HomeMy WebLinkAbout2020-08-13 Council MinutesCITY OF CORCORAN
City Council Meeting Minutes
August 13, 2020 - 7:00 pm
The Corcoran City Council met on August 13, 2020, 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 Lother, 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 attendance to rise and join in the Pledge of Allegiance.
2. Call to Order 0 Roll Call
Mayor Thomas called the meeting to order at 7:00 pm.
3. Agenda Approval
City Administrator Martens noted the addition of item 11 c. Charter Commission Update.
MOTION: made by Anderson, seconded by Bottema to approve the agenda as modified.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Lother, and Schultz
(Motion carried 500)
4. Commission Representatives
Mayor Thomas noted Planning Commissioner Dickman was present through telephonic or other
electronic means and Parks and Trails Commissioner Nybo was excused.
5. Open Forum
nically during the Open Forum discussion
and noted the public comment instructions. Administrative Services Director Beise explained the
instructions to participate in the meeting via the Zoom video format and reviewed instructions for
participation in the meeting through telephone or computer.
Linnae Bosma, 6215 Hackamore Circle, addressed Council regarding updates on the Hackamore
Road Project. Mayor Thomas noted Open Forum is an opportunity for residents to provide
comments and Council and staff do not normally reply to inquiries within the Open Forum. City
Administrator Martens provided a brief update and noted resident may email or call City
Administrator Martens with additional questions. Council briefly summarized city interactions to date
between Corcoran and Medina regarding the Hackamore Road Project.
6. Presentations/Recognitions
a. Employee Recognition — Pete Ekenberg, Five Years
Director of Public Safety Gottschalk recognized the work completed by Pete Ekenberg and thanked
him for his five years of service to the City. Council commented on civic volunteering Officer
Ekenberg contributes to the community and thanked him for his work.
7. Consent Agenda
a. Draft Minutes of July 23, 2020 Council Meeting
b. Financial Claims
c. Donation Resolution for COVI D-19 Items
d. Test Well Installation — Change Order 1 and Pay Request 2 and Final
Council requested items 7c. be pulled for further review.
MOTION: made by Bottema, seconded by Schultz to approve the consent agenda consisting of
Items 7a., 7b., and 7d., as presented.
(Public Comment Opportunity)
Mayor Thomas invited residents to communicate telepho
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, LOther, and Schultz
(Motion carried 5:0)
Council discussed Item 7c. Donation Resolution for COVID-19 Items and announced contributors
within the donation. Mayor Thomas read aloud Resolution 2020-60.
MOTION: made by LOther, seconded by Bottema to approve Resolution 2020-60 Recognizing
Donations.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Lother, and Schultz
(Motion carried 5:0)
Planning Business
No planning business was heard.
(Publ"Ic
unrinisnea Business
comment Opportunity)
Mayor Thomas invited residents to communicate telephonically prior to Unfinished Business
discussion and noted the public comment instructions. Administrative Services Director Beise
explained the process for residents to participate in the meeting. No residents participated in the
public commenfi opportunity.
a. Liquor License Fee Review
Administrative Services Director Beise presented possible options regarding liquor license renewal
fees due to the COVID pandemic and the limitations of patron capacity at establishments.
Administrative Services Director Beise indicated past Council discussion included extending out the
due date for existing liquor license payment of fees and discussed a reduction of fees. Council
inquired if CARES Fund could be used to partially reimburse businesses for lost revenue due to the
pandemic. Council and staff discussed reducing the liquor license fees and if the CARES Fund could
be used as a supplement for reduction of liquor license fees to businesses. City Administrator
Martens noted CARES Funding cannot be used for lost revenue or reduction of fees for liquor
license fees and revenue reduction would occur in the 2020 budget.
MOTION: made by Schultz, seconded by Bottema to accept staff recommendation to offer a three-
month reduction in liquor license fees to license holders in Corcoran.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Lother, and Schultz
(Motion carried 5:0)
10. New Business (Public Comment Opportunity)
Mayor Thomas invited residents to communicate telephonically prior to New Business discussion
and noted the public comment instructions. City Administrator Martens noted a separate public
comment period related to the body camera policy would open under Item 10a. Administrative
Services Director Beise explained the process for residents to participate in the meeting. No
residents participated in the public comment opportunity.
a. Body Camera Policy Public He and Adoption
Director of Public Safety Gottschalk reviewed options regarding the squad and body camera system,
past Council discussions, and the system cost and timelines included in the 2020 CIP. Director of
Public Safety Gottschalk indicated much of the squad and body camera policy is defined in State
Statute, and staff reviewed best practices established in other cities to meet Corcoran's staffing and
structure procedures to reflect State Statute definition. Director of Public Safety Gottschalk
discussed the resident input period with electronic posts to city website and social media accounts
on August 5 and August 6, respectively with no public comment received. Director of Public Safety
Gottschalk noted a decrease in the system cost from $104,500 to $99,260 from WatchGuard.
Council discussed extensive conversafiions between Council and staff and noted for the record the
body camera system has been discussed over several months. Council asked for policy clarification
of officer -related videos and public information requests. Director of Public Safety Gottschalk
indicated with some exceptions, initial video pertaining to cases under investigation are not public
information and would not be released during the investigation unless there is a public safety need.
Council and staff discussed decision -makers in determining if, and when, an officer -related video
would be released to the public. Council and staff discussed body camera and video replacement.
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Mayor Thomas opened the Public Hearing and invited residents to communicate telephonically
during the Public Hearing and noted the public comment instructions.
Jeremy Nichols, 6334 Steeple Chase, opined on the cost effectiveness of the body camera system,
the protection benefits to officers and clarity of policy. Mr. Nichols staffed a concern regarding the
continuous recording function buffer on camera and the public access to the continuous recording
function buffer.
MOTION: made by Bottema, seconded by Lother to close the Public Hearing.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Lother, and Schultz
(Motion carried 5:0)
Director of Public Safety Gotfischalk responded to the concern of squad and body camera pre -record
data, differences between the two cameras, and noted recording would be managed and treated
with same expectations of all camera data.
MOTION: made by Anderson, seconded by Schultz to direct staff to finalize portable audio and video
recording systems policy as presented, approve the purchase from WatchGuard, and direct staff to
implement the new system.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Lother, and Schultz
(Motion carried 5:0)
b. CARES Act Funding Goals
City Administrator Martens outlined the federal Coronavirus Aid, Relief, and Economic Security
(CARES) Act Funds. City Administrator Martens reviewed utilizing the funds for internal City
technology, pandemic staffing needs, and improvements needed to continue to remote work. Council
and staff reviewed how the CARES Act may impact the 2020 budget. Council inquired about
financial support requests from local businesses. City Administrator Martens indicated the City has
not received any financial requests from local businesses. Council asked for expense clarification
with CARES Act Funds. Council discussed return of the funds that are not spent, and audit
processes going forward regarding the federal CARES Act. City Administrator Martens expanded on
consultations with attorneys and auditor for formal opinions as well as guidance to adopt resolutions
that affirm criteria is met as layers of protection for CARES Act Fund expenses.
c. Unreserved Fund Balance Policy
City Administrator Martens reviewed the adoption by Council of core strategies, goals and action
steps and noted the unrestricted fund balance policy was an item highlighted for further discussion.
Council and staff discussed goal balances and benefits of incremental increases regarding credit
ratings. Council discussed incremental tax impacts to residents by increasing the percentage of the
unrestricted fund balance. City Administrator Martens noted increasing the unrestricted fund balance
reduces the amount that Council and City could spend on other initiatives, as a greater portion is
then allotted to the unrestricted fund balance. Council discussed small increments are favorable with
credit reporting agencies, which essentially lowers the City's borrowing costs. City Administrator
Martens clarified the current unrestricted fund balance of 40.7 percent. If goal is to raise credit rating,
the minimum unrestricted fund balance goal should be raised. Council discussed maintaining the
minimum goal but increasing the growth fund balance and impacts. Council noted largest portion of
revenue is from property taxes, and if the City is aggressive with an unrestricted fund balance goal,
and the recent pandemic causes some delinquent property tax possibilities, the reserve fund may
need to be utilized. City Administrator Martens noted 84 percent of revenue in Corcoran is from
property taxes. Council noted increasing the unrestricted balance fund percent for the purpose to
increase the City' bond rating to save money on borrowing, may causes taxes to increase and
affects the taxpayer. Council consensus after discussion is to remain at not less then 35 percent of
the next years budgeted expenditures in the General Fund.
d. Bond Refunding and Call Opportunities
City Administrator Martens outlined bond refunding opportunities including reducing the true interest
costs for bond refunding. City Administrator Martens reviewed the cost savings in lowering payments
with existing bond term and reducing the term of bond by one year. City Administrator Martens also
reviewed the differences in the bond call opportunities and the required payments and respective
savings of each bond. Council inquired about issuing costs for the bonds. Council and staff
discussed term length of bonds, annual savings opportunities with current low interest, growth of city,
and how the term issuance was arrived at by past Council.
MOTION: made by Bottema, seconded by Schultz to direct staff to proceed with the refunding of
Bond Series 2012B and the call of Bond Series 2014A.
Voting Aye by Roll Call Vote: Thomas, Anderson, BOttema, LOther, and Schultz
(Motion carried 5:0)
e. 2021 Capital Improvement Plan Purchases
Public Works Director Mattson reviewed the 2021 approved capital improvement equipment and
current expense savings. Director of Public Safety Gottschalk indicated order delays, and vendors
are requesting purchasers to order early. Council inquired about the CARES Act and purchasing
vehicles with CARES funds. Director of Public Safety Gottschalk indicated the CARES Act does not
cover previously budgeted for items, and the 2020 and 2021 capital plans have already been bonded
for. Council noted equipment purchases were discussed at previous Council meetings through
needs assessments. Council and staff discussed trail maintenance equipment and the Parks and
Trails Dedication Fund, and clarified equipment cannot be allocated from Parks and Trails
Dedication Fund, only for creation of future parks and trails in Corcoran.
MOTION: made by Anderson, seconded by Lother to approve 2020-2021 CIP purchase order for the
Track Excavator, % ton pickup with plow, Trail Maintenance Equipment, and CSO Truck as
)resented.
Voting Aye by Roll Call Vote: Thomas, Anderson, Bottema, Lother, and Schultz
(Motion carried 5:0)
11. Staff Reports
a. Code Enforcement Update
City Administrator Martens reviewed the 2020 violations and noted a new date for the compliance
plan by Westside Tire has been extended to August 31. City Administrator Martens mentioned
Council has also had conversations with the property owner. Council inquired about the code
enforcement map enforcement location summary for 2020.
b. Pandemic Response Update
Director of Public Safety Gottschalk reviewed the current data, the three current models and
scenarios projected by the State of Minnesota and COVID statistics. Director of Public Safety
Gottschalk indicated cities are being impacted with clusters of COVID within departments. Director of
Public Safety Gottschalk indicated the police department is currently short-staffed and may need
support from surrounding agencies should COVID-related instances occur. City Administrator
Martens reviewed the successful opening of City Hall with the Primary Election, candidate filings,
and plans for continued operations for City Hall hours from 9:00 am to 1:00 pm. City Administrator
Martens updated Council, per Council directive, on The Stanchion's outdoor space and shelter. City
Administrator Martens noted the September 10 Council meeting will include a CARES Act funding
use plan for Council review. Council noted the wonderful support in the community of Election
Judges willing to serve for the Primary Election.
c. Charter Commission Update
City Administrator Martens updated Council on Charter Commission discussion on review of
potential wards in the City of Corcoran, will require staff time, and incur City Attorney costs. City
Administrator Martens noted no budget exists for the Charter Commission; however, review may be
relevant for items brought forth for further discussion. Council addressed reviewing roles of Charter
Commission. Council thanked the Charter Commission for their work on the commission.
12. 2020 City Council Schedule
City Administrator Martens noted upcoming items on the Council schedule and discussed the date of
September 24 for a Council work session to review size and limitations in residential districts.
Councilmember Bottema will be absent from the September 10 meeting. Mayor Thomas called a
work session meeting on September 24 to review size and limitations in residential districts. Council
requested the recreational ordinance item be moved to a later Council meeting date.
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13. Adjournment
MOTION: made by Anderso
Voting Aye by Roll Call
(Motion carried 5:0)
n, seconded by Bottema to adjourn.
Vote: Thomas, Anderson, Bottema, Lother, and schultz
Meeting adjourned at 8:46 pm.
Of
Michelle Friedrich —Deputy Clerk