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HomeMy WebLinkAbout2004-12-01 MINUTESREGULAR MEETING � COTTAGE GROVE CITY COUNCIL December 1, 2004 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 Jim Wolcott Council Member Mark Grossklaus Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director Howard Blin, Community Development Director Jennifer Levitt, City Engineer John Mickelson, Public Safety Director Harry Taylor, Public Works Superintendent Corrine Thomson, City Attorney No one stepped forward to speak during Open Forum. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, December 1, 2004, 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 Kohis Council Member Pat Rice Council Member Jim Wolcott Council Member Mark Grossklaus Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director Howard Blin, Community Development Director Regular Meeting — December 1, 2004 Cottage Grove City Council Page 2 Jennifer Levitt, City Engineer John Mickelson, Director Public Safety Harry Taylor, Public Works Superintendent Corrine Thomson, City Attorney ADOPTION OF AGENDA Mayor Shiely stated that Item 13.A — Closed Workshop Session — the Annual Performance Review for City Administrator Ryan Schroeder should be added to the agenda. MOTION BY RICE, SECONDED BY WOLCOTT, TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 5-0. APPOINTMENTS AND PRESENTATIONS A. PRESENTATIONS NONE B. APPOINTMENTS NONE APPROVAL OF MINUTES A. October 6, 2004 Regular Meeting Mayor Shiely stated the minutes stand approved as presented. B. October 20, 2004 Regular Meeting Mayor Shiely stated the minutes stand approved as presented. CONSENT CALENDAR MOTION BY WOLCOTT, SECONDED BY RICE, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: i. PLANNING COMMISSION OF OCTOBER 25, 2004. ii. PUBLIC SAFETY, HEALTH AND WELFARE COMMISSION OF AUGUST 17, 2004; SEPTEMBER 21, 2004; AND OCTOBER 25, 2004 B. ADOPT RESOLUTION NO. 04-215 RESOLUTION APPROVING THE FINAL PLAT NAMED PINECROFT. C. ADOPT RESOLUTION NO. 04-216 ACCEPTING THE DONATIONS FOR THE CITY OF COTTAGE GROVE EMPLOYEE HOLIDAY PARTY. Regular Meeting — December 1, 2004 Cottage Grove Ciry Council Page 3 D. ADOPT RESOLUTION NO. 04-216 ESTABLISHISH A POLICY ON THE APPOINTMENT AND TERMS OF OFFICE FOR CITIZEN AND COUNCIL REPRESENTATIVES TO JOINT POWERS BOARDS AND COMMISSIONS. E. RECEIVE THE REPORT ON TREE PRESERVATION ACTIVITIES. F. 1. RATIFY HSA HEALTH PLANS WITHIN THE MEDICAL PLAN OFFERINGS. 2. ACKNOWLEDGE AND RATIFY MEDICAL CONTRIBUTIONS FOR 2004-2005 FOR DISPATCHERS. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES PUBLIC HEARINGS NONE BID AWARDS A. Consider Awardinq the 65� Street Water Main Extension and Hadlev Avenue Realiqnment Bid to Barbarossa and Sons Inc. City Engineer Levitt explained that Alternate One is for a directional drilling for the water main. She explained that one of the concerns in going with Alternate One is that the City could have more risk. She stated that the differences in the bids had to do with their base bid and reviewed the bid process with Council. She clarified that the City is not recommending Alternate 1. MOTION BY WOLCOTT, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 04217 AWARDING BID FOR THE 65 STREET WATER MAIN EXTENSION AND HADLEY AVENUE REALIGNMENT PROJECT TO BARBAROSSA AND SONS, INC. IN THE AMOUNT OF $671,000.53. MOTION CARRIED 5-0. UNFINISHED AND NEW BUSINESS NONE RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS A. Receive Information on East Point Douqlas Road and 80� Street Pavement Markinqs per Council Reauest on November 17 2004. Mayor Shiely stated that Council has received the information request on the East Point Douglas and 80` Street Pavement Markings and asked if anyone had questions. Regular Meeting — December 1, 2004 Cottage Grove City Council Page 4 Council Member Wolcott stated that he had received the response to his inquiries and that he aiso spoke with the City Engineer to ensure that she understands his concerns. He stated that he is satisfied with the response. Council Member Grossklaus stated that he recently drove through the area and expressed concerns with regards to the sign placement in the area. He stated that the signs instructing drivers to the move forward, left or right is not placed to allow enough time for drivers to make a decision to get into the left lane. He asked the City Engineer to revisit and review the area to determine better placement for the sign. City Engineer Levitt stated that the sign had been relocated further to south adding that she would revisit and review the area to determine better placement. Council Member Wolcott restated his concerns regarding the double left-hand turn on gpcn Street. He stated that the area is very tight, especially in bad weather and asked Staff to review the area. He noted that he had also expressed this concern at the last Council meeting. COUNCIL COMMENTS AND REQUESTS Council Member Kohls stated that it was brought to her attention that the East Ravine Planning Project is in process. She stated that concerns have been expressed by one of the property owners with respect to the parkway design, the loop and the major road changes currently under consideration and have questions regarding the plans. She stated that the first question is with respect to the alignment or layout of the parkway. She asked if the proposed design is the final layout or is the parkway design still in a conceptual planning process. Community Development Director Biin stated that they would probably tweak the layout somewhat but not by a lot. He stated that what they show on the proposed design is generally the pianned alignment of the parkway. City Administrator Schroeder confirmed stating that the actual layout would depend on the district adding that design is close. Council Member Kohls asked if Neighborhood 1 is in the conceptual design stage noting that the original proposal shows the parkway going directly through someone's home. She expressed concerns stating that there would be difficulties for and with some of the property owners. She stated that she would like the proposed design further clarified to know where they plan to tweak the parkway. She asked how much they plan to tweak it and what are they going to do to the property owners where their property would be impacted by the design. She stated that several of the property owners are concerned about their property values and she asked how do people handle this process, what can they do? Should they be thinking about eminent domain? What is the policy and procedure? How firm is the plan? Community Development Director Blin stated that the plan is still being engineered. City Administrator Schroeder further clarified stating that they have not discussed all of the particulars in earnest. He explained that the map used most often had a north side, west of Keats and north of 70 that shows the area is under 6-10 ownerships. He stated that none Regular Meeting — December 1, 2004 Cottage Grove City Council Page 5 of the lot lines follow the existing adding that this would be an issue. He stated that they are currently at the design stage and have not had engineering review the plan. Council Member Kohls asked when the property owners would be notified. City Administrator Schroeder stated that the notification process would be done in phases. He explained that as the land develops the residents in the area would be included in the development process. Council Member Kohls noted that the area planned for where the parkway comes into Keats is owned by an individual who has no intention of selling and suggested that Staff keep this area under consideration during the planning process. City Administrator Schroeder stated that they have not determined the actual layout noting that Staff would keep this area under consideration. Council Member Kohls stated that she wants to ensure that the Residents have ample opportunity to voice their concerns and clarified that the property owners would be notified. City Administrator Schroeder assured Council that the property owners would be notified and given the opportunity to voice their concerns. Mayor Shiely reminded everyone that one week from Sunday, December 12, 2004, the Canadian Pacific Holiday Train would be making a stop at Belden Crossing in Cottage Grove. She stated that the stop is scheduled for 7:00 p.m. to 8:00 p.m. and is on behalf of the Friends in Need Food Sheif. She stated that it would be a fully lit train that would include a musical show, hot chocolate and cookies along with a few special attractions. She invited everyone to come down early and participate. She encouraged everyone to bring along a donation for the food shelf noting that last year the City of Cottage Grove had the largest turnout in North America. Mayor Shiely stated that she had the honor to be invited to attend one of the Freedom Salute Ceremony's for soldiers who returned from their tour of duty. She stated that the celebration she attended was in honor of the 434�" Main Support Battalion and their families noting that she is very honored to have been able to attend this ceremony. She stated that it was a very memorable experience and encouraged everyone to keep the soldiers in their thoughts during the holiday season. Mayor Shiely stated that the City of Cottage Grove's Truth in Taxation Hearing is scheduled for next Monday, December 6, 2004 at 6:00 p.m. in the Councii Chambers. She stated that the meeting would be teievised and is also open to the public. She explained that the purpose of the hearing is to explain and review the budget and taxes for 2005. Mayor Shiely stated that on December 15, 2004 the City Council and Staff would be going out after the Regular Council meeting for a short get together to say fareweli to Council Member Kohls and Council Member Wolcott. She stated that the location for the gathering would be announced at the December 15, 2004 meeting. Regular Meeting — December 1, 2004 Cottage Grove City Council Page 6 PAY BILLS MOTION BY WOLCOTT, SECONDED BY RICE, TO APPROVE PAYMENT OF CHECK NUMBERS 1347575 THROUGH 137736 TOTALING $843,834.44. (CHECKS 137575 — 137724 IN THE AMOUNT OF $52,861.73 ISSUED PRIOR TO COUNCIL APPROVAL.) MOTION CARRIED 5-0. WORKSHOP SESSION — OPEN NONE. Mayor Shiely called a brief recess at 7:50 p.m. and reconvened the regular meeting at 8:00 p.m. WORKSHOP SESSION — CLOSED A. City Administrator Annual Review Mayor Shiely closed the meeting at 8:00 p.m., to hold a Workshop Session to conduct the annual Performance Review for City Administrator Ryan Schroeder. The following Council Members were present: Cheryl Kohls, Pat Rice, Jim Wolcott and Mark Grossklaus. A summary of the discussion is attached to and made a part of the original minutes. At 8:45 p.m., the Mayor reconvened the regular meeting. ADJOURNMENT MOTION MADE AND SECONDED TO ADJOURN THE MEETING AT 8:45 P.M. MOTION CARRIED 5-0. Respectfully submitted, Bonita Sullivan TimeSaver Off Site Secretarial, Inc. On December 1, 2004, the Cottage Grove City Council met in closed session to complete a performance review for Ryan Schroeder, City Administrator. The meeting was called to order at 8:00 p.m., and was adjourned at 8:45, p.m. The Council discussed his performance in the following areas: Fiscal responsibility Ability to delegate responsibility Working relationship with department heads Communication with Council Community outreach Communication with city employees He was judged "adequate" in all areas, with most being "good" or "excellent". Areas of strength were in fiscal responsibility, relationship with department heads, and communication with Cout►cil. Areas where improvement is needed are in delegating responsibility, community outreach, and communication with city employees �cr�r � k'{� Sandy Shiely Mayor of Cottage Grove