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HomeMy WebLinkAbout2019-05-09 Council MinutesJ.r t I CITY OF CORCORAN City Council Meeting Minutes May 9, 2019 - 7:00 pm The Corcoran City Council met on May 9, 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, Public Works Superintendent Meister, 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 10f. Zamboni Purchase. Moll ®N: made by Bottema, seconded by Schultz to approve the agenda as amended. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) 4. Commission Representatives Mayor Thomas noted Planning Commissioner Shoulak and Parks and Trails Commissioner Meister were present. Mayor Thomas invited them to speak on items related to their commission. 5. open Forum Mayor Thomas invited residents to speak. No residents came forward. 6. Presentations /Recognitions a. Annual Fire Department Reports i. Rogers Fire Department Assistant Fire Chief Chris Dunleavy presented for Fire Chief Brad Feist from the City of Rogers. In 2018, the City of Rogers Fire Department responded to 448 calls, with 47 of those to Corcoran, emergency and non - emergency; to 145 medical calls, with 17 of those in Corcoran. The fire contract for 2019 remains the same, $116,319.00. Rogers Fire Fighters participated in approximately 1600 hours of training in the last year. Approximately 95 percent have training completed within the first year. In 2018, Rogers Fire Department received active shooter gear, consisting of a helmet, 3 flat jackets with increased armor with rifle plate, and first aid kit in case of active shooter incidents. Council asked if Rogers Fire Department interfaced with other fire departments. Assistant Fire Chief Dunleavy responded that yes, they do, such as barn fires, combined trainings with controlled house burns, also cross trains with EMR training with local fire departments. Council also inquired about an additional fire station in Rogers. Assistant Fire Chief Dunleavy indicated the City of Rogers is in the process of finding land for a new fire station and would be in close proximity to Corcoran. Council asked Director of Public Safety Gottschalk if the City of Corcoran was reviewing new fire station options with the City of Rogers. Director of Public Safety Gottschalk responded the City had not yet discussed the additional fire station with Rogers Fire Department. Assistant Fire Chief Dunleavy indicated the new fire station would be fire station 3 and located in closer proximity to the City of Corcoran, on the south end of Rogers. Director of I Public Safety Gottschalk indicated City consultants would review the station information when Rogers is ready to move on the southern station and review if there is a collaborative possibility. Council noted it would be beneficial to analyze this possibility, especially with the addition of the Rogers development in that area, along with the Bellwether development in northeast Corcoran. Councilor Bottema indicated the fire subcommittee is working with the three departments to fill the gap. Currently they do not have a solution, but the committee will review their findings with the Council. Council asked if the new tanker purchased by Rogers Fire Department has signage on it that indicates it serves the City of Corcoran. Assistant Fire Chief Dunleavy said it currently does not, but he would bring up the question to the Rogers Fire Chief Brad Feist. 7. Consent Agenda a. Draft Minutes of April 25, 2019 Council Meeting b. Financial Claims c. Ordinance Update — Water and Sewer Ordinance MOTION: made by Dejewski, seconded by Keefe to approve the consent agenda consisting of items 7b., and 7c. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) Councilor Dejewski discussed corrections to Draft Minutes item 7a., on page 4, on motion made by Schultz, second by Dejewski, on 9b Amendment, Draft Minutes report Motion carried, but Motion actually failed. MOTION: made by Dejewski, seconded by Schultz to approve item 7a. Draft Minutes with correction. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) S. Planning Business No planning business. 9. Unfinished Business a. City Hall Remodel — Design, Finance Plan, and Contractor City Administrator Martens presented the report noting the Council supported option A, but costs associated with option A were not supported. Staff was directed to bring options back and came back with option Al which closely matched option B costs, while maintaining the goals of Council and staff in creating efficiencies. Staff is looking for approval to move forward to approve a contractor and make additional tweaks, not approval of design. Kraus-Anderson is recommended by staff for the project because of significant experience in similar projects, and will have dedicated people from start to finish on the project. Next steps would be to send a letter of engagement to Kraus Anderson for the City Hall remodel project, and review design and complete cost estimate based upon approved pricing model. Council asked if Kraus Anderson would be asked to only provide costs on option Al. City Administrator Martens responded Kraus Anderson would be asked to provide cost analysis on all options, and with technology Kraus Anderson has in place, could include real-time adjustments/projections as needed as the project progresses. Council indicated this conversation is a continuation of an in-depth previous meeting on the City Hall Remodel project. City Administrator Martens indicated Council has not approved any designs regarding the City Hall Remodel project. Council thanked City Administrator Martens for work completed by staff to date on the City Hall remodel. Council mentioned concern of deleting technology in option Al with biggest concern in deferring costs now, and then having costs later that may be more expensive. Council asked for clarification if the budget numbers were from Wold. City Administrator Martens answered the budget numbers are the median of the high/low estimates provided by Wold. 2 MOTION: made by Keefe, seconded by Bottema to direct staff to proceed with the design of City Hall remodel based on option Al. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) MOTION: made by Keefe, seconded by Schultz to direct staff to engage Kraus Anderson for the City Hall Remodel project. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) 10. New Business a. Public Hearing — 2019 Dust Control Program City Administrator Martens discussed chloride dust control application noting the budgeted amount is $90,000 with the City's levy covering $52,000, with the reminder billed to residents. Council asked for calculation examples. City Administrator Martens presented examples. City Administrator Martens further explained the public hearing is held so if residents do not pay, the City can utilize the 429 Assessment process if necessary on non-paid bills. One petition was received by majority of residents on Nystrom Lane to be excluded from dust control treatment. Each resident property on Nystrom Lane would still be required to pay 50 percent of collector bill of $38.50 for access to Willow Drive. City Administrator Martens recommends holding Public Hearing, and Council consider approving the Resolution ordering the improvement as is or as amended, with the removal of Nystrom with adjustment of fees. Mayor Thomas opened public hearing. Thomas Spiczka, 9103 Cain Road, spoke on discussion of benefit of residents living on road, or if the dust control is a maintenance issue. Reviewed article in the newsletter regarding maintenance, and general road usage by non-residents, which leads Mr. Spiczka believes should be paid for by City as road maintenance, not an assessment to residents who live on the road. He believes residents that live on the roads are being double taxed, and should not be charged extra for dust control assessments. Al Skagerberg, 9735 Trail Haven Road, questioned if there are plans in the future to pave the shortcut roads in Corcoran. Council explained there have been attempts for 20 years to pave collector roads, and are supported by Council, but community does not support paving of roads. Dean Vehrenkamp, 9310 Bechtold Road, expressed support of Mr. Spiczka, and understands what costs and assessment would be to pave roads. Does not support paving, does not support dust control application, as his home is 300 feet from road is not affected by dust. Would like to understand who would be responsible for paving of road, and what cost would be. Council noted that staff has reviewed costs for paving roads in Corcoran, and encouraged Mr. Vehrenkamp, and residents to get involved in the future meetings; assessments are small percentage to residents who live on the collector roads, because of the pass through traffic. Council encouraged residents to contact council members if in favor of paving roads to form an opinion base of residents who are in support of paving roads. MOTION: made by Keefe, seconded by Bottema to close the Public Hearing. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) Council noted dust control is both for maintenance of roads, and also for the benefit of people who live on gravel roads. Council added the City is also reviewing alternatives to the chloride treatment currently being used on gravel roads. Council asked about eliminating dust control assessments to residents in the future. Council indicated the dust control assessments to residents could be 3 reviewed in the 2020 budget. Council asked why two properties were listed as other, for $1,020 between the two of them, everything else is subsidized, why these two properties aren't subsidized. City Administrator Martens indicated the two properties are not quite split equally; and when dust control is requested by property owners, the City wouldn't normally apply treatment to, requesters pay the total cost. The golf course wanted chloride dust control treatment because of the dust by the back houses near the golf course property; Barry Hay from Maple Hills Estates requested dust control treatment because of the trailer park location. Council asked why the City wouldn't subsidize Maple Hill Road since 10 percent of the Corcoran population lives in the trailer park. City Administrator Martens indicated from a maintenance standpoint, there is very little traffic on Maple Hill Road, so most likely, the City wouldn't recommend dust control treatment for said road. MOTION: made by Keefe, seconded by Bottema to adopt resolution 2019-38 ordering improvement of dust control treatments to be applied in city streets in 2019; and removal of Nystrom Lane from dust control treatment, but allowing for the residents to be part of the application process assessment again in future years if 50 percent of the neighborhood would request dust control treatment again. Council inquired about the dust control treatment process. Public Works Superintendent Meister explained dust control treatment is dependent on the weather. Council asked if bigger rock binds better with the chloride. Public Works Superintendent Meister said in the first two or three years the larger rocks will help. Council asked how much gravel you can purchase for $92,000. Public Works Superintendent Meister responded it is $10 per ton. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) b. Council Minutes Discussion City Administrator Martens presented the report and explained how staff drafts minutes, currently the Minutes record topics, but not individual comments made by Councilors. In past Minutes history, there was more detail, with Councilor comments, but the addition of conversations, did not add substance to the Minutes, and Council should proceed with caution. Council discussed adding more detail regarding issues discussed, primarily for review of past Minutes, to allow for future dialogue on the issue. If at any time, Councilors request something to be included in the Minutes, they would like it included as a matter of record in the Minutes. Council discussed viewing the video from the actual meeting. Council noted they have reviewed other City's Minutes and Council videos, and it can't be ascertained in the Minutes, what the tone and inflection of the discussions were about. Council discussed a preference to review what happened within the dialogue and what the vote was, and if review of dialogue was the objective, then review of the Council video is the best option. Council discussed including descriptive words when recording Minutes, for example, smaller setbacks or larger setbacks, rather than just setbacks. Council discussed more detail to include more transparency. Council clarified how an item discussed could be further understood, by adding more specific details. MOTION: made by Dejewski, to clarify and include more detail and also include requests by Council members included as record on Minutes. (Motion failed, no second) MOTION: made by Dejewski, to allow comments and statements by Council in the Minutes when requested by a Council member, for transparency. Mayor Thomas indicated the Council videos are the City's transparency. (Motion failed, no second) Council asked how many requests for Council Minutes are made. Council asked if Minutes are asked to be changed by a Council member, is that reflected in the next Minutes. Council noted it is 4 reflected in the Motion. City Administrator Martens indicated Minutes reflect the action taken at the very minimum. An example of a clerical error, a Motion would not be needed, the clerical error would be corrected. Often times the Mayor noted, after a change is a consensus change, it is reflected with an amendment as requested by consensus. c. Wildflower Park Irrigation Plan City Administrator Martens gave a brief overview of Wildflower Park and an irrigation overview. The City would need to purchase treated water from Maple Grove as there is no available storm water from ponds. Cost associated with park irrigation would be approximately $300 per year on an average rain fall year; with a no rain season, approximately $710 per year. All initial costs would be paid by the Park Dedication Fund. Ongoing costs would be paid by the parks budget. For future parks, the City will be planning to utilize storm water for watering future parks. Vision for active use parks is to have high quality sod, open space parks not. Council asked if the rain gauges really work, and Public Works Superintendent Meister responded with that rain gauges do work. Council asked what the RPZ' s were in the quotes. Public Works Superintendent Meister responded it is a backflow preventer, so the water cannot flow backwards. Council asked if the irrigation system has a remote control so you can turn them on/off. Public Works Superintendent Meister responded it is available, but not currently quoted with the proposed system. Council asked with the new irrigation system, will we have staff run out to check on the park and make sure there aren't washouts and/or problems with the irrigation system, and does this create more costs associated with the park. Public Works Superintendent Meister said it will actually be less once an established grassy area is established. Wildflower Park will be inspected the same as the other City Parks. MOTION: made by Bottema, seconded by Keefe to allow staff to install irrigation equipment as requested. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) d. Planning Commission Resignation City Administrator Martens reported a resignation was received from Dorothy Theis, and also Council could fill the vacancy Motion: made by Schultz, seconded by Keefe to accept resignation of Commissioner Dorothy Theis. Council thanked her for her time served on the Planning Commission. Councilor Schultz commented that Council appreciated her time on the Planning Commission and her experience. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) Motion: made by Keefe, seconded by Schultz to appoint Dean Verenkamp to fill Dorothy Theis' remaining term on the Planning Commission. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) e. Maintenance Operator Recruitment City Administrator Martens discussed the status of final interviews for the position, and a preferred candidate has been selected. Staff would like Council to approve to authorize the Mayor and City Administrator to extend an offer to the preferred candidate. If the preferred candidate does not accept, allowing for the Mayor and City Administrator to extend an offer the second preferred candidate. Motion: made by Keefe, seconded by Bottema to authorize the Mayor and City Administrator to extend a Maintenance Operator job offer to the preferred candidate. 9 Council commended the Public Works Department on a job well done for Corcoran Clean Up Day on May 4. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5 :0) f. Zamboni Purchase Administrator Martens presented the opportunity for the City to purchase a replacement Zamboni through an auction for 1986 Ford liquid propane engine with 3700 hours on it. Request to bid $6,500 with a 10 -year equipment lifespan. Funds for the purchase would be from the Public Works operating budget. The Zamboni the City of Corcoran currently owns is a 1974 Volkswagen air - cooled propane engine unit and has been in equipment inventory for over 8 years with over 7,000 hours on it. Parts are difficult to find and the unit currently leaks oil. Staff would like Council to authorize staff to bid up to $6,500 for a replacement Zamboni for the Corcoran ice rinks. Motion: made by Dejewski, seconded by Bottema to authorize staff to $6,500 for a replacement Zamboni for the Corcoran ice rinks. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) 11. Staff Reports a. Stieg Road Neighborhood Meeting Recap City Administrator Martens presented recap on the meeting which included updates on Stieg Road improvements with road closure, Bellwether Development, 2040 Comprehensive Plan updates for sewer and water planning, Dayton Parkway Interchange and 1 -94 projects and future County Road 117 extension, County Road 116 to County Road 101; meeting was well received with positive feedback, with full closure of Stieg Road during improvement supported by residents in attendance, will keep residents informed through website, CodeRed, and electronic sign updates. 12. 2019 Council Schedule City Administrator Martens reviewed the Council schedule. Councilor Bottema noted he would not be able to attend the June 13, 2019. 13. Council Liaison Calendar The Council liaison calendar was not reviewed but was available in the Council Packet. 14. Adjournment MOTION: made by Keefe, seconded by Bottema to adjourn. Voting Aye: Thomas, Bottema, Dejewski, Keefe, and Schultz (Motion carried 5:0) Meeting adjourned at 8:28 pm. Mich4Ue Friedrich — Deputy Clerk Lei