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HomeMy WebLinkAbout2007-05-24 - Council Minutes CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 CALL TO ORDER AND ROLL CALL Call to Order The Corcoran City Council met on May 24, 2007, at city hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Grabowski, Councilor Jacobs, and Councilor Hudok. Councilor Thomas was excused absent. Also Roll Call present were Chief Gormley, Administrator Vergin, and City Clerk Larson. Mayor Guenthner called the meeting to order at 7:00 p.m. followed by the Pledge of Allegiance. AGENDA APPROVAL MOTION by Grabowski, seconded by Hudok, to approve the agenda, adding 7.c Agenda Approval Medina Electric Update and 7.d Schendel Farms. Voting Aye: Guenthner, Grabowski, Jacobs, and Hudok. (Motion carried 4:0) Open Forum & OPEN FORUM & ANNOUNCEMENTS Announcements: None. UNFINISHED BUSINESS Corcoran Country Daze Corcoran Country Daze Administrator Vergin had provided a report to the Council regarding the request by the Corcoran Jaycees for financial support by the City for the Country Daze event. The Jaycees are requesting $1,000 for fire works and $1,500 for police protection. Administrator Vergin explained in her report that based on the information received that donations for fire works should be discouraged. Councilor Grabowski stated he spoke with Westside Tire, they indicated that they would provide funding for the fire works. Grabowski also stated he would support providing free police protection. Councilor Hudok stated he would be willing to volunteer himself to provide police services. This would need to be worked out between his department (current employer) and the City’s department. Mayor Guenthner stated he supports the police department services and commended Grabowski for making contact with Westside. Police Chief Gormley added that the Police Department overtime budget for 2007 is half-gone so need to be cautious of that. Would suggest perhaps it be added in 2008 as a budget item. Mayor Guenthner requested Administrator Vergin to provide information to the council on where the funding could come from. Councilor Grabowski suggested that perhaps there be a donation jar at the event to recoup some of those costs. Highway 55 Mapping Highway 55 Mapping Mayor Guenthner gave a brief overview on the Highway 55 mapping. He stated there is no material or significant impacts to the City of Corcoran. Keeping the alignment south of 55 in the Medina area is consistent with the city’s request. A few access cut-offs were identified but the map only expresses a concept, and not for formal action. He recommends it be reviewed again at the June 14 meeting for comments, if any. Flett Property – 9220 Flett Property – 9220 County Road 19 County Road 19 Page -1- CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 Mr. Flett had contacted the City to see if they would be interested in acquiring his property that has been limited due to the expansion and reconstruction of County Road 19. Mayor Guenthner stated that the City does not have the framework put together yet and that it is too premature for the City to consider acquisition. It does have some logic with the potential park site located in Burschville. It was the consensus of the Council that Administrator Vergin communicate with Mr. Flett that the city understands his challenges and is willing to work with him in the event that variances would be necessary to do improvements to the site. But unfortunately at this time the acquisition of the property by the City is premature. Long Term Public Works Facility Long Term Public Works Facility Mayor Guenthner asked what our next steps are and that the group now needs direction if Council feels so inclined to continue. Maybe conduct an open house for feedback and community input, if the answer is yes, then do a feasibility study for proceeding. Councilor Grabowski questioned the amount of land that was needed and stated that we do own land south of City Hall and City could possibly sketch a plan to present to the public. Councilor Jacobs questioned how this would fit into the comprehensive plan with an industrial use next to residential use. He suggested that the planning issues should go to Planning Commission to look at it and to work with other property owners around the area. Mayor Guenthner added that it would be difficult to have an open house without something tangible for public to react to and also added that Councilor Jacobs comments were well taken. He recommended that the next step would be to schedule a presentation at a Planning Commission meeting to leverage value of the parcel or reconfigure the parcel to maximize value. Medina Electric (Backage Road) Medina Electric Administrator Vergin stated that Medina Electric did not accept the City’s offer with regards to the easements for the extension of the backage road; therefore the road will be cul-de-saced. Attorney Langel will be consulted to see if any other formal action is required of the City at this time. Schendel Farms Schendel Farms Councilor Jacobs passed around a letter that he had received from Planner Gartner prepared by City Engineer Vander Top. Jacobs stated that he didn’t recall the City Engineer being directed to do any additional work on Schendel Farms. Mayor Guenthner suggested that Engineer Vander Top explain the status at the next meeting and also ask Chuck Alcon to attend. Councilor Grabowoski questioned how this was paid for. Administrator Vergin replied escrow. He also asked Vergin if the money was returned yet and Administrator Vergin stated that the City would need to make sure all expenses have cleared through the 500 fund before any monies are released. Councilor Hudok questioned who was making this request, it looks like the City not the developer, and why wasn’t the planner involved instead of the City Engineer. Councilor Grabowski stated he wants a report from Vander Top at the next Page -2- CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 meeting. Planning Consultant Interviews Planning Consultant Interviews It was noted that Sanders Wacker Bergly Inc. had a conflict with the interview scheduled for June 14. The Council agreed to delay their interview to June 28 at 7:15. Gartner Engineering Gartner Engineering At 7:30 p.m. the interview of Norm Gartner, with Gartner Engineering was held. He is currently the city’s interim planner. Questions were asked by all Council members and Mayor Guenthner. Grabowski requested a synopsis of how he would handle requests from developers versus residents, how he views his role as he represents the City, and his role in educating and guiding the Planning Commission. Gartner replied that developers and residents are required to follow the same regulations. The City sets the tone and the Planner guides them through the process. As for educating that will come up in the Comp Plan process. Gartner added that he could bring his infrastructure experience to the City. Councilor Jacobs questioned his single fee schedule; asked him to provide an indication of the typical applicants he has dealt with; and if he retained the job how would he would remove the complexity from the City’s ordinances. Gartner stated that he cannot justify charging different rates, keep rates consistent, but indicated that he would be willing to negotiate on specific projects. There are only two projects which he would classify as professional developers, Meadow View Estates and Schendel Farms, the others have been local property owners. As to the ordinances he finds it hard to find anything, so uses word search. He questioned why there is a concept plan required for an OSP plat, but not for the others. State law does not require them. Jacobs noted that Planner Gartner has been doing both the Parks & Trails Commission and the Planning Commission. Gartner stated that there is some duplication, can write reports for both groups. Councilor Hudok stated that in the past there has been concerns with the lack of assistance from the planning department, what is his approach; questioned when revisions are necessary is it more like a guide or is it law. Gartner stated that he explains to the applicant exactly what they need to provide and if the applicant understands what they need then it makes his job easier. Make sure that the applicant is knowledgeable in what is required. Would like to simplify process to get to the same end result. Referencing the Schendel project he would have sent that to the Council first for consideration due to the CIP, transportation, and density concerns. Hudok questioned the processing of applications. Gartner stated that he had met with Administrator Vergin regarding process, applications will be submitted to the city, date stamped and receipted then directed to him for review to determine if it is complete. Notices are then sent to the applicant and to others as needed. Mayor Guenthner asked if Gartner had read the City’s Comp Plan and if it is a valid statement of the City; is it the role of the planner to advocate for one plan Page -3- CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 versus another. Gartner replied that he has not read all of it. That the density proposed in the Schendel project was in conflict with the Comp Plan. The Planner is the advocate for the city at all times. Guenthner, if the city attempts to help an applicant and gives bad information is the City responsible for that. Does the City have the responsibility, the legal responsibility, to interpret the ordinances for the developer or the applicant? Gartner replied affirmatively that it is the City’s responsibility. . Guenthner questioned planning credentials, stating that there are degrees offered for planning and that the more qualified would have credentials, are there other cities that use planners that are not accredited. Gartner stated that there is no State requirement that a planner have credentials. He added that he has 26 years of development experience. He is aware of a planner that was hired in Plymouth that does not have planning credentials, as well as the City of Rogers. Guenthner questioned if Mr. Gartner has ever started a Comp Plan process, or been a primary facilitator of the process. Gartner responded that he had not. Guenthner stated that Mr. Gartner’s fees appear higher then any of the others, is that due to engineering background and what support staff do you have. Would you be willing to meet fees offered by others? Gartner stated that it is based on his experience, and that his wife helps him out, there is no other support staff. The city should consider his office location, as no other firms are as close. Guenthner raised questions relative to the billing statement that the city had received for the period of January through April. Questioned why the city had not received a bill earlier, if he could provide daily logs, and raised issues as to some of the items included in the invoice, including meals, mileage, telephone calls, and time to download packets. Gartner responded that he had updated his software program which caused the delay in the billing. That the meals should not have been included, that was an error with the software. His computer is very slow, so downloading packets does take considerable time, is now picking up hard copies of the material at city hall. As for telephone calls, the council is the boss and feels that there is a need for communication with council members. Guenthner questioned why a letter prepared by Engineer Vander Top, copied to Planner Gartner was forwarded to Councilor Jacobs, why not the entire council. Councilor Grabowski stated that the Council should be addressing the applicant’s ability, not issues relating to billing, those should be addressed at a separate time. Mayor Guenthner responded that he felt the questions addressed the trustworthiness of the applicant. Guenthner then questioned if Gartner has read the City’s ordinances and if they are consistent with the City’s Comp Plan. Gartner responded that he had not read the ordinances, only those that he has Page -4- CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 needed to, feels that they are deficient and confusing, but did state that they are consistent with the Comp Plan. Guenthner questioned reporting style and the difference in what had been identified in the RFP versus the letter prepared for the Council regarding the Schendel application. The Planning Commission had recommended that the City pursue an AUAR after Gartner presented the application with the report prepared by Planner Lindahl, but when presented to the Council it was presented with a memo where Gartner described it as premature. Gartner stated that he should have stopped the application, that it should have come to the City Council first. Guenthner noted that Mr. Gartner has described himself as a developer, does he feel that is a conflict of interest. Gartner responded that he is not doing business with anyone in the City, only the City Council; therefore it is not a conflict of interest. Councilor Grabowski stated that the interview is not a trial. Guenthner questioned why Gartner, as a licensed engineer is seeking a planning position with the City. Gartner responded that he had been approached by Councilors Jacobs and Grabowski to do the planning for the City. Councilor Jacobs stated that he disagrees with Mr. Gartner’s rate being the highest, and that it is appropriate for consultants to be contacted by individual council members. Community Growth Institute Community Growth Institute At 8:30 p.m. Community Growth Institute representatives Timothy Schmidt and Lisabeth Barajas were interviewed. They gave a brief overview of their company and the services they provide. They provide services with out prejudice, are respectful of public opinions. Comp Plans are the will of the community. Their role is to advise the City Council to make the best decisions for the community. They provide a website specific to the City. They have been a team of planners since 2000 serving the Brainerd lakes area, Alexandria area, Duluth area, and outer metro area. Ms. Barajas would be the primary contact for Corcoran. They provide a flat rate fee of $900 per month (10 hours), with an initial $500 fee for set up. If the City exceeds the 10 hrs/ flat rate, then additional time is billed out at an hourly rate. Questions were presented to them by City Council members and Mayor Guenthner. Grabowski questioned their approach to developers versus residents of the city, and how detailed their billing statements are. Ms. Barajas responded that they must treat all applicants the same, here are the rules, the deadlines, and the requirements. Mr. Schmidt responded to the billing question stated that it is very specific and that they can itemize by subcategories. Grabowski asked if they would be available to meet with applicants, and if they charge travel time for those meetings. Schmidt stated that they want to be flexible, that a block of time can be dedicated to meet on site at the City, which can be more productive. Mileage is reimbursed at 44.5 cents per mile. Page -5- CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 Grabowski asked in planning what is the ratio of residents to larger developers. Both responded that it varies from city to city, and that the average applicant has a learning gap, which may increase costs that would be incurred, which they do understand. Councilor Hudok asked them to describe their planning background, resources that they can bring, and what their approach is to dealing with different applicants. Schmidt responded that they are planners, with one engineer. They have done small to large comp plans. There is a wide variety of applicants, therefore need to know what questions to ask. They maintain a phone log of all information that is provided to residents and to applicants. They provide samples and standards through either telephone or written correspondence. If there are going to be obstacles they identify those to the applicant upfront. They work with the City staff as a team. Hudok asked if they had reviewed the City’s Comp Plan or the ordinances, and what the hourly rate is if exceed the 10 hours a month. They responded that they had not yet reviewed those at this time. The hourly rate would be $75.00. Guenthner asked if their record keeping would be project based, as the City needs to have that breakdown. Ms. Barajas replied they would identify where every dollar is applied. Guenthner asked them to describe the work that they have done for the City of Hanover, and what is the distinction between a small town and an urban town. They indicated that they had helped Hanover on some Comp Plan amendments due to an annexation with an adjoining township. They have the educational resources and assembled database that will provide services to either. Jacobs noted that they have referenced cities smaller then 6,000 in population. Schmidt responded that they have worked with small cities, worked for Baxter that is more suburban in nature, communities that are tripling in growth, and have experience with county planning. Jacobs asked if they work with developers and questioned if more of there is work is done digitally then in person. They responded that they do not work for developers only cities. That they do visit the site of a project at least once, but do utilize aerials. At the conclusion of the interview Mayor Guenthner announced that the council would make its final decision on Planner at the June 28, 2007 council meeting. NEW BUSINESS 2008 Assessing Contract 2008 Assessing Contract Councilor Grabowski stated he would like to see information or actual documentation from County and or other proposals. Council Jacobs asked if we had document from the County and Administrator Vergin replied no. He also stated he’s heard complaints from various citizens trying to call the City Assessor regarding their taxes and all they get is voicemail Page -6- CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 so hence the citizens don’t get the data they need timely. Administrator Vergin will follow up with the County on this matter. Building Inspection Services RFP’s Building Inspection Services RFP’s Mayor Guenthner requested that the Council members review the building inspection proposals and come prepared at the next meeting to identify 3-4 for Consent Agenda Items interviewing and set schedule for interviews. Approved:  CONSENT AGENDA 5/10/07 Council Minutes Approved MOTION by Grabowski, seconded by Hudok, to approve the following consent agenda items:  Liquor/Tobacco Licenses 9.a. May 10, 2007 Regular Council Minutes  Henn. Co Fair 9.b. Liquor and Tobacco Licenses, Resolution No. 2007-36 Fireworks June 16 9.c. Hennepin County Fair – Fireworks Display on June 16, 2007  Reserve Command 9.d. Reserve Command Post Purchase Post Purchase 9.e. Donations to Police Department, Resolution 2007-37  Donations to Police Dept 9.f. Topography Exemption – Velch, Resolution No. 2007-38.  Topography Voting Aye: Grabowski, Guenthner, Hudok, and Jacobs. (Motion Carried 4:0) Exemption – Velch CLAIMS Approval of Claims a. Escrow Claims (Fund #500) $19,892.89 b. Building Inspection Claims $446.30 c. All Other Claims $176,176.87 MOTION by Grabowski, seconded by Hudok, to approve all other claims as Council & Staff Reports presented, totaling $196,516.06. Voting Aye: Guenthner, Grabowski, Jacobs, and Hudok. (Motion carried 4:0) COUNCIL AND STAFF REPORTS: Woodland Ordinance Meeting June 28 Set Woodland Ordinance Meeting Date – June 28, at 7:00 pm Councilor Hudok stated this should be put into City Newsletter and Administrator Vergin stated it would. City Newsletter Deadline City Newsletter Deadline – May 30 Administrator Vergin added she needs all other topics by this date. Media Corcoran Utility Agreement Update Update on Medina Corcoran Utility Agreement Administrator Vergin stated Medina Corcoran Utility Agreement is moving ahead, but slowly. Expressed concern that Medina wants to treat Corcoran as a developer. City’s Website City’s Website Administrator Vergin stated that the City continually has website issues. The City cannot currently download agendas onto the website. Looking into other solutions, such as the website service that is available through the League of Minnesota Cities. Mayor Guenthner requested that Administrator Vergin provide the council with pros and cons on other solutions. Page -7- CITY OF CORCORAN CITY COUNCIL MEETING May 24, 2007 Councilor Hudok mentioned possibly putting something in the city newsletter to get a citizen to donate time to help work with the City website. Mayor Guenthner suggested the City get feedback on what the residents want via email and/or the city’s website. Councilor Grabowski stated he would welcome resident’s ideas. Councilor Jacobs asked if this was a software issue and Administrator Vergin stated yes on both ends. He also asked if we had old software we could use and Administrator Vergin stated no. Mayor Guenthner recommended drafting some sort of solicitation to residents to be placed in the newsletter. Letter from student Letter from Student Mayor Guenthner stated he received a letter May 16 from a local student on the upcoming smoking ban. He will add that to the next agenda for student recognition. ADJOURNMENT Adjournment MOTION by Grabowski, seconded by Hudok to adjourn, 9:40 p.m. Voting Aye: Guenthner, Grabowski, Jacobs, and Hudok. (Motion carried 4:0) ______________________________ Barb Larson, City Clerk Page -8-