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HomeMy WebLinkAbout2016-10-13 Council Work Session Agenda Packet CITY OF CORCORAN Council Work Session Agenda October 13, 2016 - 5:30pm 1. Call to Order / Roll Call 2. Assessment Policy Discussion* 3. City Project Update* 4. November Work Session Agenda* 5. Unscheduled Items 6. Adjournment *Includes Materials - Materials relating to these agenda items can be found in the House Agenda Packet by Door. 2. CITY OF CORCORAN MEMO Meeting Date: October 13, 2016 To: City Council From: Brad Martens, City Administrator; Re: Assessment Policy Discussion ______________________________________________________________________ At the August 11, 2016 work session, the Council reviewed the City of Medina assessment policy which staff believed generally represented the policy direction of the Council from previous meetings. The Council was then asked to provide direction on a variety of specific questions related to the policy. Below is a list of categories that the Council discussed and the direction provided: Determination of units: The Council was in favor of treating all future building rights as full units. The Council however was also in favor of deferring assessments for future building rights until some point in the future (time of plat, etc.). No further discussion is needed on this item unless requested by the Council. Cost sharing percentage for projects: The Council was asked if the Medina approach of assessing 50% for local roads and assessing 20% for collector roads was appropriate. There was no consensus on this item; some discussion revolved around the City being responsible for road base costs for local roads and assessing 100% of the asphalt costs. Council should provide staff direction on this item. Direct access/frontage: The Council was in favor of assessing properties primarily as a per unit formula based upon what street they have access upon. No further discussion is needed on this item unless requested by Council. Indirect access: Council was favor of assessing indirect access properties an amount that could be supported through benefit analysis. Council also was in favor of assessing properties that access an improved street through a private drive as a full unit. No further discussion is needed on this item unless requested by Council. 2. Assessment for mill and overlay: The Council was somewhat mixed on whether properties should be assessed for future overlays. Staff was asked to provide the following information regarding overlays:  How many miles of roads have received an overlay without assessment? o Approximately 21 miles  How many miles of roads have not yet received an overlay? o Approximately 12.5 miles Staff requests direction on whether future overlays should be assessed to property owners. Credit for infrastructure not meeting life expectancy: A topic that did not receive discussion due to lack of time is whether assessments should be reduced for infrastructure that does not mee t its life expectancy (example, the paved portion of Larkin Road is approximately 20 years ago; should a full assessment take place on this section?). Staff requests direction on whether assessments should be reduced when infrastructure does not meet its planned life expectancy. Staff requests direction on the above items in order to draft an assessment policy for further consideration. Attachments: None 3. 1 CITY OF CORCORAN City Project Update Staffing I. Administration a. Seasonal Recreation Coordinator last working day was September 1st. II. Police a. Police Officer hiring process i. Officer Vojacek began working for the City on August 15th and is currently in the field training program III. Public Works a. Crew Leader position approved and operational Administration: I. 2016 Election a. General Election to be held November 8th i. Absentee Voting began September 23rd and ends November 7th b. Election Changes: i. e-Pollbooks will be used instead of paper rosters ii. People who vote by absentee ballot who vote in person can place their ballot directly into the ballot counting machine seven days prior to the election II. Compensation Study a. Results presented at May 12th City Council meeting b. Council sub-committee met on June 9th and August 11th,with recommendations presented at the September 8th work session III. Corcoran Southeast District Market Analysis a. Council approved proceeding with study at May 26th meeting b. Maxfield Research & Consulting selected to complete the project; kick off meeting was held July 29th, anticipated completion is mid-late October IV. Credit Card Processing a. Software installation is in process b. Staff anticipates implementation in 2016 V. Newsletter a. Fourth and final newsletter completed VI. Utility Billing Structure a. Residential billing structure amended 3. 2 b. Billing structure for commercial/industrial properties implemented VII. Employee Handbook a. Drafting updates to the employee handbook to incorporate organizational changes and law changes VIII. Solicitors Peddlers and Transient Merchant Ordinance & Background Check Policy a. Staff completing draft ordinance and policy for Council consideration IX. League of Minnesota Cities – Data Security Survey a. Reviewing recommended action, considering options X. Recognition Program a. Coordinating purchases XI. Sub-watershed Assessment a. Council approved moving forward with the grant application and authorized $500 in funding on July 28th; next step is to proceed through the grant application process which will be coordinated by the Elm Creek Watershed Commission Public Works/Parks: I. Work continues following September storms II. Install water meters; read monthly III. Floor settling issue a. Independent report received b. Contractor has submitted claim to their insurance for review IV. Evaluating equipment replacement schedule a. Purchases of 2016 equipment completed V. Hackamore Road issues a. Medina and Corcoran to complete comprehensive counts in 2016 for future discussion VI. Dust control completed; other work includes seal coating, ditching, mowing, graveling, grading, packing, and coordinating overlay work VII. Snyder Field scoreboard installed VIII. No-Fault Sewer Backup Coverage a. Coordinating policy with League of Minnesota Cities Insurance Trust Police: I. 2016 Night to Unite held on Tuesday, August 2nd; recap of event was presented at August 25th meeting II. Incorporating paperless processing of public requests (burn permits, data requests, firearms permits, etc.) III. Streamlining officers’ data collection procedures on calls for service IV. Analyzing and evaluating space needs for essential services V. Refreshing reserve officer program 3. 3 VI. Evaluating equipment replacement protocols and coordinating necessary squad replacements VII. Increasing evidence room security VIII. Coordinating 2016 special events (approximately 20 event days annually) IX. Working with City Hall to identify safety and security risks X. Managing and refreshing the department policy manual (Lexipol) XI. Coordinating POST, OSHA, and discretionary department trainings Planning: I. Ravinia a. 215 lots platted; i. Phase four model home will be completed ii. Phase five utility work is taking place iii. Phase six utility work nearing completion; home construction is anticipated this fall b. Continue to coordinate building permit/utility process for new homes c. Cul-de-sac islands have been re-done per plans d. Planning for future improvements i. Neighborhood park ii. Hackamore improvements likely 2018 or 2019 iii. Western water loop: design in 2018 and complete in 2019 iv. 66th Avenue improvements (extend Gleason Parkway to CR 116) II. Park Place Storage a. Final Plat Application on October 13th agenda III. Code/Zoning Updates a. Sign ordinance to be discussed at October 13th agenda Finance: I. 2017 Budget a. Draft three reviewed at September 22nd meeting; preliminary levy adopted II. Five Year Plan a. Draft was presented at July 28th meeting; to be updated with 2017 approved budget and levy III. Equipment Certificates a. 2016 & 2017 plan approved b. Goal to eliminate equipment certificates by 2019 (fund with CIP) IV. Reserves a. Goal is 35% of unrestricted fund balance b. End of year 2015 at 36.2% i. $182,337 dedicated towards long range planning meaning that actual unrestricted balance is 31.9% 3. 4 Council Priorities I. Downtown Utility and Street Improvement Project a. Project under construction with anticipated completion date November 15th II. Regional Recreation Amenity a. Discussed at March 10th meeting; no action being taken at this time III. Paving Gravel Collector Roads a. Willow Drive/Larkin Road selected as preferred project b. Neighborhood meeting held on March 29th c. Council discussed assessment policy at August 11th work session; discussion will continue at October 13th work session IV. Hazardous Property a. Council approved order to remove property at January 14, 2016 meeting b. Coordinating removal with property owner V. Downtown and Southeast District Design Guideline Update a. Guidelines approved at May 26th meeting b. Coordinating with Hennepin County to place transportation plans on provisional list Other Projects I. Update City Logo a. Buffalo School District i. Have discussed with Scott Thielman, Superintendent ii. No action on Buffalo side b. Rockford School District i. Have been in contact with High School Principal ii. No action taken Future Projects I. Restart the EDA II. Record Council meetings a. Project completed III. Communications Update a. Consider revamping the City’s website b. Researching and implementing new communications tools such as social media and email or texting services. 4. CITY OF CORCORAN MEMO Meeting Date: October 13, 2016 To: City Council From: Brad Martens, City Administrator; Re: November Work Session Agenda ______________________________________________________________________ The next City Council work session is scheduled for Thursday, November 10th at 5:30 pm. Below are possible topics for the meeting, it is requested that the Council direct staff on priorities for the agenda. Work session topics:  Housing priorities o At the September 22nd meeting the Council approved a comprehensive plan amendment for Lennar to re-guide an existing six acre property to low density residential. As part of that application, a sketch plan showed a likely future plat of 55’ wide lots. It appeared that some members of th e Council were not comfortable with that style of lot. It would be important to get feedback from the Council on support for that style of housing. It appears that the 55’ wide lots are selling quickly and Lennar and other groups may wish to add more lots of that type.  Future staffing plans o As the City grows additional staff will be necessary. The third draft of the 2017 budget included additional staffing. The Council could review future staffing plans for the City.  2017 budget o The 2017 budget and levy will need to be approved in December. The Council could allocate the November work session to further discuss the budget.  Other Attachments: None