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HomeMy WebLinkAbout2018-01-11 Council MinutesCITY OF CORCORAN City Council Meeting Minutes January 11, 2018 - 7:00pm The Corcoran City Council met on January 11, 2018 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, 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 Comprehensive Plan Work Session on January 18, 2018 has been rescheduled to February 15, 2018 and asked that Council review the Comprehensive Plan Schedule. Mayor Thomas added the discussion of the Comprehensive Plan as Item 12b. MOTION: made by Keefe, seconded by Dejewski to approve the agenda as amended. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 4. Open Forum No persons were present to speak. 5. Presentations No presentations were heard. 6. Consent Agenda a. Draft Minutes of December 28, 2017 Council Meeting b. Pay Equity Reporting c. Resolution 2018 -02 Designating Donated Funds d. Resolution 2018 -03 Accepting Donations for the City of Corcoran Canine Program Councilor LaFave asked that Item 6c. be considered separately as the program has not yet been voted upon. Director of Public Safety Gottschalk noted as part of the approved work plan staff was directed with implementing the canine program including accepting donations. Mayor Thomas asked that Item 6d. be considered separately. MOTION: made by LaFave, seconded by Bottema to approve the consent agenda consisting of Items 6a. and 6b. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) City Clerk/Administrator Beise noted that funds from charitable gambling cannot be directly given to the police department and reallocation of those donated funds is the required process for designating donated unallocated charitable gambling funds. Council inquired about the donation. City Clerk/Administrative Services Coordinator Beise noted the Northwest Area Jaycees were thanked for the donation at the December 28th meeting. Council inquired about donations should the canine program not move forward. City Clerk/Administrative Services Coordinator noted those funds would be reallocated. MOTION: made by Dejewski, seconded by Keefe to approve the consent agenda Item 6c. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Mayor Thomas read Resolution 2018-03 Accepting Donation for the City of Corcoran Canine Program. MOTION: made by Keefe, seconded by Dejewski to approve the consent agenda Item 6d. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Council thanked the Sholuk Foundation for their donations. 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Keefe, seconded by LaFave to approve escrow claims as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 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) 8. Staff Reports I Memos/Commissions a. Commissioner Representatives City Administrator Martens noted Jennifer Russell was unable to attend and Planning Commissioner Theis was in attendance instead. Mayor Thomas recognized Planning Commissioner Theis and Parks and Trails Commission Chair Anderson were in attendance and invited them to speak on items related to their commissions. b. Commercial Vehicle Inspector 2017 Summary Report Council inquired about vehicle stops. Director of Public Safety Gottschalk noted that commercial vehicles are subject to inspection and that all but two of the stops were based on witnessed violations. Council inquired about the inspection level. Director of Public Safety Gottschalk noted the level of inspection is based on the coverage levels and the degree of violations. Council accepted the report. 9. Planning Business No planning business was presented. 10. Unfinished Business a. Requested Modification to Financial Guarantee Policy — Bass Lake Estates City Administrator Martens presented the report outlining the request, the difference between a letter of credit and a performance bond, and staff recommendation remains to require a letter of credit or cash. Council discussed the options. Council inquired about the financial impact of the letter of credit for the applicant. David Stradtman, Rachel Contracting, addressed the Council noting a letter of credit restricts availability of borrowing and the performance bond could mirror the language in the development contract should there be a default that is not cured and the bonding company would receive notice of default. Council inquired about the costs for a letter of credit versus a performance bond. Mr. Stradtman noted a letter of credit require the entire amount to be collateralized lowering borrowing capabilities. Mr. Stradtman noted there are initial additional costs related to a letter of credit and additional fees each time a letter is renewed. Council inquired about past projects. Mr. Stradtman noted the financial guarantee varies from City to City. Council inquired about the cost related to obtaining payment for a performance bond. City Administrator Martens noted it may be more costly depending on the situation and if a performance bond were to be issued the required cash contribution may assist in the legal costs. City Administrator Martens noted both financial guarantees are important tools and offer relatively low-risk, however it's the opinion of the City Attorney that a performance bond has more risk. Council discussed risks of the financial guarantees. Council discussed if allowing a performance bond how much cash should be set aside and the rationale for the cash percentage. Council discussed the ordinance requirements. City Administrator Martens noted the City's discretion in selecting a financial guarantee is in the ordinance and the City's policy for projects with public infrastructure has been to require a letter of credit. Council discussed the policy. City Administrator Martens noted the time required to collect on a performance bond is a consideration for the City. Council discussed their opinions of the policy. Council inquired about City projects. City Administrator Martens noted that a performance bond is required for City projects and Public Works Building project contract required mediation. Council discussed the policy and the cash requirement should a performance bond be allowed. City Administrator Martens noted the recommended ten percent reflects typical attorney costs estimated in contracts and likely the City would be able to utilize the cash portion for legal fees on the bond. Council discussed the policy implementation. Greg Hayes, Ebert Construction, addressed the Council and noted that a letter of credit is required for the transportation portion and the request is for the remaining infrastructure. Council discussed the policy. MOTION: made by Bottema, seconded by Keefe to direct staff to allow a performance bond of 115% and 10% cash for the cost of the improvements to be added to the development contract and update the language of the development contract. Voting Aye: Thomas, Bottema, Dejewski, and Keefe Nay:LaFave (Motion carried 4:1) 11. New Business a. Police Canine Program Public Safety Director Gottschalk presented the report outlining the decreased access to canines and the instances of when a canine would have been needed. Public Safety Director Gottschalk outlined the estimated costs and donations to date as well as the recommended approvals. Council discussed the dog at public events. Director of Public Safety Gottschalk noted that the dog will need to be social and will be in the community. Council discussed the different types of dogs. Director of Public Safety Gottschalk noted the dog selected will serve the purpose of assisting with traffic stops and search and rescue. Council discussed the cost of the program. Director of Public Safety Gottschalk noted the donations should cover the cost of the dog program and noted the overtime and wage adjustment would need to be calculated in the budget. Council inquired about the union negotiation. Director of Public Safety Gottschalk noted the memorandum of understanding outlines the expectations of the position and has been discussed with the union, but would need to be negotiated. Council inquired about the squad car up fit. Director of Public Safety Gottschalk noted the up fit included all of the materials for a squad card including the radios, rifle and other standard equipment in addition to a few canine specific items. Council discussed the program and thanked Director of Public Safety Gottschalk and the team for their work. MOTION: made by Dejewski, seconded by Keefe to approve and authorize staff to execute items one through nine in the staff report. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) b. Police Detective Position Director of Public Safety Gottschalk presented the report noting the position would allow for better service for the residents. Director of Public Safety Gottschalk noted outlined the recommended approvals. Council inquired about the position in surrounding communities and availability to outsource the detective to other agencies. Director of Public Safety Gottschalk noted surrounding communities have the position and it would be unlikely to outsource those services but would work closely with other agencies. Council inquired about training. Director of Public Safety Gottschalk noted the detective would be working with other agencies for field training and outlined the timeline for either an internal candidate or external candidate. Council inquired about receiving funds from Hennepin County for completing investigations. Director of Public Safety Gottschalk noted no funds were available. Council inquired about prosecution of the cases provided by the detective. Director of Public Safety Gottschalk noted that Hennepin County prosecutes felonies and gross misdemeanors are prosecuted by both Hennepin County and City Attorney. Council inquired about the hiring process. Director of Public Safety Gottschalk noted if it was filled internally staff would begin a police officer hiring to replace the officer position. Council inquired about the personnel involved in the hiring process and obtaining a vehicle from another community. Director of Public Safety noted that typically staff would bring in counterpart from an outside agency during the hiring process. Director of Public Safety Gottschalk noted a community can keep or forfeit property and would not be able to sell to another community. Council inquired about the timing and size of Rogers getting a detective two years ago and if the position in Corcoran was premature. Director of Public Safety Gottschalk noted would likely say that the position may have been warranted earlier, the City would have had the case load to fill this position in years past, and that surrounding communities and have implemented and expanded their detective programs. MOTION: made by Dejewski, seconded by Keefe to approve and authorize staff to execute items one through four in the staff report. Council discussed metrics, staffing, and drug issues. Director of Public Safety Gottschalk noted the hiring would provide capacity in the department. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) c. Local Surface Water Management Plan — 2040 Update Public Works Director Mattson presented the report outlining the requirements for surface water noting that current practice is a compliance basis. Council inquired about erosion control. Public Works Director Mattson noted erosion control is governed under the MS4 Permit and is monitored. Council discussed community engagement. Council inquired about staff opinion. Public Works Director noted that the current level is meeting requirements and additional funds would need to be set aside if surface water is deemed a priority. City Administrator Martens noted the requirement to become a Local Government Unit in 2019, which will require additional costs for the monitoring of surface issues. Planning Commissioner Theis inquired about penalties from the watershed. Public Works Director Mattson noted the MPCA and the watershed can fine the City for non-compliance. Council discussed grants and community engagement. Public Works Director Mattson noted that with increase planning funds grant applications would likely have more information and better at competing. Council inquired about if community members have expressed interest in championing surface water. City Administrator Martens noted there has been some interest from the community and that the sub watershed assessment may be a tool for additional engagement opportunities. MOTION: made by LaFave, seconded by Keefe to maintain a compliance level directive. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) d. Annual Appointments City Clerk/Administrative Services Coordinator Beise presented the report noting that the acting Mayor for 2017 was utilized for discussion of acting Mayor for 2018. Councilor Keefe noted he would be willing to serve in that capacity again. Council discussed the rates and increases. City Administrator Martens noted the City does compare rates with other cities and those presented seem to be in line with other communities. Council discussed costs. City Administrator Martens noted he sits down with the firms and reviews the proposed cost changes. City Administrator Martens noted that is pushing to review costs. Council discussed costs and the process. Council discussed reviewing services. City Administrator Martens noted if Council would like to have firms come in that would be possible and should the Council want to go out for bid that would likely be a 2018 project. Council discussed the rates and process. MOTION: by Keefe, seconded by LaFave to adopt Resolution 2018-01 Establishing Annual Appointments for the City of Corcoran for 2018 and authorize the City Administrator and Mayor to execute engagement letters as required. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) e. 2018 Legislative Priorities City Administrator Martens presented the report outlining the priorities noting an addition for an extension of 610. Council discussed adding a paragraph on utility infrastructure funding. Per consensus, Council approved the 2018 legislative priorities with the additions of the 610 extension to the Transportation section and a new section on utility infrastructure funding. f. Road Way Jurisdictional Transfers — Hennepin County City Administrator Martens presented the report outlining the City's response to the County policy. Council discussed the County policy. City Administrator Martens noted typically City's would request an upgrade to the road before it was transferred to the City. Council discussed the policy and current funding priorities. MOTION: by Dejewski, seconded by LaFave to direct staff to submit the letter to Hennepin County as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) g. City Hall Remodel City Administrator Martens presented the report outlining the current space and the needs for the future. Council discussed the cost and being prepared to move through the remodel process. City Administrator Martens noted the study would be funded by Long Range Planning funds. Council discussed the analysis. City Administrator Martens noted after interviewing consultants the estimated costs for the analysis seem to be inline. Council discussed long term needs and underutilized space. MOTION: by Dejewski, seconded by Keefe to authorize the City Administrator to engage an architect for review of existing conditions, needs analysis, preliminary plans, and draft budget in an amount not to exceed $10,000.00. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) h. 2018 City Council Calendar City Administrator Martens presented the report noting no work sessions are currently scheduled. City Clerk/Administrative Services Coordinator Beise noted the budget and levy will need to be approved at the first meeting in December. MOTION: made by Keefe, seconded by LaFave approve the 2018 City Calendar as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) 12. 2018 Council Schedule a. 2018 Council Schedule City Administrator Martens reviewed the upcoming schedule. b. Comprehensive Plan Work Session and Schedule City Administrator Martens noted that staff is recommending moving the schedule one month to allow for additional time for the draft to be completed. Council discussed the process and the timeline for reviewing the draft. Per consensus, the Council directed staff to move forward with the new schedule. 13. Council Liaison Calendar The council liaison calendar was not reviewed, but was available in the Council packet. 14. Adjournment MOTION: made by Keefe, seconded by LaFave to adjourn. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and LaFave (Motion carried 5:0) Meeting adjourned at 9:23pm. ssica Beise —City Clerk/Administrative Services Coordinator