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HomeMy WebLinkAbout2019-01-10 Council MinutesCITY OF CORCORAN n ■. ■■ K .■ ww■ i City Council Meeting iviinutes January 10, 2019 - 7:00 pm The Corcoran City Council met on January 10, 2019 at City Hall in Corcoran, Minnesota. Present were Councilor Keefe, Councilor Dejewski, and Councilor Schultz. Councilor Bottema and Mayor Thomas were excused. 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 Councilor Keefe called the meeting to order at 7:00 pm. Councilor Keefe noted Mayor Thomas and Councilor Bottema were excused. 2. Pledge of Allegiance Councilor Keefe invited all in attendance to rise and join in the Pledge of Allegiance. 3. Oath of Office a. Ron Thomas b. Mike Keefe c. Alan Schultz City Clerk /Administrative Services Coordinator Beise administered the oaths of office to Councilor Keefe and Councilor Schultz. City Administrator Martens noted an Acting Mayor would need to be appointed. MOTION: made by Dejewski, seconded by Schultz to appoint Councilor Keefe as Acting Mayor. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) 4. Agenda Approval City Administrator Martens noted the addition of Item 11 d. Sub - watershed Assessment as the City has the opportunity to apply for a grant. MOTION: made by Schultz, seconded by Dejewski to approve the agenda as amended. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) 5. Commission Representatives Acting Mayor Keefe noted Planning Commissioner Jeff Dickman was in attendance and invited him to speak on items related to the Commission. Acting Mayor Keefe noted Parks and Trails Commissioner Deb Regan was unable to attend the meeting. 6. Open Forum No persons were present to speak at open forum. 7. Presentations /Recognitions No presentations were heard. 8. Consent Agenda a. Draft Minutes of December 27, 2018 Council Meeting b. Financial Claims c. 2019 Open Book Meeting MOTION: made by Schultz, seconded by Dejewski to approve the consent agenda as presented. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) 9. Planning Business No planning business was presented. 10. Unfinished Business a. Request for Contribution — Dayton Parkway Interchange City Administrator Martens presented the report noting the study the City of Dayton has done on the potential benefit to properties of the interchange and the number of properties in the City of Corcoran. City Administrator Martens noted the funds would be due at substantial completion. City Administrator Martens noted an updated copy of the letter from the City of Dayton was at the dais and in the house agenda packet. Council discussed the Open House the City of Dayton held and the updated letter provided by the City of Dayton. Council discussed the setting of precedence and the letter outlining the want for City of Dayton to work collaboratively on water service. Tim McNeil, Dayton Mayor, addressed the Council noted it is the intention of the City of Dayton to move forward with exploring water service on a regional basis. Council discussed their thoughts on the project. Council inquired about the design of the interchange. Mr. McNeil noted based on projected traffic movements and traffic counts the diverging diamond was selected. Mr. McNeil noted that additional right-of-way would need to be obtained for another design and the current design is expandable. Council inquired about bridge deicing and the timing of the project. Mr. McNeil noted that the design hasn't been finalized but could include deicing. Mr. McNeil noted the City is using a design-bid-build process which design will be in 2019, bids in late 2019 to early 2020, construction beginning in 2020 and the project will be complete in 2021. Council inquired about the impact of traffic during the construction. Tina Goodroad, Dayton City Administrator, addressed the Council noted the state has committed to limiting traffic impacts and having the auxiliary lane to be open from State Highway 610 to Rogers during the project. Public Works Director Mattson noted that some funds have been set aside to react to traffic issues. Council inquired about substantial completion. Ms. Goodroad noted the substantial completion would be in 2021 with the bridge deck opening before the interchange. Council inquired about the timeline of any water project with the City of Dayton. Mr. McNeil noted the City will have a better timeline in the fall as their water study is schedule to be completed then. City Administrator Martens noted the City of Corcoran is also doing our water study in 2019 and will be looking into water options in 2020 when Dayton will be as well. MOTION: made by Dejewski, seconded by Schultz to adopt Resolution 2019-02 Dedicating Funds to the Dayton Parkway Interchange Project. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) 11. New Business a. Website Update Project City Clerk/Administrative Services Coordinator Beise presented the report noting when the City initially looked at a website project in 2016 the costs were significantly higher with the initial implementation being between $10,000 and $30,000. City Administrator Martens noted staff spent significant time reviewing the options. Council inquired the cost of maintaining our current site. City Clerk/Administrative Services Coordinator Beise noted it was between $750 and $1,000 annually but the functionally of the current site is significantly less. Council inquired about ability to register through the new website. City Clerk/Administrative Services Coordinator Beise noted registration forms could be created through the new site. Council inquired about any labor savings with the website. City Clerk/Administrative Services Coordinator Beise noted the website will save staff time with built in workflows and better processes. City Administrator Martens noted the savings would be in a move intuitive product staff can use better. City Clerk/Administrative Services Coordinator Beise noted that the mass notification tool will save staff time in not needing to send out an email to an email list each week but can be automatically done from the website. Council inquired about citizen complaints and reporting features. City Clerk/Administrative Services Coordinator Beise noted the platform does have forms set up for reporting complaints or other issues. Council inquired about completing permits online. City Clerk/Administrative Services Coordinator Beise noted that some permits maybe able to be converted to an online option. Council inquired about the fees. City Clerk/Administrative Services Coordinator Beise noted the implementation fee includes the mass notification tool and the forms. MOTION: made by Schultz, seconded by Dejewski to authorize staff to execute the quote for website redesign services with CivicLive with the mass notification tool and to begin the website redesign process. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) b. Annual Appointments City Administrator Martens presented the report noting the Acting Mayor position had been voted upon. Council inquired about going out for Request for Proposals (RFPs) for consultants and how often is it done. City Administrator Martens noted RFPs have not be sought and the City is in multi- year projects, but the City is having conversations with consultants about what is going well and what can improve. Council discussed going out for RFP's and hiring of staff in place of consultants. MOTION: made by Dejewski, seconded by Schultz to adopt Resolution 2019-01 Establishing Annual Appointments for the City of Corcoran for 2019. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) c. 2019 City Council Calendar City Administrator Martens presented the reporting noting an updated calendar was at the dais and in the house agenda packet due to a minor clerical error. The current calendar has a meeting on December 26th which may need to be moved depending on holiday plans for members. MOTION: made by Schultz, to approve the 2019 City Calendar as presented. Council discussed the possibility of moving the date of the December 26th meeting in the future. MOTION: seconded by Dejewski. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) d. Sub-watershed Assessment Grant Public Works Director Mattson presented the reporting outlining the opportunity for the City to get a grant to complete a study that would assist with watershed management planning. Council inquired about the likelihood of receiving the grant. Public Works Director Mattson noted committing funds prior to award of the grant is new criteria that can help in selection and it will depend on the number of applications. Public Works Director Mattson noted he would work with the other communities for funding a portion of the study. Council inquired about the need for the assessment. Public Works Director Mattson noted the study helps developers know what storm water improvements would be needed for projects. Council discussed the study and its ability to let the City see the larger improvements needed for the whole area. Public Works Director Mattson noted the study would provide estimated costs of identified project areas which would allow developers to know what their contribution would need to be. Council inquired about the staff time required for the study. Public Works Director Mattson noted the study would be completed by consultants. Council inquired about the study saving time down the road. City Administrator Martens noted the study would provide clarity to developers on storm water expectations. Council inquired if the study would continue to be relevant. Public Works Director Mattson noted the study information would be helpful even if the watershed changed their best practices as it would identify areas for improvements. Council inquired about the need for the study. Public Works Director Mattson noted the study would be a helpful planning tool and that the City is being opportunistic in looking at grants to fund studies. Council inquired about the application fee and matching funding. Public Works Director Mattson noted there is no application fee and the matching is only required if the City would receive the grant. MOTION: made by Schultz, seconded by Dejewski to direct staff to submit a sub - watershed assessment application and authorize expenditure up to $3,000 if grants are awarded. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) 12. Staff Reports No unfinished business was presented. 13. 2019 Council Schedule City Administrator Martens reviewed the Council schedule, noting the work session prior to the meeting. Council discussed the upcoming meeting. 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 Schultz to adjourn. Voting Aye: Keefe, Dejewski, and Schultz (Motion carried 3:0) Meeting adjourned at 7:58 pm. J Isica Beise —City Clerk/Administrative Services Coordinator