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HomeMy WebLinkAbout2008-11-13 - Council MinutesCITY OF CORCORAN CITY COUNCIL MEETING November 13, 2008 CALL TO ORDER AND ROLL CALL The Corcoran City Council met on November 13, 2008, at City Hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Jacobs, Councilor Grabowski, Councilor Hudok and Councilor Thomas. Also present were Interim City Administrator Bodem, Police Chief Gormley, Public Works Superintendent Meister, City Planner Gartner, Building Official Qualle and City Engineer Rhein. Mayor Guenthner called the meeting to order at 7:00 p.m. followed by the Pledge of Allegiance. 3. AGENDA APPROVAL MOTION made by Thomas, seconded by Hudok to approve the agenda with the following additions: Under Unfinished Business 7 h. Shannon Lane Culvert Voting Aye: Guenthner, Hudok, Jacobs, Grabowski and Thomas (Motion carried 5:0) 4. OPEN FORUM The following people talked about these issues: Mary Bechtold: Issue with escrow claims, escrow accounts and general questions about the city planner and his professionalism Hazel Lutz: Three year contracts Don Finwik: City Council Operations Dean Jacobs: Corcoran Citizen Petition Jesse Melenke: Building Permit Issues professionalism of the building official. City staff and Council will be following up with the above people and their concerns. 5. PRESENTATIONS None 6. Unfinished Business: 6a. Draft Financial Policies and Procedures Joe Rigdon gave a brief overview of his company and presented 9 financial policies and procedures for Council review, comment and consideration. Mr. Rigdon summarized each policy /procedure. Council asked some general questions. Council recognized that each member will have comments and questions about the Call to order Roll Call Pledge of Allegiance Agenda Approval Open Forum Presentations Unfinished Business Page -1- CITY OF CORCORAN CITY COUNCIL MEETING November 13, 2008 policies so it was determined that each member creates a list of questions and let Mr. Rigdon vet them out. Council raised questions and stated that they should set- up a process for approval. 6b. 2007 Financial Adjustments Recommendation Joe Rigdon also summarized that on June 6, 2008, a memo was prepared by KDV that was related to the City of Corcoran's preliminarily drafted and audited 2007 financial statements. The purpose was to assist the City in understanding its acceptance of responsibility for the 2007 audit and the auditor - required City letter of representation. Within that memo, various items noted during the review were briefly discussed. The Mayor will be meeting with the Interim City Administrator to prepare appropriate action on 3 or 4 items to clear out funds. The more complicated and larger funds, the City needs more information especially since over 11 months have passed since the end of 2007. c. Tax Rate/Market Value to Levy Discussion KDV was also asked by the City to provide a brief analysis related to the City's proposed 2009 property tax levy and 2009 proposed General Fund budget. In the analysis, Mr. Rigdon provided a summary on property taxes, general fund budget, revenues, expenditures, and a break out by percentage of general government, public safety, public works and parks /recreation. There were numerous attachments too. This information was valuable to where Council asked staff to summarize the analysis in "hand -out" form for its citizens at the Truth -In- Taxation hearing. The unbiased analysis generally pointed out that the city's levy, market rate, tax capacity; class rate has historically been consistent. 6d. Budget — Public Works /City Administration Performance- To-Date Public Works Superintendent Pat Meister provided materials of the performance of his department and presented a PowerPoint presentation of the 3`d quarter expenditures. Follow up items will be provided to Council at the next budget workshop. Interim City Administrator provided materials on the performance for general city government utilizing a PowerPoint presentation of the 3`d quarter expenditures. Council suggested that this information be presented in spreadsheet format for the next budget meeting. MOTION: made by Thomas, seconded by Jacobs to set a budget workshop meeting at 5:00 p.m. on November 24, 2008 and working it into the regularly meeting with minimal agenda items to be added. Voting Aye: Guenthner, Hudok, Jacobs, Grabowski and Thomas (Motion carried 5:0) Page -2- CITY OF CORCORAN CITY COUNCIL MEETING November 13, 2008 6e. Draft Animal Ordinance Council reviewed the legal opinion of the draft animal ordinance that would require a public hearing process due to the set -back modification. Council generally discussed back and fourth language. This applies to any property under 30 acres and down to 'A acre. There was some discussion about developing language to allow for manure spreading depending on parcel size and that no amount of manure should be allowed to create a nuisance. The intent on manure for parcels was to cover 3 acres or less. In other areas over 3 acres, manure is not typically a problem. Mr. Jim Lynch provided a memo with a couple issues raised under paragraph 7 that a shelter or stabling shall be provided with size designation. An animal could be confined within the shelter space (100sgft). It could be a possibility that the space could be an animal protective services issue. This language should be corrected like fractional animal units. For example, having 10 goats in a 10' x 10' area. It was decided the City has to comply with state law anyway. Other elements, was in the animal unit equivalent definition standard formula and who the arbiter is i.e. the USDA, the State of Minnesota or other. The other comment is related to number 8 as less than 3 acres. There was also some question on setbacks —in talking about "ag" as having 100 foot setback. The above changes shall be brought back to the City Council for further review. 6f. Ordinance Standards Change – Sections 930 and 935 The Council had a chance to review the draft tree ordinance amending sections 930 and 935 of the subdivision ordinance as it relates to tree inventories. There was some discussion about construction fencing, types of trees, species and location. The 4 feet high by 8 inches around is the incremental change by easing some of the burden in not having to identify every tree. It was decided to pass this ordinance onto the City Attorney to set up for the public hearing process. However, it was suggested that in the future let's look at the tree ordinance more comprehensively. MOTION made by Grabowski, seconded by Hudok to publish ordinance amending sections 930 and 935 of the subdivision ordinance. Voting Aye: Guenthner, Hudok, Jacobs, Grabowski and Thomas (Motion carried 5:0) 6g. Heating System A copy of a proposal was provided to the City Council to fix the leaking and under performing geothermal loop field. The League of Minnesota Cities Insurance Trust agent will be meeting with Pat Meister to see if they will cover the claim. Some of the Councilors believe it would be good to get more bids. It was also noted that the work probably will not be able to get done this year. So, therefore, we have to wait to see if we get insurance coverage and timing of work commencement and if there Page -3- CITY OF CORCORAN CITY COUNCIL MEETING November 13, 2008 are other firms. This is a small budget item that can be discussed at the November 24th meeting. 6h. Shannon Lane Culvert The City Council asked staff to provide this memo in the packet for the November 24th meeting knowing about the failed status of the Shannon Lane Culvert. Council is asking staff to come back with a proposal on how to pay for it for the budget meeting. 7. NEW BUSINESS 7a. Contract Planning and Engineering Proposal — Gartner Engineering Planner Gartner presented to the City Council a proposal for a 3 -year fixed fee contract for Planning and Engineering services. There was significant discussion from the City Council. Gartner indicated he could save the city money with his proposal. There were some contrary comments that these items should go out for competitive bidding. MOTION made by Thomas, seconded by Grabowski to respectfully decline the proposal from Norm Gartner for Planning and Engineering services. Voting Aye: Thomas, Hudok, Grabowski, Jacobs, and Guenthner. (Motion carried 5:0) 8. CLAIMS AS PRESENTED 8a. Escrow Claims (Fund 500), Claims MOTION made by Grabowski, seconded by Thomas to approve Escrow Claims (Fund 500) yet pull from Gartner's invoice for Ridesport stables ($1,322.77) and Bechtold ($1,255.06). Afterward, resubmit. Voting Aye: Thomas, Hudok, Grabowski, Jacobs, and Guenthner. (Motion carried 5:0) 8b. Building Inspection MOTION made by Grabowski, seconded by Hudok to approve Escrow Claims (Fund 500). Voting Aye: Thomas, Hudok, Grabowski, Jacobs, and Guenthner. (Motion carried 5:0) 8c. All Other Claims as Presented MOTION made by Grabowski, seconded by Jacobs to approve All Other Claims. Voting Aye: Thomas, Hudok, Grabowski, Jacobs, and Guenthner. (Motion carried 5:0) New Business Claims as presented Page -4- CITY OF CORCORAN CITY COUNCIL MEETING November 13, 2008 9. CONSENT AGENDA 9. a. October 23r1 City Council Minutes It was the consensus of the Council to amend the October 23'd minutes and bring back the following changes and approve them along with the November 13, 2008 minutes: On page 2, forth paragraph from the bottom correct sentence to read .....that property has no building rights..... On page 3, under the employee handbook vote, show the voting as: Voting Aye: Thomas, Hudok, Jacobs and Grabowski Voting Nay: Guenthner Motion Carried 4:1 On page 3 of the last MOTION add: Councilor Thomas stated that MNSPECT costs over $30,000 per year more than the previous inspector and that the contract cost increases in the 2nd and 3rd year. He further objected to the Council taking definitive action on an item that was added to the agenda at the last minute. This is in clear violation of the Council's policy to not take action on items that are not on the agenda. He also objected to committing to a long term contract without going out for competitive bids. MOTION made by, Thomas seconded by Hudok to extend the meeting another 10 minutes from 10:00 p.m. Voting Aye: Thomas, Hudok, Jacobs, Grabowski and Guenthner. (Motion carried 5:0) 9b. Fireworks Ordinance MOTION made by Thomas, seconded by Hudok to approve the Fireworks Ordinance. Voting Aye: Thomas, Hudok, Jacobs, Grabowski and Guenthner. (Motion carried 5:0) 10. COUNCIL AND STAFF REPORTS 10a. October 21, 2008 Parks and Trails Commission Report No report given. 10b. November 6 Planning Commission Report Councilor Jacobs reported to the City Council about the following items discussed the November 6th Planning Commission meeting: 1. Ess Addition Preliminary Plat agenda item discussion was long to where it was stated that the planning commission has developed into a design body and not a review body. The applicant was not present too. 2. They talked about the check -list continuation for which was tabled until Consent Agenda Council and Staff Reports Page -5- CITY OF CORCORAN CITY COUNCIL MEETING November 13, 2008 January. 3. Discussion about Joint Parks/Planning Commission about paying for unified comprehensive mapping and easements. There was some discussion about the Hidden Valley Drive letter that went out and the need to organize the response in more detail, if the property owners end up showing interest. The City Council is satisfied in having the Chief to continue to spear -head the long term "blue print" for public safety services. There was some question about the incident about manufactured housing park incident and Mr. Qualle need for public safety support. 11. UNSCHEDULED ITEMS None 12. ADJOURNMENT MOTION made by Thomas, seconded by Grabowski to adjourn at 10:15 p.m. Voting Aye: Guenthner, Jacobs, Hudok, Grabowski and Thomas (Motion carried 5:0) Kim Bachmeier, City Clerk Treasurer Unscheduled Items Adjournment Page -6-