower Open Forum Presentations: Unfinished Business: Geothermal Project Update Page -2- CITY OF CORCORAN CITY COUNCIL MEETING July 9, 2009 for this project. He explained some of the requirements and details of the specs along with the bid process. It was noted that the contractor will be required to obtain the building and electrical permits that are needed and the City will pay for all permits outside of the base bid. He gave an explanation of what items will be replaced and the warranties. Construction schedule will be ten weeks with a start date of mid to late August with completion being the end of October. There was some discussion about the additional contractor coming out to the city and taking a look at the project before bidding. Engineer Vander Top explained that he spoke to the additional contractor that hasn't seen the project yet and encouraged them to look at the site before preparing the bid. A suggestion was made that there be a pre bid opening meeting with the contractors and an addendum of a Penalty Clause be added. The clause should also have a bond behind it. This will help to be sure the project gets done during the time allotted and if it is not there will be a penalty. A question was asked if any additional financial options for this project were found. City Administrator Donahue answered that he has checked with the State and as of now there is no additional funding available at the state level. He also has not had any luck in finding any grants available to help fund this project. He noted he did see that there may be some federal grants available and he will check into that further. 8B. Personnel Staffing and Hiring Update Administrator Donahue explained that he has spent some time reviewing administrative staffing needs. He is pursing hiring of a combined book keeper /clerk as he feels this is the best option for the city. He also is pursing the hiring of a temporary contracted employee with the intent of hiring the person permanent if the person works out. He noted that the advantage of hiring a temporary employee is if the person doesn't work out there isn't much of a Loss. Bookkeeping skills are going to be a mandatory skill needed in hiring of this person. He currently is working with a Temporary Agency out of Rogers and they have given him three candidates for the position. He has interviewed all three and feels that two of the candidates could handle the position very well. There was some discussion about the City Clerk position and the training that is needed for this position. City Administrator Donahue explained he is struggling finding a candidate that has the bookkeeping skills plus the City Clerk skills combined. This led into a discussion about the City Clerk position requirements and job description. Administrator Donahue presented an Organizational Chart proposed for the remainder of 2009. This chart shows a full time Office Manager, a full time Personnel Staffing and Hiring Update Page -3- CITY OF CORCORAN CITY COUNCIL MEETING July 9, 2009 Assistant City Clerk/Bookkeeper and a part time Assistant Clerk. This led into a discussion about costs, advantages and disadvantages of hiring through a Temporary Agency versus hiring someone without going through the agency. Administrator Donahue noted that he would like to keep Joe Rigdon on as a temporary consultant to help with the transition of training the bookkeeper /clerk. Administrator Donahue questioned the steps the council would like him to take in hiring the bookkeeper /clerk. Council answered that they would like him to make a recommendation with justification of why he recommends hiring of that person. Administrator Donahue explained that there is some extra money available and with this money he would like to bring someone in to work on the cities webpage. He will make a detail recommendation at the next council meeting. 9. PLANNING BUSINESS None 10. NEW BUSINESS 10A. Discussion on City Code Enforcement Discussion was started about some of the complaints that council members and staff have been receiving, the most common complaint being Home Occupation requirements and lack of code enforcement. It was explained that due to a lot of staffing changes and expenditures there has been a lack of code enforcement. This led into a discussion about the importance of changing the current model and finding a way to enforce the codes and handle the complaints that are coming in. It was suggested that the Mayor and City Administrator meet and brainstorm over the needs and costs associated with code enforcement. This discussion should also be discussed during budget workshops. Mayor Guenthner noted that even though there isn't a code enforcement official he would still like to hear the complaints of citizens whether it be done during the Open Forum of a council meeting or reports from staff of complaints coming into city hall The city will pursue taking care of the complaints but cannot do so if they don't hear about the problems. Planning Business: None New Business: Discussion on City Code Enforcement Resolution 2009 -27 Stanchion Bar Liquor License Page -4- CITY OF CORCORAN CITY COUNCIL MEETING July 9, 2009 1OB. Resolution 2009 -27 Stanchion Bar Liquor License Administrator Donahue explained that the Stanchion Bar has had a liquor license with the city, but due to funding issues they haven't been able to pay the required fees to renew their liquor license. They are asking that council extend the deadline to July 15th or 16th at which time they will pay the remainder of the fees owing. He has spoke with City Attorney, Jeff Carson, and his recommendation was for the city to do nothing and just let the time run out. Council consensus was to follow City Attorney Carson's recommendation and do nothing at this time. 11. STAFF REPORTS /MEMOS 11A. Parks and Trails Report There was no Parks and Trails Report 11B. Safe and Sober Grant Award Update Police Chief Gormley reported to the Council that the City will receive $11,776 in grant funds for the 2009 -2010 Safe and Sober Communities Project. 11C. 1000 Friends Seminar of June 18 Tom Cossett gave a presentation of the topics discussed during the seminar. There was some discussion regarding the current density requirements and development of the city. This lead into a discussion of resources the city could use in conserving land and preserving the natural resources. In order for the city to conserve the open space and preserve natural resources the Comp Plan needs to reflect this type of plan, and the ordinances need to be specific and consistent with the comp plan. This will encourage conservation design techniques. Discussion about the proposed comp plan and its sewer plan was discussed, and it was suggested that in order for the city to consider doing this type of technique it would have to be discussed with Met Council because this technique would change their sewer plan for the city. 11D. City Newsletter Update Councilor Milbrandt reported to the council that the next meeting to discuss the processing of the city newsletter will be July 14. Articles are currently coming in for the next newsletter. Staff Reports /Memos: Parks and Trails Report Safe and Sober Grant Award Update 1000 Friends Seminar of June 18 City Newsletter Update Review of 07/23 Council Agenda Page -5- CITY OF CORCORAN CITY COUNCIL MEETING July 9, 2009 11E. Review of 07/23 Council Agenda Mayor Guenthner presented some of the items that will be on the Council Agenda. A suggestion was made to get an update of the recycling collection and dust control. 11F. Other It was suggested that the city administrator pursue setting the primary filing dates for the mayor race, as the deadline was missed last year due to lack of having a city administrator. It was noted that the fall U -CGO Grant Application for a Research Assistant deadline is fast approaching and if the city wants to try for this grant again they need to think about some ideas to submit with the application. Also noted was on August 19 there will be a training of Beyond the Basics of Planning and Zoning and council members are welcome to attend. 12. UNSCHEDULED ITEMS None 13. ADJOURNMENT MOTION made by Gmach, seconded by Milbrandt, to adjourn at 8:53 pm. Voting Aye: Gmach, Guenthner, Milbrandt and Thomas (Motion Carried 4:0) Dan Donahue, City Administrator Other Unscheduled Items: None Adjournment a '2, a3. a Page -6-