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HomeMy WebLinkAbout2007-06-14 - Council Minutes CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 CALL TO ORDER AND ROLL CALL Call to Order The Corcoran City Council met on June 14, 2007, at city hall in Corcoran, Minnesota. Present were Mayor Guenthner, Councilor Grabowski, Councilor Jacobs, Councilor Hudok and Councilor Thomas. Also present were Chief Roll Call Gormley, Engineer Vander Top, and Administrator Vergin. Mayor Guenthner called the meeting to order at 7:00 p.m. followed by the Pledge of Allegiance. Agenda Approval AGENDA APPROVAL MOTION by Thomas, seconded by Grabowski, to approve the agenda with the following changes: add 11.g. Dust Control Status; move 11.e. Status of Laurent Hedgestone Project to 7.g.; add 11.h. Outstanding Items 1. Expense Reporting for Consultants, 2. Fee Allocation Relating to the MUSA Area, and 3. Monthly Escrow Recap; and 11.f Correspondence. Voting Aye: Grabowski, Guenthner, Jacobs, Hudok, and Thomas. (Motion carried 5:0) Open Forum & OPEN FORUM & ANNOUNCEMENTS Announcements: Corcoran Country Daze Corcoran Country Daze Chair Chad Robran provided an update to the Council on the Corcoran Country Daze. On behalf of the JC’s he presented the City with a donation in the amount of $500 for the command post trailer. By consensus the City Council allocated funding for police protection for Corcoran Country Daze, based on Administrator Vergin’s staff report. Luebke Correspondence Acknowledge Kristen Luebke – Smoking Ban Correspondence Mayor Guenthner acknowledged the letter received from Ms. Luebke, a Wayzata High School Student, regarding the State Smoking Ban. NPDES - SWPPP NPDES STORM WATER POLLUTION PREVENTION PROGRAM (SWPPP) PUBLIC MEETING Greg Halverson of Bonestroo was present to review the annual storm water requirements that the City must meet. The purpose of the meeting is to educate citizens, to receive comments and then respond to those comments. The City must submit an application form that identifies SWPPP best management practices. These must have measurable goals which include public education, public participation, illicit discharge, construction site storm water run off, post construction site storm water run off, and other housekeeping prevention programs, such as internal city controls. Councilor Thomas questioned if the city has any exposure if the rules change. Halverson and Vander Top explained that the State reviews the permits and that the exposure would be wide spread if the rules were changed causing a violation. Mayor Guenthner questioned the degree of concern between agriculture and residential run off. Halverson stated that urban run off can be handled through the construction of ditches and storm water piping. Mayor Guenthner questioned if the city’s Natural Resource Inventory identifies Page -1- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 waterways. Vander Top responded that the City does not have a storm water plan. Planning Interviews No public comments were received. PLANNING CONSULTANT INTERVIEW AICP Certification, Councilor Hudok AICP Certification Councilor Hudok stated that he had provided this for informational purposes. It describes what experience is required for certification which is done through a professional association, degrees are not necessary. Loucks Associates Loucks Associates Interview David Hagen and Jared Andrews were present representing Loucks Associates. They provided background on the firm and themselves. Both are AICP certified, their company is based in Maple Grove, they provide planning, engineering, surveying, architecture and landscape services. They provide services to both the public and private sectors. They have worked with communities including Independence, Osseo, May Township, Hugo, and West St. Paul. They have had significant comprehensive planning experience. They understand the need to be courteous and respectful to people. Zoning enforcement requires good communication. Noted that they are currently working with Independence on their Comp Plan update. Questions were presented to them by City Council members and Mayor Guenthner. Mayor Guenthner questioned if the Independence Comp Plan includes sewer services. Hagen responded that their plan does not expand the MUSA within the 2030 plan; the update is more related to density requirements of the Met Council. They will start their community visioning process in August. They will facilitate the process. Mayor Guenthner questioned how they manage with potential conflicts of interest. Hagen stated that they will abstain from any involvement, but would represent the City, if the City so desires. They will inform the City when a conflict exists. Mayor Guenthner questioned the perception of professional planning with the average resident, complexity, and customer service. Hagen responded that good ordinances should be user friendly, easy to understand. He further noted that they know ho to make ordinances usable by the average person. Guenthner questioned the work that had been done for the City of Osseo. Andrews stated that they assisted the City with property that they owned, by preparing a blight study to support development with tax increment. Hagen added they had also prepared a market analysis, which is used more often now in planning to see what is realistic. Councilor Thomas questioned if economic development in general is part of the comp plan process. Hagen stated that economic development strategy for the city would be appropriate during the comp plan process to understand the market forces. Page -2- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 Councilor Thomas noted that Loucks was the planner for Osseo, and then Osseo choose to go to an in-house planner. How was that transition handled? Andrew replied that they were part of the interviewing process. It was determined that there was a lot more administrative work that was needed, so that is why they choose an in-house planner. The transition was done over a few months. Andrews further commented that they did provide office hours in Osseo a half day a week that was determined by gauging the work over the first six months. Councilor Thomas questioned who the main contact person would be. Hagen stated that he would be the main contact and that Mr. Andrews would be the back up. Councilor Thomas questioned fees. Hagen responded that the fee is $80 an hour for both planners; they provide all of the services, except some clerical staff will be utilized when doing comp plans. Councilor Thomas noted that in one of the reports they provided an example where there were three variances. Experience in Corcoran is that variances are rare. Andrews explained that it was an unusual project. Further noted that if there are a lot of variances being granted then the ordinances should be changed. There are standards used for granting variances. Councilor Grabowski indicated he had no questions. Councilor Hudok requested that they describe how they handle the application and review process. Hagen stated that they first meet with the applicant to review the process before an application is submitted, explaining the criteria and standards that will be followed. If there are issues they identify those to the applicant so that they understand what they are. Identify the steps of the process. Larger developers know the process, but others won’t therefore need to work with them through the process. The City’s Comp Plan and Natural Resource Inventory are important to consider through the processes. Councilor Hudok questioned if they have reviewed the City’s ordinances and Comp Plan. Hagen noted that they had done some review, but no impression of the ordinances at this time. Councilor Jacobs questioned fees to applicants, and cost off set to the City. Hagen stated that it is his experience that larger escrows are used for expertise as work through the application. Andrews added that the City needs to make sure that fees are covered, and if there is an excess those funds are then returned. Hagen stressed honest accounting of time spent. Mayor Guenthner concluded the interview, noting that the Council would be making a decision on June 28, following one additional interview. Unfinished Business UNFINISHED BUSINESS Highway 55 Mapping Hwy 55 Mapping Mayor Guenthner summarized the plan, noting that it is preliminary, there are nominal impacts with the alignment, and long term will preserve right of way Page -3- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 necessary for improvements. No additional comments were received. Schendel Farm Schendel Farm Status / Hennepin County Transportation Engineer Vander Top addressed his correspondence with Hennepin County regarding the Schendel Farm project. At a previous meeting the Council had determined that the Schendel Farm development was premature and denied proceeding with an AUAR, but noted that additional information including transportation issues in the downtown area should be looked into. In order to facilitate that discussion with the County the developer Chuck Alcon had requested Engineer Vander Top’s assistance. Councilor Jacobs stated that there seemed to be confusion created as to why the City was involved, why not the developer asking that information of the County. Vander Top stated that it is the County’s policy to not respond to developers requests for review, they only respond to city requests. This was a concept plan presented to the City; therefore the City needs to make the request. Vander Top further informed the Council that the County would review, but on a much bigger picture they will not perform a transportation analysis, this will be required of the City if this were to move forward. Jacobs asked why the City Engineer did not bring the City’s Planner into this meeting with the County. Vander Top stated he It was clarified that all expenditures incurred by the Engineer were being paid by the developer. Chuck Alcon, Corcoran LLC., addressed the Council. He stated that on April 12 the council denied his plan as premature. The Council at that time indicated that they wanted more information. He then contacted Hennepin County, but they would not review the plan on behalf of a developer, only on behalf of the City. Therefore requested Engineer Vander Top help facilitate the meeting. Mr. Alcon continued to state that the Schendel project can be designed with the existing county road designs. According to Hennepin County, County Roads 30 and 50 will be the main east/west corridors, while County Road 10 will be turned back to the City. Mr. Alcon stated that these comments would be useful to the City as they proceed with the comp plan updates, noting that he would not be doing any more on this project unless requested by the City. Jacobs asked Alcon if by the term “within capacity” did he indicate the level of service rating (A, B, C, D, or E)? Alcon did not answer, Vander Top said the roads would have heavy traffic and would be “within capacity”. Grabowski stated that he has observed the traffic at County Roads 10 and 116 and would like to see how they envision handling that traffic. Alcon responded that a traffic study would be required. Alcon said one idea would be a light at County Road 10 and County Road 50. Corcoran Business Park – Backage Road Easements Corcoran Business Park – Backage Road Correspondence regarding this matter had been received from Attorney Langel. Easements MnDot funding is gone, but if we reapply we may be successful if we have an agreement in hand for the acquisition of the easements. The Council requested that if Attorney Langel is available that he attends the next meeting to address this matter further. Page -4- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 Transportation Area Charges / Pavement Management Committee Transportation Area Councilor Thomas informed the Council that the Committee has arrived at some Charges – Pavement significant conclusions but need the City Council’s feed back. Tonight he would Management Committee provide information to the Council allowing time to digest so that at a future meeting these matters can be addressed in more detail. Thomas stated that the Committee made the assumption that total cost to pave all collector roads would be $16M, and that the area charge is $2,000 an acre. Identified potential sources of revenues: Sale of Building Rights - would utilize properties and raise revenues, create building rights on properties that currently have no building rights, but there are issues to consider such as limiting density, how would the City manage and limit the number of building rights sold, and see how this could interact with the open space preservations plats. All funds received from the sale of building rights would be earmarked for collector roads. Area Charges – currently the charge is $2,000 an acre, but there are equity issues. Consider unit charge rather then a per acre charge, which has a more direct correlation with traffic generated by development. Assessments to Abutting Properties – all properties on a collector road would pay the same regardless whether they access from a private drive or a neighborhood street. Recommend that the assessment be based on a 7-ton residential construction, even though collector roads will be built to a 9-ton standard, and that it be set at “xx” feet per unit. MSA Funds – up to 35% of the City’s MSA funds can be utilized for maintenance, while 100% can be used for improvements. Improvements must be to MSA designated streets, while maintenance can be to any city street. Bond and Levy – all citizens would contribute, and this would allow the City to proceed now. Assessments for Neighborhood Roads – residents would pay 100% of the costs, 35% of all residents must sign petition to proceed with a feasibility report, make every effort to avoid the 429 assessment process, which increases costs, then set another % of participation to complete the process. Voting will be based on building rights. In summary the annual maintenance costs for city streets should be at $360,000 per year, plus if the goal is to have all streets improved within 20 years, then the City needs an additional $1M a year. Mayor Guenthner stated that this is information that now enables the Council to focus on policy decisions some that will have substantial impacts, such as the building rights. Suggested that the City hold an open house to take public comments. The Council concurred that they would address area charges and petition process at the next meeting, June 28, as those appear to be the two that are more urgent. Then have a broader policy discussion on the other items on July 12. It was also suggested that Jim Dillman, former Public Works Director for Medina, be contacted on how they did the streets in Medina. Page -5- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 Commission Functions / Rankings Commission Functions / Mayor Guenthner questioned if there is a need to revise how the commissions Rankings operate or are they functioning adequately? The Council was in consensus that if there are issues address them at the time that they arise. 2008 Assessing Services 2008 Assessing Services Hennepin County Assessor Tom May will be present at the City Council meeting of July 12 to provide an overview of the services that they can provide to the City. Laurent Hedgestone Laurent Hedgestone Project Status Project Administrator Vergin reported the unpaid portion of the Laurent Hedgestone escrow was $38,000 and that there now was an additional service charge of $5,500. MOTION by Hudok, seconded by Grabowski to deny remaining extension for failure to comply with the Resolution, and further direct the city attorney to recover all costs of escrow yet due. Grabowski stated his perspective is that the Laurent Vice President was here and stst said they will pay before June 1. They should have contacted us before June 1. Jacobs stated that the Planner since February has had no calls from this developer so there is a question if there was a good intention to pay. MOTION TO AMEND by Grabowski, seconded by Thomas to proceed with the recovery of the debt only under the advice and direction of the City Attorney. Voting Aye: Grabowski, Guenthner, Jacobs, Hudok, and Thomas (Motion Carried 5:0) Formatted: Font: Not Bold MOTION AS AMENDED: Voting Aye: Grabowski, Guenthner, Jacobs, Hudok, and Thomas (Motion Carried 5:0) NEW BUSINESS City Clerk Position City Clerk Position / Outsource Minute Taking Outsource Minutes Administrator Vergin informed the Council that the City Clerk has withdrawn her resignation; therefore acceptance of the resignation is not necessary. However did want to address outsourcing the taking of minutes at council meetings. Councilor Jacobs raised concern that if the Clerk is required to attest the minutes, how can they be outsourced. Would like to verify this with the city attorney. It was questioned if minutes for the commissions would also be outsourced. Administrator Vergin responded that at this time only the Council meetings, but would like to look at that option during the budgeting process. Councilor Thomas noted that he was in favor of that option. Councilor Hudok suggested that perhaps it be temporary, allowing time for the new clerk to get comfortable with her position, but would like to hear from the City attorney. Councilor Jacobs suggested that time be comped, so that the city does not pay Formatted: Superscript overtime. Administrator Vergin explained that the comp time is earned at time and a half, Formatted: Superscript Page -6- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 therefore in essence still paying overtime. Mayor Guenthner stated that outsourcing the minutes would create a more unbiased perception which is appealing. The consensus of the Council was to direct this matter to Attorney Langel, to be addressed at the June 28 meeting. Building Inspection RFP’s – Selection of Candidates for Interviews Bldg Inspection RFPs The Council through a voting process identified three service providers to Selection of Candidates interview for building inspection services, those being Inspection Services of Central MN, Northwest Inspection Services, and Waldron and Associates. Depending upon agenda schedules this will be place on either the July 12 or the July 26 agenda for scheduling interviews. CONSENT AGENDA Consent Agenda MOTION by Thomas, seconded by Grabowski to approve the following consent agenda items: 9.a. May 24, 2007 Regular Council Minutes (Thomas abstained) 5/24/07 Council Minutes 9.c. Police Department Donation, Resolution No. 2007-39 PD Donations 9.e. Safe and Sober Grant, Resolution No. 2007-40 Safe & Sober Grant Voting Aye: Grabowski, Guenthner, Hudok, Jacobs, and Thomas. Thomas abstained from 9.a., as he was not present at the May 24 meeting. (Motion Carried) 9.b. CIP Purchase – Audio Update/Enhancements to Council Chambers CIP Purchase – Audio Mayor Guenthner suggested that during the 2008 budgeting process that the Improvements council consider cable TV broadcasting of council meetings. Councilor Hudok stated that he is working on the video portion of the upgrade, to see if it qualifies for any grants. Councilor Jacobs stated that the City should be aware of how many people would actually have access to cable. MOTION by Hudok, seconded by Grabowski, to approve the CIP purchase to update the audio equipment in the council chambers. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs, and Thomas. (Motion Carried 5:0) 9.d. Summer Newsletter Summer Newsletter MOTION by Grabowski, seconded by Thomas, to approve the summer newsletter, subject to minor modifications. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs, and Thomas. (Motion Carried 5:0) Claims CLAIMS Escrow Claims (Fund #500) $40,840.52 MOTION by Grabowski, seconded by Thomas to approve the escrow claims as presented, totaling $40,840.52. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs, and Thomas. (Motion Carried 5:0) Building Inspection Claims – None Page -7- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 All Other Claims $105,682.89 MOTION by Grabowski, seconded by Hudok, to approve all other claims as presented, totaling $105,682.89. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs, and Thomas. (Motion carried 5:0) COUNCIL AND STAFF REPORTS: Reports Planning Commission Planning Commission Liaison Guenthner reported that the Commission tabled the Kelley’s West Oaks, approved Meadow View Estates Preliminary Plat, and requested that Mr. Nichols reapply for the home occupation license, addressing mitigating steps he could take to address the concerns that are being raised. The regular July meeting has been rescheduled to Tuesday, July 10. The Commission will also be reading the Comprehensive Plan section by section. Emergency Management Table Top Exercise Emergency Tabletop Exercise Chief Gormley informed the council that a tabletop mock exercise (tornado hitting several cities) will be conducted on October 30. Elected officials along with selected city staff will be asked to attend and participate. Additional information will follow later with more details. Early Agenda Deadlines June 28 & July 12 Council Meetings – Early Agenda Deadlines Administrator Vergin informed the council that there would be early deadlines for the next two council meetings due to conflicts with vacations, training classes and holidays. Employee Benefits Presentation - June 28 Employee Benefits Administrator Vergin informed the Council that work on the employee benefits package is nearing completion and a presentation will be provided to the Council on June 28. Woodland Ordinance Rescheduled Woodland Ordinance Meeting – July 12 Administrator Vergin informed the Council that the Woodland Ordinance meeting had been rescheduled for July 12. Dust Control Status Dust Control Public Works Superintendent Pat Meister provided the council with a memo updating them on the status of the placement of dust control. At this time it has been scheduled to commence on Monday, June 25. Miscellaneous Miscellaneous Correspondence Mayor Guenthner acknowledged receipt of Hennepin County Sheriff’s Strategic Planning report. (All council members received a copy). Expense Reporting for Consultants Expense Reporting Councilor Jacobs requested that the Council be provided with a breakout of the expenses for legal services, planning and engineering service for park purposes, and general engineering services including all funds, indicating that this would be helpful for budgeting purposes. Mayor Guenthner encouraged the council members to contact the Administrator if Page -8- CITY OF CORCORAN CITY COUNCIL MEETING June 14, 2007 they had items that they would like to have for the budget process. Fee Allocations – MUSA Fee Allocation Relating to the MUSA Area Council asked that Attorney Langel provide information on what fees can be charged within and outside of the MUSA area. Monthly Escrow Recap Monthly Escrow Recap Councilor Jacobs stated that he would like to see a monthly recap of the escrow accounts. ADJOURNMENT Adjournment MOTION by Thomas, seconded by Hudok to adjourn, 10:00 p.m. Voting Aye: Grabowski, Guenthner, Hudok, Jacobs, and. Thomas. (Motion carried 5:0) ______________________________ Barb Larson, City Clerk Page -9-