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Home My WebLink About2017-05-11 Council Minutess> CITY OF CORCORAN City Council Meeting Minutes May 11, 2017 - 7:00pm The Corcoran City Council met on May 11, 2017 at City Hall in Corcoran, Minnesota. Present were Mayor Thomas, Councilor Bottema, Councilor Dejewski, Councilor Keefe, and Councilor LaFave. Also present were City Administrator Martens, City Clerk /Administrative Services Coordinator Beise, and Director of Public Safety Gottschalk. 1. Call to Order/ Roll Call Mayor Thomas called the meeting to order at 7:00 pm. 2. Pledge of Allegiance Mayor Thomas invited all in attendance to rise and join in the Pledge of Allegiance. 3. Agenda Approval Mayor Thomas noted Councilor Bottema had a previous engagement and would be leaving early. MOTION: made by Dejewski, seconded by Bottema to approve the agenda presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 4. Open Forum Phillip Bongaarts, 19949 Larkin Road, addressed the Council regarding the future realignment of County Road 50. Mr. Bongaarts noted he and others were against the proposed plan and a petition is being circulated in opposition of the realignment. No presentations were heard. 5. Consent Agenda a. Draft Minutes of the April 20, 2017 Council Work Session b. Draft Minutes of the April 27, 2017 Council Meeting c. Student Commissioner Resignation — Karin Beck Mayor Thomas asked Item 6b. be considered separately. Councilor LaFave asked that Item 6c. be considered separately. MOTION: made by LaFave, seconded by Keefe to approve the consent agenda consisting of Item 6a. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Mayor Thomas noted an error in the April 27, 2017 minutes related to his vote on Item 10a. City Clerk/Administrative Services Coordinator Beise noted the change. MOTION: made by Dejewski, seconded by Keefe to approve Item 6b. as amended. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Council acknowledged Karin Beck's service and inquired about the process for obtaining a new commissioner. City Administrator Martens noted the Parks and Trails Commission would be looking to fill the student commissioner position and would be recruiting for commissioners in the upcoming newsletter. MOTION: made by LaFave, seconded by Bottema to approve the consent agenda consisting of Item 6c. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5 :0) 6. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Bottema, seconded by LaFave to approve escrow claims as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) b. All Other Financial Claims MOTION: made by LaFave, seconded by Keefe to approve all other claims as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 7. Staff Reports/ Memos/Commissions a. Commissioner Representatives Mayor Thomas noted Planning Commissioner Wu and Parks and Trails Commissioner Meister were in attendance. b. Financial Performance Report City Administrator Martens presented the report noting a year end forecast in many cases are budget numbers unless revenues or expenditures for a specific line item have been finalized. Council discussed a threshold at which a budget variance is noted in the comments section. Council inquired about the police reports/fees line item and the auditor/treasurer line item. City Administrator Martens noted a coding error related to the police reports/fees line item which will be reclassified. City Clerk/Administrative Services Coordinator Beise noted the auditor/treasurer line item was over budget due to the approved use of a contract accountant during the accountant hiring process. City Council accepted the report. 8. Planning Business No planning business was presented. 9. Unfinished Business a. Petition for Paving — Sundance Road Roman Chebykin, 9715 Sundance Road, addressed the Council regarding the paving of Sundance Road. City Administrator Martens noted Mr. Chebyki submitted a handout to Council that was placed on the dais and added to the house agenda book. Mr. Chebykin inquired about plans for right-of-way and options for Sundance Road improvements. Amy Pudil, 10010 Sundance Road, addressed the Council regarding the paving of Sundance Road. Ms. Pudil voiced her opposition to the paving noting her appreciation for living on a dirt road and the country atmosphere. David Cappelen, 9800 Sundance Road, addressed the Council regarding the paving of Sundance Road. Mr. Chappelen voiced his support for study of the road noting the poor conditions of the road. Terry Nord, 10080 Sundance Road, addressed the Council regarding the paving of Sundance Road. Mr. Nord voiced his support for pavement of the road noting road conditions are poor and that he is in favor of the cost would be willing to pay for the project. Mr. Nord addressed the Council on changing building rights to one and five. Mayor Thomas noted the Council is considering changes to the building rights program as part of the 2040 Comprehensive Plan process. Trish Krueger, 9945 Sundance Road, addressed the Council regarding the paving of Sundance Road. Ms. Krueger, noted support for pavement of the road, noting road conditions are poor. Ms. Krueger voiced her support for a study of paving the road to get a better idea of costs. Councilor Bottema was excused at 7:22pm. City Administrator Martens presented the report noting the timeline of the receipt of the petition and the adoption of an assessment policy. City Administrator Martens noted the adopted assessment policy required a letter of benefit to be obtained and the proposed assessment would be 90 percent of the low median value of the benefit. Council discussed the implementation of the assessment policy, working with residents to find a web based system for gathering feedback, and financing mechanisms. Council discussed the opinion of the public works department on the condition of roads, the need for paving, increasing the maintenance program, obtaining a higher percentage of residents petitioning for-the paving project and a cost estimate for the residents of a paving project. City Administrator Martens noted under the most recent letter of benefit received by the City, it is estimated the benefit of paving to be $12,000.00 to $15,000.00 per property. Under the current policy, 90 percent of the lower estimate of approximately $12,000.00 would be assessed to residents of a future paving project, leaving an estimated funding gap of $100,000.00 for the project. Council discussed interest in the project with a funding gap, obtaining a list of local road priorities and working with residents to keep them informed on the project. MOTION: made by Keefe, seconded by LaFave to take no action on the petition; direct staff to study Sundance Road for recommended improvements and rank local roads in paving priority. Voting Aye: Thomas, Dejewski, Keefe, and LaFave (Motion carried 4:0) 10. New Business a. Hackamore Road/Steeple Chase Connection Project City Administrator Martens presented the report noting the low quote was $429.00 less than the engineering cost estimate for the project, and the City has escrow funds available from Lennar from the Hackamore improvements project. Council discussed moving forward with the project. MOTION: made by Dejewski seconded by LaFave authorize staff to executed a contract with Northwest Asphalt, Inc. in the amount of $56,686.00 for the Hackamore Road/Steeple Chase Lane Connection Project. Voting Aye: Thomas, Dejewski, Keefe, and LaFave (Motion carried 4:0) b. RFP-Review — Fire Service Comprehensive Growth Plan Director of Public Safety Gottschalk presented the report noting the purpose for the study was to provide a tool for long term planning and ESCI's proposal was the most comprehensive in meeting the requirements of the study. Council discussed costs, how it would fit into the 2040 Comprehensive Plan, and investigating a partnership with surrounding communities on the study. Director of Public Safety Gottschalk noted staff had considered partnering but wanted Corcoran to be the focus of the study, and when a study is expanded to others communities the outcome can be influenced by other stakeholders. Council discussed looking at reducing the cost and or content. City Administrator Martens noted he sees working with surrounding communities as a future step after the study is complete and staff could negotiate on costs. Council discussed negotiating the price with the content as presented. MOTION: made by Keefe, seconded by LaFave to authorize staff to negotiate the contract and if it can be reduced to $35,000.00, enter into an agreement to execute the proposal. Voting Aye: Thomas, Dejewski, Keefe, and LaFave (Motion carried 4:0) c. Review of Mission, Vision and Values City Administrator Martens presented the report noting the mission, vision and values were requested to be reviewed. Council discussed other mission statements that they liked. City Administrator Martens noted the mission statement should state why the organization exists. Council discussed modifications, making the recreation a 2018 priority, incorporating into the Comprehensive Plan, and including statements such as protecting rural character, and softening the language of the current mission statement. Per consensus, staff was directed to work with Council via email to craft some options. d. 2016 Surplus Allocation City Administrator Martens presented the report noting that allocating the surplus prior to the audit will keep the reserve balance goals. Council discussed allocating surplus funds to the long range planning fund, or establishing a paving collector roads fund, and /or a County Road 10 Realignment fund. MOTION: made by Dejewski, seconded by Keefe to direct $150,000.00 to the Long Range Planning Fund. Voting Aye: Thomas, Bottema, Keefe, and LaFave (Motion carried 4:0) 11.2017 Council Schedule City Administrator Martens reviewed the upcoming schedule. Councilor LaFave and Dejewski noted they had switched liaison dates for the Parks and Trails Commission. 12. Council Liaison Calendar The Council liaison calendar was not reviewed, but was available in the Council Packet. 13. Adjournment MOTION: made by Keefe, seconded by LaFave to adjourn. Voting Aye: Thomas, Dejewski, Keefe, and LaFave (Motion carried 4:0) Meeting adjourned at 8:32pm. J sica Beise —City Clerk/Administrative Services Coordinator r;