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HomeMy WebLinkAbout2020-05-14 Council MinutesCITY OF CORCORAN City Council Meeting Minutes May 14, 2020 - 7:00 pm The Corcoran City Council met on May 147 20207 in Corcoran, Minnesota. Pursuant to Minnesota Statute Section 13D.021 and due to the COVID-19 pandemic, the City Council meeting was held remotely through electronic means using the audio and video conferencing platform, Zoom. Present were Mayor Thomas at City Hall and present via telephonic or other electroni Councilor Anderson, Councilor Bottema, Councilor Dejewski, and Councilor Schultz. c means were Also present were City Administrator Martens, and Administrative Services Director Beise. Public Works Director Mattson and Director of Public Safety Gottschalk were present via telephonic or other electronic means. 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 reviewed the digital meeting process and indicated meeting points where public comment will be received. MOTION: made by Dejewski, seconded by Schultz to approve the agenda as presented. Voting Aye by Roll Call Vote: Thomas, Anderson, (Motion carried 5:0) 4. Commission Representatives Bottema, Dejewski, and Schultz City Administrator Martens explained Commissioner participation in Council meetings is available through electronic means and noted Planning Commissioner Verhenkamp was present at the meeting. Open Forum (Public Comment Opportunity) Mayor Thomas invited residents to communicate telephonically at Open Forum and noted the public comment instructions. City Administrator Martens clarified instructions (press *9 to be recognized to speak) for any persons wishing to comment. No persons participated in the public comment portion of the meeting. 6. Presentations/Recognitions No presentations or recognitions were heard. 7. Consent Agenda a. Draft Minutes of April 23, 2020 Council Meeting b. Financial Claims c. CSAH 101 & 100t" Ave Turn Lane Improvements —Pay Request 3 and Final d. Charter Commission Appointment MOTION: made by Anderson, seconded by Schultz to approve consent agenda as presented. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) 8. Planning Business No planning business was heard. 9. Unfinished Business (Public Comment Opportunity) Mayor Thomas invited residents to communicate telephonically prior to Unfinished Business discssi uon and noted the public comment instructios nof pressing *9 to be recognized to sa pek. No persons participated in the public comment portion of the meeting. a. Southeast Corcoran Watermain Improvements —Award Bid Public Works Director Mattson presented the Southeast Corcoran watermain Improvements project background and noted the project connects a downtown watermain stub to a Ravinia watermain with infrastructure installation located along County Road 116 through the 66t" Gleason Parkway corridor. Public Works Director Mattson indicated C & L Excavating was the low bid with competitive pricing $200,000 under the estimated project cost. Council asked if the City has worked with C & L Excavating in the past. Public Works Director indicated the City has not directly worked with C & L Excavating however, the company C & L Excavating subcontracted with on the project, completed the 2014 watermain connection from Lion's Park to the Ravinia neighborhood along County Road 101 and is the main installer. Council and staff discussed the number of bids received and the amounts. MOTION: made by Anderson, seconded by Schultz to authorize contingent bid award to C & L Excavating in the amount $1,021,020, contingent upon securing project bonding, finalizing easement acquisition and associated permit requirements. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) b. Core Strategies, Short -Term Goals, and Action Steps City Administrator Martens reviewed the core strategies, short-term goals and action steps from the previous strategic planning work session. Council noted a future discussion is necessary regarding the Core Strategy of Providing Diverse Community Amenities and Recreation Opportunities section. Council discussed a future review and dialogue of key site areas in Corcoran that should be preserved, rather than waiting for a developer to purchase land and then carve out a preservation site within the development. Council talked about the Parks and Trails Commission assisting in a pro -active approach and review possible preservation areas in the City. Council discussed purchasing possible preservation areas. Council and staff discussed Action Steps of each of the Core Strategies and clarified the process regarding Council review and consideration. Council discussed Action Step six of the Core Strategy of Providing Diverse Community Amenities and Recreation Opportunities which provides incentives for developers to enhance and maintain natural preservation areas in future development properties as a priority item. MOTION: made by Schultz, seconded by Anderson to approve Core Strategies, Short -Term Goals and Action Steps with noted comments within discussion. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) c. City Hall Remodel City Administrator Martens noted remodel discussions began in January 2018 and had been modified to reflect the current minimum scope remodel, estimated at $1,212,000. City Administrator Martens indicated specific areas affected in the remodel, a draft project schedule, and the process to obtain bids for the project. City Administrator provided the reasoning for the project and noted the growth in population of the City. City Administrator Martens outlined the finance plan with estimated costs for construction, technology, and furniture. City Administrator Martens outlined next steps include authorizing staff to obtain bids and bring to Council at a July meeting for review. Council inquired about audio system updates to the Council Chamber regarding the remodel. City Administrator Marten indicated the Council Chambers audio would be reviewed and updated as part of the technology package. Council commented on the difference between the first remodel plan versus the current remodel plan, and the disparity between what has been lost from the first plan to the current plan and noted the financial cost of the project is approximately the same dollar amount. Council and staff discussed obtaining an assortment of additional bids regarding the current remodel plan and the option to reject bids if necessary. Council discussed risks involved with the remodel project throughout the remainder of this year regarding economy aspects and how that could impact City revenue funds. MOTION: made by Anderson, seconded by Schultz to authorize staff to obtain bids for the City Hall Remodel Project. Council reiterated the availability to reject bids if necessary. 2 Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) d. City Hall Closure Extension City Administrator Martens outlined the request for an extension through May 29 to develop a full opening plan for City Hall. Council asked about any complaints from residents regarding City Hall closure to the public and staff responded with limited negative feedback had been received. MOTION: made by Anderson, seconded by Dejewski to authorize staff to extend the closure of City Hall through May 29, 2020. Voting Aye by ROII Call Vofie: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) e. Utility Installation and Service Agreement — 8025 Ridge Court City Administrator Martens outlined the agreement and discussions with Maple Grove. Council inquired about trunk fees if services switch back over to Corcoran from Maple Grove. City Administrator Martens noted reconnection was unlikely due to the location and ability to get City infrastructure to the area; and added Council was emailed the agreement separate from the Council packet delivery. Council asked if the same arrangement would be available to other residents in the same neighborhood and what the process would entail. City Admin istrator Martens indicated each approval asked for clarification on property usage fees and corporate administrative charges. City Administrator Martens clarified fees include Maple Grove connections, variances on a property setback, planning fees, fencing, driveway and grading permits, and a ten percent administrative fee. City Administrator Martens also noted the agreement allows the City to recoup fees and costs and has limited risk. Council thanked all staff and Council involved in moving the project forward. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) 10. New Business (Public Comment Opportunity) City Administrator Martens invited residents to communicate telephonically prior to New Business discussion by dialing *9 to be recognized to speak. No persons participated in the public comment portion of the meeting. a. 2019 Budget Transfers City Administrator Martens discussed four interfund transfer of funds including transfer of long-range planning fund to the remodeling fund, transfer from 2019 budget to the remodeling fund, 2019 budget to the asphalt fund, and City -assessed and City budget funds within the Shannon Lane culvert project to the asphalt fund. MOTION: made by Anderson, seconded by Schultz to authorize Resolution 2020-35 Interfund Transfer. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) b. Set Sale Resolution and Finance Plan — Bond 2020A City Administrator Martens reviewed the planned debt issuance and recommended debt issuance in the amount of $2,110,000, reflecting a $200,000 decrease due to savings in water improvement estimates. Council discussed questions relating to the cost issuance and underwriters discount amount. MOTION: made by Schultz, seconded by Dejewski to approve Resolution 2020-36 for providing for the issuance and sale of approximately $2,110,000 General Obligation Bonds, Series 2020A. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) c. Financial Services Review and Software Implementation 3 Administrative Services Director Beise reviewed the software purchase planned for the 2020 Capital Improvement Plan and the current budget amount of $50,000. Administrative Services Director Beise reviewed the quotes received to date from Abdo, Eick and Myers $23,500 plus an additional amount of $21,500 for implementation support and Chart of Accounts mapping; and a second proposal from BergenKDV of $15,000-$18,000 for process review and software evaluation implementation. Administrative Services Director Beise indicated a staff recommendation Of the BergenKDV bid and utilizing $5,000 from each of the Water and Sewer Funds and $10,000 from the General Fund, proceed to RFPs, and present results to Council at a future meeting. Council discussed requesting customer referrals from BergenKDV. Council clarified the budget cost reflects the software expense only, and inquired about current annual software fee costs, and potential future increases in software expenses. Council questioned the timing of the process review. Council and staff discussed the necessity and the importance of the software review process r MOTION: made by Dejewski, seconded by Schultz to authorize BergenKDV proposal to proceed with review and software implementation with referrals prior to commencement of services. Voting Aye by Roll Call Vote: Thomas, Anderson, Dejewski, and Schultz Abstain: Bottema (Motion carried 4:0:1) d. City Assessor Update City Administrator Martens informed the Council of the non -renewal of the assessing services contract initiated by City Assessor Rolf Erickson, and noted the position is an important, base core function of the City and reviewed options available to the City. City Administrator Martens discussed approaching the of City of Maple Grove and Hennepin County for an estimate for assessing services. Council discussed the review assessment value of specific farmlands and open space properties in Corcoran, and the cause or reason for the review. City Administrator Martens indicated the City was aware of the review assessment of properties and that most properties had a favorable outcome. Council and staff reviewed process of assessments and fees by assessor, how the service of the assessor is paid, and utilizing the County versus independent assessors. MOTION: made by Dejewski, seconded by Schultz to direct staff to obtain quotes from Hennepin County, adjacent cities, and independent assessors for assessing services. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) 11. Staff Reports a. Pandemic Response Update Director of Public Safety Gottschalk reviewed with Council the COVID-19 updates in Minnesota and reviewed four executive orders issued by Governor Walz, and the reopening of some businesses on June 1. Director of Public Safety Gottschalk noted staff is looking at social distancing workplace best practices, staff impacts from COVID-19, and possible challenges over the coming months regarding elections, parks and recreation activities, and local events located within City. City Administrator Martens updated Council on COVID-19 expenditures to date, operations, and continued coordination of staff in virtual workplaces. City Administrator Martens discussed possible revenue sources through legislation presented by Representative Hertaus. City Administrator Martens reviewed possible scenarios for future Council meetings. Council asked if staff has been in contact with local businesses or residents on requirements or requests regarding business openings. Council discussed fairness to businesses regarding the Governor's order. Council discussed PPE loans and requirement of demonstration of how those funds were utilized. City Administrator Martens clarified how funds are reimbursable, and how any additional funds proposed by Representative Hertaus would be allocated and accounted for, or returned. 12.2020 Council Schedule City Administrator Martens noted upcoming agenda items for the regular Council meeting on May 287 2020. Public Works Director Mattson noted and invited Council to the May 19 virtual meeting for the Hackamore Road Project with the City of Medina. Council and staff discussed the format of the Hackamore Road Project meeting, public comments, and resources available on the website regarding the project to the public. Council inquired about enhanced comment sections on 4 Unfinished Business and New Business relating to public comment. City Administrator Martens clarified the process of public comment during enhanced meetings and once Council resumes standard in -person meetings the regular public comment periods will be reinstated. 13. Adjournment MOTION: made by Anderson, seconded by Dejewski to adjourn. Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz (Motion carried 5:0) Meeting adjourned at 9:11 pm. l/ Miche Friedrich -Deputy Clerk 5