HomeMy WebLinkAbout2020-05-28 Council MinutesCITY OF CORCORAN
City Council Meeting Minutes
May 285 2020 - 7:00 pm
The Corcoran City Council met on May 287 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 electronic means were
Councilor Anderson, Councilor Bottema, Councilor Dejewski, and Councilor Schultz.
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. Pledge of Allegiance
Mayor Thomas invited all in
2. Call to Order / Roll Call
attendance
to rise and join in the Pledge of Allegiance.
Mayor Thomas called the meeting to order at 7:00 pm.
3. Agenda Approval
City Administrator Martens noted three items were added
to New Business and include 9a. Absentee
Voting for the Statewide Primary, 9b. Resolution Authorizing Granting Regulatory Flexibility to Work with
Local Businesses, and 9e. 2020 Staffing Plan.
MOTION: made by Dejewski, seconded by Anderson to approve the agenda as modified.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz
(Motion carried 5:0)
4. Commission Representatives
Mayor Thomas noted Planning Commissioner Shoulak was present via telephonic or other electronic
means. City Administrator Martens noted Parks and Trails Commissioner Hoffmann was not currently
present.
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 for any persons wishing to
comment. Administrative Services Director Beise indicated one caller was waiting and invited the caller to
join the Open Forum and to state their name and address.
Joe Maas, 6715 Willow Drive, commented on the safety of gravel roads in Corcoran. Mr. Maas
specifically addressed the gravel road where Larkin Road is not paved, and additionally Willow Drive,
Horseshoe Trail and Homestead Trail gravel roads. Mr. Maas indicated an email receipt of a gravel road
maintenance schedule, but stated in his opinion, the current planned maintenance schedule is not
ensuring safe travel on gravel roads. Council indicated paving of roads has been a focus and priority of
Council for the past 20 years and Council will continue to review paving of gravel roads in Corcoran. Mr.
Maas acknowledged assessments for paving roads, and shared information regarding state monies and
grants available for road paving projects like the gravel road area at the corner of Willow Drive and Larkin
Road. Mr. Maas asked Council how residents can assist in promoting paved roads in Corcoran and
thanked Council for their time and service.
Presentations/Recognitions
a. 2019 Audit Presentation — Justin Nilson and Tyler See, Abdo Eick and Meyers
Mayor Thomas introduced Justin Nilson and Tyler See of Abdo Eick and Meyers. Mr. Nilson thanked
Council and staff for their time and assistance with the audit. Mr. Nilson noted a clean, unmodified audit
opinion which is the best audit opinion a City can receive, and there were no audit findings for 2019. Mr.
See and Mr. Nilson reviewed various fund balances, revenue and expenses, debt service funds, positive
trends in the Water Fund Cash Balance, Sewer Fund Cash Balances and Enterprise Funds Balances,
and closed the presentation with key performance indicators. Council inquired about revenue in permits
and licenses and city inspection expenditure itemizations. Mr. Nilson referred Council to the summary
page. Council asked about the tax rate and per capita performance indicators and requested an
explanation of the difference between tax base and tax per capita. Mr. Nilson explained tax base is based
on home values and how many homes, and taxes per capita is overall taxes per number of people. Mr.
Nilson also noted the tax rate is typically a better metric to review. Council noted the positive trend in
numbers within the audit reflect the appropriate management of the City's finances by staff.
MOTION: made by Schultz, seconded by Anderson to accept the 2019 audit as presented.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz
(Motion carried 5:0)
7. Consent Agenda
a. Draft Minutes of May 14, 2020 Council Meeting
b. Financial Claims
c. Liquor License Approvals
d. Request for Metropolitan Agricultural Preserve Initiation and Expiration for 49 acres of land
owned by Kevin and Denise Tabor
e. Approval of Notice of Acceptance of Bridle Path
f. Police Technician Job Description Update
MOTION: made by Dejewski, 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. Unfinished Business (Public Comment Opportunity)
Mayor Thomas invited residents to communicate telephonically at Unfinished Business and noted the
public comment instructions. Administrative Services Director Beise invited callers to join the Public
Comment Opportunity and to state their name and address.
Tom Spiczka, 9301 Cain Road, addressed Council and commented on taxation for dust control, use of
calcium chloride application, utilization of the dirt roads by residents in Corcoran, and the consideration of
eliminating the assessment in a previous Council meeting. Council thanked Mr. Spiczka for his
comments. Council discussed issues of dust control, and Council action to reduce the dust control fee to
residents, long-term plans regarding dust control, and that Council is not ignoring his prior comments.
Dean Vehrenkamp, 9310 Bechtold Road, addressed Council and noted agreement with the previous
caller. Mr. Vehrenkamp does not believe he should be responsible for the dust control assessment as the
dust from the road does not reach his house. Mr. Vehrenkamp expressed his opinion that dust control
assessments are a double taxation, and if all City residents are paying for maintenance of paved roads,
all residents should also pay for calcium chloride applications to all roads. Council thanked Mr.
Vehrenkamp for his comments.
a. Northeast Corcoran Water Supply — Work Plan Update
Public Works Director Mattson reviewed staff and Council action over the last year and half regarding the
Northeast Corcoran Water Supply Work Plan Project. Public Works Director Mattson indicated the site
acquisition purchase agreement for the well and water treatment site is secured, a permit from the DNR
for a well water assessment was approved, results from the Northwest
Area Regional Water Supply Study the City participated in are available, and design and installation of
the City's first municipal test well is complete with test pump and water quality sampling in process.
Public Works Director Mattson reviewed the continued processes of the water supply plan through 2022,
the next steps for water treatment and tower design, and budget allocations in 2020. City Engineer Torve
discussed the test well installation process, the discovery of an aquifer at 280 feet down, determined the
thickness of the aquifer with positive results of about 150 feet depth of aquifer, the 24-hour pump test
showed results of 250 gallons per minute range, with an ultimate well target of 400-800 gallons per
minute. City Engineer Torve noted the three-inch capacity test well of 250 gallons in comparison to the
twelve -inch municipal well capable of reaching the goal of 400-800 gallon per minute capacity. City
Engineer Torve indicated results were good and the process is going per plan. Council inquired about
water treatment options and how it relates to homeowners. City Engineer Torve explained with normal
results, sand filtration is the best option to remove iron and manganese for city treatment, however,
residents would still need a softener for water. Council asked about the possibility of the City maintained
softener system within the City water system. City Engineer Torve indicated softener application will be a
future maintenance system but will be utilized within the wastewater treatment process and is at least 10
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to 20 years away from implementation. Council inquired if the test well and municipal well will be the
same depth. City Engineer Torve indicated the depths would be almost identical between the two wells.
MOTION: made by Anderson, seconded by Schultz to approve completion of a feasibility study for water
treatment and tower design as presented.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz
(Motion carried 5:0)
b. City Hall Closure Extension
City Administrator Martens outlined the Stay Safe Minnesota Phase 2 and requested extension of City
Hall closure through June 12, 2020. City Administrator Martens noted plexiglass installation is scheduled
the week of June 1, 2020. Council inquired where the plexiglass installation is located. City Administrator
Martens indicated it will be at the front desk to protect City Hall staff.
MOTION: made by Anderson, seconded by Schultz to extend City Hall closure through June 12, 2020.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz
(Motion carried 5:0)
9. New Business (Public Comment Opportunity)
Mayor Thomas invited residents to communicate telephonically prior to New Business discussion and
*9 to be recognized to speak. No persons participated
noted the public comment instructions of pressing
in the public comment portion of the meeting.
a. Public Hearing — 2020 Dust Control Project
City Administrator Martens outlined the 2020 Dust Control program with neighborhood assessment costs,
City expenses, and total costs of the project. City Administrator Martens noted the product costs have
increased, but staff proposed assessment rates to remain the same as 2019 rates. City Administrator
Martens clarified paving costs for overlays to paved roads are assessed to residents upon the second
overlay of the paved road, with the first overlay subsidized by the City. In addition to City subsidized road
costs, City Administrator Martens noted the gravel cost for roads are also subsidized by the City budget.
City Administrator Martens noted an email notice was received indicating four of the six properties
located on Homestead Trail would like to be removed from dust control applications this year. City
Administrator Martens indicated staff is awaiting a formal petition for removal of dust control applications.
Mayor Thomas opened the Public Hearing. Mayor Thomas invited residents to communicate
telephonically during the Public Hearing and noted the public comment instructions of pressing *9 to be
recognized to speak. Administrative Services Director Beise invited.the caller to join the Public Comment
Opportunity and to state their name and address.
Dean Vehrenkamp, 9315 Bechtold Road, commented on changing dust control applications to be at the
request of the resident, and then have resident be responsible for their assessment portion.
City Administrator Martens summarized a written comment received from a resident,
Shirley Reiss, 22202 Horseshoe Trail stating they do not wish to participate in the dust control
application, and do not want to be assessed the $81.00 fee.
MOTION: made by Dejewski, seconded by Anderson to close the Public Hearing.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz
(Motion carried 5:0)
Council addressed the question by resident asking to be included within the dust control application and
indicated the Council does allow residents to request dust control application. Council also clarified
residents who live on paved roads are also assessed for overlay costs, as residents who live on gravel
roads are assessed for dust control. Council discussed the policy in place reflecting on dust control
assessments, fairness of the assessments, and the possibility of different gravel product on the gravel
roads. Council discussed dust control applications on neighborhood roads, collector roads, and future
Just control processes.
MOTION: made by Anderson, seconded by Dejewski to approve Resolution 2020-40 ordering
improvement of dust control treatments to be applied to city streets in 2020, with an amendment to
authorize staff to remove Homestead Trail between Rolling Hills Road and Willow Drive, if a petition is
submitted by 4:00 pm on June 4, 2020, with a majority of those accessing the road in favor of removal
from dust control application.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, and Dejewski Nay Vote: Schultz
(Motion carried 4:1)
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b. 2021 Budget Expectations
City Administrator Martens outlined the draft 2021 budget expectations, targets, staff planning, and
Council priorities. City Administrator Martens reviewed anticipated development growth. Council
discussed maintaining the same tax rate as in previous years, stated the need for additional staffing with
water supply changes, and sewer and water may also need additional support. Council inquired about
increases in tax revenue in new developments and if the expenditures for new staff and increased cost of
new roads is covered through the tax revenue generated. City Administrator Martens stated developers
ilding roads so no city investment is needed, the tax base comes in but is spread out over a
pay for bu
two year time span; with valuations established in January on the land, and again the following year once
the home is built, equating to a two year lag in received revenues. Council discussed allocating budgeted
monies for promoting industrial and commercial development. Council supported maintaining the current
tax rate and that the tax rate should reflect the rate of growth in Corcoran. Council noted the City is in a
good position with current staffing needs; however, Council needs to be aware of new staffing needs as
the City grows. Council discussed maintaining the tax rate applicable to the growth of the City. Council
and staff discussed promoting an employee to the sergeant position and filling the officer position.
Council noted neutral budget items and noted concerns in increasing the tax rate to pay for new positions
unless new revenue from growth offsets the expense. City Administrator Martens indicated the sergeant
position offers a semi -supervisory tier, and currently all calls are routed to the director of public safety and
the lieutenant. Council discussed the of need for the staffing additions and reflected support with revenue
growth to support additional positions. Council expressed the desire to include public safety funds, for fire
and ambulatory services.
c. Absentee Voting
Administrative Services Director Beise outlined the impacts of the COVID pandemic on absentee voting
services and changes relating to the Primary Election; Hennepin County has requested input on
continuation of absentee in person polling locations at City Halls. Administrative Services Director Beise
noted surrounding communities have had discussions regarding absentee voting processes with City
Halls. Administrative Services Director Beise indicated limiting in person voting services at City Hall to
seven days prior to election during direct balloting would assist in keeping staff and residents safe with
the peak of the COVID pandemic hitting in Minnesota mid -June to mid -August. Administrative Services
Director Beise noted mail -in voting will continue to be available to all residents. Administrative Services
Director Beise stated no changes to the General Election are currently anticipated. Council asked with
the low number of residents participating in absentee voting why is it necessary to limit in person voting.
Council discussed concerns with voting being a basic government service and reviewed the hesitation
some people encounter having to travel to Minneapolis to complete in person absentee voting.
Administrative Services Director Beise responded and reiterated limiting in person voting services at City
Hall to seven days prior to election during direct balloting would assist in keeping staff and residents safe
with the peak of the COVID pandemic hitting in Minnesota mid -June to mid -August and indicated
Hennepin County is encouraging the mail -in voting option versus the in person absentee voting option.
Administrative Services Director Beise indicated the deadline for the City ballot order is June 6. Council
discussed access to other voting options and supports limiting in person absentee voting at City Hall to
seven days prior to the Primary Election. Administrative Services Director Beise outlined the different
ways voters can vote and reviewed with Council how the seven day in person absentee voting process
works and allows for fewer document touches by voters and staff. Council discussed the different ways
for voters to continue to vote in the Primary Election regarding in person absentee voting limited to the
direct balloting period seven days prior to the Primary Election. Council questioned if dial -in is an option
for voters to request a voting application and the fact that some counties only provide mail -in voting.
Council would like to know if there is an ability to request a ballot by phone as a source for residents
without internet access.
MOTION: made by Schultz, seconded by Anderson to authorize staff to adjust the in -person voting period
for the Statewide Primary Election to seven days prior to the election.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, and Schultz Nay Vote: Dejewski
(Motion carried 4:1)
d. Resolution Authorizing the Granting of Regulatory Flexibility to Local Businesses
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Cifiy Administrator Martens discussed Minnesota Stay Safe Phase 2 regarding reopening of local
businesses. City Administrator Martens indicated currently the city administrator does not have authority
to approve written plans to support business openings or authority to extend through October 31, 2020.
Council asked for clarification of authority actions and for clarification of report subm
fissions to Council.
City Administrator Martens noted the resolution addition to include submitting a report to the City Council
bility and the type of flexibility granted at the
I .
identifying the businesses granted regulatory flexi
subsequent Council meeting following the approva
MOTION: made by Dejewski, seconded by Schultz to adopt Resolution 2020-42 authorizing the city
administrator the authority to grant regulatory flexibility to local businesses and includes submitting a
report to the City Council identifying the businesses granted regulatory flexibility and type of flexibility
granted at the subsequent Council meeting following the approval.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Dejewski, and Schultz
(Motion carried 5:0)
e. 2020 Staffing — City Planner and Maintenance Worker Positions
City Administrator Martens requested approvals to start process for hiring the city planner and
maintenance worker positions. Per consensus, staff was authorized to move forward with beginning the
hiring processes for the city planner and maintenance worker positions.
10. Planning Business (Public Comment Opportunity)
Mayor Thomas invited residents to communicate telephonically prior to New Business discussion and
ing *9 to be recognized to speak. Administrative Services
noted the public comment instructions of press
Director Beise invited the caller to join the Public Comment Opportunity and to state their name and
address.
Dean Vehrenkamp, 9310 Bechtold Road, commented on the Paulsen Farms development, and
referenced a portion of the presentation where it indicates a dedicated road on the western portion of
property and connects to Outlot B; the outlot is all wetland and is a ditch, and with a dedicated road there
will be issues with access off that road. Mr. Vehrenkamp is concerned about water run off and where it
will go and is also concerned about lack of design standards for homes in this neighborhood and would
like to understand aesthetically how this neighborhood will look overall as it is open to independent
builders.
a. Open Space and Preservation Plat for "Paulsen Farms"
City Planner Lindahl outlined the Paulsen Farms Open Space and Preservation Plat application and
noted it is the first application since the Open Space and Preservation (OS & P) Plat Ordinance was
updated. City Planner Lindahl indicated through the Ordinance update, preservation plats can be
completed by a preliminary plat and does not require a PUD or CUP anymore, and allows landowners an
opportunity to maximize their building rights in exchange for preserving 50 percent of upland open space
until municipal sewer and water are available in the future. City Planner Lindahl indicated there were a
few changes the City would make as required conditions to the plan. City Planner Lindahl noted the
Planning Commission received an email from a resident indicating concerns about county road traffic and
Public Safety provided a response in a memo. City Planner Lindahl reviewed a Planning Commission
concern included lack of details for the open space maintenance plan, covenants and restrictions. City
Planner Lindahl reviewed property access from County Road 30 and stated no additional access is
planned now, or in the future from Bechtold Road. City Planner Lindahl recapped the City would still take
right-of-way to allow for future improvements for Bechtold Road as the property butts up to Bechtold
Road. City Planner Lindahl noted the additional connection roads to the east and south on the property.
City Planner Lindahl reviewed the preliminary plat, development rights on the property, lot sizes, future
planned roads and condition of platting for those roads, and outlot ownership and usage. City Planner
Lindahl reviewed OS&P design and indicated the 2004 Ordinance regarding design goals developers
should try to comply with, however it is not a requirement. City Planner Lindahl reviewed the ditch stream
stabilization, stormwater management to ensure compliance, and transportation aspects. Council clarified
the preliminary plat will mimic the final plat and Council would have limited discretion on plat changes.
City Planner Lindahl indicated within the Resolution, the City will include clear conditions, requiring
changes and details to the plans prior to review and approval of preservation restoration and
management. Council inquired about the resident traffic concern and if the response adequately
addressed the concern. Director of Public Safety Gottschalk reported snapshot traffic at the intersection
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of High Bluff Lane and County Road 30 was mostly traffic initiated items but noted substantive concerns
at Bechtold and County Road 30 with traffic issues. Council and staff discussed the ghost platting for
future development and requirements of municipal sewer and water, wetland delineation, and the impacts
to the lot sizes. Council questioned the open space preservation area and if the property complies with
proximity of lots being located along the open space preservation areas. Council and staff discussed
preservation open space areas exist as a temporary conservation easement tool until the preservation
transitions into additional lots with sewer city and water. Council and staff reviewed the City's
establishment of OS&Ps and that OS&Ps offer a landowner an opportunity of development rights while
also meeting natural resource and agricultural goals. Council inquired about placement of trails within the
100-foot buffer and City Planner Lindahl indicated there is no restriction.
MOTION: made by Dejewski, seconded by Schultz to authorize Resolution 2020-38 Approving the
Preliminary OS&P Plat for "Paulsen Farms" for DS Management Group, LLC on an 82.73-Acre Site (PID
09-119-23-34-0001) (City File 20-011).
Voting Aye by Roll Call Vote: Thomas, Anderson,
11. Staff Reports
Bottema
a. Active Corcoran Planning Applications. Council received reports.
b. Pandemic Response Update
Director of Public Safety Gottschalk updated Council on current COVID-19 numbers in Minnesota,
reviewed updates within the Emergency Operations Center, continued support of community as
businesses, churches and local businesses begin to open, and continued monitoring of safety within the
City. Director of Public Safety Gottschalk discussed the impacts to the City regarding the recent protests
in Minneapolis. City Administrator Martens indicated June Council meetings will still be held virtually,
election training has been held virtually, COVID costs are just under $30,000 and staff continues to do a
good job. Council and staff discussed legislation presented by Representative Hertaus regarding COVID
reimbursements and City will begin the process of expense reimbursement from FEMA.
12. 2020 Council Schedule
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 9:50 pm.
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Michel eFriedrich —Deputy Clerk
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