Loading...
HomeMy WebLinkAbout2008-08-28 - Council Minutes - Part 1CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 CALL TO ORDER AND ROLL CALL Call to Order The Corcoran City Council met on August 28, 2008, at City Hall in Corcoran, Roll Call Minnesota. Present were Mayor Guenthner, Councilor Jacobs, Councilor Hudok Councilor Thomas and Councilor Grabowski. Also present were Interim City Administrator Bodem, Police Chief Gormley, Public Works Superintendent Meister and Building Inspector Qualle. Mayor Guenthner called the meeting to order at 7:00 p.m. followed by the Pledge ofAllegiance. 3. AGENDA APPROVAL MOTION made by Thomas, seconded by Grabowski to approve the agenda. Voting Aye: Guenthner, Hudok, Jacobs, Grabowski, and Thomas (Motion carried 5:0) 4. OPEN FORUM No open forum items 5. PRESENTATIONS No presentation items. 6. PLANNING No planning items. 7. UNFINISHED BUSINESS 7a. Animal Ordinance At the July 24th City Council meeting, the Council directed the base line animal ordinance drafted by Councilor Thomas and Councilor Hudok be forwarded to the August 7, 2008 Planning Commission for their review and comment. The Planning Commission proposed some changes to the round -up for greater than 2 acres and taking out the rounding down. With these changes and after legal review the City Staff requests approval of this base line ordinance. The City Attorney to modify the existing animal ordinance with the changes in mind. When the City Attorney's draft comes back to Council for approval, council to set up a public hearing date. Animal Ordinance For acreage less than 10 acres: Animals allowed: • One large animal (horse, cow etc) on 2 acres and one additional large animal per acre. For fractional acreage, round up for greater than 2 acres. Agenda Approval Open Forum Presentations Planning Unfinished Business 01:00 Page -1- CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 • For calculating numbers for small animals, divide 1000 lbs by the average weight of the species. • Allow 500 pounds of animals (based on average weight of the species) per acre for less than 3 acres. For example, for 2.6 acres you could have 1300 lbs divided by the average species weight Shelters: • Animal shelters must be greater than 25 feet from the property line and greater than 75 feet from neighboring residences. Manure and bedding compost piles: • Manure and bedding compost piles must be greater than 75 feet from the property line and 140 feet from neighboring residences. • If they are less than 140 feet from the property line they must be removed every 2 weeks. It was suggested to give to the City Attorney to put into language about negotiating agreements between neighbors some of these parameter can be modified. Council directed staff to communicate with City Attorney to draft this language into an ordinance amendment and take note of the discussion for the opportunity for neighbors to agree on certain variance from stated terms. 7b. Comprehensive Plan Subcommittee List A request was made to approve the 2030 Comprehensive Land Use Plan Subcommittee List and set meeting dates. The City of Corcoran held several public open meetings about the 2030 Comprehensive Land Use Plan update and there were several follow -up Council meetings on this subject. Significant public comment and City Council review has been completed. Interim City Administrator contacted the Planning Commission, Parks and Trails Commission, and solicitation of citizens to help formulate a Comprehensive Land Use Plan Subcommittee. The Council was seeking 2 groups of 8 or more each — one focusing on Land Use while the other committee focusing on the collective topics: Infrastructure /Transportation/Natural Resources. Land use Subcommittee List: City Council Members Ron Thomas and Chuck Grabowski Planning Commission Members Pat hank and Bob Laddusaw Parks and Trails Commission Members: Chad Robran and Roz Milbrandt Citizen Members Dennis Steig, Stan Chastek, and Rachel Tessmer Infrastructure/Transportation /Natural resources subcommittee List: City Council Members Paul Jacobs and Chris Hudok Planning Commission Members Roz Milbrandt, Mike Osterberg, Pat Ellinger, and Darryl Krueger Parks and Trails Commission Members: Tom Anderson and l,iane laddusaw Citizen Mennbers Gary Wilson and Rolf Nelson 16 :14 Page -2- CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 MOTION made by Thomas, seconded by Hudok to create committees by resolution as identified in the staff memo. Voting Aye: Guenthner, Hudok, Jacobs, Grabowski, and Thomas (Motion carried 5 :0) 7c. Sue Vergin Under the City Human Resource procedures, an employee has the right to present a grievance to the Council. The Council is obligated to respond to the grievance. The City Attorney drafted a letter for the Council to review. MOTION made by Grabowski, seconded by Hudok to use the City Attorney's letter to Sue Vergin. Voting Aye: Hudok, Jacobs, Grabowski. Voting Nay: Guenthner, Thomas (Motion carried 3:2) 7d. Ilodgin — Clarifications of Collector Road Security At the August 14, 2008 Meeting, the City Council considered the request of the financial security being held on the development Contract for Hodgin Acres. Council raised questions concerning the remaining $34,000 security for "Collector Road Improvements ", and requested clarification from the stair to what it represented. The $34,000 Collector Road Improvements security represents the Transportation Area Charge for the development. There were no collector road improvements that were to be done as part of the development work. MOTION made by Grabowski, seconded by Thomas to approve the August 14 Claim for Hodgin Acres. Voting Aye: Guenthner, Hudok, Jacobs, Grabowski, and Thomas (Motion carried 5:0) 7e. Community Growth Options / 1000 Friends Grant The City of Corcoran applied for a planning grant being distributed by 1000 friends of Minnesota, and funded by McKnight Foundation. This grant is for certain communities fitting a type of profile would be eligible to receive help for long range planning. This is a 6 year program that funds in two year cycles. The grant and matching formula is as follows: Program Project %Project Local % Local Total Year Funding Fuunde¢ Contribution Funded Cost 1 2 $40,000 100% $0 0% 840,000 824.000 80% b,000 20% $30.000 (Below is the proposed next two 2 year programs cycle years) 3 $18,00060% $12,000 40% $30,000 4 812,000 40% 818,000 60% 830,000 5 $6,000 20% 824,000 80% 830,000 6 80 0% 30,,¢00 100% $ 0000 TOTAL 8100,000 590,000 8I90,000 As the project goes out further, the local contribution increase while the percent of grant decreases. This contract is for two years and our cost is $6,000 to receive 21 :25 24:40 26 :19 Page -3- CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 $64,000. As part of the program, 1000 Friends has interviewed and selected three planning firms. The City is required to use one of the three firms for long range planning. The three planning firms are: Bonestroo/DSU, Community Growth Institute, or Municipal Development Group. MOTION made by Grabowski, seconded by Thomas to accept the grant and authorize signature of contract. Voting Aye: Guenthner, Hudok, Jacobs, Grabowski, and Thomas (Motion carried 5:0) Additionally, Council directed staff to contact the Planning firms to come to interview with Council on September 25, 2008 at their regularly scheduled meeting. Further discussion on the Comprehensive Plan working groups resulted in setting up a time for the groups to start charting out what needs to be looked at and what resources are needed to consider the issues. Groups are to convene on September 18, 2008 at 7:00 p.m. 7f. 2007 Audit Update — Joe Rigdon Memo The review and agreement of the City of Corcoran's preliminarily drafted and audited 2007 financial statements to the City of Corcoran's financial records for the purpose of assisting the City in understanding its acceptance of responsibility for the 2007 audit and the auditor - required City letter of representation has been completed. Joe Rigdon from Kern, DeWenter, Viere, Ltd has created Journal Entries for the 2007 financial books. Upon posting these adjustments, the City's 2007 financial statements appear to be fairly presented in conformity with U.S. generally accepted accounting principles and appear to include all properly classified funds and other financial information. Staff to follow up on the following items listed: • City Center Lease Revenue debt service fund #400 satisfied all corresponding debt service in 2006 and should be closed in 2008; $846 of positive fund balance remains (stated that this needs to be closed out) • TIF fund #401 has positive fund balance of $1,961,592 at 12/31/07; no current debt is associated with the T1F fund, and 2007 activities were minimal; the City should assess this balance and investigate fixture options • Infrastructure Planning fund #402 has a $162,791 fund balance deficit at 12/31/07, and 2007 activities were minimal; the City should assess this balance and investigate future options (Is this related to the business park if so, this should be reimbursed?) • 2007 Coop Agreement fund #505 has a $3,418 fund balance deficit at 12/31/07, and did not change from 12/31/06; the City should assess this balance and investigate future options 35 :58 39:00 Page -4- CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 • Rolling Hills Road fund #801 has $33,841 of deferred special assessments receivable (no current payments being made), and no activity; purpose of this fund should be ascertained City Staff is to set up appointment with Joe Rigdon for the next step in the process which is creating policies and procedures. 7g. Discussion of City Administrator The decision was decided among the interview committee members that the Mayor negotiate with the number one candidate they felt met the qualifications without prior approval from the remaining Council Members. An offer was made to their selected candidate; but s/he declined. A conflict arose when it was brought to the attention of the Council that the Committee acted on this negotiation without the approval of the Council. It was stated that the Committee was only to interview candidates not negotiate and select. The Council discussed the city administrator hiring process and debated proper policy and procedures on how this process should have taken place. It was suggested that Council be informed prior to negotiations with the candidates. It was also suggested that the candidates be interviewed by full Council or that criteria be brought back for the Council to make a decision. The interview committee will reconvene at a later date and get back to the council with the next steps they will take in the interview process. 8. NEW BUSINESS 8a. Home Free Program Mission Funding Request For over 25 years, the home Free Program of Missions Inc. has been providing service to victims of domestic violence in communities of Northwest Hennepin County. Home Free shelter offers safety and support to battered women and their children. The Home Free Community Program provides advocacy, information and support to victims so that they can live safely in their own homes. Home Free also facilitates collaboration among law enforcement, criminal justice and social service agencies. A coordinated response to domestic violence contributes to both individual and community safety. Home Free depends on funding from both public and private sources, until 2002, they received financial support from the State of Minnesota for services in rural municipalities. Since that funding ended, they have tried to maintain services in these communities while building new sources of support. Corcoran supported Home Free in 2007 in the amount of $1391. They are asking the City of Corcoran to consider allocating financial support to Home Free for 2009. MOTION made by Thomas, seconded by Hudok to budget for $770 for Home Free Community Program Mission. Voting Aye: Thomas, Grabowski, Hudok, Jacobs, and Guenthner. (Motion carried 5:0) 8b. Maple Hill Park Inspection City Inspector Qualle requesting the Council to consider implementing an annual inspection program for the Maple Hill Estate. There has been minimal building code enforcement activity over the years. One of the issues is people modifying their pre - engineered structures and the fact that many do not even have smoke 01:17:00 New Business 01 :19 :00 Page -5- CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 detectors. The thought then is perhaps to kick off a program in education and status check to bring people into compliance so they know what the rules are and ultimately to protect the safety of resident homes. Next step involves staff, police department, and city attorney so we have a sense of what the cities responsibilities are and put together the program to educate Corcoran residents. Police Department has a monthly meeting with fire board and one coming up in September. They will discuss with the fire departments a game plan on how to go about educating the residents. The Police Department will inform the Council at next meeting of the results. 9. CLAIMS AS PRESENTED 9a. Escrow Claims (Fund 500) MOTION made by Thomas, seconded by Grabowski to approve the Escrow Claims (Fund 500). Voting Aye: Thomas, Grabowski, Hudok, Jacobs, and Guenthner. (Motion carried 5:0) 9b. Building Inspection Claims MOTION made by Thomas, seconded by Grabowski to approve the Building Inspection Claims. Voting Aye: Thomas, Grabowski, Hudok, Jacobs, and Guenthner. (Motion carried 5:0) 9c. All Other Claims as Presented Council recommends that copies of invoices be included with the claims for any consultants. MOTION made by Thomas, seconded by Grabowski to approve all other claims as presented. Voting Aye: Thomas, Grabowski, Hudok, Jacobs, and Guenthner. (Motion carried 5:0) 10. CONSENT AGENDA 10a. August 14th City Council Minutes Add under Agenda 7a. that she submitted her presentation in writing. Page 2, second sentence, change "in the session" to "in the closed session of the council where reasons of termination was discussed." MOTION made by Thomas, seconded by Grabowski to approve August 14 Council Minutes with the modification. Voting Aye: Thomas, Grabowski, Hudok, Jacobs, and Guenthner. (Motion carried 5:0) 10b. Resolution 2008 -35 Residential Recycling Grant Agreement 2008 -2010 MOTION made by Thomas, seconded by Grabowski to approve the Resolution 2008 -35 Residential Recycling Grant Agreement. Voting Aye: Thomas, Grabowski, Hudok, Jacobs, and Guenthner. (Motion carried 5:0) 01:33:00 Claims as presented 01:36:00 Consent Agenda 01:38:00 Page -6- CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 11. COUNCIL AND STAFF REPORTS l la. Public Works Project Schedule Update — Pat Meister Public Works Superintendent Meister submitted to the council a brief update for Activities / Maintenance and time frames performed by the Public Works Department. This department is responsible for 66 miles of road / street maintenance and all property and buildings owned by the City. All projects moving forward are weather permitting and staff availability. Employee earned vacations and FMLA through out the summer has put this department with a shortage of manpower. Currently Public Works has been down one employee since mid July due to an FMLA request, returning in September. This department will be without another staff member in September on FMLA request for 6 weeks. Staff is requesting to extend the part-time summer help to work through this period of the employee's FMLA absence. Council suggests working with staff to come up with a bullet point system to use as a tool on what a project is going to involve. (ex: timeframe, circumstance causing change, etc.) This can than be communicated with the residents/neighbors as a tool to manage residents expectations. 11b. August 19, 2008 Parks and Trails Liaison Report Mayor Guenthner gave a brief summary of the Parks and Trails meeting. There was discussion on the Memorial Park development and a proposal from Lawn King. There was discussion to get Public Works Superintendent more involved in the maintenance of the garden along with volunteer groups. There was discussion about the Bechtokl family estates and how the family is interested in the trail easements. 11c. Mayor's report with Maple Grove Mayor Mayor Guenthner reported on his discussion with the Mayor of Maple Grove. He stated that Corcoran is interested in a discussion re y: rding availability of water from Maple Grove. The Mayor asked what would be the availability for any of the areas in Corcoran, particularly the Downtown area. Also stated that we need to know as an underline data point for further discussion on the comprehensive plan. The Maple Grove Mayor confirmed that they do have a lot of water and cannot discuss until he has discussed with Jerry Butcher. Mayor Guenthner is waiting to hear back from the Mayor of Maple Grove and will report back at next meeting. lld. Mayor's report about the Medina/Corcoran agreement Medina Council approved the agreement and gave their Mayor and attorney authority to execute. Last item of discussion was that Medina wanted to reserve the right to have access to the Corcoran portion of the pipe if agreement was terminated. We would give them ability to have easement of Pioneer Trail to have access to pipe. There will be a signing of the agreement in the next 10 days. Ile. MS4Information Council and Staff Reports 02:06 :00 02:12:00 Page -7- CITY OF CORCORAN CITY COUNCIL MEETING August 28, 2008 There was an informational memo distributed by the Metropolitan Council. The Metropolitan Council staff has reviewed the Storm Water Pollution Prevention Program (SWPPP) for the City of Corcoran and found it to be generally consistent with the Council's Water Resources Management Policy Plan. The annual report required from the community will be a critical part of the permit process by aiding the MPCA in determining whether or not all of the proposed best management practices are being adequately implemented. Implementation of the proposed best management practices will help to protect and improve the water quality of the water resources within the city and within the metropolitan area. 12. UNSCHEDULED ITEMS No unscheduled items 13. ADJOURNMENT MOTION made by Thomas, seconded by Grabowski, to adjourn at 9:15 p.m. Voting Aye: Guenthner, Jacobs, Hudok, Thomas, and Grabowski (Motion carried 5:0) Unscheduled Items Kim Bachmeier, City Clerk Treasurer Adjournment