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HomeMy WebLinkAbout2009-08-13 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING August 13, 2009 1. CALL TO ORDER AND ROLL CALL The Corcoran City Council met on August 13, 2009, at city hall in Corcoran, Minnesota. Present were Acting Mayor Thomas, Councilor Gmach, Councilor Hudok, and Councilor Milbrandt. Also present were City Administrator Donahue, City Engineer Vander Top, City Engineer Torve, City Planner Lindahl and Police Chief Gormley. Mayor Guenthner had an excused absence. Acting Mayor Thomas called the meeting to order at 7:00 pm. 2. PLEDGE OF ALLEGIANCE 3. AGENDA APPROVAL MOTION made by Gmach, seconded by Hudok, to approve the agenda as presented. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) 4. CLAIMS AS PRESENTED All other Claims as Presented MOTION made by Hudok, seconded by Gmach, to approve all other claims in the amount of $166,458.73. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) 5. CONSENT AGENDA 5B. Approval of Fireworks Application by Corcoran Jaycees 5C. Approval of Corcoran Jaycees Temporary 3.2 Beer License 5D. Acceptance of 2008 State Auditor's Required TIF Report 5E. Agreement between City and Otto Assoc. for Data Sharing 5F. Agreement to lend Grass Fire Vehicle to Grove City MOTION made by Gmach, seconded by Hudok, to approve Consent Agenda Items 5B, 5C, 5D. 5E and 5F. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) 5A. 07/23/09 Draft Council Minutes MOTION made by Milbrandt, seconded by Gmach to approve the 07/23/2009 Draft Council Minutes with the following modifications: *Page 4, paragraph 4 — change "feelings" to "thoughts ". Call to Order Roll Call Pledge of Allegiance Agenda Approval Claims as Presented Consent Agenda: Approval of Fireworks Application by Corcoran Jaycees Approval of Corcoran Jaycees Temporary 3.2 Beer License Acceptance of 2008 State Auditor's Required TIF Report Agreement between City and Otto Assoc. for Data Sharing Agreement to lend Grass Fire Vehicle to Grove City 07/23/2009 Draft Page -1- CITY OF CORCORAN CITY COUNCIL MEETING August 13, 2009 *Page 4, paragraph 4 — strike "same kind of bridges and are" *Page 4, paragraph 4 — should read "the Shannon Lane Bridge is unique and serves a private neighborhood that's not serving a collector road." *Page 4, paragraph 7 — should read "There was discussion on the intention of not charging the whole project cost to the residents." There was some discussion about the minutes reflecting items being tabled until the next meeting, but the agenda doesn't include any of those items. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) 6. OPEN FORUM Dan Wick, from Congressman Eric Paulson's office, explained what services the Congessman's office offers the residents of the City. Mark Shommer and Barry King expressed their concerns regarding the Corcoran Lions Park Project. They feel it would really lower the value of the properties surrounding the park. They also discussed how the car haulers coming in and out of the park can't be good for the roads. Tim McGee, resident of Corcoran, expressed his concerns and reasons for being opposed to the Lions Park Project. This led to a discussion about the neighborhood willingness to have a trial period for this? 7. PRESENTATIONS 8. UNFINISHED BUSINESS 8A. Geothermal HVAC -Award of Bid, authorizing Project City Engineer Vander Top presented to the Council Members that the existing City Hall and Community Center geothermal heating and cooling system is in need of replacement and upgrade The City established a committee to research geothermal systems and to develop recommendations for improvement. The committee has met on numerous occasions with the vendors. Three bids were received on Monday, July 20, 2009. The committee has worked to select the most responsive bidder. Contractors were invited to recommend any alternatives or modifications and associated add /deduct costs to the base bids. All three contractors discussed the possibility of using a non - pressurized system and using a vertical well loop system. The committee is not recommending the award of any alternatives or modifications. Council Minutes Open Forum: Presentations Unfinished Business: Geothermal HVAC- Award of Bid, authorizing project Page -2- CITY OF CORCORAN CITY COUNCIL MEETING August 13, 2009 It was noted that the selection of the contractor was not based just on the lowest base bid. Each contractor was to provide references and experiences. The committee developed a process to evaluate the references and experience. The reference results were translated into a points system. This enables the references and experience to be evaluated equally with costs. City Engineer Vander Top noted that the base bid specified Geocomfort heat pumps as part of the heating and cooling systems. Massmann will be providing Geocomfort heat pumps. Statewide and Palo will be utilizing Climatemaster heat pumps. The pumps are rated for the same capacity by their respective manufacturers. The standard warranty for Climatemaster is less than Geocomfort. This should not be an issue as the project specifications require a 5 -year warranty for all geothermal equipment and a 10 -year warranty for the refrigeration system. All contractors will be required to meet this warranty regardless of manufacturer. The Climatemaster pumps have less capacity than the Geocomfort pumps according to Air Conditioning Heating and Refrigeration Institute. This organization does independent, third -party testing of equipment. Both types of pumps are used frequently in the industry and are reputable. The primary difference is in capacity. The Climatemaster pumps have 92.7% of the Geocomfort pumps capacity. The additional capacity should be considered when comparing the respective bids. Based on the combined points the committee recommends Massmann for the project work. The committee does not recommend award of the additional service warranty; although it should be discussed, and could be considered if funding is identified. The committee also does not recommend the award of any alternatives or modifications proposed by Massmann. MOTION made by Gmach, seconded by Hudok, to award the project work to Massmann contingent on the financing. There was discussion about risks of finding things in the wetland area during the digging. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) There was discussion on the financing of this project. The assumption that must be made is the project has at least the amount in the project that can be expended toward equipment as use of Certificate monies is limited to qualifying capital equipment. The two capital funds were identified by Joe Rigdon in his presentation to the Council on March 12, 2009 as available and unrestricted as to their use. City Engineer Vander Top discussed the project schedule and it is estimated that it will take ten weeks to complete the project. Page -3- CITY OF CORCORAN CITY COUNCIL MEETING August 13, 2009 9. PLANNING BUSINESS 9A. PC 09 -001, Preliminary PUD Development Plan and Final PUD Development Plan (Res. 2009 -34 and 2009 -35) MOTION made by Milbrandt, seconded by Gmach to table the Preliminary PUD Development Plan and Final PUD Development to the August 27, 2009 Regular Council Meeting. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) 9B. PC 09 -004, Hall Interim Use Permit and Variance (Resolution No. 2009 -36) City Planner Lindahl presented to the Council that Sharon Hall has requested approval of an interim use permit and variances to construct a detached accessory building with an accessory dwelling unit at 19510 Hackamore Road. The item was tabled at the July 23m Council Meeting. A representative (Scott Reimann) for the applicant spoke at the meeting and requested consideration under the Fair Housing Act. It appears that the property owner will not be living in the principal structure or accessory; therefore, the request for an Interim Use Permit cannot be approved. Staff has attempted to clarify these issues with the applicant and they have gone unanswered as of the date of the report. The applicant has not provided the City with any information about the disability and has failed to show that the requested variances are necessary to afford the applicant full enjoyment of the premises and to provide equal opportunity to use and enjoy the dwelling. The applicant has failed to provide any information to show that the IUP and variances would affirmatively enhance the applicant's quality of life by ameliorating the affects of the disability. It appears that other alternatives do exist with this redevelopment project. Staff finds that the applicant has not met the standards for an Interim Use Permit and the requested variances. There was some discussion about Sharon Hall being the applicant but Scott Reimann is listed as a contact person and is the person who has appeared on behalf of the applicant. Changing the ordinance to support this type of variance request was discussed between the Council members and staff. It was suggested that this type of ordinance change be added to an agenda for discussion at a Council meeting in the near future. MOTION made by Milbrandt, seconded by Gmach, to table this discussion to the August 27, 2009 Regular Council Meeting. It was suggested that staff check into the provisions of the Fair Housing Act Planning Business: PC 09 -001, Corcoran Lions Rezoning and PUD PC 09 -0004, Hall Interim Use Permit, Variance for Accessory Structure Page -4- CITY OF CORCORAN CITY COUNCIL MEETING August 13, 2009 and provide that information at the meeting. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) 10. NEW BUSINESS 10A. 2010 Budget Administrator Donahue reported that in the past the Council would hold at least three Budget Workshops. The first was to discuss general direction, vision and goals for the following year. The second meeting was to receive the draft budget and discuss the detail regarding programs, service levels, requested expenditure items and test out scenarios. The third meeting was to review the updates and finalize the budget in preparation for the Public presentation of the budget in December. He is looking for direction from the Council on a range of budget topic areas that will have an impact on the coming year. There was discussion about the budget process and the current budget situation. It was suggested that a workshop be scheduled as soon as possible to brainstorm about the current budget policy and preparation for the budget process. This led into a discussion about the current budget deficits and how it will affect the 2010 budget. 10B. 2010 -2014 CIP Administrator Donahue explained that the there are certificate funds that have to be spent down. It was suggested that Council and staff think about projects that the money can be spent on within the next three years. This will be discussed at the budget workshop meetings. 10C. Annual Performance Reviews Administrator Donahue explained that staff would like to have a formal performance review process and he is looking for Council input on this process. Staff is recommending that the reviews be done in January. It was suggested by Council that the performance reviews be completed in October for the Administrator and Police Chief. All other staff reviews will be completed in January. This led to a discussion of the need for updated job descriptions in order to be able to complete performance evaluations. 11. STAFF REPORTS /MEMOS 11A. Parks and Trails Reports Councilor Milbrandt updated the Council on the last Parks and Trails meeting. Administrator Donahue noted that the city was approved for a New Business: 2010 Budget 2010 -2014 CIP Annual Performance Reviews Staff Reports /Memos.: Parks and Trails Reports Page -5- CITY OF CORCORAN CITY COUNCIL MEETING August 13, 2009 grant to allow a student to do some research for the park dedication ordinance. A committee will be formed to assist with interviewing of the students. 11B. Planning Commission Minutes No report given 11C. Corcoran Days Councilor Milbrandt explained that she is looking for volunteers to assist with the booth at the Corcoran Days. 11D. Shannon Lane Update City Engineer Vander Top updated the Council that project plans have been approved and bid opening will be on August 31. The bids will be brought to Council for approval during the first Council Meeting in September. 12. UNSCHEDULED ITEMS None 13. ADJOURNMENT MOTION made by Hudok, seconded by Gmach, to adjourn at 8:41 pm. Voting Aye: Gmach, Hudok, Milbrandt and Thomas (Motion Carried 4:0) Dan Don. ue, City Administrato Planning Commission Minutes Corcoran Days Shannon Lane Update Unscheduled Items: None Adjournment Page -6-