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HomeMy WebLinkAbout2020-01-09 Council MinutesCITY OF CORCORAN City Council Meeting Minutes January 9, 2020 - 7:00 pm The Corcoran City Council met On January 9, 20207 at City Hall in Corcoran, Minnesota. Present were Mayor Thomas, Councilor Schultz, and Councilor Dejewski. Excused was Councilor Bottema. Also present were City Administrator Martens, Director Beise, Public Works Director Mattson, ottschalk. G 1. Call to Order/ Roll Call Mayor Thomas called the meeting to order at 7:00 pm. Li City Attorney Thames, Administrative Services eutenant Burns, and Director of Public Safety 2. Pledge of Allegiance Mayor Thomas invited all 3. Agenda Approval in attendance to rise and join in the Pledge of Allegiance. City Administrator Martens requested agenda item 6a. Years of Service Recognition v Josh Hunter be moved to a different date and requested the addition of agenda item 10h. Snowplow Operator Hours. City Administrator Martens asked Council to consider agenda item 7e. Finance Agreement Transfer for Corcoran Crossroads as a separate item on the consent agenda as the agreement was provided the day of the meeting. MOTION: made by Schultz, seconded by Dejewski to approve the agenda as modified. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) Iff 4. Commission Representatives Mayor Thomas noted Planning Commission Chair Jacobs and Parks and Trails Commissioner Strehler were present. The Commissioners were invited to speak on items related to their respective commissions. 5. Open Forum Mayor Thomas invited residents to speak. No residents came forward to speak. 6. Presentations/Recognitions F. Consent Agenda a. Draft Minutes of December 19, 2019 Council Meeting b. Financial Claims c. National Incident -Based Reporting System Joint Powers Agreement d. Waiver Request for Amplified Sound � 20201 County Road 50 e. Finance Agreement Transfer — Corcoran Crossroads f. Establishing an Absentee Ballot Board g. Tobacco License for Corcoran Crossroads h. 2020 Open Book Meeting Council asked consent agenda items 7c. and 7e. be considered separately for further discussion. City Administrator Martens noted Council request within 7a. Draft Minutes of December 19, 2019 Council Meeting, under section 10b., to rephrase rental units to residential lots. MOTION: made by Dejewski, seconded by Schultz to approve the consent agenda items 7a., 7b., 7d.7 7f.7 7g., and 7h. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) Regarding item 7c., Council inquired about the total cost expected. Director of Public Safety Gottschalk explained if the Bureau of Criminal Apprehension grant funding is not received, the City of Corcoran's cost would reflect one -fourteenth of the total cost of $8,000, as the cost would be split between the fourteen cities making up the consortium applying for the grant. Council reiterated if the grant funding is approved by the Bureau of Criminal Apprehension, there is no cost to the City or to the consortium. Council and staff discussed new federal requirements for agency and Director Of Public Safety Gottschalk discussed the Corcoran Police reporting. Council Department's hist MOTION: made by Dejewski, seconded by Schultz to approve the consent agenda item 7c. ory and role within the consortium. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) Administrator Services Director Beise noted item 7e. Finance Agreement Transfer for Corcoran Crossroads allows for the ten-year sewer and water utility fees assessment by the City to be transferred to the new owners of Corcoran Crossroads. Administrator Services Director Beise further noted the finance agreement transfer would be filed and recorded with Hennepin County in the case the property sells again before the ten -yea MOTION: made by Dejewski, seconded by Schultz to approve the consent agenda item 7c. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) 8. Planning Business No planning business was presented. 9. Unfinished Business r utility assessment is paid in full. a. Low Cost Paving Options —Assessment Policy Review City Administrator Martens reviewed the shape and pave approach discussion and the request for staff to provide two road paving options at a future date. City Administrator Martens asked for Council feedback on the assessment policy including the use of 90 percent of low value benefit in calculating the assessment; indirect benefitting properties; and assessments for each building right. Council discussed the 90 percent low value benefit assessment and if the assessment is fair across a range of different home values on a specific road. Council discussed the assessed cost of the road could be affected by higher valued property and lower valued property on the same road. Council continued the assessment discussion for indirect benefitting properties, and assessment impact if there are additional, secondary roads in the neighborhood, and if secondary roads impact assessment calculations. Council discussed impacts of paving a main road, and later paving the secondary road, and credits for the original indirect benefit assessment. City Administrator Martens explained the benefits determination to a property regarding main road access and secondary road access is an assessor determination. Staff and Council discussed future City policies regarding paving roads and how surrounding, or indirect properties would benefit, and how assessment calculation should be a case by case basis to accommodate unique situations. Council discussion moved to calculating assessments by property building rights. City Administrator Martens outlined the current assessment policy and reviewed examples of properties located between two gravel roads, and the assessment option challenges dependent on each property's building rights. Council asked for clarification on current policy regarding how properties are currently assessed in relation to building rights. City Administrator Martens stated each building right after the first building right would be categorized as a deferred assessment for the original property. Council discussed the financial aspects of assessments, the depreciation of roads on properties with building rights not currently developed but may develop in the future, and how the existing and depreciated assessments for road repair and maintenance would be assessed and maintained to these properties. b. 2020 Strategic Planning Work Session City Administrator Martens reviewed dates for the strategic planning work session. Council and staff discussed timelines and dates. MOTION: made by Schultz, seconded Dejewski to approve the 2020 Strategic Planning Work Session for February 10, 2020, at 4:00 pm. Voting Aye: Thomas, Dejewski, and Schultz 2 (Motion carried 3:0) c. 2020 City Calendar Council noted the Open Book meeting on April 9, 2020. Administrative Services Director Beise indicated Council did not need to be present for the Open Book meeting and only the city assessor would need to be present at the meeting. Administrative Services Director Beise noted the Open Book Meeting is regularly held the second Thursday in April each calendar year. MOTION: made by Dejewski, seconded Schultz to approve the 2020 City Calendar as presented. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) 10. New Business a. Charter Commission Resignation and Recognition — Rich Asleson Mayor Thomas read Resolution 2020-02 honoring outgoing Commission Richard Asleson. MOTION: made by Schultz, seconded Dejewski to approve the 2020-02 Honoring Outgoing Commissioner Richard Asleson. Mayor Thomas shared words of appreciation and thanked Commissioner Asleson for his service on the City Council and the Charter Commission. Voting Aye: Thomas, Dejewski, and Schultz. (Motion carried 3:0) b. Request for Water and Sewer Connection with Maple Grove City Administrator Martens outlined the formal request by a Corcoran resident for water and sewer utilities connection through Maple Grove located at 8025 Ridge Court. City Administrator Martens gave a brief history of the neighborhood, including remaining Corcoran properties with septic, well, and gravel within the neighborhood. City Administrator Martens reviewed policy considerations, the necessary primary and secondary agreements with the City of Maple Grove, and the current property owner for current and future related water and sewer utility costs. City Administrator Martens noted a planned 2021 Maple Grove street improvement project with the option for Corcoran to participate in the project. City Administrator Martens indicated City staff would hold a neighborhood meeting sometime in February with a goal to have a recommendation to Council in the summer of 2020 regarding City options for participation in the Maple Grove street improvement project. Council discussed the option of a one-time connection for sewer and water for 8025 Ridge Court. Council discussed reviewing the options available with the City of Maple Grove with the upcoming 2021 street improvement project. Council asked if there would be any cost to the City for the utility connection at 8025 Ridge Court, including the cost of staff time. Council and staff considered financial aspects of allowing utility connections. MOTION: made by Dejewski, seconded Schultz to authorize staff to formally request the City of Maple Grove to draft a connection agreement for 8025 Ridge Court, to draft an agreement for additional connection requests within the neighborhood, and to draft a comprehensive cost plan for the 2021 Maple Grove street improvement project as it relates to Appaloosa Woods neighborhood in Corcoran. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) c. Recreation Coordinator Appointment City Administrator Martens reviewed the completed hiring process for the Recreation Coordinator position and the recommendation to hire Jessica Christensen Buck. MOTION: made by Schultz, seconded Thomas to approve the appointment of Jessica Christensen Buck to the full-time Recreation Coordinator position effective February 3, 2020. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) d. Council Liaison Schedule City Administrator Martens discussed current Council liaisons on each City commission, the recent liaison vacancy on the Parks and Trails Commission and requested discussion on how the Council would like to move forward. Council discussed the vacant Council position, and once appointed, would maintain the Council liaison for the Parks and Trails Commission. City Administrator Martens 3 confirmed Councilmember Schultz will continue as the 2020 Planning Commission liaison, and Councilmember Bottema will continue as the Elm Creek Watershed Commission liaison. e. Property Acquisition Process — Gleason Parkway Extension and Trunk Sewer Extension Pro j e cts Greg Hoglund, 19220 Hackamore Road, addressed Council asking for clarification on the process of and which Council members would vote on the eminent domain item 10e. Council clarified that it cannot determine if a vote will be made at tonight's meeting until the discussion is complete. Mr. Hoglund noted concerns with the eminent domain process. Mr. Hoglund discussed the Lennar development on the Wessel property and his perspective on the future growth of the City. Mr. Hoglund shared his opinion on the recent nuisance violations in Corcoran and the future election impact regarding the vacant Council seat. Mr. Hoglund provided comments on the strategic planning regarding downtown, fire department and police departments. City Administrator Martens invited Mr. Hoglund to meet at City Hall to review concerns and documentation. City Administrator Martens outlined the background history of the Gleason Parkway Extension Project and Trunk Sewer Extension Project and indicated the project dates to the 1980's and has been a planned connection for many years. City Administrator Martens noted there is a signed developer's agreement with Mr. Mason, who is one of the property owners of the focus within the eminent domain process. City Administrator Martens noted the difference of rules and processes relating to stormwater, land slopes, and MSA rules that did not exist in the 1980's. The process of recent conversations for the Gleason Parkway Extension began in 2013, with significant discussion in 2017. In Southeast Corcoran, the Gleason Parkway Extension continues Gleason Parkway from County Road 101, through the Ravinia development, to County Road 116. The planned trunk sewer extension covers Southeast Corcoran and was included as a trunk sewer extension through the last two comprehensive plans. City Administrator Martens added the water extension project extends water from existing downtown to the Southeast Corcoran community. The next steps in the project include testing, surveying, and easement and right-of-way purchases. City Administrator Martens explained the next steps in the land acquisition process includes meeting with property owners, obtaining right -of -entry, appraisals, and negotiating a purchase price. City Administrator Martens reviewed the properties surrounding the Gleason Extension project including one land owner who is unwilling to sign a right -of entry request and controls several properties along the proposed extension, directly impacting the Gleason Parkway and Trunk Sewer projects. City Administrator Martens outlined the options of the current extension projects and include abandoning the project, redesigning the project, or moving to the least desirable option of eminent domain. City Administrator Martens stated one of the most important services a City can provide to residents are roads, water and sewer, and reiterated the Gleason Parkway Extension has been envisioned in Corcoran for almost 40 years. City Administrator Martens discussed the future importance of the Gleason Parkway Extension Project and Trunk Sewer Extension Project and the need for eminent domain. City Administrator Martens discussed Council action includes approving the resolution, which would allow obtaining the appraised value of several properties owned by three individuals, offers for compensation, and acquisition by eminent domain for the projects if needed. Council questioned the proposed location of a stormwater collection pond and asked if the stormwater collection pond could be moved to another parcel to the west. Public Works Director Mattson responded before a decision can be made on stormwater ponds, the City first needs permission to access the proposed site and can then proceed with evaluating the site. Public Works Director Mattson indicated a stormwater pond cannot be placed within a wetland site. Public Works Director Mattson discussed the property that is identified has more potential upland, or non -wetland areas that may be sized to support the stormwater pond design, and with right of entry, the City could analyze and confirm the whole process. Public Works Director Mattson noted currently the City has not received permission to enter some parcels and has not been able to evaluate any of the proposed plan or finalize the designs. Council discussed the easements along County Road 116 and why two of the easements are narrower than the others on the south side of County Road 116. Public Works Director Mattson explained the easements along County Road n 116 vary in size because of the land topography, wetland areas, and required widths of the turn lane. Council asked about the appraisal process on the land and if value is based on current land value. City Administrator Martens stated value is based on the current land value. City Administrator Martens referenced temporary construction easements are a percentage for utilizing the land for a specific time for construction, and indicated the City has no intention of completing a special assessment process at this time. Council stated for the record, no property owners affected by the proposed Gleason Parkway Extension have contacted Council. Council inquired about a parcel of land that is unbuildable land and if the City is looking at that as an option with the extension. Public Works Director Mattson clarified the parameters for how the properties were determined in the extension proposal. Council requested clarification if the building rights of the properties would be impacted. Public Works Director Mattson expressed that upon review of the properties the building rights would not be affected on respective properties. Council discussed the necessity of eminent domain for the other two property owners who are working with the City. City Administrator Martens reiterated the eminent domain process requires many notices and timelines, is project driven, and allows the City the access that may be necessary to adhere to project timelines. City Administrator Martens noted there currently exists a level of cooperation with two property owners and there is always the possibility that properties may change hands, and approving the resolution allows staff to utilize the most optimal path forward. City Administrator Martens pointed out Council approval of authorization for eminent domain does not mean that eminent domain will proceed, and is only in place to allow for options in the event or circumstance Of change in the future. Council debated eminent domain and inclusion of all property owners in the eminent domain process for Gleason Parkway. After much discussion, Council requested only the property owner who is opposed to cooperate with the City for right of entry be included in the eminent domain process. Council discussed potential future delays by excluding some property owners from the eminent domain process. Council also requested the least amount of property be utilized on eminent domain properties. Council inquired if all properties would be listed within the eminent domain process to alert future buyers regarding the eminent domain process. Council discussed property values of the properties included within the eminent domain process and how the property's value is impacted. MOTION: made by Dejewski, seconded Schultz to approve Resolution 2020-03 authorizing approval of appraised values, offers for compensation, and acquisition by eminent domain for the 66th Avenue Corridor Improvement Project with the amendment to exclude PID's 36-119-23-23- 0001, 36-119-23-23-0002, and 36-119-23-32-0002. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) f. Annual Appointments City Administrator Martens explained the annual appointments and changes from the previous year and included the addition of Administrative Services Director Jessica Beise as an official signatory, and to appoint an acting Mayor. Council discussed the best options for continuity in the acting Mayor appointment, and Council discussed appointing Councilmember Bottema as acting Mayor in 2020. MOTION: made by Dejewski, seconded Schultz to approve Resolution 2020-01 Establishing Annual Appointments for the City of Corcoran for 2020 and appointing Councilmember Bottema as acting Mayor in 2020, in Mayor Thomas' absence. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) g. City Council Resignation and Declaration of Vacancy City Administrator Martens outlined the required action by Council is to accept the resignation of Councilmember Keefe, declare a vacancy and temporarily fill the vacancy until a special election takes place. City Administrator Martens and staff recommended holding the election at the State Primary Election on August 11, or the General Election on November 3, with an appointment by 5 Council to fill the vacant position until the scheduled election. Council and staff reviewed the options available to Council per Minnesota Statute 412.02 subdivision 2a. MOTION: made by Schultz, seconded Dejewski to accept the resignation of Councilmember Keefe effective December 31, 2019, and to declare a vacancy on the City Council as of December 31, Voting Aye: Thomas, (Motion carried 3:0) Council discussed appointment options to fill the vacancy on the City Council. Council discussed Dejewski, and Schultz appointiParks and Trails Commissioner Anderso ng City Council. Council also reviewed other processes in appointment of the position. Council discussed waiting until the next meeting when n to fill the temporavacancposition on the ry y possible options for the vacancy, timelines and Councilmember Bottema could also have input. City Administrator Martens reviewed a timeline, stated there are Parks and Trails and Charter commissioners interested, that the City Administrator can send an inquiry to City Commission members, and Council could decide at the next Council meeting. City Administrator Martens also noted the communication challenge in the short timeline of getting the information out to inform the community of the vacancy on Council. Council inquired about the general public application, and Administrative Services Director Beise stated the commissioner application could be utilized for the process. Council and staff reviewed due dates for the general public for completing the application, and when the Council would be able to review the applications. City Administrator Martens confirmed the due date for applications to be submitted to City Hall is Wednesday, January 22, 2020, by 12:00 pm. Council and staff determined a Council Work Session is necessary to review applications for the vacancy on City Council. Mayor Thomas called for a Council Work Session on Thursday, January 23, 2020, at 6:30 pm for the purpose of reviewing applications for the vacant Council position. Council further discussed appointing an applicant at the regular Council meeting on Thursday, January 23, 2020. h. Snow Plow Operations and General Assistance for Public Works City Administrator Martens reviewed the impact of the vacant position in the Public Works Department, noting vacancy since October 14, 2019, and with the search for qualified candidates in the first round of interviews unsuccessful, and the reopening of the position, it is likely the position will remain vacant until mid -March. City Administrator Martens outlined the request for an additional allocation of 100 hours for snow plow operator position to assist the Public Works department with snow plowing and other duties as needed or assigned. City Administrator Martens noted the additional 100 hours would allow a total of 200 hours to the seasonal snow plow operator position in 2020. MOTION: made by Dejewski, seconded Schultz to approve the additional 100-hour allocation, allowing a total of 200 hours to the seasonal snow plow operator position. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) 11. Staff Reports 12. 2020 City Council Schedule City Administrator Martens reviewed the upcoming items for future Council meetings. 1I Adjournment MOTION: made by Dejewski, seconded by Schultz to adjourn. Voting Aye: Thomas, Dejewski, and Schultz (Motion carried 3:0) Meeting adjourned at 8:45 pm. Miche e Friedrich —Deputy Clerk 0