HomeMy WebLinkAbout2018-03-08 Council MinutesCITY OF CORCORAN
City Council Meeting Minutes
March 8, 2018 - 7 :00pm
The Corcoran City Council met on March 8, 2018 at City Hall in Corcoran, Minnesota.
Present were Mayor Thomas, Councilor Keefe, Councilor Dejewski, and Councilor
Bottema. Councilor LaFave was excused.
Also present were City Administrator Martens, City Clerk /Administrative Services
Coordinator Beise, Director of Public Safety Gottschalk, Public Works Director Mattson,
and Code Compliance Official. Pritchard.
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 communications were received by De De Tabor.
MOTION: made by Keefe, seconded by Dejewski to approve the agenda.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
4. Open Forum
Dorothy Theis, 9530 Cain Road addressed the Council on the location of the new
information sign to be put up, as well as the remodel of City Hall. Ms. Theis suggested
that the intersection of County Road 116 and Highway 10 would be a better location for
the information sign rather than outside City Hall as more residents pass by that
intersection. Ms. Theis also recommended that City Council members ensure to do a
walkthrough of City Hall before voting on remodel.
5. Presentations
Brandon Heinz was acknowledged by City Council and presented with a plaque to
commemorate his 15 years of service.
6. Consent Agenda
a. Draft Minutes of February 22, 2018 Council Meeting
b. Draft Minutes of February 15, 2018 Council Work Session
MOTION: made by Bottema, seconded by Dejewski to approve the consent agenda as
presented.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
7. Claims as Presented
a. Escrow Claims (Fund #500)
MOTION: made by Keefe, seconded by Dejewski to approve escrow claims as
presented.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
8.
9.
b. All Other Financial Claims
MOTION: made by Keefe, seconded by Bottema to approve all other claims as
presented with the additional claims.
Voting Aye: Thomas, Botherna. Keefe. and Dejevvshi
(Motion carried 4:0)
Staff Reports /Memos/Commissions
a. Commissioner Representatives
Mayor Thomas acknowledged Commission Representatives Meredith \&u and Trish
Krueger and invited them to speak on items related to their commissions.
b. Table Top Emergency Management Exercise
Mayor Thomas called a public meeting onAph � |1� from 5pmn-7prn for the Council Table
Top Emergency Management Exercise.
Planning Business
a. Final PU[} Development P|an.PU[)Arnendrnentm'VaoaUon and Final Plat for
U.S. Homm�Corpo��ionforRovini� � � Addition
�
City Administrator Martens presented PU�� Development Plans for F�avinia 9 Addition to
the Council. The applicant is requesting approval of final plat for 49 lots and 1 out|otThe
Parks and Trails Commission reviewed the PUD amendment request for landscaping ot
their January 18 th meeting and voted unanimously to recommend approval ofstaff
recommendations. The Planning Commission reviewed the final PU[} Development Plan
Approval and PUD Amendments for signage and landscaping at the February 1st
meeting. Following the meeting, the City Attorney recommended a change to Resolution
2018-16, condition 16.c. regarding new language for the easement. Amendments were
under guidance of the City Attorney who was unable to attend but stated that approving
the plan as is was the recommended course of action. The Council asked for clarification
on whether the easement is shared. City Administrator Martens stated that the easement
is anon-exo|usive shared easement existing on top of owned property.
MOTION: made b»D 'evvmki.oeoondedbyBotternatoapprove Resolution 2018-16
approving the Final Planned Unit Development (PUD) Plan and PUD Amendment for
^Rovinie8 th Addition" for the LenngrCorporation.
Voting Aye: Thomas, Bntterna. Keefe, and D 'evvshi
(Motion carried 4:0)
MOTION: made bvBottema. seconded by Keefe to approve Resolution 2O18-17
� "
approving the Final Plat and Development (�ontractfor ^F�av)nia Q Addition" for property
at Gleason Road and County Road 101.
Voting Ave: Thomas, Bottemme' Keefe' and O 'evvmki
(Motion carried 4:0)
b. VVitthVp Home Relocation to 8270 Hunter Road
Code Compliance Official Pritchard presented a request to relocate on existing home
from 6320 County Road 116 to 6270 Hunter Road. New construction will include:
foundation, neotio, driveway, and well. City Ordinance (130.050) requires relocated
structures to be reviewed by the Building (]ffioio| and presented to the Planning
Commission and City Council. The app|ioant, with staff support, is asking thutsubd. 5 of
the ordinance requiring a bond or certified check in the amount of 1.5 times the value of
the project to be waived. Staff finds the request to relocate the home and to waive the
requirements of City Code (1030.O50)mubd.5 to be reasonable. The Planning
Commission met on March 1`2O18 and recommended approval of both requests.
Council asked how to ensure the City of Corcoran would absolve responsibility if
damages happen during moving or construction if City Ordinance (103.050) subd. 5 is
waived. Code Compliance Officer Pritchard stated that the contracted moving company
is licensed and bonded, therefore damages would be covered by the moving company's
insurance. Council also inquired why two septic sites were not proposed and what
actions would follow if one septic site failed. Code Compliance Official Pritchard
responded that Hennepin County is the authority on septic sites and no longer require
two sites for existing plats. |f failure would ensue, Hennepin County would approve for o
holding tank system.
MOTION: made bvBotteD1a' seconded bvD 'eVV8hitUapp[oVePe|ocatioDneqUeSt8Dd
waive the requirements of City Ordinance Section (103.050) subd. 5.
Voting Aye: Thomas, BoUerna, Keefe, and [} 'evvski
(Motion carried 4:0)
~0. Unfinished Business
a. City Hall Dynamic Sign Approval
CitvC|erk/Adnministradive Services Coordinator Beime gave a presentation on the
Dynamic sign initiated by the Northwest Area Jaycees. In 2016, the Northwest Area
Jaycees donated $40,000 for installation of the sign. Staff has worked with a
subcommittee from the Jaycees ona sign design. Three companies were contracted
and Think Digital Signs had the lowest quote. Due to current electrical systems and
potential expansion of City Hall, staff decided that the location of the sign would be best
near the existing sign location. Next steps include design approval, electrical work quote,
and installation of base and sign. A deposit vvi�| b� oddod tn th� P�eroh 22 n u meeting
claims and construction is estimated to be complete 8-7 weeks after. The Council
inquired about whether having "Community Room" on the sign should remain due to the
uncertainty of rooms and layout post remodel and whether maintaining the rural theme
of Corcoran was considered in the design of the sign. City Administrator Martens
responded that after reviewing initial remodel p|ono, a community room will likely remain
in some fashion and the heading of the sign would be inexpensive to change. City
C|erk/AdnniniotradiveSen/icos Coordinator Beiso also responded that the sign design
was chosen to match the exterior of City Hall.
MOTION: made by Keefe, seconded by Botterna to authorize the final design of the
[}ynernio Sign and up to $2.000 for construction.
Voting Ave: Thornas, Bottemna. Keefe. and 0 'evvshi
(Motion carried 4:0)
11' New Business
a. Municipal State Aid Project Options
Public Works Director Mattson discussed the review of the Municipal State Aid
Construction Balance. The current balance is around 1.85 million dollars, including the
2018 construction allocation of $240'000. Due to yWSA policy of penalizing cities who do
not use funds in a consistent manner with the goal of improving transportation systems,
the City of Corcoran received a negative needs adjustment of approximately $19,454 in
2017.MSA policy states that cities received a negative needs adjustment if their
construction fund balance hs more than three times their annual allotment with balances
over 1.5 million dollars; therefore, Corcoran needs to reduce their Municipal State Aid
Construction Balance b»be under 1.5 million dollars. Public Works Director Mattson
stated that to avoid the negative needs adjustment, Corcoran would need to spend
$361,000 to avoid being penalized $22,500. Options considered for spending the
targeted $381.00O were paving eligible gravel grounds, modifying the scope area of
paving eligible gravel roads inside MUSAto the east, and replacing eligible aging and
deteriorating city-owned bridge culvert infrastructure. Public Works Director Mattson
stated that due to public support, timing, and availability of alternative scenarios, staff
recommends focusing on bridge culvert replacement work in conjunction vvitha|onger-
berrnoonmpnehenmiveC|P(Capita||nlprovenmentP|an)forW4BAfunding.Pub!ioVVorks
Director Mattson recommends the following plan of action: complete feasibility study to
focus on which bridge ou|wed project would be the most va|uob|e, review and adjust
state aid routes to maximize funding allocations, and develop a 5-year Capital
Improvement Plan for MSA funds. Potential locations for bridge culvert replacement are:
Bechtold Road at Rush Creek, Trailhaven Road at Rush Creek, Cain Road at Rush
Creek, and 8ohutte Road etthe south fork of Rush Creek. Financial impacts for
feasibility studies cost $8,000-$10,000 and could be reimbursed through state aid.
Council asked Public Works Director Mattson how staff decides if culverts need to be
replaced. Public Works Director Mattson responded that there are four bridges in
Corcoran that are required by the state program to be monitored due to size and age.
Public Works Director Mattson also added that on an annual basis, culverts are
inspected and reports on their condition are submitted tothe state. The Council inquired
about whether federal funding could be used for bridge infrastructure. Public Works
Director Mattson stated that some bridges could apply to funding beyond MSA. The
Council inquired whether Meister Road is a MSA road and City Administrator Martens
stated that Meister is currently not a MS/\ route but could potentially be in the future if
decided. The Council clarified that the feasibility study would include inspecting bridges,
adjusting state roads, and some aspects of the 5-year Capital Improvement Plan.
MOTION: made by[} 'eVV8ki'SecoDdedbyBottenU8ƒo approve completion offeasibility
study and identify bridge replacement projects as recommended.
Voting Aye: Thornas, Bottemne. Keefe' and D 'evvoki
(Motion carried 4:0)
b. Allocation of Funds to Country Daze
City Administrator Martens presented a request from Country Daze to fund aspects of
the 2O18 event. The estimated cost would be $4.5OO for Police Department coverage,
$1,300 for garbage collection, $1.500 for portable nemtroommn. and Public Works
assistance. This total equals approximately $7.300. The Qh/ of Corcoran previously
committed $2,000, but eliminated that money to use gambling funds in lieu. It was
discovered that gambling funds cannot be used for Country Daze because they are not a
501 (c)(3) organization or 501 (c)(4) festival organization' therefore leaving a budget of
$0. City Clerk/Administrative Services Coordinator Beise clarified that funds donated by
the organization cannot be given back to that organization. The City Council inquired
whether other sources of income, such as advertising, could be used to cover the $7,300
estimated budget. Mayor Thomas stated that other sources are likely being used, and
that assistance from the City of Corcoran would be a gesture due to the beneficial
contribution it has to Corcoran. The City Council asked if giving this funding would set a
precedence. City Administrator Martens noted that the funding would likely be
referenced in the 2019 budget, but would be subject to discussion.
MOTION: made by Bottema, seconded by Keefe to approve a request for the City of
Corcoran to cover the cost of Police Department coverage, Public Works assistance,
garbage collection, and portable restrooms for the Country Daze event.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
c. Vision Setting Work Session Recap
City Administrator Martens presented the newly proposed mission, vision, and value
statements for the City of Corcoran. The most recent Vision Setting Work Session was
held on January 27th and is revisited annually. Topics that were discussed were
envisioning Corcoran in 2028, as well as attributes of successful cities, and niche of
Corcoran. The Work Session also established short- and medium-term goals and action
steps. These include items to complete by 2021 to be on track for 2028 and items to
complete by 2018 to be on track for 2021. The Council noted that it was hesitant to put
the action steps into the document due to a lack of discussion and agreement by the
Council. City Administrator Martens suggested the motion be to approve the mission,
vision, and values while leaving the action steps as internal reference. The Council
discussed having another session to get clarification on action steps.
MOTION: made by Dejewski, seconded by Bottema to approve the updated mission,
vision, and values statements and the 2018 action steps as presented.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
d. Resolution Supporting Local Decision-Making Authority
City Administrator Martens discussed multiple bills in the biennium legislative session
that were proposed to reduce local control in decision making. City Administrator
Martens requested approval on a resolution supporting local decision making to be sent
to the legislature and League of Minnesota Cities. The Council inquired the reason
behind sending the resolution to the League of Minnesota Cities. City Administrator
Martens responded that the League of Minnesota Cities have policies they work toward
in legislative sessions that are recommended by member communities.
MOTION: made by Keefe, seconded by Bottema to approve resolution 2018-20
supporting local decision making authority be sent to the legislature and League of
Minnesota Cities.
Voting Aye: Thomas, Keefe, and Bottema Nay: Dejewski
(Motion carried 3:1)
MOTION: made by Bottema, seconded by Keefe to request a revote.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
MOTION: made by Bottema, seconded by Dejewski to approve resolution 2018-20
supporting local decision making authority be sent to the legislature and League of
Minnesota Cities.
Voting Aye: Thomas, Botterna, Keefe, and Dejewski
(Motion carried 4:0)
e. Fire Study Grant Funds
Director of Public Safety Gottschalk presented a report noting that staff was directed to
carry out the Fire Service Comprehensive Growth Plan through ESC|in May 2O17.The
plan has not yet been delivered due to searches for grant funds. Staff negotiated the
EBC| cost down from the original $39,000 to approximately $33,000. In mnid-2017. staff
met with the Fire Marshal office to discuss grant funding. The City of Corcoran was
awarded full funding for the Fine Service grant. The conditions of the grant require the
City of Corcoran to provide 1096 of the project coat Of the total $33`186 cost, Corcoran
would contribute $3.318.80 and the state will provide $29'040.40 in grant funds to help
pay for the study. The Council inquired about the previously approved $33,166 for this
study and Director of Public Safety Gottschalk explained that the grant operates by
reimbursing the cost.
MOTION: made by Keefe, seconded by Bottema to approve resolution 2018-21 to
execute the grant contract and pass o resolution designating the grant funds to the Fine
Service Comprehensive Growth Plan.
Voting Aye: Thomas, Bottemna. Keefe. and [) 'evvohi
(Motion carried 4:0)
f. Proposed Levy Increase- Elm Creek Watershed Commission
City Administrator Martens presented the report. The E|rn Creek Watershed is currently
reviewing their Capital Improvement Plan and have levied $500,000 through all the
cities— approximately $30,000 from Corcoran. As the C|P is updeted, there are more
funds requested than available. The Elm Creek Watershed Commission isproposing
increasing the levy from $500,000 to $750,000. For Corcoran residents, that would result
in an annual increase from $10 per average home to $16. The years immediately
following appear tohave a significantly lower levy. The funds in the C|P would cover
2596ofo project endCnrooranvvou|dcover7596.Gtaffneoornmnendsthe|evytonot
increase, and have the commission work to refine the CIP so that over time the levy
would increase more slowly. The Council clarified that would be a 60% increase on
taxes.
MOTION: made by Keefe, seconded byBotternoto direct staff and Elm Creek
Watershed Commissioner Sharon Meister to not support the proposed increase.
Voting Aye: Thomas, Bottemma. Keefe, and [} 'evvoki
(Motion carried 4:0)
12. Closed Session
a. Consider gn Offer for the Purchase of Real Estate —2O4DO County Road 5O
Mayor Thomas stated:
"Under the authority of Minn. Stat.§13[}.D5 subd.3(o)(3). the City io permitted toclose
a meeting to consider offers and counter-offers for the purchase of real estate. The City
Council is going to close session and consider an offer for the purchase of real estate.
The following property is subject of the closed meeting: 20400 County Road 50 ".
Mayor Thomas recessed the regular meeting at 8 :16 pm.
Mayor Thomas reconvened the regular meeting at 8:36 pm.
In closed session, the City Council considered a purchase agreement for 20400 County
Road 50 in the amount of $1,430,000. The property is 60 acres and is currently owned
by the Rockford School District. Once approved, the offer would be discussed at the
Rockford School District's upcoming meeting on March 191h
MOTION: made by Keefe, seconded by Bottema to approve the execution of the
purchase agreement for the property at 20400 County Road 50.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
The City Council considered a resolution calling a public hearing on a proposed property
tax abatement.
MOTION: made by Keefe, seconded by Bottema to approve resolution 2018 -22 calling
public hearing on a proposed property tax abatement.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
13.2017 Council Schedule
City Administrator Martens reviewed the upcoming schedule.
14. Council Liaison Calendar
The Council liaison calendar was not reviewed, but was available in the Council packet.
15. Adjournment
MOTION: made by Dejewski, seconded by Keefe to adjourn.
Voting Aye: Thomas, Bottema, Keefe, and Dejewski
(Motion carried 4:0)
Mee �ng adjourned at 8:41 pm.
Brad Martens —City Administrator