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HomeMy WebLinkAbout2019-04-11 Council Minutesr _ - 7., CITY OF CORCORAN City Council Meeting Minutes April 11, 2019 - 7:00 pm The Corcoran City Council met on April 11, 2019 at City Hall in Corcoran, Minnesota. Present were Mayor Thomas, Councilor Dejewski, and Councilor Schultz. Excused was Councilor Keefe. Councilor Bottema arrived at 7:04pm. Also present were City Administrator Martens, Administrative Services Director 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 additional claims had been placed on the Council Dias and added to the house agenda packet. MOTION: made by Schultz, seconded by Dejewski to approve the agenda as presented. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) 4. Commission Representatives Mayor Thomas noted the commission representatives were not present. 5. Open Forum No persons were present to speak at Open Forum. 6. Presentations /Recognitions a. Annual Fire Department Reports i. Hanover Fire Department Fire Chief Malewicki presented the report outlining the calls of service and response times for the City of Corcoran. Fire Chief Malewicki asked that the need for additional firefighters for the Hanover Fire Department be included in the next newsletter. ii. Loretto Fire Department Fire Chief Leuer gave a presentation outlining the calls of service and response times for the City of Corcoran including 61 calls one of which was a fire. Fire Chief Leuer noted Corcoran's calls make up 29 percent of the total calls. Fire Chief Leuer noted there are eight members of the department who live in Corcoran and the department recently added two daytime fire fighters. Fire Chief Leuer noted other items the department is working on including a leadership academy, grant opportunities, training with other departments, and looking for fire station space. Council inquired about the fire station plans and potential locations. Fire Chief Leuer noted the department is completing a feasibility study and the location would be dependent of the model for fire service (duty crews or volunteers). Council discussed their recent work with the fire chiefs on the fire study and their passion for fire service. 7. Consent Agenda a. Draft Minutes of March 28, 2019 Council Meeting b. Financial Claims c. Award Bids for CSAH 101 and 100th Ave Turn Lane Improvements d. AED Property Disposal Council asked to consider Items 7a. and 7d. separately. 8. 9. MOTION: made by Dejewski, seconded by Bottema to approve the consent agenda consisting of Items 7b. and 7c. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) Mayor Thomas noted clerical errors in the minutes and asked that his changes be provided to staff and edits made. Mayor Thomas noted the edits did not change the substance of the documents. Councilors provided additional edits to staff. MOTION: made by Schultz, seconded by Dejewski to approve Item 7a. as amended. Council discussed making business owners aware of the of the change to the animal ordinance related to bees. City Administrator Martens noted he would reach out to the affected parties. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) Council inquired about liability concerns with selling of medical equipment. Director of Public Safety Gottschalk noted the buyers sign off the purchase, releasing the City from liability. MOTION: made by Schultz, seconded by Bottema to approve Item 7d Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) Planning Business No planning business was presented Unfinished Business a. City Hall Remodel — Review of Schematic Design City Administrator Martens presented the report noting the designs presented to Council were the 15th and 16th designs staff had reviewed. City Administrator Martens introduced Joel Dunning and Derek Gallagher, Wold Architects, to present the options to the City Council. Mr. Dunning presented an overview of the process to date, outlining the various meetings and iterations of the design. Mr. Gallagher outlined the design elements of Option A. Council discussed evidence storage. Director of Public Safety Gottschalk noted the addition of the evidence processing space and staff was balancing various needs. Council discussed ambulance lounge space. Director of Public Safety Gottschalk noted initial plans had dedicated ambulance space, but due to other needs it didn't make it into the proposed versions. Mr. Dunning noted that ambulance staff could utilize the conference room as needed if it was not being utilized by other staff. Mr. Gallagher discussed the design elements in Option A. Council discussed the views to outside. Mr. Dunning reviewed the design elements in Option B and provided an overview of the cost estimates for Option A and Option B. Council discussed the designs and access to the memorial garden. Council discussed waiting to remodel and the proposed costs. City Administrator Martens noted the next steps would be to refine the design and host user groups. Council inquired about waiting to remodel the current lobby. Mr. Gallagher noted an additional remodel could be planned but would result in remodeling a recently remodeled section. Council discussed concerns with costs. City Administrator Martens noted public projects are bid in a public setting. Council discussed implementation versus design. Council inquired about the inflation number outlined in the cost estimates. Mr. Dunning noted the estimates included a four percent inflation factor. City Administrator Martens noted one of the cost increases was the utilization of the lobby space which wasn't considered during the initial needs study. Council discussed cutting costs and creating a price point for staff to meet. City Administrator Martens noted the project would need to complete by March 3, 2020 for the next election. Council discussed the need for the lobby remodel and designs for furniture. City Administrator Martens noted Option A was preferred for the better workflow, additional conference spaces, and additional work stations. City Administrator Martens noted staff had looked at several designs to maximize the space. Director of Public Safety Gottschalk discussed the several designs and the ability for staff to utilize the spaces. Council discussed timing and sharpening pencils on the cost. Mr. Dunning noted the cost estimates are conservative and having the contractor on board will assist with pricing the proJect. City Administrator Martens noted interviews with construction firms are scheduled for April 231 2019. Council discussed designing both options. Mr. Dunning noted the design was only partially complete and concerns on the cost of designing two projects. Council discussed costs, the contingency amount in the estimates, and grant opportunities. Council discussed creating a not to exceed number and movable walls. Mr. Dunning noted movable walls are significantly more expensive than the proposed sheetrock walls and haven't been as effective for public sector clients. Council discussed the timeline for keeping the Police Department in the current building. Director of Public Safety Gottschalk noted an additional three to five years may be possible with the increased efficiencies in Option A. Director of Public Safety Gottschalk noted the timeline for needing a Public Safety building would be dependent of the growth of the community. Council inquired about how much longer Option A would last than Option B. City Administrator Martens noted there would be four additional work stations but the specific timelines would be dependent on the growth of the community. Council discussed the options. City Administrator Martens noted the feedback was related to cost savings. Council discussed the efficiencies of Option A and how to reduce costs. Council discussed the timeline and furniture. Council inquired about the windows in Option A. City Administrator Martens noted the top windows in the lobby would remain and a false ceiling above the Administrator's office would be installed. Council discussed the lobby as a future remodel. Mr. Dunning noted additional phasing could be added to the project. City Administrator Martens outlined that the design could be discussed further at the May 9th meeting when staff will be recommending a contractor. Council discussed phasing technology and other cost savings options. Per consensus, staff was directed to bring back the discussion at an upcoming meeting. 10. New Business City Administrator Martens asked that an additional Item be considered on the Agenda, Item 10d. a temporary liquor license for an event at Heidi's Grow Haus. City Administrator Martens noted the request was received late in the day, but due to timing staff needs approval tonight to process the license with the state. MOTION: made by Bottema, seconded by Schultz to add Item 10d. Temporary Liquor License to the agenda. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) a. 2019 Dust Control Program City Administrator Martens presented the report noting the program was similar to years past with one additional road added to the program. MOTION: made by Bottema, seconded by Dejewski to approve Resolution 2019-23 Calling for a Public Hearing on the Potential Assessment of Costs of Dust Control Treatments to be Applied to City Streets in 2019. Council discussed the process for adding and removing roads from the dust control program. City Administrator Martens noted staff reviews conditions and add roads as needed. If a neighborhood petitions to be included or not included the City reviews the petition and removes or adds roads to the program. Council discussed the requirement for fifty percent of residents to be included in the petition. Council discussed the policy for adding and removing roads and the budget implications. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) b. City Council Meeting Rules of Decorum City Administrator Martens presented the report outlining the reasoning for considering rules of decorum including providing clear expectations of the public input process. Council discussed allowing for some flexibility and limits on public comments. Council discussed expectations for those asking questions of the Council and outlining the process of interaction during the meeting. Council discussed creating a consistent policy for public comment. Council discussed limiting speakers time on the same topic and receiving presentation materials in advance of the meeting. Council discussed limiting presentations. Per consensus, staff was directed to bring a draft policy back at an upcoming meeting. c. Equipment Purchase — Bobcat Loaders City Administrator Martens presented the report outlining the replacement plan. Council inquired about the review and other communities utilizing a similar program. Public Works Director Mattson noted the program is reviewed annually and that the sales representative confirmed several of the surrounding communities utilize the program. MOTION: made by Bottema, seconded by Dejewski to approve the purchase and trade of Bobcat Loaders as recommended. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) d. Temporary Liquor License City Administrator Martens presented the item outlining the Cino de Mayo event will be hosted by Heidi's Grow Haus and the Northwest Area Jaycees will serve the alcohol. Administrative Services Director Beise noted appropriate application materials were received and the applicant was aware of fencing and Police Security requirements. Council inquired about the timing. Administrative Services Director Beise noted the event would be on May 5th from 12pm to 4pm. MOTION: made by Bottema, seconded by Dejewski to approve Resolution 2019 -24 Approving 1 Day to 4 Day Temporary On -Sale Liquor Licenses in the City of Corcoran, Minnesota. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) 11. Staff Reports No staff reports were presented. 12. 2019 Council Schedule City Administrator Martens reviewed the Council schedule. Council discussed the sketch /concept plan which will be reviewed at the next meeting. City Administrator Martens thanked the Public Works staff for their 14 hour shift. 13. Council Liaison Calendar The Council liaison calendar was not reviewed but was available in the Council Packet. 14. Adjournment MOTION: made by Schultz, seconded by Bottema to adjourn. Voting Aye: Thomas, Bottema, Dejewski, and Schultz (Motion carried 4:0) Meeting adjourned at 9 :05 pm. Je sica Beise — Administra ive Services Director