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HomeMy WebLinkAbout2018-11-08 Council Minutes1 A 1 CITY OF CORCORAN City Council Meeting Minutes November 8, 2018 - 7:00 pm The Corcoran City Council met on November 8, 2018 at City Hall in Corcoran, Minnesota. Present were Mayor Thomas, Councilor Bottema, Councilor Dejewski, and Councilor Keefe. Councilor Schultz was excused. 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 7:01 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 representatives from the City of Dayton were in attendance and asked that Item 11 d. be moved to the beginning of new business. City Administrator Martens also noted the addition of Item 11 f. Crop Land Rental and the removal of Item 12. Closed Session as documents were not received in time for the meeting. MOTION: made by Bottema, seconded by Dejewski to approve the agenda as presented. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4 :0) 4. Open Forum Dorothy Theis addressed the Council noting that several positive comments were received on the election staff. Council thanked the staff and election judges. 5. Presentations a. Sherman Patterson — Lights on Program Director of Public Safety Gottschalk noted the Police Department has been working towards the goals of the Crime, Drug and Safety Taskforce and looking additional ways to engage the community which led the Department to meet with Sherman Patterson and the Lights on Program. Sherman Patterson, Lights on Program, presented the Council information on the Lights on Program which provides vouchers to fix a broken light at a local service shop. Mr. Patterson noted that 23 departments have received vouchers from the program and the goal is to build better police and community relations. Council inquired about getting the word out about the program and if someone has to be pulled over to use the voucher. Mr. Patterson noted persons can now go to the service provider, Bobby and Steve's Auto World, to utilize the voucher. 6. Consent Agenda a. Draft Minutes of October 25, 2018 Council Meeting b. Hennepin County User Agreements - Pictometry c. Recycling Contract — Randy's Sanitation d. Request for Topography Exemption and Wetland Delineation Exemption 6626 and 6628 Pioneer Trail e. Request for Topography Exemption and Wetland Delineation Exemption at 20702 County Road 50 Councilor Dejewski asked that Item 6c. considered separately. MOTION: made by Bottema, seconded by Dejewski to approve the consent agenda consisting of Items 6a., 6b., 6d, and 6e. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) Council inquired about revenue sharing. City Clerk/Administrative Services Coordinator noted that the City hadn't discussed it in recent years and revenue sharing provides a portion of the revenue from product sales, however in this market some products have negative value. Council discussed revenue sharing. MOTION: made by Dejewski, seconded by Keefe to approve Item 6c. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) 7. Claims as Presented a. Escrow Claims (Fund #500) MOTION: made by Bottema, seconded by Keefe to approve escrow claims as revised. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) b. All Other Financial Claims MOTION: made by Dejewski, seconded by Keefe to approve all other claims as presented. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) 8. Staff Reports I Memos/Commissions a. Commissioner Representatives Mayor Thomas noted Planning Commissioner Dorothy Theis and Parks and Trails Commissioner Judy Strehler were in attendance and invited them to speak on items related to their Commissions. b. 2019 Tax Rate City Administrator Martens presented the report noting tax rate for the City is lower than projected as well as the tax rates for each of the school districts in Corcoran are lower, however the recent passage of the referendum for Rockford is not included in the projection. 9. Planning Business No planning business was presented. 10. Unfinished Business a. City Hall Remodel Finance Plan City Administrator Martens presented the report providing a summary of the needs analysis that was reviewed at the September 13, 2018 work session and Council meeting. City Administrator Martens outlined the proposed finance plan noting the water fund was selected for the higher fund balance. Council discussed the proposed finance plan and the fire service sub-committee and the impact to the project. City Administrator Martens noted the remodel is designed to work with future expansion. Council inquired about the next steps of the project. City Administrator Martens outlined the next steps being selecting an architect, creating plans, and bidding the project. City Administrator Martens noted staff would work with the architect to determine the best time to bid. Council discussed the first and second phases. Council inquired about the number of building permits needed to fund the project. City Administrator Martens noted 20 building permits were allocated to the project. Per consensus, Council directed staff to proceed with the draft finance plan. 11. New Business d. Request for Contribution — Dayton Parkway Interchange City Administrator Martens presented the report outlining the location, design and request for funds from the City of Dayton. Tim McNeil, Dayton Mayor, addressed the Council on the City of Dayton's request for a contribution to the Dayton Parkway Interchange project. Mayor McNeil noted with the support of the City of Corcoran the project would be considered a regional project and would likely be eligible for additional funding sources. Council inquired about access to the water tower and the timing of the water tower. Mayor McNeil noted that the City is reviewing the numbers for a water tower over the next six months and looking at capacity and the water tower project would be tied to the interchange project as that would create the need for the larger water tower. Council discussed financing options and the amount of the contribution. Mayor McNeil noted that the request was for $250,000 which is less than 1 % of the project. Council inquired about how common is contributing to infrastructure in other communities. City Administrator Martens noted that sewer projects and some road projects would be similar and would be based on the benefit to the City. Council discussed the contribution and traffic. Mayor McNeil provided information on additional funding sources and noted Dayton could provide additional information on traffic studies. Council inquired about the timing of the project. Mayor McNeil noted that the bids would be received in January of 2020. Per consensus, Council directed staff to draft a finance plan and resolution to commit funds to the Dayton Parkway Interchange Council discussed the project design. Public Works Director Mattson noted the design took in several factors including truck traffic, traffic flow, trails, and land requirements. a. Appointments — Elm Creek Watershed Management Commission and Charter Commission City Administrator Martens presented the report noting applicant Ken Guenthner's experience with the City. MOTION: made by Keefe, seconded by Dejewski to appoint Ken Guenthner to the Elm Creek Watershed Management Commission; to appoint Ken Guenthner to the Charter Commission. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) City Administrator Martens noted that the Charter Commission appointment does need to go through the appointment process with the district court judge. City Administrator Martens noted that Councilor Bottema asked to serve as a liaison to the Elm Creek Watershed. Council discussed the request. Elm Creek Watershed Commissioner Guenthner the aim of the request would be to increase the City's presence at the Watershed meetings and if the voices for the City were in conflict that they would work together for a common voice. Council discussed the rotation of liaisons. MOTION: made by Dejewski, seconded by Keefe to appoint Councilor Bottema to serve as the Council liaison to the Elm Creek Watershed Commission. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) b. Preferred Vendor — IT Managed Services City Administrator Martens presented the report noting the preferred vendor CIT had significant experience with police department data needs. Council discussed the IT budget. City Administrator Martens noted the estimated monthly cost is approximately $6,000 over the 2019 budget. Council inquired about the managed services. City Administrator Martens noted the managed services includes firewall assistance, patches, backups, and training. Director of Public Safety Gottschalk noted managed services includes right sizing of systems, BCA audit assistance, policy creation and desktop support. City Administrator Martens noted contract includes dedicated hours and the next steps would include meeting with the vendor. MOTION: made by Bottema, seconded by Keefe to select Computer Integrated Technologies as the preferred vendor for IT managed services and to direct staff to work with Computer Integrated Technologies to develop a transition plan and draft contract documents. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) c. 2019 MSA Roadway System Designation Public Works Director Mattson presented the report outlining the recommended changes and noting that a section of Trail Haven would be eligible for bridge funding. Public Works Director Mattson noted plan targeted development projects and maximized the allotment available. Council inquired about traffic counts. Public Works Director Mattson noted traffic counts had been completed three times and the traffic has increased. Council inquired about paving roads such as the portion of Trail Haven Road that was removed. Public Works Director Mattson noted if the City paves the non -MSA portion of Trail Haven Road the City could build it using different standards and have more control over the design. MOTION: made by Dejewski, seconded by Keefe to authorize staff to submit the recommended 2019 MSA Roadway System Designation changes to State Aid for approval. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) e. Snyder Field Press Box Naming City Administrator Martens presented the report outlining the project and the recommendation of the Parks and Trails Commission. Council discussed Kevin Dale's efforts on behalf of the City and the naming of the field. MOTION: made by Bottema, seconded by Keefe to name the press box at Snyder Field after Kevin Dal in honor of his efforts on the press box and over the years. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) f. Crop Land Rental City Administrator Martens presented the report noting the land the City purchased from the Rockford School district at City Park has been farmed for years and when the City purchased the land permission for 2018 was granted to continue farming. City Administrator Martens noted the City typically bids for crop land rental and the current farmer had agreed to match the bid rate for the other land rented by the City for 2019. City Administrator Martens noted the land would be added to the City's crop land bidding schedule for 2020. Council discussed the rental and the cost. MOTION: made by Bottema, seconded by Keefe to adopt Resolution 2018 -89 Awarding Cropland Rental Contract. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) 12. Closed Session — Easement Agreements for Bellwether — Removed from the Agenda 13. 2018 Council Schedule City Administrator Martens reviewed the Council schedule. City Administrator Martens thanked the election staff for their efforts. 14. Council Liaison Calendar The Council liaison calendar was not reviewed but was available in the Council Packet. 15. Adjournment MOTION: made by Bottema, seconded by Keefe to adjourn. Voting Aye: Thomas, Bottema, Dejewski, and Keefe (Motion carried 4:0) Meeting adjourned at 8:44 pm. Je sica Beise —City Clerk/Administrative Services Coordinator