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HomeMy WebLinkAbout2010-08-18 MINUTES (SPECIAL MEETING) COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Special Meeting August 18, 2010 CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota, held a th special meeting on August 18, 2010 at the Cottage Grove City Hall, 7516 80 Street South. Mayor Bailey called the meeting to order at 6:30 p.m. PLEDGE OF ALLEGIANCE The audience, staff, and the Mayor and Council Members pledged allegiance to the flag of the United States of America. ROLL CALL The following were present: Mayor Myron Bailey, Council Member Pat Rice, Council Member Mark Grossklaus, Council Member Jen Peterson, Council Member Justin Olsen, and Pat Rice. The following were absent: None. Also present were: Ryan Schroeder, City Administrator; Caron Stransky, City Clerk; Robin Roland, Finance Director; Howard Blin, Community Development Director; Corrine Heine, City Attorney-Kennedy & Graven; and Craig Woolery, Public Safety Director. 1. ADOPTION OF AGENDA MOTION BY COUNCIL MEMBER RICE, SECONDED BY COUNCIL MEMBER GROSSKLAUS, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED. 5-0. 2. PRESENTATIONS - None 3. APPROVAL OF MINUTES - None. 4. CONSENT CALENDAR MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO: Cottage Grove City Council 2 August 18, 2010 Special Meeting A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: NONE SUBMITTED. B. ADOPT RESOLUTION NO. 2010-119, A RESOLUTION ORDERING THE TH ABATEMENT OF CONDITIONS CREATING A NUISANCE AT 8316 66 STREET SOUTH, COTTAGE GROVE. C. ADOPT RESOLUTION NO. 2010-120, A RESOLUTION ORDERING THE ABATEMENT OF CONDITIONS CREATING A NUISANCE AT 8010 JERGEN AVENUE SOUTH, COTTAGE GROVE. D. ADOPT RESOLUTION NO. 2010-121, A RESOLUTION ORDERING THE TH ABATEMENT OF CONDITIONS CREATING A NUISANCE AT 8900 80 STREET SOUTH, COTTAGE GROVE. E. ADOPT RESOLUTION NO. 2010-122, A RESOLUTION APPROVING THE RD FINAL PLAT NAMED PINECLIFF 3 ADDITION AND TO APPROVE THE DEVELOPMENT AGREEMENT WITH U.S. HOME CONSTRUCTION FOR THE CONSTRUCTION OF THE PUBLIC IMPROVEMENTS WITHIN RD PINECLIFF 3 ADDITION. F. APPROVE THE APPOINTMENT OF LORI BELLOWS TO THE PUBLIC SAFETY, HEALTH, AND WELFARE COMMISSION FOR THE TERM TO EXPIRE FEBRUARY 28, 2011. MOTION CARRIED. 5-0. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES – None. 6. PUBLIC HEARINGS A. Consider the Vacation and Continuance of Utility and Drainage Easements rd Bisecting Property Being Developed as Pinecliff 3 Addition Community Development Director Blin recommended that the City Council hold a public hearing to vacate and discontinue two (2) 5-foot wide public utility and drainage easements located on property that will be subdivided in rd Pinecliff 3 Addition. He also recommended that the City Council adopt the proposed resolution. Mayor Bailey opened the public hearing to receive comments and/or objections from the public. There being none, Mayor Bailey closed the public hearing. MOTION BY COUNCIL MEMBER OLSON, SECONDED BY COUNCIL Cottage Grove City Council 3 August 18, 2010 Special Meeting MEMBER PETERSON, TO ADOPT RESOLUTION NO. 2010-123, A RESOLUTION VACATING AND DISCONTINUING DRAINAGE AND UTILITY EASEMENTS, AND TO DIRECT THE CITY CLERK TO PREPARE A NOTICE TO BE PRESENTED TO THE WASHINGTON COUNTY AUDITOR REFLECTING THE COMPLETION OF THE VACATION. MOTION CARRIED. 5-0. 7. BID AWARDS – None. 8. UNFINISHED AND NEW BUSINESS A. Consider Authorizing Staff to Purchase and Install Electronic Infrared Bleacher Heat in the South Rink Mezzanine MOTION BY COUNCIL MEMBER RICE, SECONDED BY COUNCIL MEMBER OLSEN, TO AUTHORIZE STAFF TO PURCHASE AND INSTALL ELECTRONIC INFRARED BLEACHER HEAT FOR THE SOUTH RINK MEZZANINE AT THE COTTAGE GROVE ICE AREA FOR $10,280. MOTION CARRIED. 5-0. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS – None. 10. COUNCIL COMMENTS AND REQUESTS – None. 11. PAY BILLS MOTION BY COUNCIL MEMBER GROSSKLAUS, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE PAYMENT OF CHECK NUMBERS 168423 TO 168617 TOTALING $1,291,179.09. CHECK NUMBERS 168423 THROUGH 168451 TOTALING $205,024.38 ISSUED PRIOR TO COUNCIL APPROVAL. MOTION CARRIED. 5-0. 12. WORKSHOP – OPEN TO THE PUBLIC A. Continuation of Budget Workshop At 6:39 p.m., the City Council reconvened the special for a Budget Workshop Session. City Administrator Schroeder stated that as part of the Community Development conversation, he would like to talk about the 3M air monitoring systems and the new sign for the River Oaks Golf Course and Banquet Facility. Cottage Grove City Council 4 August 18, 2010 Special Meeting 3M Air Monitors Community Development Director Blin provided an update on the air monitors and stated that Staff met with representatives of the Minnesota Pollution Control Agency (MPCA), SEH, and 3M at the site selected for the air monitor, which is within 1,000 feet of the incinerator. He stated that 3M is already constructing the platform, the equipment is on order, and the monitor should be up and running within a month. Therefore, we should receive at least 3-4 months of data before the State acts on 3M’s permit application. Golf Course Sign Community Development Director Blin provided the City Council with a new design for the Golf Course sign, which included a lime stone base and a color message board. He stated the new design would increase the cost an additional $4,000 to $76,000. Mr. Blin stated that before they launch into construction of the sign, Staff wanted to obtain the City Council’s opinion on the new design versus the original design. Community Development Director Blin stated the sign will not violate the existing sign ordinance and they can change the display every four (4) hours. He stated he believes the color reader board has a 20-year life expectancy, and the top of the sign is a back lit cabinet with the words “River Oaks Golf Course” displayed. One of their biggest challenges will be where to put the address. Council Member Grossklaus stated he did not like the design of the top of the sign or the metal piece, stated it cheapens the entire sign, and he was concerned that the metal will fade. He stated he thinks the original design was classier. Community Development Director Blin stated the metal is made of anodized aluminum. The City Council consented to the new design of the sign and authorized staff to proceed. Community Development Community Development Director Blin stated that Community Development includes the three (3) main functions – Planning, Building Inspections, and Historic Preservation. Community Development Director Blin reviewed the recommended budget stating that there are no significant changes in the budgets for 2011 and Cottage Grove City Council 5 August 18, 2010 Special Meeting 2012. The costs have essentially remained the same except for personal services, which will increase due to annual and step pay increases. Community Development Director Blin noted that the Inspections budget includes the building permit and inspection services provided to the City of Newport, City of St. Paul Park, and Denmark Township. In addition to this, they are enhancing commercial attraction by making contacts to developers and end user, reaching out to retail users, restaurant users, and making them aware of opportunities in Cottage Grove. Golf Course Golf Pro/Manager Anderson and Assistant Golf Manager/Food & Beverage Manager O’Connell, and Golf Course Superintendent Ratzlaff presented the Golf Course Budgets for 2011 and 2012. Finance Director Roland reviewed the Capital Outlay budgets for 2011 and 2012 and noted the 2011 budget includes $17,000 to overlay the parking lot cart paths and $60,000 for Greens Mowers. The 2012 budget includes $17,000 to overlay parking lot cart paths; $4,500 for a snowplow; $30,000 for a Jacobsen mower; $34,000 for trap racks; and $32,000 for a John Deere mower. Golf Pro/Manager Anderson provided an overview of the Golf Course’s major objectives for the Administration and Maintenance in 2011. Golf Pro/Manager Anderson stated that the irrigation system is 20 years old and the manufacturer does not make parts for their system any longer and Superintendent Ratzlaff has had to obtain parts from other golf courses. Superintendent Ratzlaff stated he estimates that it would cost somewhere between $80,000 to $100,000 to purchase and install a new system. There was discussion on the number of rounds we get each year, the budget deficit and cash flow problems, equipment replacement costs and depreciation. Council Member Olsen suggested that the Golf Course staff and the EDA, City Council, or both, meet to discuss ways to enhance the offerings, marketing, and to come up with some new ideas. Golf Pro/Manager Anderson then provided the City Council with an update on the Employee Incentive Program noting that the program has been very successful with the golf course employees but no employees outside of the golf course have been involved in the program. In 2009, the program generated an additional $6,000 in revenue and for 2010 an additional 15,000. Cottage Grove City Council 6 August 18, 2010 Special Meeting Public Safety Cost Centers Public Safety Director Woolery, Deputy Director/Captain Koerner, Deputy Director/Captain Rinzel, Fire Services Chief Byerly Deputy Fire Services Chief Beasley, and Deputy Fire Services Chief Redenius presented the Public Safety Budget for 2011 and 2012. Public Safety Director Woolery stated the Public Safety Cost Centers include Fire, Emergency Management, Police Protection, Animal Control, Forfeiture & Seizure, and EMS/Ambulance Service. Fire Fire Services Chief Byerly reviewed the Fire and Emergency Management Budgets noting that they currently have 47 part-time employees in the Department and the Fire Division’s contractual services budget decreased 8% for 2011 and increased 5% for 2012. Emergency Management Fire Services Chief Byerly stated that through a $15,000 Federal Grant, the City would upgrade our 11 outdoor warning sirens to 800-MHz capabilities. Fire Services Chief Byerly stated they have started to work on improving the All-Hazard Plan and will eventually hold another tabletop exercise, at which time the Mayor, City Council and pertinent staff will evaluate the new Plan. Public Safety Director Woolery stated that it important that everyone understands what their role is should the City have a natural disaster or a big event occur within City of Cottage Grove. There was discussion relating to the Fire Services and the EMS organizational structure, communication, and the chain of command. Emergency Medical Services (EMS) EMS Coordinator Halvorsen presented the Cottage Grove Emergency Medical Services/Ambulance budget for 2011 and 2012 and reviewed the major objectives for 2011. EMS Coordinator Halvorsen stated the budget includes the addition of an additional person to work nights, starting on weekends. Cottage Grove City Council 7 August 18, 2010 Special Meeting Finance Director Roland commented that 74% of all of our calls are Medicaid or Medicare and the reimbursement rates decreased. The City Council concurred to scheduling a workshop session after the first of the year to discuss the potential of contracting for services, ambulance service fees, response times, Medicare/Medicaid billing, financing, and establishing a taxing district. Mayor Bailey stated he would be interested in knowing how each City finances their EMS service, and whether the General Fund funds a portion of EMS. Police Public Safety Director Woolery reviewed the police expenditure changes and major objectives for 2011 and the various programs they offer, such as introducing a citizen police academy, increasing student ride-a-longs and partnerships with schools by attending career fairs and continuing existing programs with school resource officer. In addition, the narcotics task force has been very busy and very productive, they are still be running the bike and ATV patrols, the Night to Unite, Neighborhood Block Watch, Multi-Family Housing, business policing program for alcohol and tobacco compliance checks, and security issues that come up between alarms and general security concerns. Public Safety Director Woolery highlighted an $8,400 budget addition request to continue a $21,000 stimulus grant to pay for a part-time clerical position. Public Safety Director Woolery stated other things they are working on internally are our employee fitness, where they annually test police officers. He stated that they contracted with Nova Care to conduct pre-employment work fitness screening. There was discussion on tasers, PBT’s, glock handgun, bulletproof vests, and take-home vehicles. Police Fleet Deputy Public Safety Director Rinzel stated that after 2011, the Ford Crown Victoria sedan will no longer be available for police squads and they will have to select from the following models: In 2012, they will have the Ford Interceptor (Taurus); the Dodge Charger; Impala; Tahoe; and the Chevrolet Caprice. Cottage Grove City Council 8 August 18, 2010 Special Meeting Forfeiture Public Safety Director Woolery stated that this is the fund used for the purchase of squad cameras and that they are looking into purchasing a scheduling software system through this fund. Deputy Public Safety Director Koerner commented that the system could track all of the overtime, time off requests, shifts, and staff assignments. Animal Control Deputy Public Safety Director Rinzel stated that our contract for the impound facility expires in 2012. He stated he met with the owner about a month ago because there were concerns about billing practices. At this meeting, he shared research put together relative to the bills and what we thought were overages, but have not received a response from him on our concerns. General Government City Administrator Schroeder reviewed the General Government budgets include the Mayor/Council, Administration, City Clerk, Elections, Personnel, Professional Services, Community Programs, Finance, MIS and City Hall. He stated the budget include $36,000 in 2011 and 2012 for the Environmental Commission consulting costs; $10,000 in 2011 for a community survey; $15,000 in 2011 for potential consultant support to the Community Center Task Force, and capital outlay purchases both years for the computer replacement program. EDA & ED Trust Fund City Administrator Schroeder stated that $400,000 is included in the budget as a potential expense each year in the event there is an opportunity to provide some advantage for a development. On the revenue side, we never budget for grant revenues, but we have been receiving close to $400,000 every year. Self Insurance Fund City Administrator Schroeder stated that we purchase all of our insurance through this fund and bill departments for their portion of the expenses. Something we have not discussed in a long time is the fund balance. It seems as if we are at a reasonable balance due to our exposures, but we have not talked about it with the City Council. Cottage Grove City Council 9 August 18, 2010 Special Meeting Finance Director Roland stated that if City Council is interested in our history workers compensation and package policy claims is located under Tab 30 of the Budget. City Administrator Schroeder stated that the Self Insurance fund balance is for contingent liability and serves as our excess liability coverage. All Budgeted Funds – Revenues Finance Director Roland stated that the 2011 revenues would increase 1.1 percent over the 2010 Budget. All Budgeted Funds – Expenditures Finance Director Roland stated the 2011 expenditures would increase 1.5 percent over the 2010 expenditures. Finance Director Roland stated that the next regular meeting, she would be recommending the City Council adopt the preliminary levy for 2011. The City Council then discussed the request from the Public Works Department to add two (2) additional full-time employees for the Department in the utility division and parks maintenance division. Finance Director Roland commented that that she is in the process of researching the overtime/compensatory time issue and she has preliminary numbers, but does not want to draw a conclusion at this time. City Administrator Schroeder commented that they have added an additional part-time employee to work 1,000 hours this summer in lieu of hiring a full- time person as this time. 13. WORKSHOP SESSION – CLOSED TO PUBLIC - None. ADJOURNMENT MOTION BY COUNCIL MEMBER RICE, SECONDED BY COUNCIL MEMBER OLSEN, TO ADJOURN THE REGULAR MEETING AT 10:45 P.M. MOTION CARRIED. 5-0. Prepared by, Caron M. Stransky City Clerk