HomeMy WebLinkAbout2017-12-28 Council MinutesCITY OF CORCORAN
City Council Meeting Minutes
December 28, 2017 - 7:00pm
The Corcoran City Council met on December 28, 2017 at City Hall in Corcoran, Minnesota.
Present were Mayor Thomas, Councilor Bottema, and Councilor Keefe. Councilor Dejewski and
Councilor LaFave were excused.
Also present were City Administrator Martens, City Clerk /Administrative Services Coordinator Beise,
Public Works Director Mattson, 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
City Administrator Martens noted that revised copies of the resolutions for Items 6c. and 6d. were
provided to the Council and added to the public agenda packet.
MOTION: made by Keefe, seconded by Bottema to approve the agenda as amended.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
4. Open Forum
No persons were present to speak.
5. Presentations
No presentations were heard.
6. Consent Agenda
a. Draft Minutes of December 14, 2018 Council Meeting
b. Resolution 2017 -80 Accepting Donations from the Northwest Area Jaycees
c. Resolution 2017 -81 Accepting Donations for the City of Corcoran Canine Program
d. Designation of Polling Places for 2018 Elections
e. Resolution 2017 -83 Amending Resolution 2017 -48
Mayor Thomas asked that items 6b. and 6c. be considered separately.
MOTION: made by Keefe, seconded by Bottema to approve the consent agenda consisting of items
6a., 6d., and 6e.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
Mayor Thomas read aloud Resolution 2017 -80 Accepting Donation from the Northwest Area
Jaycees.
MOTION: made by Keefe, seconded by Bottema to approve the consent agenda Item 6b.
Council discussed donations to the City and thanked the Northwest Area Jaycees for the donation.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3 :0)
Mayor Thomas read aloud Resolution 2017 -81 Accepting Donation for the City of Corcoran Canine
Program.
MOTION: made by Bottema, seconded by Keefe to approve the consent agenda Item 6c.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
Council thanked the Lions and Ebert Construction for their donations.
7. Claims as Presented
a. Escrow Claims (Fund #500)
MOTION: made by Bottema, seconded by Keefe to approve escrow claims as presented.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
b. All Other Financial Claims
MOTION: made by Keefe, seconded by Bottema to approve all other claims as presented.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
8. Staff Reports/ Memos/Commissions
a. Commissioner Representatives
Mayor Thomas noted Planning Commissioner Wu and Parks, Trails Commissioner Meister and
Parks and Trails Commission Chair Anderson were in attendance and invited them to speak on
items related to their commissions.
b. Planning Project Update; report received.
c. Financial Performance Report
City Administrator Martens presented the report outlining the projected surplus and the process for
surplus allocation prior to the adoption of the audit.
d. 2018 Open Book Meeting Date; report received.
e. 2017 Year in Review
City Administrator Martens presented the report highlighting the many accomplishments of the City
and staff in 2017.
9. Planning Business
a. 2040 Comprehensive Plan — 2018 Schedule
City Administrator Martens presented the report noting the proposed meeting dates.
MOTION: made by Keefe, seconded by Bottema to approve the draft schedule for the update to the
2040 Comprehensive Plan as presented.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
b. Requested Modification to Financial Guarantee Policy — Bass Lake Estates
City Administrator Martens presented the report outlining the differences between a letter of credit
and a performance bond. City Administrator Martens noted in contacting eleven other cities none of
those cities accepted a performance bond for the type of project. David Stradtman, Rachel
Contracting, addressed the Council thanking them for the discussion and noting the subdivision
ordinance outlines a performance bond as an acceptable financial guarantee. Mr. Stradtman
outlined the background of the company, the process for collecting on a performance bond, and the
reasons for requesting a performance bond. Council inquired about phasing and restructuring the
financing agreement. Mr. Stradtman noted that phasing for this size project would not be feasible
and noted the similarities of a performance bond and letter of credit. Greg Hayes, E & R
Investments and Ebert Construction, addressed the Council noting that the ordinance as written
creates confusion when a performance bond is listed as a possible financial guarantee. Council
discussed the liability exposure for a performance bond, allowing a combination of two types of
financial guarantees, and the acceptance of performance bonds in in certain situations such as
solar decommissioning but not as part of a development contract. City Administrator Martens noted
that each project is different and the City can require a different financial guarantee. City
Administrator Martens noted for solar garden decommissioning the City allowed for a performance
bond noting that there were no public improvements to construct or maintain. City Administrator
Martens noted with a residential development there would be public improvements to maintain or
complete and the policy has been to require a letter of credit or cash escrow for these types of
developments. Council discussed a findings of fact should Council allow a performance bond,
looking in to allowing for a combination of financial guarantees, and reviewing the ordinance
language. City Administrator Martens noted the ordinance provides flexibility in accepting a financial
guarantees and staff would recommend a consistent policy to set expectations for developers.
Council discussed the policy and the financial guarantee ordinance language. City Administrator
Martens noted the final plat and development agreement is being drafted for approval at the
January 25th, 2018 City Council meeting. Council discussed wanting additional information on what
projects would need to be completed should a financial guarantee be used, what is the City's
exposure, and should the ordinance language be amended. Mr. Stradtman noted this project does
include turn lanes and outlined that proposal. Mayor Thomas noted he would work with staff and
bring back a proposal for the January 11 th , 2018 meeting.
10. Unfinished Business
No unfinished business was presented.
11. New Business
a. 2018-2019 Labor Agreement
City Administrator Martens presented the report noting the proposed changes. City Administrator
Martens noted that due to a scheduling conflict a final draft was not available and the request for
council action would be for the Mayor and City Administrator to execute the agreement. Mayor
Thomas noted the wage increase was consistent with surrounding communities. Council discussed
timeline. City Administrator Martens noted the agreement would be received before the first pay
period of 2018.
MOTION: made by Bottema, seconded by Keefe to direct the Mayor and City Administrator to
execute the 2018-2019 Labor Agreement between the City of Corcoran and Minnesota Teamsters
Public and Law Enforcement Employees' Union, Local No. 320.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
b. Recycling Agreement Extension
City Clerk/Administrative Services Coordinator Beise presented the report noting the extension
maintains the current rate and the City will be presenting a Request for Proposals to for recycling
services in 2018 for a new contract. City Administrator Martens noted the history of the mid-year
contract and noted the hardship for mid-year billing.
MOTION: made by Keefe, seconded by Bottema to authorize staff and the Mayor to execute the
recycling agreement.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
c. Rockford School District Property — 20400 County Road 50
City Administrator Martens presented the report noting the timeline of the discussion and Parks and
Trails Commission recommendation. Council discussed the Parks and Trails Commission concerns
with purchasing the land and not developing it as a park. Council discussed financing and if the
property is sold finding other arrangements for athletic events. Council discussed master planning
for the property.
MOTION: made by Bottema, seconded by Keefe to direct the Mayor and the City Administrator to
work with School District Administration to draft terms for potential purchase agreement.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
d. Ravinia Neighborhood Park Request for Proposals
City Administrator Martens presented the report noting the proposal asks for proposals of two
different price points and examples of both traditional equipment and nature based play equipment.
MOTION: made by Keefe, seconded by Bottema to direct staff to issue the request for proposals for
playground equipment for the Ravinia neighborhood park.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
e. CodeRED Agreement and Implementation
Director of Public Safety Gottschalk presented the report noting the capabilities of the technology
and timeline. Council inquired about other agencies utilizing CodeRED. Director of Public Safety
Gottschalk noted West Hennepin Public Safety and the City of Mound. Council discussed the
technology. Director of Public Safety Gottschalk noted the contract is a one year service
agreement.
MOTION: made by Keefe, seconded by Bottema to authorize staff to enter into a service agreement
for CodeRED.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
12. Closed Session
a. City Administrator Performance Evaluation
Mayor Thomas stated:
"Under the authority of Minn. Stat. § 13D.05 subd. 1(d), 3(a) the City is permitted to close a meeting
to evaluate the performance of an individual who is subject to its authority.
The city council is going into closed session to evaluate the performance of the City Administrator."
Mayor Thomas recessed the regular meeting at 8 :16 pm.
Mayor Thomas reconvened the regular meeting at 8 :24 pm.
Mayor Thomas stated "In the closed session the city council evaluated the performance of the City
Administrator. The city council found the City Administrator's performance to between very good
and excellent."
13. 2017 Council Schedule
City Administrator Martens reviewed the upcoming schedule. Council requested that the original
approval information be included in the packet for the extension of the Sawgrass development.
14. Council Liaison Calendar
The council liaison calendar was not reviewed, but was available in the Council packet.
15. Adjournment
MOTION: made by Keefe, seconded by Bottema to adjourn.
Voting Aye: Thomas, Bottema, and Keefe
(Motion carried 3:0)
Meeting adjourned at 8:26pm.
ssica Beise —City Clerk/Administrative Services Coordinator