The URL can be used to link to this page

Home My WebLink About2019-02-14 Council MinutesCITY OF CORCORAN City Council Meeting Minutes February 14, 2019 - 7:00 pm The Corcoran City Council met on February 14, 2019 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 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 a letter that was inadvertently missed from the packet for Item 8a. outlining questions and concerns regarding the preliminary plat. MOTION: made by Schultz, seconded by Dejewski to approve the agenda as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) 4. Commission Representatives Mayor Thomas noted Planning Commissioner Meredith Wu and Parks and Trails Commissioner Meister were in attendance and invited them to speak on items related to the Commission. 5. Open Forum Meredith Wu, 8695 Cain Road, addressed the Council with questions on Item 9b. City Hall — Remodel — Construction Manager Model. Ms. Wu inquired about which other cities are utilizing the Sourcewell program. Per Council request Ms. Wu noted her background as an architect. Ms. Wu inquired about local contractors and the low cost of the estimated fee. 6. Presentations /Recognitions No presentations were heard. 7. Consent Agenda a. Draft Minutes of January 24, 2019 Council Meeting b. Draft Minutes for January 24, 2019 Council Meeting c. Financial Claims d. Charitable Gambling Permit — Elks e. Pay Request #2 — Northeast Trunk Sewer Improvements MOTION: made by Bottema, seconded by Keefe to approve the consent agenda as presented. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5 :0) 8. Planning Business a. Kariniemi Preliminary Plat City Administrator Martens presented the report noting the concerns presented in the letter regarding the project have been addressed. Council discussed private drives. Director of Public Safety Gottschalk noted the standards for private driveways meet public safety standards. Council discussed parking on private drives. City Administrator Martens noted private drives are recorded easements. Nate Karinimei addressed the Council and noted he currently owns the property and understands the City's desire for less driveways on collector roads. Council discussed private drives. MOTION: made by Schultz, seconded by Keefe to adopt Resolution 2019-03 Approving Preliminary Plat for "20801 Larkin Road" for Nate Kariniemi on the 7.98 site located at 20801 Larkin Road (PID 27-119-23-41-0009) (City File 18-037). Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) 9. Unfinished Business a. City Hall Remodel — Council Chamber Design City Administrator Martens presented the report outlining the design options for the Council. Council discussed seating at the dais and for staff, monitors for Council to view, and not being distracted by screens. Council discussed the additional screen locations. Council could discussed acoustics and a better sound system. Council discussed having enough seats for large events. Director of Public Safety Gottschalk noted the staff had not yet completed the code enforcement review. Council discussed safety and bulletproofing. City Administrator Martens noted the podium would provide an opportunity for presenters to see their presentation. Council discussed a movable podium and events in the space. Council discussed community room use. Per consensus, staff was provided direction on the various elements of the remodeled Council Chambers. b. City Hall Remodel — Construction Manager Model City Administrator Martens presented the report outlining the options for construction management. Council discussed construction manager advisor, construction manager at risk, general contractors, and the Sourcewell option. Planning Commissioner Wu inquired about goals for small and minority owned companies and goals that City might have and if those are calculated into the costs. Council inquired if the City had LEED or other goals for projects. City Administrator Martens noted as a matter of policy the City could adopt requirements, but at this time the City does not have these goals. City Administrator Martens noted the Sourcewell. option typically seems .to work well with project between one and three million. Council discussed who is responsible for the project under the Sourcewell option. City Administrator Martens noted the project coordinator is selected to manage the project. Council discussed the Sourcewell option and inquired about the number or project coordinators. City Administrator Martens noted there are six or seven firms who are project coordinators. Council discussed the limited number of project coordinators with Sourcewell and general contractor concerns. Planning Commissioner Wu noted in a general contractor model some City's have departments to manage and with a general contractor staff would be the owner's representative. Council discussed hiring a project manager and the difference between the Sourcewell option, a construction manager, and a project manager. City Administrator Martens noted the Sourcewell project coordinator firms were well known construction management companies and would be responsible to see the project completed. Director of Public Safety Gottschalk spoke to his positive experience with cooperatives. Council discussed wanting to know more about cooperative pricing in contracting. Council discussed use of general contractors and the City staff involvement. City Administrator Martens noted concern for a general contractor is limited staff time and lack of expertise in construction. Council discussed general contracting, price, and construction manager at-risk. Per consensus, staff was directed to move forward with the Sourcewell option. Council inquired about Sourcewell and how long it's been in business. Director of Public Safety Gottschalk noted the organization was successful in leveraging multiple sources for low contract pricing. c. Deputy Clerk and Administrative Services Director Appointment City Administrator Martens presented the report outlining the hiring process and the candidates for appointment. Council inquired about the Recreation Coordinator on the organizational chart. City Administrator Martens noted the Recreation Coordinator reports to himself. MOTION: made by Bottema, seconded by Keefe to appoint Michelle Friedrich to Deputy Clerk at Grade 8 Year 2 effective upon the start date of the Administrative Assistant. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) MOTION: made by Keefe, seconded by Bottema to authorize staff to initiate recruitment of the administrative assistant position. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) MOTION: made by Keefe, seconded by Dejewski to approve the Administrative Services Director job description. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) MOTION: made by Dejewski, seconded by Keefe to appoint Jessica Beise to Administrative Services Director at Grade 12 Year 4 effective April 6, 2019. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) 10. New Business a. Met Council SAC Deferral Program City Administrator Martens presented the report noting the total sewer connect project cost for Maple Hills Estates was approximately $400,000 which a grant would pay for a portion leaving the owner to finance the rest of the project. City Administrator Martens noted the current financing rate for the SAC deferral program is 2.27%. Council discussed what happens if business ceases. City Administrator Martens noted the payments would stop and if a new business were to take over any remaining charges would be due. Council discussed the master plan and the programs effect on other businesses. City Administrator Martens noted staff time and attorney time would be needed for setting up the program. Council discussed the interest rate and who the City would .be in agreement with. City Administrator Martens noted the City would set up the program with the Metropolitan Council and then have individual agreements with those taking part in the program. Council discussed financing businesses capital projects and staff time. City Clerk/Administrative Services Coordinator Beise noted staff must currently complete monthly SAC reports and issues claims for the Metropolitan Council. Council discussed having the applicant pay for the fees as the City would require those who request City Code amendments. Council discussed the equal treatment of businesses and available financing options for businesses. Council discussed the importance of stability for low income housing. Council discussed the Metropolitan Council program. City Administrator Martens noted the City would establish the program. Council discussed the program further, impact on a low-income community, and utilization of staff time. Council discussed other businesses utilizing the program. MOTION: made by Dejewski, seconded by Schultz to direct staff to enter into the SAC deferral program and draft an agreement between the City of Corcoran and Maple Hill Estates. City Administrator Martens inquired about who would pay the set-up fees for the program. Councilor Dejewski noted Maple Hill Estates would be responsible for paying for setting up the program if they would utilize the program. Council discussed program costs, staff time, opportunity costs, and policies. Voting Aye: Dejewski and Schultz Nay: Thomas, Bottema, and Keefe (Motion failed 2:3) b. City Council Training Budget City Administrator Martens presented the report noting that the City pay for the training in advance or have Councilmembers submit reimbursements. Council gave an example of a training a member wanted to attend and discussed having members utilize funds at their discretion. Per consensus, Council allocated $300 per person for training and for the training budget to be reviewed as needed with members reallocating funds if requested. 11. Staff Reports a. Origin and Destination Study Public Works Director Mattson presented the report noting the amount traffic on County Road 10 may impact the County's planning for County Road 50. Council discussed the study findings for County Road 10 and the impact on City plans. Council inquired about future planning for County Road 30 and the interconnection with MN Highway 610. City Administrator Martens noted the study wouldn't impact the current Comprehensive Plan, but the results are helpful for long range planning. City Council discussed County Road 50 and the reason for the study. City Administrator Martens noted the traffic pattern information is helpful for planning. Council discussed the turnback of County Road 10. b. Code Compliance Annual Report City Administrator Martens noted City Clerk /Administrative Services Coordinator Beise met with Kendra to discuss the code enforcement contract and processes. Council inquired about the program. City Administrator Martens noted staff would be completing regular reporting on code enforcement. City Clerk/Administrative Services noted staff would be meeting to start the consultant onboarding process. 12.2019 Council Schedule City Administrator Martens reviewed the Council schedule, noting the work session prior to the meeting. 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 9 :01 pm. i J sica Beise —City Clerk/Administrative Services Coordinator