HomeMy WebLinkAbout2018-08-09 Council MinutesTIV
CITY OF CORCORAN
City Council Meeting Minutes
August 9, 2018 - 7:00 pm
The Corcoran City Council met on August 9, 2018 at City Hall in Corcoran, Minnesota.
Present were Mayor Thomas, Councilor Bottema, and Councilor LaFave. Councilor Dejewski and
Councilor Keefe were excused.
Also present were City Administrator Martens, City Clerk /Administrative Services Coordinator Beise,
City Attorney Thames, City Engineer Torve, 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 the addition of Item 11 g. Request for Proposals for Information
Technology Managed Services.
MOTION: made by Bottema, seconded by LaFave to approve the agenda as amended.
Voting Aye: Thomas, Bottema, and LaFave
(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 July 26, 2018 Council Meeting
b. Election Canvassing Date — November Special Meeting
c. Greenfield Comprehensive Plan Review Letter
Councilor LaFave requested to pull Item 6b. from the consent agenda for further discussion.
MOTION: made by LaFave, seconded by Bottema to approve the consent agenda consisting of
Items 6a. and 6c.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
Councilor LaFave noted the candidate filing for City Council ends on August 14th. City
Clerk/Administrative Services Coordinator Beise noted that filing ends on August 14th at 5:00pm and
candidate can withdraw their name from consideration until August 16th at 5:00pm. Councilor
LaFave encouraged those thinking about running for Council to sign up.
MOTION: made by LaFave, seconded by Bottema to approve Item 6b.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
7. Claims as Presented
a. Escrow Claims (Fund #500)
MOTION: made by Bottema, seconded by LaFave to approve escrow claims as presented.
Council requested that staff make the font larger on the claims coversheet. City Clerk /Administrative
Services Coordinator Beise noted she'd work with staff on the font.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
b. All Other Financial Claims
MOTION: made by LaFave, seconded by Bottema to approve all other claims as presented.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
8. Staff Reports I Memos/Commissions
a. Commissioner Representatives
Mayor Thomas noted Planning Commissioner Meredith Wu and Parks and Trails Commission Chair
Tom Anderson were in attendance and invited them to speak on items related to their
Commissions.
9. Planning Business
a. Grading and Trunk Sanitary Work— Phase 1 Encore
City Administrator Martens presented the report noting that this proposed grading will not cross the
wetland and will not impact the Huntersridge neighborhood. Council inquired about the timeline.
City Administrator Martens noted the applicant's schedule is to begin work the week of August 13th
pending approval from the Elm Creek Watershed, Minnesota Pollution Control Agency, and meeting
the City requirements. Council inquired about regrowth of plants on the graded soil. Paul Hoyer,
Pulte Homes, noted that late grading doesn't typically allow for grass to grow however blankets of
seed and mulch will be placed. Mr. Hoyer noted silt fence will be installed and that the request will
be near the Minnesota Department of Transportation recommendation timeline for seeding. Council
discussed concerns with erosion and inquired about the letter of credit required. City Administrator
Martens noted the letter of credit would be to cover the cost of the utility work should the project
stop. Council inquired about the recapture agreement. City Administrator Martens noted the
recapture agreement would allow Pulte to recapture some of the revenue that would come in for the
trunk sewer if other properties develop since Pulte paid for the installation of the trunk sewer. City
Administrator Martens noted that the recapture agreement does not allow Pulte to make more
money than their original investment. Mr. Hoyer noted that the Pulte group recognizes that they
may not get fully repaid for the cost of installing the trunk sewer line. Council inquired about
compliance with the conditions set forward and monitoring of the project. City Administrator Martens
noted the City can complete a stop work order. City Engineer Torve noted that there will be
inspections weekly and daily visits. Council inquired about an early freeze. Mr. Hoyer noted that
utilities will be worked on through the freeze however if it is too deep the trench will be covered and
work will begin again in spring.
MOTION: made by Bottema, seconded by LaFave to adopt Resolution 2018-62 Approving Grading
and Sanitary Sewer Trunk Installation for Encore 1St Addition.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
10. Unfinished Business
a. 2019 Budget Rev. 3
City Administrator Martens presented the report noting the draft budget added additional expenses
in certain areas and larger reductions in others to keep the tax rate flat. Mr. Martens noted the final
tax capacity numbers will be provided at the end of August and final tweaks will be made. Council
discussed the draft and inquired about building permit revenue. City Administrator Martens noted
that additional building permits funds were allocated to the general fund based on currently
approved projects, noting should building permits stop coming in additional levy dollars would be
required. Council discussed the staffing requests. City Administrator Martens noted that the draft
budget includes the detective, increase recreational coordinator hours and a deputy clerk position to
start mid-year. Council inquired about the recreation programming revenue. City Administrator
Martens noted staff believe the projection are conservative and there will be increased fees for non-
registrants that are not anticipated to decrease participation.
Per consensus, Council directed staff to proceed with the budget as presented.
11. New Business
a. Potential Corcoran Water Supply Options
City Administrator Martens presented the report noting, sufficient water is available, limited potential
exists to partner with neighbors, however it is worthwhile pursuing and multiple layers of regulation
exist. City Administrator Martens noted the next steps include allocating funds to complete
feasibility studies, meetings and well testing in the 2019 water budget and develop a work plan for
2019. Council inquired about utilizing river water. City Engineer Torve noted it is currently at the
concept plan and would likely be several years out. Council discussed water needs and partnering
with neighboring communities. City Engineer Torve noted the City picked moving forward with the
Northeast District due to the limited agreement with Maple Grove. Council discussed the funding
and process. City Administrator Martens noted the budget would be approved by Council and staff
would bring forward the work plan and approvals throughout the project. Council discussed the
costs of water and the needs. Per consensus, Council directed staff to move forward with the
budget and work plan.
b. Calling of General Obligation Bonds
City Administrator Martens presented the report noting as part of the 2018 budget approval
additional monies were levied to call the 2010 bonds to keep a more level debt service rate. Council
noted that this was the best use of funds as there are no other bonds that can be paid off without a
pre-payment penalty.
MOTION: made by LaFave, seconded by Bottema to adopt Resolution 2018-63 Calling for the
Redemption of the General Obligation Equipment Certificates of Indebtedness, Series 2010A.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
c. 2019 Squad Purchase
Director of Public Safety Gottschalk presented the report noting that ordering a 2018 model would
allow for a sooner in-service date and would allow for current equipment to be purchased. Council
inquired about the change from sport utility vehicles versus the sedan vehicles. Director of Public
Safety Gottschalk noted across the industry there were less injuries getting out of the utility
vehicles, higher resale costs, and similar gas mileage with using utility vehicles.
MOTION: made by LaFave, seconded by Bottema to approve the immediate order and expenditure
of CI funds of up to $43,500 for the squad car replacement, associated equipment, and set up
costs.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
d. 2019 Front End Load Purchase
City Administrator Martens presented the report noting staff worked with the dealer to get the cost
down to the amount allocated in 2018 Capital Improvement Plan. Council inquired about the hours
and loaders that were reviewed. City Administrator Martens noted the Vehicle Conditioning Index
noted the number of hours on the vehicle and resale value is calculated into the index for timing of
vehicle replacement. City Administrator Martens noted staff looked at the two options in the state
contract as well as a third loader option.
MOTION: made by LaFave, seconded by Bottema purchase of the front end loader as presented.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
e. September and October Work Session Schedule
City Administrator Martens presented the report noting the November 8th Work Session could have
the topic of Development Rights and Open Space and Preservation Plats as that work session was
cancelled. Council discussed the order of work sessions. City Administrator Martens noted due to
timing staff recommends the potential City Hall remodel as the September topic. Council discussed
the timing of work sessions. Council discussed the City Hall remodel as the September topic,
development rights and open space and preservation plats as the October topic and the Southeast
District Guidelines as the November topic,
MOTION: made by LaFave, seconded by Bottema to schedule the work sessions as discussed.
Council discussed the urgency of the remodel. City Administrator Martens noted the architectural
work had been completed and feedback would allow for the project to begin near the end of the
year.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
f. Grant Application — Sub watershed Assessment
City Administrator Martens noted no action is needed as the watershed did not recommend the
grant application for approval.
g. Request For Proposals(RFP) for Information Technology(IT) Manage Services
City Administrator Martens presented the report noting the need for new IT services as previously
staff member managed IT and since their retirement, various contractors have been filling in gaps
without a comprehensive contract. City Administrator Martens noted the RFP would allow for a
provider to manage the City's IT transformation moving from servers to the cloud, increasing
security, having one point of contact, and developing systems. City Administrator Martens outlined
the schedule. Council inquired about evaluating the RFP. City Administrator Martens noted John
Hamilton and an IT Director from a neighboring community will be solicited to assist in the review of
the contracts. City Administrator Martens noted six referrals have been received to send the RFP to
and it will be published.
MOTION: made by Bottema, seconded by LaFave to authorize staff to issue a Request for
Proposals for Information Technology for Managed Services.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
12. 2017 Council Schedule
City Administrator Martens reviewed the Council schedule. Council inquired about a dedication of
the dynamic sign. City Clerk/Administrative Services Coordinator Beise noted there was a delay in
the electric service for the sign and staff is working with the Jaycees to reschedule.
13. Council Liaison Calendar
The Council liaison calendar was not reviewed, but was available in the Council Packet.
14. Adjournment
MOTION: made by Bottema, seconded by LaFave to adjourn.
Voting Aye: Thomas, Bottema, and LaFave
(Motion carried 3:0)
Meeting adjourned at 7 :58 pm.
J sica Beise —City Clerk/Administrative Services Coordinator