HomeMy WebLinkAbout2018-10-11 Council Minutesi
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CITY OF CORCORAN
City Council Meeting Minutes
October 11, 2018 - 7:00 pm
The Corcoran City Council met on October 11, 2018 at City Hall in Corcoran, Minnesota.
Present were Mayor Thomas, Councilor Bottema, Councilor Dejewski, Councilor Keefe, and
Councilor Schultz.
Also present were City Administrator Martens, City Planner Lindahl, 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 the addition of Item 8b. Campaign Sign Enforcement and Item
11 e. Westside Tire Request.
MOTION: made by Keefe, seconded by Schultz to approve the agenda as amended.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(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 September 13, 2018 Council Work Session
b. Draft Minutes of September 27, 2018 Council Meeting
c. Commissioner Resignation — Sharon Meister, Elm Creek Watershed Commission
d. Resignation — Jeff Schmid, Maintenance Operator
e. Final Pay Request — Hackamore Road Turn Lane Improvements
MOTION: made by Keefe, seconded by Dejewski to approve the consent agenda as presented.
Council thanked Commissioner Meister and Jeff Schmid for their service.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
7. Claims as Presented
a. Escrow Claims (Fund #500)
MOTION: made by Schultz, seconded by Keefe to approve escrow claims as presented.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
b. All Other Financial Claims
MOTION: made by Bottema, seconded by Keefe to approve all other claims as presented.
Council inquired about claims. Director of Public Safety Gottschalk noted the squad car purchase
was in the Capital Improvement Plan. City Clerk/Administrative Services Coordinator noted that the
Minnesota Department of Public Safety claim was for motor vehicle sales tax and vehicle
8.
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registration for the squad car. Director of Public Safety Gottschalk noted that the County charges for
booking and prisoner stays and he would follow up on the number of persons listed on the invoice.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
Staff Reports / Memos/Commissions
a. Commissioner Representatives
Mayor Thomas noted Planning Commissioner Wu and Parks and Trails Commissioner Christenson
were in attendance and invited them to speak on items related to their Commissions.
b. Campaign Sign Enforcement
City Administrator Martens presented the report noting that complaints were received on campaign
signs and that staff has begun the enforcement process. City Administrator Martens noted that
signs have the be fifteen feet from the pavement on unplatted lots and outside the right-of-way for
platted lots. City Administrator Martens noted staff will be enforcing the ordinance per the policy the
candidates received and staff will be asking Council to review the policy in January. Council
discussed creating a standard setback from the road and enforcement of other signs.
Planning Business
a. Final Plat/Development Contract and Final Development Plan for "Bellwether" (formerly
Encore) a Residential Development West of County Road 101 and North of County Road 30
(PI D 12-119-23-12-0001) (City File 18-027)
City Planner Lindahl presented the report noting that a large portion of the total park land is being
dedicated with the first phase. City Planner Lindahl noted that staff is working with the developer on
the addition of a non-mobile gate at the entrance. Council inquired about the placement of trees.
City Planner Lindahl noted that generally the City does require trees planted in the right-of-way to
provide for the City green infrastructure. City Planner Lindahl noted trees are not required if a
neighborhood street has a right-of-way that is 50 feet. Council discussed the gate. Paul Heuer,
Pulte Homes, address the Council noting the welded gate entrance provides the illusion of security
without being a gated community. Council discussed the curve on the trail near the entrance gate
monument. City Administrator Martens noted that the details of the trail and entrance monument
were being finalized. Council discussed maintenance and safety along the trail at the entrance
monument. Mr. Heuer noted the homeowner's association would be responsible for maintenance of
the entrance monument and that Pulte is willing to work with staff to make changes as needed. City
Administrator Martens noted that staff initially had concerns with the feel of the gate entrance
however with neighboring communities have faux gate houses with developments and visitors to
the community park would be entering from the west or the north limiting interaction with the gate.
Council discussed the gate entrance monument. Council inquired about the boardwalk and public
park. City Administrator Martens noted that the parks and trails had a trail in this area and the City
will need to plan for the maintenance and replacement costs of the boardwalk and trail. City Planner
Lindahl noted that the public park will be platted in a future phase and trails constructed later.
Council inquired about structures in the right-of-way. City Planner Lindahl noted that encroachment
agreements and maintenance agreements would be required for maintenance of the structures and
landscaping in the right-of-way and the owner would be responsible for any replacement should
damage occur. Council inquired about the cost of replacement of items in the right-of-way. Mr.
Heuer noted that the Homeowner's Association would incur the costs should any items in the right-
of-way need to be replaced. Council inquired about reimbursing the cost for paving trails and
constructing the boardwalk. City Planner Lindahl noted the park dedication ordinance gives credit
for the paving of the trail or construction of the boardwalk noting the City has discretion on the
design and materials of the boardwalk and trails. City Administrator Martens noted that if the project
did exceed the allotted funds the City could wait to put the boardwalk in until a future phase
supplies additional park dedication. City Planner Lindahl noted that the City's Parks and Trail
Ordinance calculation has the construction of a boardwalk factored into the park dedication formula.
MOTION: made by Schultz, seconded by Bottema to adopt Resolution 2018-48 Approving
Preliminary Planned Unit Development (PUD) Plan for "Encore" for Plute Homes of Minnesota LLC
on the 225.9-Acre Site Located at 9975 County Road 101 (PI Ds 12-119-23-12-0001, 01- 119- 23 -43-
0002, 01-119-23-44-0001, and 01-119-23-14-0001) (City File 18-07).
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
MOTION: made by Bottema, seconded by Dejewski to adopt Resolution 2018-77 Approving Final
Planned Unit Development (PUD) Plan for "Bellwether" (formerly Encore) for Plute Homes of
Minnesota LLC (PID 12-119-23-12-0001) (City File 18-027).
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
MOTION: made by Dejewski, seconded by Bottema to adopt Resolution 2018-78 Approving Final
Plat and Development Contract for "Bellwether" (formerly Encore) for Plute Homes of Minnesota
LLC (PID 12-119-23-12-0001) (City File 18-027).
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
City Administrator Martens thanked staff for their work on the project. Council inquired about the
construction timeline. Pulte representatives outlined the timeline to have a grand opening
10. Unfinished Business
No unfinished business was presented.
11. New Business
a. Public Hearing — Certifying Delinquent Fees to Hennepin County
City Clerk/ Administrative Services Coordinator Beise presented the report noting that the amount
proposed to be certified was approximately $1,000.00 less than the initial amount proposed for
assessment in 2017. Mayor Thomas opened the public hearing.
MOTION: made by Keefe, seconded by Dejewski to close the public hearing.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
MOTION: made by Bottema, seconded by Keefe to adopt Resolution 2018-79 Certifying the 2018
Delinquent Dust Control Fees to the Hennepin County Auditor for Collection in 2019.
Council inquired about the names of the property owners. City Clerk/Administrative Services
Coordinator noted the names listed as tax payers are public, however as ownership can change
owners are not listed on the rolls. Council inquired assessment roll is published in the paper. City
Clerk/Administrative Services Coordinator noted that the assessment roll is not published in the
paper but the hearing notice is published and the assessment roll with property identification
numbers are maintained in public record after the November 15th deadline to pay prior to assessing.
Council inquired about assessing to properties without a home. City Clerk/Administrative Services
Coordinator Beise noted that recycling and dust control fees are assessed to only properties with
homes. Council inquired about fees for assessing and the authority to assess fees. City
Clerk/Administrative Services Coordinator noted that Hennepin County charges a $2.50 fee per
assessment and the City is utilizing an ordinance to assess for unpaid fees. Council inquired if there
is a joint powers agreement to collect assessed fees. City Clerk/Administrative Services
Coordinator Beise noted in Minnesota when fees get assessed they are collected by the County.
Council inquired about unpaid fees. City Clerk/Administrative Services Coordinator noted that the
City would assess other unpaid fees and the City receives the special assessment revenue with the
other taxes collected. City Administrator Martens noted the ordinance noted in the resolutions would
be the same utilized to collect unpaid watershed fees. Council inquired about the fees. City
Clerk/Administrative Services Coordinator noted that Hennepin County charges a $2.50 fee per
assessment and the City charges a delinquent fee on unpaid fees for the staff time for processing.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
MOTION: made by Bottema, seconded by Keefe to adopt Resolution 2018-80 Certifying the 2018
Delinquent Recycling Fees to the Hennepin County Auditor for Collection in 2019.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
b. Northeast Trunk Sewer Improvements — Award Bids
Public Works Director Mattson presented the report noting the low bidder is also doing the private
utility work on the Bellwether project. Public Works Director Mattson noted the project would begin
in fall and continue through summer 2019. Council inquired about the two trunk legs noting that staff
is recommending the work for the future phase as part of this project as it will have to cross through
wetlands and permitting is limited for work within the wetland. Council inquired about availability of
other properties to hook up to the sewer system. Public Works Director Mattson noted the system is
gravity and properties could hook up as soon as testing is completed. Council inquired about
connection to Emmanuel Methodist Church. Public Works Director Mattson noted the property will
receive a stub to the property line and the church would need to bring the line from the property line
to the building. Council discussed the bid results and the percent variance. Public Works Director
Mattson noted that it's not unusual to see a variance in the bid amounts and that unexpected
circumstances arise and are dealt with through the contract process. Council discussed the bids.
Public Works Director Mattson noted that that project is specialty work and the contractor has a
relationship with the developer which may have influenced the pricing. City Planner Lindahl noted
that in a hot labor market it is not unusual to see a spread like this and the high contractors may
have not been interested in the project. Public Works Director Mattson noted inspectors are on site
and staff will work through the contract should any unforeseen impacts arise. Council discussed the
bids. Public Works Director Mattson noted that staff has discussions with the bidders to ensure they
are comfortable with their bids and staff reviews the bids to ensure they are complete. Council
discussed the bids.
MOTION: made by Keefe, seconded by Bottema to award the Northeast Trunk Sewer
Improvements to Enebak Construction Company contingent upon receipt of cash escrow funds,
easements, and permits.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
c. City Investment Strategy
City Clerk/Administrative Services Coordinator Beise presented the report noting that since the
report was put together the 4M Fund has an increased interest rate. Council inquired about keeping
funds in the local bank. City Clerk/Administrative Services Coordinator Beise noted that staff was
leaning on the conservative side leaving some funds in the local bank. Council discussed the 4M
Fund utilizing similar to a bank and making the most of the interest savings. City
Clerk/Administrative Services Coordinator Beise noted staff reached out to Farmer's State Bank of
Hamel and unfortunately the bank doesn't have any higher yield products. City Clerk/Administrative
Services Coordinator Beise noted it's the intention that the City maintain a relationship with the local
bank. Council discussed the banking relationship and keeping funds in the local bank. Director of
Public Safety Gottschalk noted a need for liquidity for emergency events. Council inquired about
investment security. City Clerk/Administrative Services Coordinator Beise noted that the 4M Fund is
invested in state law approved treasuries. Council discussed the security of these types of
investments, banking, and investments. City Clerk/Administrative Services Coordinator Beise noted
that staff is planning out expenditures and anticipates only making transfers a few times a month to
cover claims. Council discussed the operations. Per consensus, Council directed staff to move
forward with the investment strategy as presented.
MOTION: made by Schultz, seconded by Bottema to adopt Resolution 2018 -81 Authorizing
Membership in the 4M Fund.
Voting Aye: Thomas, Dejewski, Keefe, and Schultz Abstain: Bottema
(Motion carried 4 :0)
d. Maintenance Operator Recruitment
City Administrator Martens presented the report noting when the full -time position is hired the part -
time position would end.
MOTION: made by Bottema, seconded by Keefe to authorize the City Administrator to hire part -
time snow plowing assistance as needed while the Maintenance Operator position is vacant;
authorize the recruitment of the Maintenance Operator position at the direction of the City
Administrator.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5 :0)
e. Westside Tire Sewer Request
City Administrator Martens presented the report noting that Westside tire in connecting to water and
sewer however their septic is failing and is requesting a connection of sewer only for the fall and
winter and install water in the spring. City Administrator Martens noted a meter would be installed at
the meter and staff would recommend the exception with a requirement that water would need to be
connected by May 1 St
MOTION: made by Dejewski, seconded by Bottema to authorize Westside Tire to connect to the
City's sewer system only and connect to the City water by May 1, 2019.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
12. 2018 Council Schedule
City Administrator Martens reviewed the Council schedule, noting that a closed session may be
added to the next meeting. Council discussed the changed watershed commissioner requirements.
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 Keefe to adjourn.
Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz
(Motion carried 5:0)
Meeting adjourned at 8 :32 pm.
Je ica Beise —City Clerk/Administrative Services Coordinator