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Home My WebLink About2008-02-20 PACKET 03.A.. ,- • � '• • January 16, 2008 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. Present: Mayor Sandy Shiely Council Member Myron Bailey Council Member Mark Grosskiaus Council Member Fred Luden Council Member Pat Rice Aiso Present: Ryan Schroeder, City Administrator Howard Blin, Community Development Director �es Burshten, Public Works Director Ron Hedberg, Finance and Administrative Services Director Corrine Heine, City Attorney Jennifer Levitt, City Engineer Craig Woolery, Public Safety Director Not Present: None. Mayor Shiely opened the Open Forum at 7:15 p.m. There being no speakers, Mayor Shiely closed the Open Forum at 7:15 p.m. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular meeting on Wednesday, January 16, 2008, at the Cottage Grove City Hall, 7516 80 Street South. Mayor Shiely called the meeting to order at 7:30 p.m. ROL� CALL Present: Mayor Sandy Shiely Council Member Myron Bailey Council Member Mark Grossklaus Council Member Fred Luden Council Member Pat Rice Regular Meeting — January 16. 2008 Cottage Grove City Council Also Present: Ryan Schroeder, City Administrator Howard Blin, Community Development Director Les Burshten, Public Works Director Ron !-iedberg, Finance ard Administrative Services Director Corrine Heine, City Attorney Jennifer Levitt, City Engineer Craig Woolery, Public Safety Director Not Present: None. ADOPTION OF AGENDA MOTION BY RICE, SECONDED BY BAI�EY, TO APPROVE THE AGENDA AS SUBMITTED. • • �" � 1 PRESENTATIONS A. Swearinq-in ceremonv: Firefiahters Matt Dahlauist. Mike McCov, Brvan Papenfuss. Andrea Richardson The City Administrator introduced and administered the oaths of office to firefighters Matt Dahlquist, Mike McCoy, Bryan Papenfuss, and Andrea Richardson. Fire Chief Bob Byerly expressed his personal comments and all congratulated the firefighters. B. Certificate of Achievement for Excellence in Financial Reportina for tne 2006 Comprehensive Annual Financial Report Mayor Shiely reported that this is the 17 consecutive year the City of Cottage Grove has achieved the Certificate of Achievement for Excellence in Financial Reporting. The Finance and Administrative Senrices Director described requirements for the achievement, the reviewing bodies, and acknowledged Council and staff, in particular, Brenda Peper, accountant Cathy Mohr, and management analyst Jesse Swenson. APPROVAL OF MINUTES A. November 29, 2007, Special Meetinq Mayor Shiely stated that the minutes stood approved as submitted. B. December 5. 2007, Reqular Meetinp Mayor Shiely stated that the minutes stood approved as submitted. 2 Regular Meeting — January 16, 2008 Cottage Grove City Council C. December 19, 2007, Reqular Meetinq Mayor Shiely requested a correction on page five under Council Comments and Requests: "committee mambers" be changed to °Canadian Pacific train crew." There �.�ere no adu�itional requested corrections to the minutes. Mayor Shiely stated that the minutes stood approved as amended. CONSENT CALENDAR Council Member Bailey pulled Items B, G and I, acknowledging donations from Katherine and Conway Olson of Wells Fargo stock for EMT training and equipment purchases, St. Paul Park-Newport Lions for the Strawberry Festival, and RMG on behalf of David Fronczak to the Police Division of the Cottage Grove Pubiic Safety Department. Mayor Shiely pulled Item H to note that additional research is needed before Council discussion of the 2008 Pavement Management Project concerning water suppiy. The City Engineer stated that options and scenarios would be provided, for assistance in discussions. Council Member Luden questioned the interest rate levied on assessments, and the City Administrator responded by stating that it is 7% and can be addressed before the assessment hearing. The City Engineer added that any interested residents would have the opportunity to address concerns at a neighborhood meeting before construction begins, so everyone in the Pavement Management area can receive the information. MOTION BY RICE, SECONDED BY GROSSKLAUS, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: NONE SUBMITTED. B. ADOPT RESOLUTION NO. 08-012 ACCEPTING THE DONATION OF WEL�S FARGO STOCK WITH AN APPROXIMATE VALUE OF $25,000 FOR EMT TRAINING AND EQUIPMENT PURCHASES. C. ADOPT RESOLUTION NO. 08-013 AMENDING VARIOUS SECTIONS OF THE PERSONNEL POLICY. D. ADOPT RESOLUTION NO. 08-014 APPROVING FINAL PAYMENT IN THE AMOUNT OF $6,715.63 TO ACE BLACKTOP, WC. FOR THE HIGHLANDS PARK LANDSCAPING PROJECT. E. AWARD TENNIS AND BASKETBALL COURT RESURFACING PROJECT TO C&H SPORT SURFACES TO REPAIR/RESURFACE THE TENNIS AND BASKETBA�L COURTS AT HIGHLANDS, HEARTHSIDE AND PETER TNOMPSON PARKS FOR A TOTAL COST OF $12,460.00. F. APPROVE THE PURCHASE OF TWO �IGHTED ADVANCE WARNING ARROW BOARDS FROM UNITED RENTALS HIGHWAY TECHNOLOGIES, INC. FOR THE TOTAL PURCHASE PRICE OF $11,384.85. G. ADOPT RESOi.UTION NO. 08-015 ACCEPTING A DONATION FROM THE ST. PAUL PARK-NEWPORT LIONS FOR THE STRAWBERRY FESTIVAL. 3 Regular Meeting — January 16, 2008 Cottage Grove City Councii H. ADOPT RESO�UTION NO. 08-016 APPROVING PLANS AND SPECIFICATIONS AND ESTABLISH A FEBRUARY 12, 2008, BID DATE FOR THE 2008 PAVEMENT MANAGEMENT PROJECT. !. ADOPT RESOLUTlON NQ. ��-017 ACGEI'TING THE DON,4T10N OF $50.00 FROM RMG ON BEHALF OF DAVID FRONCZAK TO THE COTTAGE GROVE PUBLIC SAFETY DEPARTMENT, POLICE DIVISION. J. ADOPT ORDINANCE NO. 836 AMENDING THE CITY CODE TO ADD LANGUAGE GIVING THE CITY ADMINISTRATOR AND/OR HIS/HER DESIGNEE AUTHORITY, ALONG WITH THE PUBLIC SAFETY DIRECTOR, TO RUN DRIVER'S LICENSE INVESTIGATIONS ON EMPLOYEES AND EMPLOYMENT FINALISTS. K. ADOPT RESOLUTION NO. 08-018 AUTHORIZING THE INSTAL�ATION OF LOCKS ON 12 TOWNHOUSE UNITS IN THE MISSISSIPPI DUNES DEVE�OPMENT. L. RECEIVE CODE ENFORCEMENT REPORT. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES None. PUBLIC HEARINGS None. BID AWARDS None. UNFINISHED AND NEW BUSINESS A. Allow the representative for Las Maraaritas Bar & Grill to admit or denv the alleaation that their establishment sold liauor to a minor less than 21 vears of aqe durina the Public Safetv DepartmenYs compliance check on September 27, 2007. During a Department of Public Safety compliance check on September 27, 2007, the sale of alcohol by a Las Margaritas Bar and Grill ernployee to an underage buyer was observed, a second offense for the business within two years. Hector Castro, owner of Las Margaritas Bar & Grill, admitted to the ailegation of the sale of liquor to a minor. He stated that the server who committed violation was new and committed an error in checking the birth date on the ID card. Council Member Grossklaus asked the consequence of a third violation by the business, and the Finance Director and Administrative Services Director stated that a third violation would be a$1,500 fine within 24 months, and a fourth violation would mean a$2,000 fine and one-day suspension. 0 Regular Meeting — January 16. 2008 Cottage Grove City Council MOTION BY GROSSKLAUS, SECONDED BY BAILEY, TO IMPOSE THE SCHEDULED $1,000.00 FINE FOR LAS MARGARITAS BAR & GRILL'S SECOND VIOLATION IN A 24-MONTH PERlOD. MOTION CARRIED 5-0. B. Receive information and provide comments and feedback on Southwest Area Transportation Studv alternatives. A project team (comprised of representatives from the City of Cottage Grove, City of St. Paul Park, Grey Cloud isiand Township, Washington County, and MnDOT) and 3M Company have met monthly the past six months to review options and discuss alternatives regarding the cooperative agreement with Washington County for the CSAH 19, CR 19A, CR 75 and review of a possible new route identification for the southeastern part of the County. Budgeting for the project was included in the 2007-2011 CIP at $150,000 (cost split with Washington County) and reflected in the draft CIP for 2008-2012. The actual contract with SEH is $74,400. The City Engineer stated that the study is a long-term planning tool to prepare for development and growth and she then introduced Joe Lux, Washington County Senior Planner, who provided an overview of the Cottage Grove Southwest Area Transportation Study. The study's purpose is to assess future traffic needs in the area southwest of Highway 61; develop future concept layout for Highway 61/Keats Avenue (CSAH 19) interchange; and determine the role of future roadways based on traffic needs, design, and operation. He displayed a map of the study area and described the study process and constraints for the area. Mr. Lux described the traffic forecast modeling and noted the traffic forecast results: under no-buiid, the Highway 61/Jamaica Avenue interchange would not be able to accommodate predicted traffic volumes; with future connection, a new east/west road would carry approximately 12,000 vehicles per day and Highway 61/Jamaica Avenue interchange would operate adequately. He cited conclusions that a continuous/direct east-west roadway accommodates traffic that would otherwise impact Jamaica Avenue and a future roadway would need to be a four-lane or two two-lane roadways. County road concerns include continuity of roadway, minimum design speed of 40 mph, and meeting access spacing standards of County and MnDOT. City concerns include a desire to connect West Point Douglas Road to innovation Road, future redevelopment of Langdon neighborhood, and preserve capacity and safe operation of Highway 61/Jamaica Avenue interchange. 3M concerns include maintaining a direct access to Highway 61, meeting Homeland Security requirements, security and safety benefits of moving public roads away from secured areas, and minimizing impact to future developable areas. Other items to address include redevelopment of the drive-in site, Cottage Grove Ravine Regional Park access, East Point Douglas Road continuity, continuity and alignment of road to the west, railroad crossings, and future commuter rail and station. 5 Regular Meeting — January 96, 2008 Cottage Grove City Council Study conciusions include: traffic forecasts show need for a four-lane roadway, concept alignment has been developed and agreed upon by PMT, roadway would be able to function as a County road, and interchange would be skewed and inc!ude loop ramps. Next steps include: refine interchange concept, address other items previously noted, include study's recommendations in City and County Comprehensive Plans, identify timing of improvements, official mapping of roadway and interchange, identification of cost participation and funding sources. Council Member Luden said it appeared there were two possible options, asked about a ballpark pricing and the amount of energy to be expended for the project and whether it would be included in the Comprehensive Plan as a temporary movement to hook up the frontage road, and said there is some ambiguity on timing and wants to make sure all are agreeable to the plan. The City Administrator said the assumption is that there would be a trade of right of way in some fashion but he is not sure what the value would be. He said it is assumed that the new road alignment connects to the west of Miller Road and would be turned back to 3M as part of a right of way swap and the same situation would occur on Innovation south of the roadway. He also said one goal is to figure where the future frontage extension might exist for West Point Douglas roadway. Council Member Bailey said he liked seeing the alignment from the 3M-1 concept and inquired about the road south going into the new entrance to the park. Mr. Lux stated that one option was to keep continuity of the frontage road and commented about a possible roundabout. Councii Member Bailey asked about the southern part of East Point Douglas, and the Community Developme�t Director said that the concept inciuded the frontage road length of 61 from Keats down to Manning Avenue and there are some engineering options to keep continuous. Mayor Shiely said she is baffled as to how the City benefits and has trouble understanding how the numbers have been worked up for a four-lane roadway and how much development is being done for St. Paul Park, Grey Cloud Island, and Cottage Grove. Mr. Lux said general consensus is that it would be commuter route for St. Paul Park having a route to a shopping area, also noting that modeling looked at zoning of properties and densities in the southwest corner of the City, planning a 3M expansion. He added that the assumption of the study is that zoning won't change significantly. The City Administrator added that Mr. Lux is working off the current Comprehensive Plan and is he is making suggestions according to the current zoning and assuming full building capacity for what is zoned. Council Member Luden inquired as to the life of a bid in its process, and Mr. Lux stated that the Comprehensive Plan has a 15-year life and the model was updated within the last three years. Council Member Luden said he felt good about not putting more money toward the cost estimates at this time, and Mayor Shiely agreed. Mr. Lux stated that the concept study won't happen quickly. 0 Regular Meeting — January 16, 2008 Cottage Grove City Council Council Member Bailey expressed concern about the cost factor and project completion. Mayor Shiely said more verification of facts is needed that show benefit to the City, as opposed ±o neighboring communities, and expressed concern about cost sharing. She said, regarding alignments, that she much prefers the 3M alignments more of the frontage road running parallel to 61 than she had originally seen in earlier proposals. Council Member Rice agreed and said the original part of the study was on the north side of 61 and is now being concentrated on the southwest side, adding that he hasn't heard the impact of commercial at the intersection of 19 and 61. Council Member Luden expressed concern about the project not progressing beyond the midway point, that there is no guarantee, and it is a slippery slope; and the City Administrator acknowledged that it is a valid concern. C. Consider authorizinq areparation of olans and saecifications for the Pine Tree Vallev Park Activitv Buildinq The Pine Tree Valley Park is within the 2008 Pavement Management Area and is programmed to have the existing park activity building replaced. The Community Development Director provided background information and an overview of the proposed options for the new building (no building ($4,000), picnic shelter ($30,000), picnic pavilion ($175,000), park activity building — block ($210,000), park activity building — brick ($256,000) with shingle roof, and defer construction), from which staff seeks Council's authorization to prepare plans and specifications for Option #4, which has a 6:12 roof pitch and matches more closely with the neighborhood houses. He noted that the Park and Planning Commissions reviewed the same options and recommended option #5, the building that meets the most needs of the park and not considering the costs. Gary Kjellberg, 7389 Inman Avenue South, commented that the economy is down and cost is high and said it is a better idea to defer construction until the economy improves. He said a warming house is needed whenever the building is constructed but urged Council to wait, as timing is bad, but cited two requests: that a window be placed on the rink side and the facility be secured with a phone for the attendant. Council Member Luden expressed concern about the value of the proposition. The Community Development Director acknowledged that there is a lot of overhead spread over the small space of the facility, as a commercial site but durability would be needed due to its heavy utilization. Mayor Shiely commented that there is irony in, though there are a lot of things Council would love to do now, that there is uncertainty financially for 2009 and 2010 in what can be done, citing uncertainty in filling City employment vacancies. She said that she didn't believe now is the time to upgrade parks and would prefer to defer. � Regular Meeting — January 16, 2008 Cottage Grove City Council MOTION BY MAYOR SHIELY, SECONDED BY LUDEN, TO DEFER CONSTRUCTION OF THE PINE TREE VALLEY PARK ACTIVITY BUILDING TO A LATER DATE AND COMPLETE PRE�IMINARY WORK, WHICH MAY INCLUDE ANY ADDITIONAL PIPE, GONCRETF, ETC., THAT !S NEEDED FOR FUTURE DEVELQPMEN?. Council Member Grossklaus asked about the amount of money needed to put into the building, for new flooring or to address concern of mold. The Public Works Director stated that mold issues have been addressed and he estimated $500-1,500 to repair current concerns, which would extend the life of the building another 2-4 years. He estimated $4,000 to demolish tne building. Council Member Bailey expressed preference for consistency among park buildings and preference for metai shingies, which have a longer life span and a 50-year warranty. The Community Development Director added that the Park Commission also recommended a standardization of City park building. Council Member Rice recommended using funds from the $400,000 savings account that is earmarked for park shelter replacement be designated for Pine Valley, noting that expenses will be higher as time goes by. MOTION CARRIED 4-1 (BAI�EY). D. Consider directinq staff on fillinq of vacancies created bv implementinq the Earlv Retirement Incentive Plan. The City Administrator provided background information regarding 2008-2009 staffing and summary of the operations expenditures study, which concluded that generally staffing and operating expenditure levels have been lower than most peer communities, as has been fund spending, but tax rate higner because of that. It became clear during 2008 budget planning that adjustments were necessary to respond positively to fiscal challenges in 2009 and 2010. City Staff believes that some savings during 2008 of $153,000 General Fund and $188,000 all funds and 2009 $282,00 General fund and $404,000 all funds, will be experienced by keeping vacancies open (with one exception being assistant ice arena manager), as well as being abie to react to possibie declines without the need to resort to laying off employees. He noted that Recreation and Ice functions are operated within the same cost area and he anticipated a savings in 2009 to the arena budget. Mayor Shiely inquired about the Public Safety backlog, and the Public Safety Director stated that the department must respond to each call and the current report backiog is 40 behind. He said any change to current coverage may be the addition of a part-time temporary position. Council Member Grossklaus commented that he had never seen positions backfilled and said City residents shouldn't expect the same level of service with decreased staffing. The City Administrator thanked him for his comment but said the City wouldn't allow a decrease in service, other than for lower priority activities (such as for trails or parking lots). 0 Regular Meeting — January 16, 2008 Cottage Grove City Council Council Member Luden inquired as to whether City retirees might be brought back to fill part-time positions, and the City Administrator stated that retirees have to be gone for 30 days but the City would want to remain cognizant of the union. MOTION BY LUDEN, SECONDED BY BAILEY, TO ADOPT THE DIRECTION RECOMMENDED IN THE PLAN REPORT POSTPONING THE FILLING OF VACANCIES CREATED BY IMPLEMENTING THE EARLY RETIREMENT INCENTIVE PLAN. Council Member Rice commented that he does not want snow and ice removal services contracted out to the County or private, and other Council Members agreed. MOTION CARRIED 4-1 (GROSSKLAUS) E. 11 Consider adoptina the resolution approvinq the plans and specifications and establish a Februarv 12. 2008. bid date for Bid Packaqe #2 Cottaqe Grove Ice Arena Expansion Proiect: 21 Consider adoptinq the resolution approvinq the p(ans and specifications and establish a Februarv 26. 2008, bid date for Bid Packaqe #3 Cottaqe Grove Ice Arena Expansion Proiect. The City Engineer's written report described the arena packages, estimated at $1,003,000 for Bid #2 and $3,601,653 for Bid #3. Bid #1 was awarded for $805,111 on January 2, 2008. Reasoning for two bid packages is to help position the City better in the current bidding market as it relates to the refrigeration system and dasher boards. Staff recommendation is that Council approve the plans and specifications and establish a February 12, 2008, bid date for Bid Package #2 and February 26, 2008, for Bid Package #3. Zac Dockter provided alternatives for dehumidification and refrigeration systems, suggesting the industrial version because of its Iong-term and more efficient features. MOTION BY BAILEY, SECONDED BY GROSSKLAUS, TO ADOPT RESO�UTION NO. 08-019 APPROVING THE PLANS AND SPECIFICATIONS AND ESTAB�ISH A FEBRUARY 12, 2008, BID DATE FOR BID PACKAGE #2 COTTAGE GROVE ICE ARENA EXPANSION PROJECT. MOTION CARRIED 5-0 MOTION BY RICE, SECONDED BY LUDEN, TO ADOPT RESOLUTION NO. 08-020 APPROVING THE PLANS AND SPECIFICATIONS AND ESTABLISH A FEBRUARY 26, 2008, BID DATE FOR BID PACKAGE #3 COTTAGE GROVE ICE ARENA EXPANSION PROJECT. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS None. .� Regular Meeting — January 16, 2008 Cottage Grove City Council COUNCIL COMMENTS AND REQUESTS Council Member Grossklaus exprsssed preference that monies earmarked for City Hall be used to lower the burden for construction of the ice arena. Mayor Shiely commented that she could see funds coming from park shelter designations but not those earmarked for City Hali. Council Member Luden asked when there would be a decision regarding bonding for the ice arena, and the Finance and Administrative Services Director stated that it would be within the next 1-1/2 months. Council Member Bailey inquired as to whether there would be some time to meet with the Health Department regarding PFOAs. The City Administrator stated that the Department suggested community meetings in March, and two meetings have been scheduled: January 29 regarding blood serum sampling on private wells and January 31 for a 3M informational meeting. PAY BILLS MOTION BY RICE, SECONDED BY LUDEN, TO APPROVE PAYMENT OF CHECK NUMBERS 153473 TO 153636 IN THE AMOUNT OF $815,910.20. I � i [� � i [ � 7 � [ N_ \ : 7 :71 � � �' � i a WORKSHOP SESSION — OPEN None. WORKSHOP SESSION — CLOSED None. '� • :►ll__� MOTION BY BAILEY, SECONDED BY GROSSKLAUS, TO ADJOURN THE MEETING AT 10:08 P.M. MOTION CARRIED 5-0. Respectfully submitted, Mary Heintz TimeSaver Off Site Secretarial, Inc. 10