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HomeMy WebLinkAbout2021-01-14 Council MinutesCITY OF CORCORAN City Council Meeting Minutes January 14, 2021 - 7:00 pm The Corcoran City Council met on January 14, 2021, 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. Mayor McKee was present at City Hall and present via telephonic or other electronic means were Councilor Bottema, Councilor Nichols, Councilor Schultz, Councilor Thomas. Also present were City Administrator Martens and Administrative Services Director Beise. Director of Public Safety Gottschalk, Public Works Director Mattson, and City Planner Lindahl were present via telephonic or other electronic means. 1. Pledge of Allegiance Mayor McKee invited all in attendance to rise and join in the Pledge of Allegiance. 2. Call to Order / Roll Call Mayor McKee called the meeting to order at 7000 pm. 3. Oath of Office a. Tom McKee Tom McKee read the Oath of Office for Mayor of Corcoran and Administrative Services Director Beise acknowledged Mr. McKee was duly sworn in. Staff and Council congratulated Mayor McKee. b. Manoj Thomas Manoj Thomas read the Oath of Office for City Council and Administrative Services Director Bse acknowledged Mr. Tms w hoaas w duly sorn in. Staff and Council l congratulated Councilmember Thomas. 4. Agenda Approval City Administrator Martens reviewed the Public Comment Opportunities and noted a Public Hearing prior to Council discussion of item 9a. Easement Vacation for the Kariniemi Addition. City Administrator Martens requested Item 11 f. Planning Position be added to the agenda. MOTION: made by Bottema, seconded by Schultz to approve the agenda as modified. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) 5. Commission Representatives Mayor McKee noted Planning Commissioner Wu and Parks and Trails Commissioner Strehler were present via telephonic or other electronic means. Mayor McKee invited Commissioner Wu and Commission Strehler to speak on relevant agenda items. Open Forum (Public Comment Opportunity) Mayor McKee invited residents to communicate telephonically during the Open Forum discussion for items not included on the agenda. 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. De Sicora, 6410 Elm Street, addressed Council and requested information on expenses utilized under the federally funded CARES Act, and an update on the Hackamore Road project and communications with the City of Medina. Ms. Sicora asked Council to review local merchant shopping into Corcoran. Council reviewed response process by Council during Open Forum noting staff follow up process. Ms. 3icora acknowledged the communications from City Administrator Martens following Council meetings. Council indicated the Medina Council did not reach an agreement regarding the project costs of the Hackamore Road project, a shared street. Council stated the Council agenda packet from September 10, 2020, item 10c., contains a breakdown for CARES Act funding expenditures by the city. Presentations/Recognitions No presentations or recognitions were heard. Consent Agenda a. raft Minutes Of December 21, 2020 Council Meeting D Financial Claims Resolution to Execute Closing Documents d. Resignations —Josh Hunt er and Cody Vojacek e. Audit Engagement Letter —Abdo Eick & Meyers LLP f. Southeast Corcoran 2020 Trunk Watermain Improvements — Pay Request 2 Council requested item 8e. Audit Engagement Letter —Abdo Eick &Meyers LLP be removed from the consent agenda for review MOTION: made by Bottema, seconded by Thomas to approve the consent agenda items 8a., 8b., 8c., 8d., and 8f. Voting Aye by ROII Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) Council reviewed item 8e., and audit review of expenses relating to CARES Act compliance. City Administrator Martens noted the threshold is $750,000, and the City was well under the threshold. Administrative Services Director Beise noted the auditors will be completing checks to ensure compliance with the CARES Act and general requirements. City Administrator Martens stated a Cou ncil will review Resolution 2020-83 which recorded editors approval of the CARES Act expenditures in MOTION: made by Schultz, seconded by Nichols to approve the consent agenda item 8e. Audit Engagement Letter — Abdo Eick & Meyers LLP. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) Planning Business a. Easement Vacation for Kariniemi Addition City Planner Lindahl noted the final plat was approved on December 21, 2020, and vacation easement normally runs with approval of plat, however, the Public Hearing notice deadline was missed for the Public Hearing. City Planner Lindahl presented the Kariniemi application requesting the new easement vacation, and the combined parcels for lot subdivision, along with deeded easements, and new dedicated easements with the final plat, noting the larger easements because of the watershed areas dedicated with the final plat. Mayor McKee opened the Public Hearing. 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. No residents participated in the Public Hearing. MOTION: made by Nichols, seconded by Schultz to close the Public Hearing. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) Council recapped the vacation of easements, with new easements dedicated at the final plat stage. City Planner Lindahl clarified approval of final plat occurred at the last Council meeting on December 217 2020, and approval was contingent upon vacation occurring, and recording of final plat with larger vacated easements. MOTION: made by Bottema, seconded by Schultz to approve Resolution 2021-03 Approving the Kariniemi Easement Vacation. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) '10.Unfinished Business 2 No Unfinished Business was heard. 11.New Business (Public Comment Opportunity) nts to communicate telephoni Mayor McKee invited reside cally during the Public Comment Opportunity. 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. Mayor McKee noted the Public Comment Opportunity includes all items under New Business. No residents participated in the Public Comment Opportunity. a. Annual Appointments City Administrator Martens outlined Resolution 2021-01 and at will appointments, with no changes to appointments, and one rate increase. Mayor McKee nominated Councilmember Bottema for the acting mayor position. Council inquired about goal setting sessions and reviewing Requests for Proposals (RFP's) regarding vendors and suppliers and utilizing a backup supplier where needed to the main City vendors and suppliers. Council inquired about execution of RFP's. City Administrator noted discussion of RFP's will be included within a future goal setting session and Council the option to request items on future Council agendas. Martens also has MOT10N: made by Bottema, seconded by Schultz to approve Resolution 2020-01 Establishing Annual Appointments and Authorizing Mayor and City Administrator to Execute Engagement Letters as Required. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee. (Motion carried 5:0) b. Commission Liaison Schedule City Administrator Martens reviewed the Commission liaison schedule pasfi practices and noted the Commissions have voiced appreciation for having a Councilmember's attendance at scheduled Commission meetings. Council discussed a consistent Council liaison schedule for Commissions, with flexibility of the schedule, and roles of Councilmembers participating on each Commission. Councilmember Nichols volunteered to be the liaison for the Planning Commission. Council discussed the Parks and Trails Commission and Mayor McKee volunteered to be the liaison for the Parks and Trails Commission. Councilmember Bottema volunteered as liaison for the Elm Creek Watershed Management Commission meetings. Council discussed a Charter Commission liaison. Council discussed including Councilmember Thomas as a co-councilmember liaison with Councilmember Bottema on the Elm Creek Watershed Management Commission due to the importance of watershed information in the Corcoran community. Council agreed to schedule a Council liaison at the time of Charter Commission meetings. Council discussed having a Councilmember actively sit on the Charter Commission while also maintaining a seat as an elected Councilmember. Council discussed impacts of having a Councilmember sit on the Council and the Charter Commission during the same terms, and what past practice has been. Council discussed the responsibilities of the Charter Commission regarding Council actions and Council accountability, and the perceived conflicts of interest the public may assume, with an individual serving terms on Council and Commission in tandem. Council and staff discussed past practice regarding Commission and Council seats noting the resignation of Commission seat, while serving on the City Council. Council noted the Charter Commission has open seats and strongly encouraged residents to apply. c. 2021 City Calendar City Administrator Martens reviewed the 2021 City Calendar and the recommended Council meeting date change to November 22 and noted the December holiday dates. Council consensus was to reschedule the second Council meeting in December to Wednesday, December 22, 2021. MOTION: made by Nichols, seconded by Schultz to approve 2021 City Calendar as amended. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) d. Staffing Transition — Construction Services Coordinator City Administrator Martens reviewed the planner position, and the transition of duties to the construction services coordinator position, and recommended appointment of current employee Mike Pritchard to the position. City Administrator Martens noted the position is one pay grade above the 3 code compliance official. City Administrator Martens noted the position will move under the Public Works Department and will report to Public Works Director Mattson. Council asked if the code compliance position will be filled. City Administrator Martens noted the remaining duties not assigned fio the construction services coordinator position will be reassigned to another role within the organization. Council inquired about the need for city inspectors in the future and the management of the position or vendor. City Administrator Martens explained the process in appointing and transitioning the new duties to the construction services coordinator position. MOTION: made by Schultz, seconded by Nichols to approve Resolution 2021-04 Reorganizing City Structure and appointing Mike Pritchard to the construction services coordinator position. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) e. City Council Goal Setting Work Session City Administrator Martens reviewed the proposed City Council goal setting sessions include a proposal for two, three-hour sessions, and authorization for Phil Kern to facilitate. City Administrator Martens reviewed meeting attendance options which include virtually or in -person, discussed who should be in attendance, and noted the meeting will be open to the public to attend in some capacity, and the work session could include boxed meals for invited in -person attendees due to the meeting time. Council discussed options for the meeting, providing an in -person option, and a virtual meeting option. Council discussed the advantages of meeting in -person with social distancing, noting new Councilmembers may have new goals and initiatives to discuss. Council discussed having the first meeting scheduled for a smaller in -person group, with the second meeting to include attendance of Commission co-chairs. Council inquired about holding a hybrid virtual meeting at City Hall and the Public Works Building. Staff noted the internet is unreliable at the Public Works Building and would not suffice to efficiently operate a hybrid meeting and noted a virtual meeting at City Hall would be the recommended option. Council and staff discussed the hybrid option, and a virtual meeting option at City Hall for Council in the Council Chambers with other attendees attending virtually. City Administrator Martens noted a Council in -person meeting is acceptable at City Hall with social distancing, masks in separate rooms, with a virtual component only for other attendees, along with a virtual meeting for Council in the case of Council needing to quarantine. MOTION: made by Bottema, seconded by Schultz to approve and schedule January 20, and February 3, as City Council goal setting sessions at City Hall, and enter into an agreement with facilitator Phil Kern; goal setting work session meetings will include Council in -person with masks at City Hall at 4:00 pm, with virtual options available to Council as necessary, and a virtual component only for other attendees. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) Council requested the strategic, long-term, and short-term goal lists from prior year and staff noted goal lists will be sent to Council. f. Planner Position City Administrator Martens noted the previous strong, applicant list from the original job posting, and noted an interview was held with a potential candidate. Staff discussed next steps and creating an offer, noting the hiring process will begin again if candidate does not accept. MOTION: made by Schultz, seconded by Bottema to authorize the Mayor and City Administrator to extend a job offer for the planner position and proceed with the hiring process. Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) 12. Staff Reports a. Sergeant Appointment Update Director of Public Safety Gottschalk reviewed the process for hiring the sergeant position that began on October 8, 2020. Director of Public Safety Gottschalk reviewed the team interview process and announced Officer Pete Ekenberg was selected for the sergeant position with a start date of February 81 2021. Council congratulated Officer Ekenberg to his new position. 4 b. Pandemic Response Update Director of Public Safety Gottschalk presented the total positive cases and noted the vaccine dashboard announced by the Minnesota Department of Health. Director of Public Safety Gottschalk noted first responders have been selected to receive first vaccine shots and benefits the community due to limited staffing in the police department. Director of Public Safety Gottschalk indicated the City is maintaining personal protective equipment levels and continues to operate to keep community and staff safe. Director of Public Safety Gottschalk stated staff is continually adapting and working together to support community and staff. City Administrator Martens r COVI D shifts, th very end of Janu Administrator Martens noted leadership team meeting discussion including COVID leave time for eviewed staff operations and scheduling e remodeling challenge with prepping for moving, and potentially closing City Hall the ary during moving days and will inform the Council when a schedule is available. City 2021, and the 10 days/80 hours of approved time in 2020 and extending COVI D leave into 2021. City Administrator Martens noted in lieu of the pandemic situation, staff will be reviewing the COVID leave discussion, and presenting options to Council at the January 28 Council meeting. City Administrator Martens outlined COVID pay benefits allow staff to continue to quarantine as the pandemic continues. Council inquired about vaccines and if there have been concerns with side effects with law enforcement staff. Director of Public Safety Gottschalk noted the Moderna vaccine side effects included stiff shoulders, occasional headaches, and a few other minor side effects. Council inquired about the number of COVID hours utilized by staff in 2020. Administrative Services Director Beise noted there were 4 employees who utilized COVID leave benefits. Council indicated a lack of a COVID leave benefits causes people to come to work when they are sick and is not an effective Human Resource practice. 13. Closed Session ® Non -Public Health and Medical Data Mayor McKee stated "Under the authority of Minn. Stat. 13D.05 subd. 2(a), 3 and 4; the City is permitted to close a meeting to review non-public health and medical data." Mayor McKee recessed the Council meeting at 8:28 pm. Mayor McKee reconvened the Council meeting at 8:40 pm. Mayor McKee stated, "In the closed session the City Council reviewed and discussed non-public health and medical data and staff was provided direction." 14.2021 City Council Schedule City Administrator Martens reviewed upcoming Council schedule. Council inquired about the Nelson International site plan amendment and Planning Commission review. City Administrator Martens indicated typically if the amendment revision reflects a 10 percent change or less, staff is able to approve the changes without Council approval, however with high public interest in the project, it was determined the revision would be submitted to Council for review. 15. Adjournment MOTION: made by Thomas, seconded by Nichols to authorize Mayor and City Administrator Voting Aye by Roll Call Vote: Bottema, Nichols, Schultz, Thomas, and McKee (Motion carried 5:0) Meeting adjourned at 8:48 pm. Miche le Friedrich —Deputy Clerk 5