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HomeMy WebLinkAbout2003-10-01 MINUTESREGULAR MEETING COTTAGE GROVE CITY COUNCIL October 1, 2003 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 Shiely encouraged persons to limit their remarks to two (2) minutes per issue. Present: Mayor Sandy Shiely Council Member Cheryl Kohls Council Member Pat Rice Council Member Mark Grossklaus Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director John McCool, Senior Planner John Mickelson, Director Public Safety Les Burshten, Public Works Director Corrine Thomson, City Attorney Not Present: Council Member Jim Wolcott No one spoke during Open Forum. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, October 1, 2003, at the Cottage Grove City Hall, 7516 80 Street South. Mayor Sandy Shiely called the meeting to order at 7:30 p.m. ROLL CALL Present: Mayor Sandy Shiely Council Member Cheryl Kohls Council Member Pat Rice Council Member Mark Grossklaus Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director John McCool Senior Planner John Mickelson, Director Public Safety Regular Meeting — October 1, 2003 Cottage Grove City Council Page 2 of 10 Les Burshten, Public Works Director Corrine Thomson, City Attorney Not Present: Council Member Jim Wolcott Mayor Shiely presided over the meeting. ADOPTION OF AGENDA MOTION BY KOHLS, SECONDED BY RICE, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED 4 -0. APPOINTMENTS AND PRESENTATIONS A. PRESENTATIONS U -Lead and U/R Volunteers — Jason West and Molly Root Mayor Shiely stated that in 1997, the Recreation Department developed the U -Lead program and in 1998, it became an award - winning program. She explained that the program focuses on leadership, teamwork, and job - related skills associated to work as a lifeguard or with children at various playgrounds. She stated that Jason West and Molly Root are present to present the awards to the volunteers of the program and asked Council to come forward for the presentation. Jason West stated that the program, since 1997, has had 139 participants who have volunteered over 9,400 combined hours with the Recreation Department at the pool and playgrounds. He provided the Council with an overview of the program mission and two - week training program stating that this summer they had eight participants who volunteered over 800 hours for the Recreation Department. He reviewed the participation levels stating that they would like to acknowledge and thank these individuals for their participation in the U -Lead and U/R programs. He introduced each participant to the Council and presented each with a plaque. 2. Recreation Department NRPA Awards. Mayor Shiely stated that the Recreation Department is the recipient of two (2) National Recreation and Park Association Great Lakes Region Awards for excellence in the production of two public service announcements for the City of Cottage Grove. She noted that this is the second year, in a row, that the Recreation Department has received this award. Shiely reviewed the categories for Public Service Announcements with Council. Jason West stated that there are two categories, 30 second and 90- second announcements and reviewed their entries with Council. He stated that they are very honored to be awarded for both entries and thanked the South Washington County Telecommunications Regular Meeting — October 1, 2003 Cottage Grove City Council Page 3 of 10 Commission for their participation and support. He stated that without their assistance they would not have won these awards. Mr. West and Ms. Root presented the awards to the Council and thanked them for their support. Mayor Shiely stated that the City Council is very honored to receive these awards and thanked staff for their hard work. School District 833 Referendum. John Regan, Superintendent of School District 833, provided the Council with an overview of the proposed School District 833 Referendum. He explained that District 833 faces a budget deficit of approximately $5 million for 2004 -05. The State Legislature did not provide any additional per- student funding for 2003 -04 or 2004 -05. He stated that Legislature reduced state funding for education, specifically in the areas of Special Education, Community Education, and Early Childhood Family Education. He stated that the 2003 Legislature increased the fully equalized portion of the referendum levy from $126 per student to $405 per student for 2004 -05 and $500 per student for 2005 -06. Regan explained that the intent of the referendum is to balance the budget noting that they would have to make $2 million in budget cuts regardless of the outcome of the operating levy referendum. He stated that the referendum includes two questions. Question 1 - $164.00 per pupil unit noting the net tax impact on a $200,000 home would be approximately $20 per year; and • Question 2 - Addresses the inflationary increases annually through 2007. Regan stated that passage of Question 2 is contingent upon passage of Question 1. He stated that there would be several consequences if the referendum does not pass and reviewed the consequences with Council. Council Member Kohls asked why the District is considering cutting 9th grade activities. Mr. Regan explained that the Board has tried to spread the cuts so that the impact is not entirely in one area. He further explained that fee increases caused a considerable drop in participation noting that they do not want to raise the fees any higher. Council Member Kohis clarified that if the referendum is passed that the proposed cuts would not happen. Mr. Regan clarified that the eight items listed in their brochure entitled Referendum Facts under consequences would not be eliminated. Mayor Shiely acknowledged the amount of work they have gone through to come to this decision and encouraged the public to be informed and thoughtful about all of the issues when they come to vote on this referendum in November. Regular Meeting — October 1, 2003 Cottage Grove City Council Page 4 of 10 B. APPOINTMENTS NONE. APPROVAL OF MINUTES A. September 3, 2003 Regular Meeting. Mayor Shiely stated that the minutes stand approved as presented. CONSENT CALENDAR MOTION BY RICE, SECONDED BY KOHLS, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: I. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MEETING OF AUGUST 11, 2003. II. COTTAGE GROVE VOLUNTEER FIRE DEPARTMENT RELIEF ASSOCIATION MEETING OF JULY 9, 2003. III. PUBLIC SAFETY, HEALTH, AND WELFARE COMMISSION MEETINGS OF JULY 8, 2003 AND AUGUST 12, 2003. IV. PLANNING COMMISSION MEETING OF AUGUST 25, 2003. B. ADOPT RESOLUTION NO. 03 -218 A RESOLUTION APPROVING FINAL PAYMENT OF $5,135.85 TO KEYS WELL DRILLING FOR THE TEST HOLE OF WELL NO. 11. C. RECEIVE PROPOSED SOUTH WASHINGTON COUNTY TELECOMMUNICATIONS COMMISSION BUDGET FOR 2004. D. I. ADOPT ORDINANCE NO. 744 AN ORDINANCE FOR THE CITY OF COTTAGE GROVE, MINNESOTA, AMENDING TITLE 3 -3 -3 OF THE COTTAGE GROVE CITY CODE RELATING TO CONSUMPTION AND DISPLAY OF INTOXICATING LIQUOR PERMIT; II. ADOPT RESOLUTION NO. 03 -219 A RESOLUTION AUTHORIZING PUBLICATION OF A SUMMARY ORDINANCE; AND III. ADOPT RESOLUTION NO. 03 -220 A RESOLUTION ESTABLISHING A FEE OF $300 FOR A CONSUMPTION AND DISPLAY PERMIT. E. AUTHORIZE AN INSURANCE PREMIUM CONTRIBUTION OF $4,113.00 TO THE COTTAGE GROVE ATHLETIC ASSOCIATION FOR THE POLICY PERIOD OF 9/01/03 TO 9/01/04. F. ADOPT RESOLUTION NO. 03 -220.1 A RESOLUTION AMENDING SECTION 18.5 OF THE PERSONNEL POLICY RELATING TO TRAVEL, TRAINING, AND EDUCATION; ALLOWING DEPARTMENT HEADS TO APPROVE CERTAIN TRAINING REQUESTS. G. AUTHORIZE THE PURCHASE OF AIR STORAGE SYSTEM FROM CLAREY'S SAFETY EQUIPMENT FOR $10,250. H. ADOPT RESOLUTION NO. 03 -221 A RESOLUTION GRANTING A VARIANCE FROM TITLE 11- 8A -2(6), MINIMUM DEVELOPMENT DENSITY IN THE AG -1 ZONING DISTRICT, TO ALLOW A DENSITY TRANSFER AT 9255 MILITARY ROAD SOUTH. Regular Meeting — October 1, 2003 Cottage Grove City Council Page 5 of 10 I. ACCEPT THE PROPOSAL OF TKDA, INC., TO PREPARE A VULNERABILITY ASSESSMENT AND EMERGENCY RESPONSE PLAN FOR THE COTTAGE GROVE WATER SYSTEM AS REQUIRED BY THE PUBLIC HEALTH SECURITY AND BIOTERRORISM PREPAREDNESS RESPONSE ACT OF 2002, AND IN AN AMOUNT NOT TO EXCEED $8,000. J. ACCEPT THE PROPOSAL AND COST ESTIMATE FROM AMERICAN ENGINEERING TESTING, INC., TO CONDUCT A LIMITD SITE INVESTIATION AND INITIAL SITE ASSESSMENT FOR THE COTTAGE GROVE FORMER WASTE OIL FACILITY FOR $2,001. K. AUTHORIZE THE PURCHASE OF DUMP BODY, HYDRAULICS, AND PLOW EQUIPMENT (TO BE INSTALLED ON NEW TRUCK CHASSIS) FROM ASPEN EQUIPMENT FOR $60,964, LESS TRADE IN OF UNITS 31- 4003 -84 AND 31 -4101- 87 FOR A DEDUCT OF $11,000, PLUS SALES TAX OOF $3,247.66, FOR A TOTAL COST OF $53,211.66. L. ACKNOWLEDGE RECEIPT OF THE UPDATE FROM BUILDING OFFICIAL BOB LABROSSE ON THE CITY'S PROPERTY MANAGEMENT PROGRAM. MOTION CARRIED 4 -0. Mayor Shiely stated that if anyone is present for issues on the Consent Calendar all have been passed. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES NONE. PUBLIC HEARINGS A. Conduct Public Hearings on the Assessment of Public Improvements for the highland Highland Hills, Summit at Highland Hills, Homestead at Highland Hills, Timber Ridge 3rd, Timber Ridge 5th, Pine Summit 4th, Pine Summit 5th, and Hidden Valley lin Additions Finance Director Hedberg reviewed the eight public hearings for various subdivisions throughout Cottage Grove with Council. He provided Council with an overview of the assessment rolls. Highland Hills Addition Mayor Shiely opened the Public Hearing at 8:03 p.m. Mayor Shiely closed the Public Hearing at 8:03 p.m. MOTION BY RICE, SECONDED BY KOHLS, TO ADOPT RESOLUTION NO. 03 -222 A RESOLUTION ADOPTING ASSESSMENTS FOR HIGHLAND HILLS ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. Regular Meeting — October 1, 2003 Cottage Grove City Council Page 6 of 10 2. Summit at Highland Hills Addition Mayor Shiely opened the Public Hearing at 8:04 p.m. Mayor Shiely closed the Public Hearing at 8:04 p.m. MOTION BY RICE, SECONDED BY KOHLS, TO ADOPT RESOLUTION NO. 03 -223 A RESOLUTION ADOPTING ASSESSMENTS FOR SUMMIT AT HIGHLAND HILLS ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. 3. Homestead at Highland Hills Addition Mayor Shiely opened the Public Hearing at 8:05 p.m. Mayor Shiely closed the Public Hearing at 8:05 p.m. MOTION BY KOHLS, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 03 -224, A RESOLUTION ADOPTING ASSESSMENTS FOR HOMESTEAD AT HIGHLAND HILLS ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. 4. Timber Ridge 3` Addition Mayor Shiely opened the Public Hearing at 8:06 p.m. Mayor Shiely closed the Public Hearing at 8:06 p.m. MOTION BY GROSSKLAUS, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 03- 225, A RESOLUTION ADOPTING ASSESSMENTS FOR TIMBER RIDGE 3 ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. 5. Timber Ridge 5th Addition Mayor Shiely opened the Public Hearing at 8:07 p.m. Mayor Shiely closed the Public Hearing at 8:07 p.m. MOTION BY GROSSKLAUS, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 03- 226 A RESOLUTION ADOPTING ASSESSMENTS FOR TIMBER RIDGE 5 ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. 6. Pine Summit 4th Addition Mayor Shiely opened the Public Hearing at 8:08 p.m. Mayor Shiely closed the Public Hearing at 8:08 p.m. Regular Meeting — October 1, 2003 Cottage Grove City Council Page 7 of 10 MOTION BY RICE, SECONDED BY KOHLS, TO ADOPT RESOLUTION NO. 03 -227, A RESOLUTION ADOPTING ASSESSMENTS FOR PINE SUMMIT 4 ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. 7. Pine Summit 5 th Addition Mayor Shiely opened the Public Hearing at 8:09 p.m. Mayor Shiely closed the Public Hearing at 8:09 p.m. MOTION BY RICE, SECONDED BY KOHLS, TO ADOPT RESOLUTION NO. 03 -228, A RESOLUTION ADOPTING ASSESSMENTS FOR PINE SUMMIT 5 ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. 8. Hidden Valley 11 Addition Mayor Shiely opened the Public Hearing at 8:10 p.m. Mayor Shiely closed the Public Hearing at 8:10 p.m. MOTION BY KOHLS, SECONDED BY GROSSKLAUS, TO ADOPT RESOLUTION NO. 03- 229, A RESOLUTION ADOPTING ASSESSMENTS FOR HIDDEN VALLEY 11 ADDITION UTILITY AND STREET IMPROVEMENTS. MOTION CARRIED 4 -0. BID AWARDS NONE. UNFINISHED AND NEW BUSINESS NONE. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS NONE. COUNCIL COMMENTS AND REQUESTS NONE. PAY BILLS MOTION BY RICE, SECONDED BY KOHLS, TO APPROVE PAYMENT OF CHECK NUMBERS 131242 THROUGH 131428 TOTALING $1.377,910.82. (CHECKS 131242 — Regular Meeting — October 1, 2003 Cottage Grove City Council Page 8 or 10 131264 IN THE AMOUNT OF 46,542.57 $ISSUED PRIOR TO COUNCIL APPROVAL.) MOTION CARRIED 4 -0. WORKSHOP SESSION — OPEN A. Utility Billing Software Finance Director Hedberg provided Council with an overview of the utility billing software upgrade proposal. He stated that Staff is requesting direction to proceed with replacing the utility billing software. He explained that the intention is to improve customer service and satisfaction with the utility billing process. He stated that during the budget discussions, a budget addition was presented that provided a new software solution for utility billing. Staff is looking for authorization to sign a letter of intent with Opus21. He noted that if the letter of intent is signed, Staff will work with Opus21 to develop a draft contract that would be presented to City Council for consideration in November. The plan would include a detailed conversion plan with a timeline and costs estimates. Council Member Rice asked if this would be a monthly or quarterly billing process. Finance Director Hedberg explained that everyone would continue to receive a quarterly bill with the intent to move to a monthly billing process in the future. Council Member Rice noted that the list of cities using the software appear are smaller than Cottage Grove and asked if the software could handle the larger cities. Finance Director Hedberg explained that the cities of Edina and Lakeville use LOGIS and do all of their own billing internally. He stated that the City of Bloomington is presently going through their third upgrade at an approximate cost of $3 million for each upgrade. He noted that there are alsc cities out east that use this software and that Opus21 has been in business for a long period of time. Hedberg reviewed the software features with Council noting that it would allow revenue opportunities that would defray the cost of the utility billings by promoting local businesses and events through billing inserts or by utilizing the operations round -up to support other city services such as the parks and recreation programs. He stated that it would also provide web access to the residents giving them the ability to view their account information, make payments, and review their usage history via the web. Hedberg reviewed the letter of intent with the Council stating that over the next month staff would work with Opus21 to analyze the data, develop the contract, and determine the costs and the implementation plan. He stated that Staff would come back in November with the implementation plan, costs and the date the system would be transferred. Mayor Shiely noted the fees and payment schedule and asked for further clarification. Hedberg clarified the fees and payment schedule stating that they would need to bring in software programmers to review the data and determine the process. Regular Meeting — October 1, 2003 Cottage Grove City Council Page 9 of 10 Joanne Bixby, the City's utility billing clerk stated that this upgrade would be very beneficial to the City and reviewed the advantages with Council. She stated that this would allow her to direct her attention to providing better customer service. She stated that it would provide a user - friendly bill, which would be easier to read. Council Member Kohls asked Ms. Bixby if she has seen the software. Ms. Bixby stated that she, along with Finance Director Hedberg, visited Connexis and met with their employees, who provided with a presentation of the program. Council Member Grossklaus clarified his understanding that the number of radial meters in the City totaled approximately 1,000. Hedberg confirmed this and explained that in addition to new homes receiving radial meters they are also targeting current home areas with the intent of installing approximately 200 next year. Council Member Grossklaus asked Ms. Bixby how much time she would save with the new software. Ms. Bixby stated that the hours spent opening and closing accounts is very time consuming. Hedberg stated that the immediate outcome of this upgrade is that more time could be spent on following up on customer inquiries. Council Member Grossklaus asked when they would go online. Hedberg stated that if the contract is signed in November that the earliest live date would be in March 2004. Mayor Shiely clarified that the Council is in unison in their thinking and that Council agrees that the Finance Department should move forward in their review and consideration of this software upgrade. She asked that Finance Director Hedberg to report to Council in November with the results. City Administrator Schroeder stated that Council would see a form of a feasibility study in November. Council Member Kohls asked them to include how much downtime and dead spots they have experienced. Finance Director Hedberg clarified that the uptime for the system is approximately 90% of the time. He stated that this information could be provided. WORKSHOP SESSION — CLOSED NONE. Mayor Shiely stated that on Saturday, October 4, 2003 the City might notice more emergency vehicles in the area than usual. She explained that they plan to do a practice drill that would be a region wide testing of the communications systems through Washington County and the Hospitals in the area. She stated that it would be a mock drill that would include a school bus and train that meets at an intersection. She stated that City Council Members would be participating and that they have been asked to be at Fire Station #2 at 9:30 a.m. Regular Meeting — October 1, 2003 Cottage Grove City Council Page 10 of 10 ADJOURNMENT MOTION BY KOHLS, SECONDED BY GROSSKLAUS, TO ADJOURN THE MEETING AT 8:45 P.M. MOTION CARRIED 4 -0. Respectfully submitted, Bonita Sullivan TimeSaver Off Site Secretarial, Inc.