Loading...
HomeMy WebLinkAbout2009-09-24 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 1. CALL TO ORDER AND ROLL CALL The Corcoran City Council met on September 24, 2009, at City Hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Thomas, Councilor Gmach, Councilor Hudok, and Councilor Milbrandt. Also present were City Administrator Donahue, and City Engineer Vander Top. Mayor Guenthner called the meeting to order at 7:00 pm. 2. PLEDGE OF ALLEGIANCE 3. AGENDA APPROVAL MOTION made by Hudok, seconded by Thomas, to approve the agenda as modified: Add Closed Session under Shannon Lane Project Add 10G iii — Performance Review Form Add 1 ID - Fall Newsletter Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 4. OPEN FORUM Mary Bechtold questioned how the escrow accounts are billed out and how the charges are justified. She is concerned that some of the amounts that she was billed for aren't justifiable charges. She also expressed her concern about not receiving the balance of her escrow account. Mayor Guenthner suggested that staff provide her with her escrow account balance as soon as possible. He also suggested that staff provide council with a report on how the accounts are managed and charges justified. 5. PRESENTATIONS Jeff Johnson — Hennepin County Commissioner Commissioner Jeff Johnson introduced himself as the new County Commissioner. He explained that he is willing to stand up for any issues or needs the residents of Corcoran may need help in getting resolved with the County. He also gave a brief update on the budget for the county. This led to a discussion about property taxes and property valuations. Page -1- CITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 Haylee Bonsteel — U -CGO Haylee Bonsteel introduced herself as a graduate student from the University of Minnesota- Masters of Landscaping Architectural Program. She works with the Community Growth Options Program that works with City's Parks and Trails Commissions to revamp, update and change the park dedication ordinance. She gave a brief description of what changes she would like to make to the ordinance. A draft of the ordinance will be presented to the Council in December and the final ordinance will be presented at the January 14, 2010 Council Meeting. 6. CLAIMS AS PRESENTED Escrow Claims MOTION made by Milbrandt, seconded by Hudok, to approve Escrow Claims in the amount of $5758.75. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) All Other Claims MOTION made by Thomas, seconded by Gmach, to approve all other claims in the amount of $115,323.51. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 5. CONSENT AGENDA 5B. PC -06 Hodgin Acres, Extension of Final Plat Resolution 2009 -42 5C. PC 09 -008 Rezoning of former Hedgestone Development Properties MOTION made by Thomas, seconded by Hudok, to approve Items 5B and 5C of the Consent Agenda. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 5A. Draft Minutes of August 27, 2009 and September 10, 2009 MOTION made by Thomas, seconded by Gmach, to approve the Draft Minutes of August 27, 2009 and September 10, 2009 with the Page -2- CITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 following modification to the August 27, 2009 draft minutes: Page 5 — 9th paragraph — Councilor Thomas voted Nay on Motion, making the motion carried 3:2. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 8. UNFINISHED BUSINESS City Engineer Vander Top updated the Council on the status of the contract for the Shannon Lane Project. He explained that there are two easement contracts that have been signed with one still unsigned. MOTION made by Gmach, seconded by Thomas, to recess the Regular Council Meeting to go to a closed session to consider easement negotiations for the Shannon Lane Project. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) Open meeting reconvened at 8:00 pm 8A. Shannon Lane Project, Resolution 2009 -41 & 43 Resolution 2009 -41 was not needed Motion by Gmach, Second by Thomas to accept Resolution 2009- 43. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 9. PLANNING BUSINESS No planning business 10. NEW BUSINESS 10A. Discussion of Future Financing Issues and Opportunities — Paul Donna/Joann Faust Mr. Donna and Ms. Faust participated in a discussion with council of potential use of TIF funds. Council will brain storm uses at the October 6, 2009 Budget Workshop. 10B. Consideration of Liability Insurance Package City Administrator Donahue explained the City is required to carry Liability Insurance and Workers Compensation Insurance. The City Page -3- CITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 currently uses the League of Minnesota Cities Insurance Trust as the packaging agency for the various insurances carried by the City. This year there is an overall cost is $81, 846, an increase of $5,381. The major increase coming from the Workers Compensation side, which is an area where the City has minimal control. MOTION made by Gmach, seconded by Thomas, to approve the insurance package as presented. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 10C. Discussion on facts, performance, and unmet needs regarding the Building Inspections and Code Enforcement Programs A suggestion was made that a committee be formed to look into reviewing the contracts and to establish a Building Inspection and Code Enforcement Program. Mayor Guenthner and Councilor Thomas to work with Administrator Donahue to investigate. 10D. Consideration of Appointments to the Parks and Trails Commission City Administrator Donahue explained that a resolution was passed on February 2, 2008 by the council creating a student commissioner. This was supposed to be followed up with an ordinance change, which has not done. The ordinance currently has not been changed to allow for the students to be voting members of the commission. The Parks and Trails Commission met on September 15, 2009 and they passed a motion recommending the appointment of Rachel Tessmer as a regular appointee to the commission for a three year term. They also passed a motion recommending the appointment of Lindsay Jacobs and Michelle Hansman as high school commissioners. The commission is asking the council to amend the ordinance and /or resolution to allow for the appointment of two students to the commission under the guidelines of the policy. City Administrator Donahue pointed out that the ordinance and resolution 2008 -13 states that the council can appoint any resident to the Parks and Trails Commission. The age of the resident is not a factor or mentioned in the ordinance. There was some discussion about what steps the council should take. It was suggested the council could amend the resolution to include more than one high school student as an appointee. The student would have a non- voting position and will have an advisory role only on the commission. MOTION made by Milbrandt, seconded by Hudok to appoint Rachel Tessmer as a regular appointee to the Parks and Trails Commission Page -4- CITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 for a three year term. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) MOTION made by Thomas, seconded by Gmach to invite Lindsay Jacobs and Michelle Bailsman to participate in the meetings according to the Resolution with anticipation that the ordinance will be updated accordingly. Voting Aye: Guenthner, Gmach, Hudok, Milbrandt and Thomas (Motion Carried 5:0) 10E. Discussion on Possible DNR Grant Opportunity City Administrator Donahue presented information on the DNR Grant that was awarded to the City. The DNR grant is separate from the CGO Grant. The grant is intended to help pay for the updating of ordinances that relate to preservation of resources in compliance with the Comp Plan. The City was funded $24,000. This will supplement the second year of the CGO funds, also intended for implementation of the Comp Plan and development of new or amended ordinances. According to the Met Council, the City has nine months after the Comp Plan is adopted to amend the ordinances. This will cost the City $50,000 - $60,000. A good portion of the DNR Grant and the CGO Grant will pay for the rewrites of the ordinances. Not all of the costs will be covered by the grants, but the City will get as much as possible out of the two grants. There was some discussion about which ordinances should be rewritten. Mayor charged staff with identifying specifically how DNR funds will be used and administered. 10F. Discussion on finalizing Calendar for the Comprehensive Plan Adoption City Administrator Donahue explained that the City must adopt the Comp Plan before the end of the year. A public gathering to present all of the information on the plan needs to be held, as well as a public hearing on the plan. He suggested that a good time to have this gathering and hearing would be the end of October or the first part of November. He also noted that a date needs to be set for the final adoption. The suggested date for the public gathering and public hearing is November 5th. It was suggested that staff check with Tina Goodroad and see if she is available for that date. If that date works Page -5- CITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 for Ms. Goodroad staff will get notifications of this meeting out to the residents as soon as possible. 10G. Review of Personnel Matters — Selected Job Description and Selected Employee Policies i. Job Descriptions City Administrator Donahue explained that he has provided the Council with the job descriptions for the positions of Office Manager, Bookkeeper /Deputy Clerk, Administrative Assistant and the Code Enforcement Officer. A question was asked about what the difference was between the city clerk and the deputy clerk/bookkeeper. City Administrator Donahue answered that he currently is considered City Clerk. He explained that the job descriptions are drafts and the titles and descriptions could change. A question was asked about the Office Manager job description showing a responsibility of handling home occupations and whether or not that will change with the code enforcement program. City Administrator Donahue answered that this could change if the City does hire a Code Enforcement Officer as the Code Enforcement Officer would handle the home occupations. There was some discussion regarding the Office Manager /Assistant to Administrator having a lot of responsibilities. This led to a discussion on how old some of the job descriptions were and how things have changed and what changes need to be made to the descriptions. ii. STD (Short Term Disability) Policy City Administrator Donahue explained that he is suggesting the council allow a change in the policy and interpretation of employees' use of STD. In the past male employees were given 90 days of STD for the birth of their children. He feels this practice should not continue into the future as it is not by a standard convention accepted in the professional HR community and it is not allowed by the City's financial polices /guidelines. He has drafted a letter to be presented to the employees and he would like council's approval of letter before sending it out. A question was asked if the City has a maternity policy in place. City Administrator Donahue answered that there currently is not a policy in place. It was suggested that the City get a maternity policy. There was discussion about the time off for birth of a child should come Page -6- CITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 from PTO, sick time, or Family Medical Leave not from STD. This led to a discussion about implementing a policy and what the policy should state. It was suggested that employees be aware that council is going to be looking into getting a policy implemented. Council consensus was to authorize City Administrator Donahue to send the letter out to the employees. iii. Workers Compensation City Administrator Donahue suggested that this item be discussed at the next budget workshop. iv. Performance Review Form Mayor Guenthner explained that there was previous discussion of conducting the City Administrators and Police Chief' s performance reviews in October and he would like to make sure there is a process in place for the reviews. Councilor Gmach explained he sent City Administrator Donahue a copy of a form previously used in performance reviews and suggested the council review the form as it could be a good starting point to create a current review form. This led to a discussion about the difficulty of performance reviews without current job descriptions. It was suggested that the current job description for the Police Chief and City Administrator be provided to the council in the next agenda packet. It was also suggested that the performance review form be reviewed and any changes to the form be made and the draft of form be submitted to the Council in the next agenda packet. 11. STAFF REPORTS /MEMOS 11A. Planning Commission Meeting of September 3, 2009 The report was given at the last meeting. 11B. Staff update on the 2010 budget process A workshop was scheduled for October 6, 2009 at 7:00 pm. 11C. Review of Letter from HUD withdrawing housing concern in Scott/Reimann Planning Case The letter was in the packet for Council's review. There was some discussion about the escrow account. A report on this will be provided to the council at a later date. 11D. Fall Newsletter Page -7- CITY OF CORCORAN CITY COUNCIL MEETING September 24, 2009 Councilor Milbrandt volunteered to be in charge of gathering volunteers to assist with the fall newsletter. 12. UNSCHEDULED ITEMS None 13. ADJOURNMENT MOTION made by Thomas, seconded by Gmach, to adjourn at 9:38 pm. Voting Aye: Gmach, Guenthner, Hudok, Milbrandt and Thomas (Motion Carried 5:0) fie `0- (ZeC Dan Dona ue, City Administrator Page -8-