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HomeMy WebLinkAbout2008-02-14 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING February 14, 2008 CALL TO ORDER AND ROLL CALL The Corcoran City Council met on February 14, 2008, at city hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Grabowski, Councilor Jacobs, Councilor Hudok and Councilor Thomas. Also present were Interim City Administrator Bodem, City Planner Gartner, and Public Works Director Meister. Mayor Guenthner called the meeting to order at 7:00 p.m. followed by the Pledge of Allegiance. AGENDA APPROVAL MOTION made by Grabowski, seconded by Thomas, to approve the agenda with the following changes: Addition of 5e to Planning Commission Business: Kelly West Oaks Voting Aye: Grabowski, Guenthner, Hudok, Jacobs and Thomas (Motion carried 5:0) OPEN FORUM & ANNOUNCEMENTS Mr. Kohnen, 22755 Winchester Trail, questioned what the status was on the maintenance program of the septic system. Councilor Thomas explained that the system has been taken over by the county. He received notice from the county last fall requesting his septic to be pumped and then verification was to be sent back to the county stating his septic was pumped. Mayor Guenthner requested to have staff contact the county and invite them to give a presentation at a council meeting to explain the program. PLANNING COMMISSION BUSINESS: Prairie Creek —Final Plat Approval Resolution 2008- 11/Development Contract Mayor Guenthner explained that after the final plat was approved the applicant requested a modification to the final plat. Staff was directed to meet with the applicant and work on developing a developer's agreement. City Planner Gartner presented that as directed staff has met with the developers. A developer's agreement has been drafted. He noted that since the agreement was drafted, the developers name has been changed to Prairie Creek Estates LLC and this needs to be incorporated into the developer's agreement. City Attorney Langel reviewed the agreement and made some modifications to reflect the phasing that is being proposed. The management and maintenance of the outlots was questioned. Mayor Guenthner answered that he spoke with Mike Lauer, and he stated that the outlots will be leased out and used for farming. On page 7 of the development agreement talks about letter of credit. It was questioned whether or not the transportation charge is part of this letter of credit. It was suggested that the attorney clarify this in the contract. MOTION made by Grabowski, seconded by Thomas, to approve Resolution No. 2008 -11, A Resolution Approving the Final Plat for "Prairie Creek Estates" on Property located at 10435 County Road No. 19. Call to Order Roll Call Agenda Approval Open Forum & Announcements: Planning Commission Business: Prairie Creek —Final Plat Approval Resolution 2008 -11 /Development Contract Page -1- CITY OF CORCORAN CITY COUNCIL MEETING February 14, 2008 Voting Aye: Guenthner, Grabowski, Hudok, Jacobs and Thomas (Motion carried 5:0) Meeting Minutes — 1/3/08 Meeting Minutes — 1/3/08 Mayor Guenthner explained that these minutes are being presented for council review. He also explained that Jodi Salmonson is transcribing the minutes off site and hopes to have minutes done in time for the minutes to be submitted in the Council Packets. Ag Preserve Fee Ag Preserve Fee discrepancy discrepancy Mayor Guenthner explained that an email was received requesting clarification on the Agricultural Preserve Application fee of $80. State Statute 473H.05 states the application fee to not exceed $50. The City's ordinance contradicts State Law. MOTION made by Thomas, seconded by Grabowski, to modify Resolution 2008- 02 to reestablish the Agricultural Preserve Application fee to $50 as stated in the State Statute. Staff is authorized to issue refunds to any applications that have over paid since Resolution 2008 -02 was adopted. A question was asked if the $50 was charged per parcel or per application. City Planner Gartner answered that he believes the charge is per application. Staff was directed to confirm that the charge is per application and not per parcel. VOTE ON MOTION: Voting Aye: Guenthner, Grabowski, Hudok, Jacobs and Thomas (Motion carried 5:0) Schlangen — Preserve Resolution 2008 -12 Schlangen — AG Preserve Resolution 2008 -12 MOTION made by Hudok, seconded by Grabowski to approve Resolution No. 2008 -12, A Resolution Approving Applications for Designation as an Agricultural Preserve. Clarification was needed about the properties being located outside of the Metropolitan Urban Service Area. City Planner Gartner explained the properties are located on the reserved Metropolitan Urban Service Area. VOTE ON MOTION: Voting Aye: Guenthner, Grabowski, Hudok, Jacobs and Thomas (Motion carried 5:0) Planner Gartner noted that there was a question on whether or not the Strehlers really needed to apply. He reviewed the ordinance and it does appear it is an open ended preserve, meaning they may not need to apply. Because of the deadline of March 1, 2008 staff felt best to move forward with the application but they will be confirming if the application is needed or not. Kelly West Oaks Mayor Guenthner explained that after reviewing minutes from past meetings he realized that there was to be a public hearing to discuss the easement. Planner Gartner answered that he has been working on it, but at this time it isn't finished Kelly West Oaks Page -2- CITY OF CORCORAN CITY COUNCIL MEETING February 14, 2008 and a public hearing IN ill be set when it's completed. UNFINISHED BUSINESS Unfinished Business: City Staffing City Staffing Mayor Guenthner explained that the City Clerk, Barb Larson has resigned. This means the Council is to appoint a new City Clerk. Interim Administrator Bodem thanked the council for hiring him to be the Interim City Administrator. He explained that there currently are only two people in the city hall office. He is requesting the council to allow him to hire a part time administrative assistant, part time temporary receptionist, and a City Clerk/Treasurer. Mayor Guenthner explained that he has stopped by city hall a couple times a week. He feels it is very important to get a City Clerk/Treasurer hired as soon as possible. This lead into a discussion about the importance of this position and the position being consistent with the 2008 budget. It was suggested that the Interim City Administrator review the applications that was received for the City Clerk/Treasurer position that was advertised early spring of 2007. A question was asked about the accounting requirements needed in the office. Interim City Administrator Bodem answered that currently Jill and himself are trying to learn the accounting system and get through as best they can but feels it is very important to hire a new clerk/treasurer as soon as possible and that person should have a strong accounting background. A suggestion was made to hire an accounting temporary as soon as possible so the bookkeeping and accounting of the city is being maintained. This person is to have the appropriate accounting software training. It was also suggested to communicate with the auditing firm, to confirm that this approach is satisfactory at an audit standpoint. It was noted that the clerk/treasurer position has been advertised but there hasn't been much response. This lead into a discussion on the application deadline and what steps are needed to take in order to get someone hired right away. It was suggested that the interim City Administrator review all the applications and chose the top three contenders and present the top three contenders and his recommendation to the council for approval. MOTION made by Grabowski, seconded by Jacobs, to authorize staff to engage into hiring a temporary accountant to handle the city's accounting functions and that the staff develop a process of choosing the top three contenders for the City Clerk/Treasurer position and present their findings and recommendation to council for approval on the February 28 council meeting. A question was asked if this person is to handle the clerking position also. Interim City Administrator answered that might be a question for City Attorney Langel, because of the title. He also noted that he could handle the clerking part of the position. It was suggested that a council member or the mayor be part of the interviewing Page -3- CITY OF CORCORAN CITY COUNCIL MEETING February 14, 2008 process. This lead into a discussion on whether or not the contenders should be interviewed before or after the council meeting. Mayor Guenthner stated that he would be willing to sit in on the interviews and suggested a council member also sit in on the interviews. Councilor Jacobs volunteered to sit in during the interviews. It was Council's consensus to amend the motion to modify the finalist being presented to council for approval on March 13. AMENDED MOTION made by Grabowski, seconded by Jacobs, to authorize staff to engage into hiring a temporary accountant to handle the city's accounting functions. Mayor Guenthner, Councilor Jacobs and Interim City Administrator are to interview the top three candidates and present their recommendations to hire at the March 13, 2008 council meeting. Voting Aye: Guenthner, Grabowski, Hudok, Jacobs and Thomas (Motion carried 5:0) There was some discussion about the job description of the City Administrator. Mayor Guenthner explained that Sue Vergin presented a 2 -' /2 -page bullet list of her tasks as a City Administrator. This list should be looked at and it is a good basis for revising the job description. City Clerk Position — Resolution 2008 -09 MOTION made by Thomas, seconded by Grabowski to approve Resolution 2008- 09, A Resolution Relating to the Organization and Appointments for the City of Corcoran. Voting Aye: Guenthner, Grabowski, Hudok, Jacobs and Thomas (Motion carried 5:0) NEW BUSINESS Northwest Suburban Chambers — Non - renewal of lease Mayor Guenthner presented a letter that the City received from the NWS Chamber stating that they will not be renewing the office lease effective March 31, 2008. There was discussion about leasing the space out again or using it as another meeting place. Council consensus was to find another tenant for the space. CONSENT AGENDA 8a. CIP Budget Public Works Director Miester explained the needs of the maintenance department in reference to the CIF budget. Mayor Guenthner added that in the past the Council has approved the CIP budget as a whole and then when a purchase is needed staff would inform the council of' the purchase with a memo. 8b. January 24, 2008, Draft Council Minutes MOTION made by Grabowski, seconded by Thomas, to approve the January 24, 2008 Council Minutes with the following modifications: Page 5 — 6th paragraph title should read "Kelly West Oaks Final Plat" Page 8, 4th paragraph, to read "Objects to the extension of County Road 117 as proposed, because of the burden to the residents of the City. It also conflicts with the City's Comprehensive Plan that identifies a preference for County Road 30 as a major thoroughfare and any extension of 117 to occur outside of the city and without a negative impact to the City." City Clerk Position — Resolution 2008 -09 New Business: Northwest Suburban Chambers — Non - renewal of lease Consent Agenda Items Approved: CIP Budget January 24, 2008 Council Minutes Page -4- CITY OF CORCORAN CITY COUNCIL MEETING February 14, 2008 CLAIMS a. Escrow Claims (Fund #500) $11,544.47 MOTION made by Grabowski, seconded by Hudok, to approve the escrow claims as presented, totaling $11,544.47. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs and Thomas (Motion carried 5:0) b. Building Inspection Claims 54110.58 MOTION made by Hudok, seconded by Thomas, to approve the building inspection claims as presented, totaling $4110.58. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs and Thomas (Motion carried 5:0) c. All Other Claims $323,601.07 MOTION made by Grabowski, seconded by Jacobs, to approve the all other claims as presented, totaling $323,601.07. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs and Thomas (Motion carried 5:0) Council and Staff Reports Miscellaneous Correspondence Mayor Guenthner explained that a letter was received regarding water quality and it was given to the council members before tonight's meeting. City Interim Administrator updated the Council on the grant process that Bonestroo and staff are working on regarding the based local service water management plan. Planning Commission Councilor Thomas updated the council on the February 7, 2008 Planning Commission Meeting. I 94 Transportation Study Mayor Guenthner updated the council on a meeting that he attended in Rogers regarding the 1 -94 Transportation study. SRF presented their final report of the study. There is going to be a final presentation for elected officials, which is tentatively scheduled for Monday, February 25, 2008 to be held at the Rogers Civic Center. Staff is to confirm the date and time and the Mayor will announce the scheduled meeting during the joint council and planning commission meeting that is going to be held on February 21, 2008. ADJOURNMENT MOTION made by Thomas, seconded by Grabowski, to adjourn at 8:04 p.m. Voting Aye: Grabowski, Guenthner, Jacobs, Hudok and Thomas (Motion carried 5:0) 1 Interim City Administrator Todd Bodem Approval of Claims Council and Staff Reports: Adjournment