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HomeMy WebLinkAbout2000-03-01 MINUTESREGULAR MEET/NG COTTAGE GI�OVE CITY COUNCIL March 1, 2000 OPEN FORUM — 7:15 p.m. Open forum provides a person an opportunity to inform the Council of a problem or to request information related to City business not scheduled for Council action and on the Agenda. Mayor Denzer encouraged persons to limit their remarks to fivo (2) minutes per issue. Present: Mayor John De�zer Councii Member Pat Rice Council Member Cheryl Kohls Council Member Sandy Shiely Council Member Jim Wolcott Also Present: Ryan Schroeder, City Administrator Elizabeth Johnson, Finance Director Jim Kinsey, Pubiic Safety Director Bob Long, City Attorney, Kennedy & Graven Jerry Bourdon, City Engineer, BRAA �es Burshten, Public Works Director Michelle Wolfe, Asst. City Administrator John McCool, Senior Planner Steve Wolf, Club Agro Productions, Minneapolis, requested Councii's support for a benefit concert event tliat he hopes to bring to Cottage Grove fn August 2000. He indicated Hamlet Park as the desired location and assured Councii that the event would be scheduled on a weekend evening, with the concert ending at least two hours before the park was scheduled to close. He stated that the concert would benefit the battered women's shelter and food shelf. Admission wouid not be charged, buf donations would be accepted. Mr. Wolf asked for guidance from Councii to make this event happen. City Administrator Schroeder advised Mr. Wolf to contact City Clerk Caron Stransky. Mr. Wolf replied that he already had done that, a�d that he had received the applications for permits to ailow this event under City requirements. Councii Member Wolcott advised him to contact the Pubiic Safety, Heafth and Welfare Commission for additional guidelines and requitements, which Mr. Wolf agreed to do. Council Member Kohis commended his choice of causes to benefit. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota heltl a regular meeting on Wednesday, March 1, 2000 at the Cottage Grove City Hall, 7516 80'" Street South. Mayor Denzer called the meeting to order at 7:30 p.m. ROLL CALL Present: Mayor John Denzer Council Member Pat Rice Council Member Cheryl Kohis Regular Meeting — March 1, 2000 Cottage Grove City Council Page 2 Council Member Sandy Shiely Council Member Jim Wolcott Also Present: Ryan Schroeder, City Administrator Elizabeth Johnson, Finance Director Jim Kinsey, Pubiic Safety Director Bob Long, City Attorney, Ke�nedy & Graven Jerry Bourdon, City Engineer, BRAA Les Burshten, Public Works Director Michelle Wolfe, Asst. City Administrator John McCool, Senior Planner Mayor Denzer presided over the meeting. ADOPTION OF AGENDA MOTION BY WOLCOTT, SECONDED BY KOHLS, TO APPROVE THE FINAL AGENDA. MOTION CARRIED. 5-0. PRESENTATIONS Youth Service Bureau (YSB) Paul Wyler, Youth Service Bureau, presented an outline of the goals and purposes of the YSB and an update on its activities. He explained that the YSB is a community-based, non-profit organization that offers professional services to you�g people and their families. The YSB serves central and south Washington County and westem St. Croix County, WI. Its Cottage Grove office is located in the old Woody's restaurant. Other offices are found in the Stiilwater courthouse and the Woodbury City Hall. The Youth Service Bureau partners with schoois, law enforcement, and the courts to provide a guick, community-based response to a wide range of youth and family concerns. It offers affordable and accessible youth and family counseling services. The YSB Community Justice Programs provide an effecfive aiternative to court on issues such as chemical awareness, health awareness, theft and fire awareness, truancy intervention, and peacefui alternatives to conflict. Mr. Wyler provided the following 1999 highlights of the Youth Service Bureau: . Over 1850 at-risk youth/families served —588 in Cottage Grove alone • 75% of families receiving counseling services, seen four or more times report improvement • 87% of youth completing Community Justice Programs did not go to court . Over 350 youth performed 4700 hours of community work service • 0% dropout rate for Teen Parent Support Group participants Mr. Wyler provided the telephone number of the Youth Service Bureau as 458-5224. Swearing in Ceremony for Police Officer/Paramedic Daniel Kinq. City Administrator Schroeder administered the oath of office to Mr. King. Pubiic Safety Director Jim Kinsey introduced Mr. King to the audience and pinned badge #4348 on his uniform. Regular Meeting — March 1, 2000 Cottage Grove City Council Page 3 APPROVAL OF MINUTES Council Member Shiely corrected the minutes of January 19 on page 8, paragraph 7. The clause reading "outside the MUSA" was changed to read "in the rural taxing district." Council accepted the minutes of the January 19 regular meeting as amended, and the February 2 regular meeting, and the February 16 regular meeting as presented. CONSENT CALENDAR MOTION BY WOLCOTT, SECONDED BY RICE, TO: A. ACCEPT AND PLACE ON FILE THE FOtLOWING MWUTES: i. PUBLIC SAFETY, HEALTH AND WE�FARE COMMISSION OF JANUARY 11, 2000. ii. PUBLIC WORKS COMMISSION OF JANUARY 1Q 2000. B. ADOPT RESOLUTION NO. 00-30, ACCEPTWG GRANT FROM COMMUNITY YOUTH CONNECTION (GYC) AND COMMUNiTY EDUCATION ADUISORY COUNCIL (CEAC) IN THE AMOUNT OF $425 TO ASSIST IN COVERING EXPENSES FOR THE "SPRING CEL.EBRATION°. C. ADOPT RESOLUT/ON NO. 00-31, ACCEPTING DONATIONS FROM COTTAGE GROVE FIREFIGHTERS AND RESIDENTS IN THE AMOUNT OF $685 TO USE TOWARD THE PURCHASE OF A NON-BUDGETED THERMA� IMAGER. D. RECEIVE 1999 TRAINING AND TRAVEL REPORT FROM THE ASSISTANT CITY ADMINISTR.4TOR. E. APPOINT KEN BOYDEN AS CHAIR OF THE PUBLIC WORKS COMMISSION FOR 2000. F. APPROVE RECOMMENDATION OF MULTI-YEAR STREET SWEEPING CONTRACT WITH MCPHILLIPS, ING: G. APPROVE SEALCOATING SPECIFICATIONS AND ADVERTISEMENT FOR BIDS. H. ADOPT RESOlUTION NO. 00-32. APPROVING THE FINAL PLAT FOR A 21-LOT RESIDENTIAL SUBDIVISION NAMED "PINE FOREST 6 ADDITION". (THE RESOLUTION ALSO AUTHORIZES BRAA TO PREPARE A PRELIMINARY FEASIBiLITY REPORT FOR THE GONSTRUCTION OF ALL PUBLIC IMPROVEMENTS AND STAFf TO PREPARE A SUBDIVISION AGREEMENT.) I. ADOPT RESOLUT/ON NO. 00-33 APPROVING THE CONSTRUCTION PLAN3 AND SPECiFICATIONS FOR THE 2000 PAVEMENT MANAGEMENT PROJEGT (HIGHLANDS) AND SETTWGA BID OPENING DATE OF MARCH 30, 2000 AT 11:00 A.M. J. RECENE AND ACCEPT COMMISSION ATTENDANCE RECORDS FOR 1999-2000 YTD. K. ADOPT RESOLUTIONNO. 00-34, APPROVING SITE PLAN FOR CONSTRUCTION OF A PRODUCTION FACILITY FOR CCE TECHNOLOGIES, INC. MOTION CARRIED. 5-0. Regular Meeting - March 1, 2000 Cottage Grove Crty Council Page 4 RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES PUBLlC HEARINGS A public hearing was held to authorize issuance of On-Sale Intoxicating and On-Sale Special Sunday Intoxicating Liquor License to RiverOaks Municipal Goff Course. The legal notice of hearing was published in the Washington County Bulletin. Mayor Denzer opened the public hearing. Henry Mattiani asked Council to clarify who wiil carry liability insurance for this license. Mayor Denzer indicated that the golf course would carry the liability. There being no further comments Mayor Denzer closed the pubiic hearing. MOTION BY RICE, SECONDED' BY WOLCOTT; TO AUTHORIZE THE ISSUANCE OF ON-SALE INTOXICATING AND ON-SALE SPECIAL SUNDAY INTOXICATING LIQUOR LICENSE TO RIVER OAKS MUNICIPAL GO�F COURSE FOR THE PERIOD ENDWG DECEMBER 31, 2000. MOTION CARRIED 5-0. BID AWARDS MOTION BY RICE, SECONDED BY KOHLS TO AWARD CONTRACT FOR ICE ARENA FURNACE AND HOT WATER REPAIRS TO SYLVANDER HEATING, INC. IN THE BID AMOUNT OF $46,500. MOTION CARRIED 5-0: UNFINISHED AND NEW BUSINESS Planning Commission Councii considered the reappointment of four members and appointment of two new members to the Planning Commission. Council discussed the various years of service given by several commissioners and the value of their contributions. Council concurred that the present commission candidates represented a diverse cross-section of the City. MOTION BY SHIELY, SECONDED BY RICE TO APPOINT AND REAPPOINT THE FOLLOWING MEMBERS TO THE PLANNING COMMISSION: . MYRON BAILEY - THREE YEAR TERM TO EXPIRE FEBRUARY 28, 2003; • DAVID PIGGOI - TWO YEAR TERM TO EXPIRE FEBRUARY 28, 2002; • RICHARD SAWYER - THREE YEAR TERM TO EXPIRE FEBRUARY 28, 2003; • HERB JAPS - THREE YEAER TERM TO EXPIRE FEBRUARY 28, 2003; s JON AUGE - ONE YEAR TERM TO EXPIRE FEBRUARY28, 2001; AND . JEFF PODELL - ONE YEAR TERM TO EXPIRE FEBRUARY 28, 2001. MOTION CARRIED 5-0. Regular Meeting — March 1, 2000 Cottage Grove City Council Page 5 Glengrove Industrial Park 1 Addition Council reviewed the finai plat for Giengrove Industriai Park, 1 Addition. City Administrator Schroeder explained the goal of the plat and darified one change. Council Member Shieiy asked for clarification regarding windbreaks and which trees wouid be taken down. Senior Planner John McCool explained that those concerns were being considered and addressed. Council Member Shiely reiterated a strong philosophy that trees should be preserved whenever possible. MOTION BY WOLCOTT, SECONDED BY SHIELY TO ADOPT RESOLUT/ON NO. 00-35, APPROVING THE FINA� P�AT FOR GLENGROVE INDUSTRIAL PARK 1 ADDITION. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED COUNCIi COMMENTS AND REQUESTS MUSA Property Ownership and Infrastructure Cost Estimates Senior Planner John McCool submitted a response to Council Member Shiely's request for information related to property ownership and acreage within the current and new MUSA boundaries, a iist of developers who have inquired about senior housing, and a copy of demographic information developed by Dick Hanson of Realife, Inc. Council Member Shiely expressed concern regarding the market based on 1990 census data. She expressed her hope that information for choice of sites would be more current. John Tschida shared that the Realife representative, Mr. Hanson, was extremely knowledgeable and he was confident that his information was current. In response to Council Member Kohls request for estimated costs for various infrastructure improvements in the southwest quadrant of the City, Mr. McCool and Mr. Schroeder stated that they are still working on a response. Councii Member Kohis requested i�formation regardi�g the number of building sites available in the MUSA line. Council Member Shiely said that 1500 sites had been previously discussed. Senior Planner McCool indicated that 1100 sites was his understanding. COUNCIL COMMENTS AND REQUESTS Council Member Kohls commented that the police entrance is not marked for easy access should residents need to find it in an emergency. The door is liidden from 80` Street and there is no signage. She said that the door should be marked. Council Member Kohls announced that Read Across America will be at the Cottage Grove Target store on March 2, 2000 from 5:00 to 7:00 PM. She e�couraged residents to read to their children and attend this worthy event. Both Councii Members Kohls and Shiely indicated that they wouid be attending. Council Member Shiely congratulated two recently named Eagle Scouts, Mike Michener and Dustin Zastera. Mayor Denzer recognized another Eagle Scout, Ronaid Purcell, and offered his congratulations as weil. Regular Meeting — March 1, 2000 Cottage Grove City Council Page 6 PAY BIILS MOTION BY SHIELY, SECONDED BY KOHLS, TO APPROVE PAYMENT OF CHECK NUMBERS 111907 TO 112068 TOTALING $507,333.80. MOTION CARRIED. 5-0. WORKSHOP SESSION A. Personnel Policies Electronic mail Michelle Woife, Assistant City Administrafor, discussed the urgency for a policy on electronic media. She cited the need for greater email availability, but emphasized restricted Internet access. Different software packages were discussed. Ms. Wolfe offered sample policies, and discussed ofFensive material and privacy issues. Council Member Rice offered that individual passwords and names are essentiai to track usage. Ms. Wolfe stated that employees wouid be required to sign a written acknowledgment that they understand the policy. Council Member Shiely stated her concern about receiving expiicit or offensive material and the implication toward the recipient. Mayor Denzer asked about the benefits of providing email service between Cottage Grove and other cities and entities. Ms. Wolfe stated that it would be very useful to receive documenfs from the attorneys, and distribute and receive surveys from other cities. Duties of the MIS Coordinator were discussed and ciarified. Ms. Woife stated that emaii is planned for implemertation in April, but that firewail issues have hindered progress. Council consensus was that an emaif policy is essential and that Ms. Wolfe should strengthen the language where discussed and bring it forward for approval. Telecommutinq Ms. Wolfe discussed the telecommuting policy, which was proposed for a one-year pilot program effective April 1, 2000. It would not apply to union employees. She explained that it wouid appiy only to projects, and in increments of several days. It is not intended to be used for long-term situations. Council Member Wolcott raised some concerns, and discussion ensuetl regarding the need and validity of telecommuting in regard to City employees, the possibility of abuse of such a policy, and OSHA issues. City Administrator Schroeder stated that such a program would need a great deal of structure to avoid abuse. Ms. Wolfe discussed the advantages of such a policy, including its application in ADA cases. Council Member Shiely expressed concern that the City would be expected to accommodate ADA cases in the home. Ms. Wolfe stated that the policy addressed such situations and the City would be protected. Councii Member Rice suggested that approval on a case-by-case basis with supervisory recommendatio� a�d City Adrninistrator approval would be acceptable to him. Leave situations in which telecommuting wouid benefit the City were discussed. City Attomey Long clarified that even without a policy, many of the concerns raised by Council still apply to any work done away from the work place. He pointed out that the policy covered areas of liability, whether work away from the work station is calietl "telecommuting" or not. Ms. Woife cited an example of successful telecommuting and emphasized that these situations tiave to benefit the City. Council Member Kohls spoke in support of trying the policy and remaining open fo the benefits. Regular Meeting — March 1, 2000 Cottage Grove City Council Page 7 Council Member Shiely said she was concemed about the insurance and liability issues. Council Member Wolcott stated his apprehension for the possibility of abuse of the policy. City Administrator Schroeder stated that perhaps the policy shouid be formatted in a different way, and the trial should be shorter. He suggested waiting to evaluate the outcome of several triais before discarding the program. He stated that he understood the validity of the program. He cited several exampies of frustration caused by telecommuting, but also spoke to the benefits of it. Meyor Denzer stated that not aIl empioyees are self-motivated enough to make telecommuting beneficial to the City. Mayor Denzer recommended postponing adoption of the policy until several trials were complete. Consensus was to use the policy as a guideline in the trials. Emplovinq 15-Year-Oids Ms. Wolfe proposed hiring 15-year-old seasonai employees. She cited the labor market shortage as the main ince�tive for the change. Some discussion ensued, and Gouncil consensus was to hire 15- year-olds for seaso�ai positions. Work Time Usaqe Ms. Wolfe proposed a poiicy that will state that °work time is for work." City Council agreed. Annual Leave Usaqe Ms. Wolfe proposed a policy addressing usage of annual leave in the case of leaving City employment. She proposed that the policy should specify that an employee's Iast day of empioyment should be his/her last day working. Ms. Woife explained that the policy would deter abuse of annual leave, and she cited the example of an employee using leave to cover his/her last days of employment in order to receive payment for a holiday. Travel and Traininq Ms. Wolfe proposed a policy defining prorated reimbursement for travel and training costs upon leaving City employment. She discussed defining the criteria for pass/fail courses. She aiso proposed modifying the policy to include a clause that speci�es that if an employee commits to training and then canceis, he/she must reimburse the City for enrolime�t costs. Holiday Pay for Temporary Employees Ms. Wolfe proposed language in a policy to grant overtime pay on holidays for temporary/seasonal employees, and to state that temporary/seasonal employees wiil not receive lioliday pay. Council Member Wolcott proposed that full-time temporary employees (i.e., golf course employees) receive health insurance benefits, since they are unemployed for several months a year. Ms. Wolfe stated that she would explore the options. Violence in the Workplace Ms. Wolfe explained that she is looking into developing a policy addressing this issue. Flexibie Work Schedules Regular Meeting — March 1, 2000 Cottage Grove City Council Page 8 Ms. Wolfe stated she needed time to structure this policy. CLOSED SESSION MOTION BY WOLCOTT, SEGONDED BY SHIELY, TO TEMPORARILY CLOSE THE REGU�AR MEETING. MOTION CARRIED. 5-0. Present: Mayor John Denzer Council Members Jim Wolcott Council Members Cheryl Kohls Council Members Pat Rice Council Member Cheryi Kohls Aiso: Ryan Schroeder, City Administrator Michelle Wolfe, Assistant City Administrator Corrine Thomso�, Acting City Attorney, Kennedy & Graven Pursuant to the open meeting law, the Council held a closed session to discuss the pay plan for non- represented employees. A tape reco�ding of the closed session is on file. MOTION BY WOLCOTT, SECONDED BY SHIELY, TO ADJOURN THE CLOSED SESSION AND RECONVENE THE REGULAR MEETWG. MOTION CARRIED. 5-0: ADJOURNMENT MOTION BY RICE, WOLCOIT, SECONDED BY KOHLS, TO ADJOURN THE REGULAR MEETING AT 10:00 P.M. MOTION CARRIED: 5-0: Respectfuliy submitted, Caron M. Stransky City Clerk CMC Lori Amundson Timesaver Secretarial