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HomeMy WebLinkAbout2001-06-21 MINUTES AGENDA COTTAGE GROVE CITY COUNCIL JUNE 20, 2001 6:00 WORKSHOP - STORMWATER UTILITY RATES Persons wishing to address the Council during this meeting are asked to fill out a "Speaker Signup Form"and return the form to any Staff Member prior to the start of the meeting. Speaker Signup Forms are located on each audience chair in the Council Chamber. OPEN FORUM - 7:15 P.M. Persons may address the City Council on subjects that are not a part of the Regu/ar Meeting agenda, but must limit remarks to two (2) minutes. Open forum will adjourn to the Regular Meeting promptly at 7:30 p.m. Open Forum and a portion of the Regu/ar Meeting are te/evised LIVE, airing on Government Channel 16. REGULAR MEETING - 7:30 P.M. CALL TO ORDER — Mayor ROLL CALL — City Clerk 1. ADOPTION OF AGENDA 2. PRESENTATIONS A. Presentation by Great Grove Get Together Committee on the 2001 Festival. B. Presentation of Comprehensive Annual Financial Statements for 2000 by Mark Gibbs of HLB Tautges Redpath, LTD. 3. APPROVA� OF MINUTES A. May 16, 2001 Regular Meeting. B. May 23, 2001 Special Meeting. 4. CONSENT CALENDAR A. Accept and Place on File the Following Minutes: i. Public Safety, Health and Welfare Commission of April 10, 2001. ii. Economic Development Authority of April 10, 2001; April 18, 2001; and May 8, 2001. iii. Public Works Commission of May 14, 2001. B. Consider proclaiming Tuesday, August 7, 2001 as National Night Out in the City of Cottage Grove and invite all citizens to join the members of the Police Department at Woodridge Park. JUNE 20, 2001 AGENDA Cottage Grove City Council Staff Recommendation:Proclaim Tuesday, August 7, 2001 as National Night Out in the City of Cottage Grove and invite all citizens to join the members of the Police Department at Woodridge Park, beginning at 5:00 p.m. for a community celebration and barbeque to say goodbye to crime and drugs within our community. C. Consider contribution of Gambling Contribution Funds to the Cottage Grove Jaycees for the Fourth of July Fireworks Display to be held at Kingston Park. Staff Recommendation:Authorize expenditure of a $4,000 City match from the Gambling Contribufion Fund to the Cottage Grove Jaycees. D. Consider approval of the final plat for Pine Summit 2nd Addition, which will consist of 41 lots for single-family homes and 4 outlots. Staff Recommendation:Adopt the resolution approving the final plat for Pine Summit 2nd Addifion. E. 1. Consider approving the plans and specifications and ordering the advertisement of bids for the trunk water service from 65th Street for the elementary school at 7447 — 65th Street. 2. Consider approving the plans and specifications for sanitary sewer and water from south of the proposed elementary school at 7447 — 65th Street South. Staff Recommendation: 1. Adopt the resolution approving the plans and specifications and ordering the advertisement of bids for the trunk water service to the proposed elementary school at 7447— 65th Streef. 2. Adopt the resolution approving the plans and specifications for sanitary sewer and water for the proposed elementary school at 7447— 65th Street South. F. Consider purchase and installation of modular play structures, along with safety cushion materials at Lamar and Hearthside Parks. Staff Recommendafion:Aufhorize the purchase and installation of modular play structures and safety cushions at Lamar and Hearthside Parks. G. Consider adoption of resolution approving final payment in the amount of $13,255.48 to Inland Utility Construction, Inc. for the Pine Glen 7th Addition Project. Staff Recommendation:Adopt resolution approving final payment in the amount of$13,255.48 to Inland Utility Construction, Inc. for the Pine Glen 7th Addition Project. H. Consider purchase of one Jacobsen Model HR-5111 mower for the Parks Division in the amount of$37,764.90. Staff Recommendation:Approve purchase of the mower from North Star Turf. The Jacobsen HR-5111 is the lowest cost mower with the opfion of purchasing off the State of Minnesota Contract. I. Consider purchase of 30,000 pounds of crack sealant ($0.62/pound) from Bergman Companies, in an amount not to exceed $18,600.00. Staff Recommendation: Staff recommends the purchase of Crafco 221 crack sealant materia! from the Bergman Companies, who submitted the lower of two quotes received. J. Consider approval of the 2001 — 2003 Labor Agreement with I.U.O.E. Local No. 49 for the Public Works Bargaining Unit. Staff Recommendation:Approve the contract. Items affected by the new contract include Grievance Procedure, Insurance, Wages and Other Benefits. K. 1. Consider approval of the subdivision agreement between Pulte Homes and the City of Cottage Grove for Timber Ridge Addition. 2. Consider approving the plans and specifications for the Timber Ridge Addition public utility and street improvement project. Staff Recommendation: 1. Approve the subdivision agreement for Timber Ridge Addition. 2. Adopt the resolution approving the plans and specifications for the Timber Ridge Addition public utility and street improvement project. JUNE 20, 2001 AGENDA Cottage Grove City Council L. Consider amending Resolution No. 00-201 to allow the developer of Country Inn & Suites to construct on-site stormwater detention ponds that meet NURP standards. Staff Recommendation:Adopt the resolution amending Res. No. 00-201 to allow the developer of Country Inn & Suites to construct on-site stormwater detention ponds that meet NURP standards. *M. 1. Consider approval of the subdivision agreement between Tollefson Development and the City of Cottage Grove for Almar Village. 2. Consider approving the plans and specifications for the Almar Village Addition public utility and street improvement project. Staff Recommendation: 1. Approve the subdivision agreement for Almar Village. 2.Adopt the resolution approving the plans and specifications for the Almar Village Addifion public utility and street improvement project. **N. Consider authorizing issuance of a dance permit to South Washington County Teen Center, Inc. to hold one dance per month through October 2001 at the National Guard Armory, 8180 Belden Boulevard. Staff Recommendation:Authorize issuance of the dance permit contingent upon conditions outlined in Caron Stransky's memo dated 6/18/01. **O. Consider adopting a resolution amending Resolution No. 00-38, which is the 2000 Pay Plan for Non-Represented Employees. Staff Recommendation:Adopt the resolution. This will provide a 3%pay increase for Group A employees, effective January 1, 2001. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES 6. PUBLIC HEARINGS 7. BID AWARDS A. Consider awarding bid to Rodney Bosworth/DBA South East Towing, Inc. for the towing and impounding services contract. Staff Recommendation.Award the bid to South East Towing, Inc. This is a three-year contract from July 1, 2001 to June 30, 2004. The bid opening occurred on Wednesday, June 13, 2001, with South East Towing, Inc. submitting the only bid. 8. UNFINISHED AND NEW BUSINESS A. Give representatives of Avanti Petroleum, Inc. an opportunity to admit to or deny the underage sale of liquor to a minor during a police compliance check on May 25, 2001. (Note: Nonattendance of a representative will constitute an automatic admission and imposition of the $500 fine.) Staff Recommendation: If the licensee admits fo the violation, impose a$500.00�ne for a first violation. If the licensee denies the allegation, authorize staff to schedule a contested case hearing before an administrative law judge. B. Allow representatives of the Cottage Grove VFW an opportunity to admit to the November 29, 2000 liquor violation and impose fine for their third violation in 24 months. (Note: Nonattendance of a representative will constitute an automatic admission to the violation and imposition of the $1,500 fine.) Staff Recommendation:Impose a$1,500 fine for the third violation within 24 months as authorized in Resolution No. 00-49. JUNE 20, 2001 AGENDA Cottage Grove City Council C. Consider approval of a conditional use permit, applied for by Paula and Michael Bushilla, for limited commercial ventures conducted at an historic property located at 10276 Point Douglas Road South. Staff Recommendation:Adopt the resolution approving the conditional use permit for limited commercial ventures conducted at an historic property located at 10276 Point Douglas Road South. D. Consider salt storage shed construction approval. Staff Recommendation: Staff suggests following the Construction/Manage process similar to what was done for the golf course expansion. E. Consider authorizing staff to contract with SRF Consulting Group for a traffic study of the southwest planning district at a cost not to exceed $3,600. Staff Recommendafion:Authorize staff to proceed with a traffic study of the southwest planning disfrict at a cost not to exceed$3,600. F. Consider amending the hunting ordinance to allow hunting, specifically bow and arrow hunting on property zoned no hunting. Staff Recommendation:Pass a motion to deny consideration of amending the hunting ordinance to allow any type of hunting on property currently zoned as no hunting. *G. Hold a hearing to discuss revocation of the conditional use permit for A & F Auto. Staff Recommendation:Adopt the resolution revoking the conditional use permit for A &F Aufo. H. Consider approving the preliminary plat to create two commercial lots, a site plan review for a new Walgreen's, and a conditional use permit to allow a drive- through pharmacy window at 7241 - 80th Street South. Staff Recommendation: 1. Adopt the resolution approving fhe preliminary plat creating two commercial lots and a site plan review for a new Walgreen's. 2. Adopt the resolution approving fhe condifional use permit to allow a drive-through pharmacy window at the new Walgreen's to be located at 7241 - 80th Street South. **I. Consider approval of a right-of-way ordinance. Staff Recommendation:Adopt the right-of-way ordinance. **J. Discuss the Pine Coulee/West Point Douglas Road Extension Project and provide direction to staff. Staff Recommendation:Based upon discussion. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS 10. COUNCIL COMMENTS AND REQUESTS 11. PAY BILLS A. Approve payment of check numbers 119114 to 119378 in the amount of $444,162.14. 12. WORKSHOP SESSION — OPEN TO PUBLIC A. Recruitment of Public Safety Director. 13. WORKSHOP SESSION — CLOSED TO PUBLIC ADJOURNMENT * Contains Supplemental Information ** Packet Item Submitted 6/18/01 . - , SPECIAL MEETING COTTAGE GROVE CITY COUNCIL June 20, 2001 CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a special meeting on Wednesday, June 20, 2001, at the Cottage Grove City Hall, 7516 80th Street South. Mayor Shiely called the meeting to order at 6:00 p.m. ROLL CALL Present: Mayor Sandy Shiely Council Member Rod Hale Council Member Cheryl Kohls Council Member Pat Rice Council Member Jim Wolcott Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director Jerry Bourdon, City Engineer, BRAA Les Burshten, Public Works Director Kim Lindquist, Director of Community Development Corrine Thompson, City Attorney, Kennedy and Graven Mayor Shiely presided over the meeting. WORKSHOP SESSION —STORMWATER UTILITY RATES City Administrator Schroeder stated that at the June 6, 2001 meeting, the Council passed the ordinance creating a stormwater utility. He stated the resolution establishing the rates was tabled until after a workshop session could be held to discuss the proposed rates. Schroeder stated that the purpose of this special meeting was to discuss the proposed rates. He reviewed the quarterly fees charged by the City of Rosemount. Eugene Smallidge, 10992 Point Douglas Road South, acknowledged the $8.85 per parcel or$0.10 cents per acre rate charged by Rosemount for undeveloped/unplatted property. He commented that the per parcel rate is discriminatory if you own several acres. He stated that the agriculture property owners do not have the system that needs the fee. He stated it is an inequitable exchange of land for a system of development for land. He stated that system maintenance should be paid for from the City's general fund. Carl Glasrud, 11261 East Point Douglas Road South, expressed concern that nothing was being done on the ponds and asked what the City needed the money for. He asked the Council to clarify what the dollars are for and who would benefit. Special Meeting—June 20, 2001 Cottage Grove City Council Page 2 City Administrator Schroeder stated that they need to conduct more maintenance of ponds and other infrastructure compared to what is now occurring and clarified the environmental requirements. Mayor Shiely asked for clarification regarding the benefits to the builders and others. Eileen Tank, 10052 80`h Street South, stated that they want a zero rate for agricultural land as farmers practice good soil and water conservation. She stated that all other land uses create more runoff. She expressed concerns regarding the proposed cost per parcel, stating that $33.60 per parcel is ridiculous. Lenny Borner, 8601 Lamar Avenue South, stated that it is tough enough to be a farmer adding that he is no longer a dairy farmer as the taxes are high. He stated that he was not aware that he was responsible for cutting the grass in the ditches and that he may be willing to pay for his house but not for open land. Ruth Radke, 12721 70th Street South, stated she owns seven parcels, no roads, no buildings, and no wells and is located in agricultural preserve. She questioned why she should pay any fee and requested the Council to reconsider. Bill Amundson, 6056 Hadley Avenue South, expressed his support for the farmers. He stated that philosophically, he has problems with any new tax. He stated that the Council should reduce taxes not raise them. The utility tax is not necessary. Amundson suggested that they deal with this issue by effectively managing the existing budget. He stated that there is no benefit to it, adding that none of the water run-off comes from the farms. He asked how this relates to the Watershed District and asked for clarification on how the Watershed assesses Woodbury since it is their water that is coming through the City. He asked what the expected revenue would be if they raise the taxes. Ralph McHattie, 9165 Military Road, stated that there are several drainage districts in the City and questioned how that worked in Rosemount. He stated his farm has been in the family for many years and their water run-off goes into the lake. He stated it has nothing to do with the storm sewer system, as the lake is a land-locked basin and asked why he would be expected to pay for storm sewer when his stormwater doesn't go into the existing system. He stated that the "per parcel" basis is silly and requested it be charged by sub-watershed storm sewer in the watershed. Gordy Tank, 10478 80'h Street South, stated that most people do not have the .10-cent per acre applied because the minimum fee is required. He stated that it might be okay to pay on a house but not for bare land. Steve Biscoe, 13329 70th Street South, stated they also have ponding situations on their farms adding that all but one of the farms have large ponds on their property. He stated they have their own storm water under control; none of it goes into the city storm water ponds that they want to tax the farmer to maintain. He suggested this budget be included with the Street Department stating that he is against the tax. He commented he would be willing to pay the $20.00 for his residence but not on bare farmland. Jim Jansen, 9649 90th Street South, stated they have approximately 174 acres in Cottage Grove. Approximately 6-7 acres slope and drain into the Mickelson development. The rest of his land drains entirely into the Ravine Park, under Co. Rd. 19 into a culvert. He stated that if he is causing problems for the County, they should do the maintenance. He stated he did not feel they should be taxed by the City of Cottage Grove. ' � � , . Special Meeting—June 20, 2001 Cottage Grove City Council Page 3 Mayor Shiely stated that they are not talking about stormwater infrastructure and clarified that they are not talking about building pipes with this money. She stated that the impression is that the Council does not appreciate farmland and stated this is not true. She confirmed the Council's support and concern about the preservation and maintenance of open spaces in the community. One of the ways to do this is through farming. She stated that where she lives, which is rural residential, the utility goes beyond localized drainage. She stated that the City benefits in that it would provide the maintenance and emergency funding for projects such as the dredging of the Hamlet pond or the french drain in Old Cottage Grove. She stated that she supports the payment based upon home ownership and sees this as a community effort and a community benefit. Council Member Kohls expressed her agreement with Major Shiely's perspective. She stated that basing it on an individual residential homeowner fee is a fair option. She explained her background and acknowledged that everyone in the community will eventually have to pay for storm water issues and projects for the Watershed District. She stated that there will be higher budget draws in the future and acknowledged that the City will be required to do water testing and other stormwater projects. She stated that if it comes out of the General Fund everyone shares in the expense. Council Member Hale expressed his agreement with Mayor Shiely and Council Member Kohls. He stated that one of the reasons they do not have commercial individuals in the audience is because they can actually see the changes on the property. When it comes to a farmer they have not seen any changes on their property in over 30 years. The Council is sympathetic to this issue. He stated that they are still getting information and when it comes to increasing taxes, the Council does not take this lightly. He stated that assessing on the value of your home is not a rational process, adding that basing it on a homestead is rational and fair in that people will be paying the same. He clarified that most farms are not directly served by a storm sewer system but most are indirectly served by a system and should be jointly sharing in the maintenance. He supports the consideration of a homestead rate on agricultural land. Council Member Wolcott stated that they have had good dialog. He referenced verbiage regarding parcels and payment and stated that they would need further discussion to clarify. He suggested a break before the regular meeting. Gene Smallridge, 10992 Point Douglas Road, referenced Mayor Shiely's closing statements and expressed his appreciation to the Council for hearing their concerns. Mayor Shiely adjourned the special meeting at 7:10 p.m. Respectfully submitted, Bonita Sullivan TimeSaver Off Site Secretarial, Inc. , � . REGULAR MEETING COTTAGE GROVE CITY COUNCIL June 20, 2001 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 finro (2) minutes per issue. Present: Mayor Sandy Shiely Council Member Rod Hale Council Member Cheryl Kohls Council Member Pat Rice Council Member Jim Wolcott Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director John Mickelson, Police Captain Jerry Bourdon, City Engineer, BRAA Les Burshten, Public Works Director Kim Lindquist, Director of Community Development Michelle Wolfe, Assistant City Administrator Corrine Thomson, City Attorney, Kennedy and Graven Lowell Torseth, 8040 Kimbro Avenue South, stated he has yet to see an engineer represent the City of Cottage Grove at a Watershed District meeting. He asked the Council why the City of Cottage Grove does not have an engineering representative at the Watershed District meeting. He stated that the meetings are usually attended by planning staff and frequently by one or two Council Members. He stated that they need someone to represent the City of Cottage Grove and would like to see the Council take action on this issue. Mayor Shiely thanked him for his comments and stated that they will get response from staff on this issue and it will be addressed under the Previously Raised Open Forum Issues at the first Council Meeting in August. Vern Rieter, 8596 Indian Boulevard South, and Vice President of the Southeast Metro Amateur Radio Club, along with Dennis Ackerman, Chairman of the Board, stated that invitations were sent to the Council and they would like to take the opportunity to personally extend invitations to each of them to attend the Amateur Radio Field Day event this weekend. He reviewed the function and purpose of the day and the activities with the Council and stated the event is scheduled to begin at 12:00 p.m. on June 23 and run through June 24, 2001, at Oakwood Park. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, June 20, 2001, at the Cottage Grove City Hall, 7516 80th Street South. Mayor Shiely called the meeting to order at 7:30 p.m. Regular Meeting—June 20, 2001 Cottage Grove City Council Page 2 ROLL CALL Present: Mayor Sandy Shiely Council Member Rod Hale Council Member Cheryl Kohis Council Member Pat Rice Council Member Jim Wolcott Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director John Mickelson, Police Captain Jerry Bourdon, City Engineer, BRAA Les Burshten, Public Works Director Kim Lindquist, Director of Community Development Michelle Wolfe, Assistant City Administrator Corrine Thomson, City Attorney, Kennedy and Graven Mayor Shiely presided over the meeting. ADOPTION OF AGENDA MOTION BY WOLCOTT, SECONDED BY RICE, TO APPROVE THE FINAL AGENDA. MOTION CARRIED 5-0. PRESENTATIONS A. Great Grove Get Together Committee on the 2001 Festival. Mayor Shiely thanked the Committee members for their outstanding service to the community and for organizing an extremely successful festival. She presented each committee member with a Certificate of Appreciation. Kevin Raun provided a review of the festivities for the Council. He stated that the festival was a tremendous success and that the volunteers from this year have already signed up for next year. B. Comprehensive Annual Financiat Statements for 2000 Mark Gibbs, Partner, HLB Tautges Redpath, LTD, presented the 2000 Financial Statements and reviewed the Management Report with the Council. He provided the Council with an information packet that included a copy of the Financial Statements, the auditor's Financial Analysis Report, and letters of required communications. Mayor Shiely asked for clarification on the street light fund. Council Member Hale asked for clarification on the recommendation for the Ice Arena Fund. He asked whether they were suggesting a policy statement for how the deficit should be handled or whether they were suggesting a way of operating it without a deficit. Mr. Gibbs clarified that they do not have an answer on how to operate without a deficit. He stated that they are suggesting coming up with a policy or funding source to address the issue through the budget process. Regular Meeting—June 20, 2001 Cottage Grove City Council Page 3 C. Mvra Peterson - South Washington County Garden Tour Myra Peterson provided a review of the upcoming South Washington County Garden Tour to the Council. She stated that it is scheduled for July 15, 2001, 10:00 a.m. to 5:00 p.m. She reviewed the businesses where tickets can be purchased and explained that the tour is self-driven and can begin at any of the locations on the tour schedule. She stated that this is their fifth year and that they have nine gardens on the tour this year. APPROVAL OF MINUTES The minutes of the May 16, 2001 Regular Council Meeting were approved as presented. The minutes of the May 23, 2001 Special Council Meeting were approved as presented. CONSENT CALENDAR City Administrator Schroeder stated that they included an amendment to the agenda materials that were provided on Item 4.0. Council Member Hale stated he had questions on Item 4.E. and Item 4.L. He asked for clarification on Item E as to whether all property owners have been contacted and necessary approval has been obtained. He asked for clarification on NURP standards for Item L and asked when the City allows a developer to use NURP does the Council still have control over whether they accept the NURP standard or once we give up the right and meet their standards, do we automatically have to approve their plan. Community Development Director Lindquist addressed Item 4.E. stating that the affected property owners have been notified and are aware of the proposal. She explained the NURP process for Item L and stated that the NURP standards are for water quality and are more difficult standards to meet. She confirmed that the NURP is the higher standard. Mayor Shiely stated that for Item 4B she would highlight and read the proclamation under Council Comments and Requests. MOTION BY WOLCOTT, SECONDED BY HALE, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MEETING MINUTES: i. PUBLIC SAFETY, HEALTH AND WELFARE COMMISSION -APRIL 10, 2001. ii. ECONOMIC DEVELOPMENT AUTHORITY—APRIL 10, 2001 REGULAR, APRIL 18, 2001 SPECIAL, AND MAY 8, 2001 SPECIAL MEETINGS. iii. PUBLIC WORKS COMMISSION - MAY 14, 2001. B. PROCLAIM TUESDAY, AUGUST 7, 2001 AS NATIONAL NIGHT OUT IN THE CITY OF COTTAGE GROVE AND INVITE ALL CITIZENS TO JOIN THE MEMBERS OF THE POLICE DEPARTMENT AT WOODRIDGE PARK, BEGINNING AT 5:00 P.M., FOR A COMMUNITY CELEBRATION AND BARBEQUE TO SAY GOODBYE TO CRIME AND DRUGS WITHIN THE COMMUNITY. C. AUTHORIZE EXPENDITURE OF A $4,000 CITY MATCH FROM THE GAMBLING CONTRIBUTION FUND TO THE COTTAGE GROVE JAYCEES FOR THE FOURTH OF Regular Meeting—June 20, 2001 Cottage Grove Cify Council Page 4 JULY FIREWORKS DISPLAY AT KINGSTON PARK. D. ADOPT RESOLUTION NO. 01-077, A RESOLUTION APPROVING THE FINAL PLAT FOR PINE SUMMIT 2ND ADDITION. E. ADOPT RESOLUTION NO. 01-078, A RESOLUTION APPROVING CONSTRUCTION PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR TRUNK WATER SERVICE FROM 65T" STREET FOR THE PROPOSED ELEMENTARY SCHOOL, 7447 - 65T" STREET SOUTH. ADOPT RESOLUT/ON NO. 01-079, A RESOLUTION APPROVING CONSTSRUCTION PLANS AND SPECIFICATIONS FOR SANITARY SEWER AND WATER FROM THE SOUTH OF THE PROPOSED ELEMENTARY SCHOOL AT 7447 - 65T" STREET SOUTH. F. AUTHORIZE THE PURCHASE AND INSTALLATION OF MODULAR PLAY STRUCTURES AND SAFETY CUSHIONS AT LAMAR AND HEARTHSIDE PARKS IN THE AMOUNT OF $49,994.52 FROM WEBBER RECREATIONAL DESIGN INC./MIRACLE. G. ADOPT RESOLUTION NO. 01-080, A RESOLUTION APPROVING FINAL PAYMENT IN THE AMOUNT OF $13,255.48 TO INLAND UTILITY CONSTRUCTION, INC., ON THE PINE GLEN 7T" ADDITION PROJECT. H. APPROVE THE PURCHASE OF A MODEL HR-511 JACOBSEN MOWER FROM NORTH STAR TURF FOR THE PARKS DIVISION IN THE AMOUNT OF $37,764.90. I. APPROVE THE PURCHASE OF 30,000 POUNDS OF CRAFCO 221 CRACK SEALANT MATERIAL FROM THE BERGMAN COMPANIES, IN THE AMOUNT OF $18,600.00. J. APPROVE THE 2001 - 2003 LABOR AGREEMENT WITH I.U.O.E. LOCAL NO. 49 FOR THE PUBLIC WORKS BARGAINING UNIT. K. APPROVE THE SUBDIVISION AGREEMENT BETWEEN PULTE HOMES AND THE CITY OF COTTAGE GROVE FOR TIMBER RIDGE ADDITION, AND AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE THE AGREEMENT. ADOPT RESOLUTION NO. 01-081, A RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR THE TIMBER RIDGE ADDITION PUBLIC UTILITY AND STREET IMPROVEMENT PROJECT. L. ADOPT RESOLUTION NO. 01-082, A RESOLUTION AMENDING RESOLUTION NO. 00- 201, A RESOLUTION APPROVING A CONDITIONAL USE PERMIT AND A SITE PLAN REVIEW TO ALLOW CONSTRUCTION OF A COUNTRY INN AND SUITES HOTEL AT 8350 EAST POINT DOUGLAS ROAD. M. APPROVE THE SUBDIVISION AGREEMENT BETWEEN TOLLEFSON DEVELOPMENT AND THE CITY OF COTTAGE GROVE FOR ALMAR VILLAGE, AND AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE THE AGREEMENT. ADOPT RESOLUTION NO. 01-083, A RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR ALMAR VILLAGE PUBLIC Regular Meeting—June 20, 2001 Cottage Grove City Council Page 5 UTILITY AND STREET IMPROVENlENT PROJECT. N. AUTHORIZE ISSUANCE OF THE DANCE PERMIT CONTINGENT UPON CONDITIONS OUTLINED IN CARON STRANSKY'S MEMO DATED 6/18/01. O. ADOPT RESOLUTION NO. 01-084, A RESOLUTION AMENDING RESOLUTION NO. 00-38, ADOPTING A 2001 PAY PLAN FOR EMPLOYEES NOT COVERED BY A LABOR CONTRACT FOR THE CITY OF COTTAGE GROVE, PROVIDING FOR A THREE PERCENT PAY INCREASE FOR GROUP A EMPLOYEES EFFECTIVE JANUARY 1, 2001. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES NONE. PUBLIC HEARINGS NONE. BID AWARDS A. Consider Awarding Bid for the Towing and Impounding Services Contract Staff has reviewed the material presented by Southeast Towing for the bid to receive the City's towing contract. Staff recommends acceptance of the bid and award the contract to Southeast Towing. MOTION BY WOLCOTT, SECONDED BY KOHLS, TO AWARD THE BID TO SOUTHEAST TOWING, INC., FOR THE TOWING AND IMPOUNDING SERVICES, APPROVE THE THREE-YEAR CONTRACT, AND AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE THE CONTRACT ON BEHALF OF THE CITY. MOTION CARRIED 5-0. UNFINISHED AND NEW BUSINESS A. Give representatives of Avanti Petroleum Inc., an O�portunity to Admit or Deny the Underage Sale of Liquor to a Minor on May 25, 2001. Mayor Shiely stated that on May 25, 2001, the Public Safety Department conducted an alcohol compliance check for Cottage Grove licensed businesses. She stated that of the 13 liquor licensees, 12 refused to sell liquor to the underage volunteer and one (1) licensee completed the sale. She stated that Avanti Petroleum, Inc. failed the compliance check for underage sale of liquor to a minor adding that this is their first violation. She explained that the licensee is being given the opportunity to admit or deny the allegation. Mayor Shiely stated that if the licensee admits to the violation, the Council may impose the authorized fine for a first violation or$500.00. She stated that in the event that the licensee denies the allegation, staff would schedule a contested case hearing before an administrative law judge. There were no representatives from Avanti and the Council imposed a fine of$500.00. Regular Meeting—June 20, 2001 Cottage Grove City Council Page 6 MOTION BY WOLCOTT, SECONDED BY KOHLS, TO IMPOSE A FINE OF $500.00 TO AVANTI PETROLEUM, INC. FOR A FIRST VIOLATION WITHIN 24-MONTHS FOR THE UNDERAGE SALE OF LIQUOR TO A MINOR. MOTION CARRIED 5-0. B. Allow Representatives of the Cottaqe Grove VFW an Opportunity to Admit or Deny the Underage Sale of Liquor to a Minor on November 29. 2000 Mayor Shiely stated that on November 29, 2000, Cottage Grove Police conducted an alcohol compliance check on all Cottage Grove licensed liquor holders. She stated that the VFW failed their third compliance check within 24 months. Representatives from the VFW appeared before the Council on February 7 requesting a contested case hearing before an administrative law judge. To make sure the VFW was actually disputing that a violation occurred or whether they were only concerned about the penalty, Mayor Shiely reported that the City Attorney, Corrine Thomson, contacted the VFW's legal counsel, Jim Gasparini. Jim Gasparini, Afton Law Office, representative for Cottage Grove VFW, stated that they have been in contact with City Attorney Thomson and explained their understanding of the violation and the fines. He stated that they had been advised that they would probably prevail in a hearing but that due to costs of a full day hearing, their costs would be in excess of any fine levied by the Council. He stated that they are here to admit to the violations. MOTION BY RICE TO ACCEPT THE COTTAGE GROVE VFW'S ADMISSION TO THE NOVEMBER 29, 2000 LIQUOR VIOLATION, AND IMPOSE A$1,500.00 FINE FOR THEIR THIRD VIOLATION IN 24 MONTHS. Council Member Rice emphasized that there will not be a next time and if there is, that a $2,000.00 fine with a one-day license suspension would be imposed. Mr. Gasparini stated that the purpose of his being here was to explain the circumstances surrounding the violation and to ask for a reduced fine. He stated that they are asking for a significant reduction in the fine. Mayor Shiely stated that Council Member Rice has made a motion adding that if we get a second it is on the floor. She stated that then they can discuss the request. Mr. Gasparini stated that if the motion is to impose a $1,500.00 fine, that he would withdraw the admission. He stated that he would like to give admission contingent upon the Council hearing the circumstances. He stated he did not want to give testimony adding that he would like to provide a condensed version of the facts. MOTION SECONDED BY HALE. Council Member Hale stated that he seconded the motion for the purpose of opening this up for discussion adding that the motion can be amended if necessary. Mayor Shiely clarified that the Council has moved and seconded and it is open for discussion. She stated the motion could be amended or denied based on what is said. Mr. Gasparini reviewed the facts with the Council stating that he represented Cindy Bachrodt. He explained that she is not a regular staff member, that she was a volunteer filling in during a staff meeting. He stated that the ID's did not clear the swipe machine and that this was not a blatant effort Regular Meeting—June 20, 2001 Cottage Grove City Council Page 7 to defy the ordinance. He stated that there are three eyewitnesses who were at the bar that could verify that she was trying to card the individuals and that there was a problem with the ID's. He explained that before she was able to retrieve the ID's, one of the individuals had left and already notified the police that they had been served. He asked that the Council take this into consideration and to fine according to the circumstance of the situation. Mayor Shiely asked for clarification on the intent to withdraw admission based on the motion. She clarified the Council's intent and asked the City Attorney for clarification. City Attorney Thomson clarified the legal issues with respect to the request for a lesser fine based on circumstance. She stated that the Council could make the determination on the penalty based on the guidelines and circumstance. Council Member Wolcott asked about the ID's noting the statement that they were tampered with and that he would like to know both sides. He stated that he did not see any witness statements. He expressed his concerns and clarified that this is not the first time but the third time a violation has occurred in 24 months. He stated that he would like further background information on this issue and the claim that the licenses have been tampered be substantiated. Mr. Gasparini stated that the VFW did pass the last compliance check on May 25, 2001. He explained that the Washington County Judge accepted the plea of Petty Misdemeanor and imposed a fine of$50.00 against the seller. City Clerk Stransky reviewed the violations that have occurred over the last 24 months with the Council. Council Member Wolcott asked for clarification regarding notification of compliance checks. Police Captain Mickelson explained the compliance check process to the Council. Council Member Kohls asked for further clarification on the memo dated March 16, 2001 written by City Attorney Thomson. She asked for clarification on the fines for the previous violations. City Clerk Stransky reviewed the fines imposed for each of the violations. City Attorney Thomson clarified statements in the memo to the Council. Council Member Wolcott asked for clarification on the process of the motion if the admission is withdrawn. Council Member Kohls asked the VFW manager to clarify the processes they are taking to avoid this situation in the future. Erick Bachrodt, Manager, Cottage Grove VFW, reviewed the procedures they are taking to educate their employees. UPON VOTE BEING TAKEN, MOTION CARRIED 5-0. C. Consider Approval of a Conditional Use Permit, applied for by Paula and Michael Bushilla, for Limited Commercial Ventures Conducted at an Historic Property Located at 10276 Point Douglas Road South. Regular Meeting—June 20, 2001 Cottage Grove City Council Page 8 Community Development Director Lindquist stated that the applicant is requesting approval of a conditional use permit to allow commercial use of a historic property. She stated the proposal includes two accessory apartments, one within the principal structure and one in an accessory structure, and converting the existing barn to office space and perhaps an artist's studio. She stated that it is intended these upgrades would occur over time. She stated the applicant also requested approval to construct a detached garage, north of the accessory apartment structure. Staff does not support this request because of the total square footage of the existing outbuildings, the presence of a single-car attached garage on the accessory apartment structure, and the ability to add on to the accessory structure for additional storage. MOTION BY HALE, SECONDED BY RICE, TO ADOPT RESOLUT/ON NO. 01-085, A RESOLUTION APPROVING A CONDITIONAL USE PERMIT TO PAULA AND MICHAEL BUSHILLA TO ALLOW LIMITED COMMERCIAL USES AT AN HISTORIC PROPERTY LOCATED AT 10276 POINT DOUGLAS ROAD SOUTH. MOTION CARRIED 5-0. D. Consider Salt Storage Shed Construction City Administrator Schroeder explained that Council had requested that staff redesign the proposed salt shed to contain concrete pre-cast panels and roof section. He reviewed the proposal with the Council stating that the project is within the budget. Council Member Wolcott asked for clarification on who would be doing the work and whether it would be done internally or by contract. City Administrator Schroeder explained the notification and bid process to the Council. Council Member Kohls expressed her concerns and clarified that the amount spent would not exceed the budgeted amount. She asked if the wording could be changed from "approximately" to "not to exceed". MOTION BY HALE, SECONDED BY WOLCOTT, TO AUTHORIZE STAFF TO OBTAIN BIDS FOR THE CONSTRUCTION OF A SALT STORAGE SHED AS OUTLINED IN THE JUNE 12, 2001 REPORT FROM ALLAN LARSON, PUBLIC WORKS TECHNICIAN. MOTION CARRIED 5-0. E. Consider Authorizing Staff to Contract with SRF Consulting Group to Conduct a Tra�c Study Mayor Shiely asked if this has been done before and if this is unusual for a developer to do such a detailed study on a property that is outside the MUSA. She expressed concerns in that this will eventually become a MUSA expansion. Community Development Director Lindquist stated that the developer of the proposal has initiated the traffic study in order to aid in the City's review of the development concept. She clarified that similar to other development projects, SRF has been hired to do the traffic work. She stated that they were paid by the developer but contracted through the City. She stated that because traffic work is occurring in the area, staff had also requested a proposal for some preliminary engineering work to assess 103ro Street and other potential road alignments to the west. She explained the issues that came out of the previous Council discussions adding that the developer feels they need to obtain the traffic study information in order to provide a clear understanding. She stated that the traffic study would belong to the City. Regular Meeting—June 20, 2001 Cottage Grove City Council Page 9 Council Member Wolcott asked for clarification on the number of hours it would take to do the study. Council Member Hale asked for clarification on the areas that they are looking at for the study and specifically mentioned Grey Cloud Trail. Council Member Kohls asked, if after the study is complete, would the numbers from the traffic study still be good in this particular area 10 years out. Community Development Director Lindquist explained the process, adding that the numbers for that area should still be valid. MOTION BY RICE, SECONDED BY HALE, TO AUTHORIZE STAFF TO CONTRACT WITH SRF CONSULTING GROUP FOR THE TRAFFIC STUDY OF THE SOUTHWEST PLANNING DISTRICT AT A COST NOT TO EXCEED $3,600.00. MOTION CARRIED 4-1 (SHIELY NAY). F. Consider Amendinq the Hunting Ordinance to Allow Hunting, Specifically Bow and Arrow Huntinq, on Property Zoned No Hunting_ Mayor Shiely stated that Matthew Francis requested that the hunting ordinance be amended to allow him to bow hunt in Sections 7 and 8, south of 70th Street. She stated that at the June 12th 2001 meeting of the Public Safety, Health and Welfare Commission, a recommendation was made to consider amending the hunting ordinance to allow hunting on property zoned as a no hunting zone, to bow and arrow only. She stated that staff is recommending denial of the ordinance. MOTION BY HALE, SECONDED BY WOLCOTT, TO DENY THE AMENDMENT TO THE HUNTING ORDINANCE AS REQUESTED BY MATTHEW FRANCIS. MOTION CARRIED 5-0. G. Consider Revocation of the Conditional Use Permit Issued to A& F Auto. Mayor Shiely commented that this is not a public hearing. Community Development Director Lindquist stated that on October 4, 2000, the City Council referred this matter to an Administrative Law Judge (ALJ)with the Minnesota Office of Administrative Hearings to establish a factual record and receive recommendation from the ALJ as to whether the Conditional Use Permit of A & F Auto Parts could be revoked. She stated that hearings were held before the ALJ in December and March. The ALJ determined that there have been numerous violations of the conditional use permit over the years. City Attorney Thomson reviewed the violations with the Council stating that the City now has the factual and legal basis to revoke the conditional use permit. She stated that this would eliminate A& F Auto's right to operate and store equipment on the property, except for a one-acre area that constitutes the original area of nonconforming use. She stated that if the conditional use permit were revoked, any continuing use of the property for automotive reduction and recycling purposes would violate the City's zoning ordinance. She stated that Mr. Martin should be given a reasonable period of time to comply with the ordinance before the City takes further action to compel compliance. She stated that City Staff is exploring alternatives for obtaining compliance, including estimated costs and will provide the information to the City Council at a future Council meeting, if Mr. Martin fails to voluntarily comply with the City's zoning ordinance. She stated that staff recommends adoption of the resolution revoking the conditional use permit. City Attorney Jim Strommen, Kennedy and Graven, reviewed the issues with the Council. He summarized the memo he received from the Attorney Dan Rosen who represents Mr. Martin. He Regular Meeting—June 20, 2001 Cottage Grove City Council Page 10 stated that Mr. Rosen is requesting that the Council continue this hearing until the next Council meeting due to the fact that Mr. Martin is ill and unable to attend. Mayor Shiely asked if there was a timeframe for making the decision and how long Mr. Martin is expected to be ill. Mr. Strommen stated that the one legal issue is due process. He clarified that based on the background, Mr. Martin has had an opportunity to be heard in the past, stating that he is now represented by an attorney. He stated that the Council has approached this issue with caution and has given Mr. Martin opportunity to respond. He stated that the Council has already deferred this issue to allow time for Mr. Martin to address the Council. He stated that this is a matter of evidence built over time and that there is no new information to bring to the Council. He reviewed his understanding of the intent for revocation of the conditional use permit adding that there are steps that need to be taken with this process. Council Member Hale stated that if the Council does revoke the conditional use permit, he would need further clarification on the proposed resolution. Community Development Director Lindquist referenced the last page of the resolution and clarified that they recommend revoking the conditional use permit so that Mr. Martin can no longer operate the business. She stated that the next step is to bring the property into compliance as a residential property. City Attorney Thomson clarified that they have discussed three months as an option for the timeframe and asked if this would be enough time to clean up the property. Council Member Kohls asked what would happen if after the deadline the property is not cleaned up, would the City have the right to come in and facilitate cleanup. She asked for clarification on the costs if the City has to come in and clean up the property. Community Development Director Lindquist explained the process the City could take if it is not completed in the timeframe allotted. She explained the requirements and potential costs with the Council. City Attorney Thomson suggested striking the paragraph that includes the specific date and include a paragraph that would direct staff to work with Mr. Martin. She stated that based on action or interaction it could then be brought back to the Council for further direction. Council Member Rice expressed his concerns regarding the three-month timeframe stating that he wants to see something moving within one month. He asked for clarification on the numbers. Council Member Wolcott expressed his concerns regarding timeframe. He referenced the last paragraph and asked for clarification on the timeframe given to cease operation as a business if the paragraph remains and what it would be if it were removed. City Attorney Thomson clarified the intent of the last paragraph adding that Mr. Martin must cease operation as a business immediately. She stated that they could add verbiage that clarifies the timeframe. Council Member Rice stated his preference to see a monthly report that would include the number of vehicles and tires removed from the property. He stated that he wants the paragraph revised to state Regular Meeting—June 20, 2001 Cottage Grove City Council Page 11 that Mr. Martin has six months from June 20, 2001 to be in complete compliance adding that in three months he must be 50% completed. Council Member Wolcott stated he would prefer a 20% removal for each month. MOTION BY WOLCOTT, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 01-086, A RESOLUTION REVOKING THE CONDITIONAL USE PERMIT ISSUED TO A& F AUTO PARTS, 10876 IDEAL AVENUE SOUTH, REQURING COMPLIANCE NO LATER THAN 150 DAYS WITH NO LESS THAN 20% REMOVAL PER MONTH. MOTION CARRIED 5-0. H. Consider Approving the Preliminary Plat to Create Two Commercial Lots, a Site Plan Review for a New Walgreen's and a Conditional Use Permit to Allow a Drive-Thru Pharmacy Window at 7241 - 80`h Street South. Community Development Director explained that Semper Development has applied for a preliminary plat to create two commercial lots, a site plan review for a new 15,120 square foot Walgreen's, and a conditional use permit to allow a drive-through pharmacy window. She stated that the site plan proposing the modifications to the property is identified as C2.1 on the full size plans. John Kohler, Semper Development, reviewed the proposal with the Council. He stated that they have had discussion with Dairy Queen adding that they would like to be able to tie in and expand parking. He reviewed the areas with the Council. Council Member Hale asked if there have been any discussions with the Dairy Queen. Mr. Kohler indicated they have spoken with Dairy Queen and will revisit their interest when the second lot is developed. Council Member Kohls asked for clarification on what is being approved and restrictions. Community Development Director Lindquist clarified the resolution to the Council MOTION BY WOLCOTT, SECONDED BY HALE, TO ADOPT RESOLUTION NO. 01-087. A RESOLUTION APPROVING THE PRELIMINARY PLAT AND SITE PLAN REVIEW FOR WALGREEN'S. MOTION CARRIED 5-0. MOTION BY KOHLS, SECONDED BY WOLCOTT, TO ADOPT RESOLUT/ON NO. 01-088, A RESOLUTION APPROVING A CONDITIONAL USE PERMIT TO ALLOW A DRIVE THROUGH PHARMACY WINDOW AT WALGREEN'S, 7241 - 80TH STREET SOUTH. MOTION CARRIED 5-0. I. Consider Approval of Right-of-Way Ordinance City Administrator Schroeder stated that the Public Works Department has prepared an ordinance relating to the administration and regulation of public right-of-way. He stated that the primary purpose in recommending the ordinance is to better manage various improvements made within public roadways, placement and maintenance of facilities and equipment currently within the right-of-way, and to better control the installation of future improvements. He stated that the Public Works Commission reviewed the proposed right-of-way ordinance at several meetings and that they unanimously approved the proposed ordinance at their meeting on April 9, 2001. He stated that the City's legal counsel has reviewed the proposed right-of-way ordinance and found the provisions contained within the ordinance to be similar to other municipal ordinances regulating public right-of- way improvements. He reviewed the contents of the proposed ordinance with the Council adding that Regular Meeting—June 20, 2001 Cottage Grove City Council Page 12 it also establishes criteria when work within the right-of-way can or cannot be performed. He stated that upon adoption of this ordinance that it would be necessary to amend the City's Resolution establishing fees for purposes of establishing rates and fees for the registration and permitting process. He stated that Staff recommends adoption of the proposed ordinance. Council Member Kohls asked for further clarification on what right-of-way means for the public. Jim Strommen, Attorney, explained right-of-way to the Council. He reviewed various cities that are also reviewing right-of-way issues and adopting similar changes. He stated that he is comfortable with this proposal considering the size of the City of Cottage Grove. MOTION BY WOLCOTT, SECONDED BY KOHLS, TO PASS ORD/NANCE NO. 700, AN ORDINANCE RELATING TO THE ADMINISTRATION AND REGULATION OF PUBLIC RIGHTS-OF- WAY IN THE PUBLIC INTEREST, AND PROVIDE FOR THE ISSUANCE AND REGULATION OF RIGHT-OF-WAY PERMITS; AMENDING AND REPEALING PORTIONS OF TITLE 7 AND ADDING CHAPTER 6 TO TITLE 7 OF THE COTfAGE GROVE CITY CODE. MOTION CARRIED 5-0. J. Discuss the Pine Coulee/West Point Douglas Road Extension Project and Provide Direction to the Staff. Mayor Shiely explained that this project was initiated when Council received a petition from the Pine Coulee neighborhood asking Council to consider constructing a frontage road extension and signal system modifications to create a new access to Highway 61. Council Member Kohls asked for clarification on the budget and costs. City Administrator Schroeder clarified the stages of the project and where they are in the process. Council Member Hale stated that the residents want documentation regarding costs adding that there is a great deal of interest in improving this area of Highway 61. He stated that if the Highway Department were going to invest in the median upgrade, the residents would want to know what the assessments would be. He suggested closing the median and increasing the Highway DepartmenYs contribution. He stated he had three issues that he would like addressed: (1) Ask the Engineering staff to see if the Highway Department's contribution to the project could be maximized. (2) Do an analysis of the project costs. (3) Determine actual costs and determine what the City would contribute. Hale stated that he would like to see the project go through. He suggested they pull the information together for presentation to the residents and then schedule a public hearing to discuss the results. Mayor Shiely expressed her agreement with Council Member Hale and stated that she would like to see it further studied. Council Member Wolcott asked for further clarification regarding the assessment process. City Administrator Schroeder explained the process they took to determine the interest in the project. He stated that they have received good feedback regarding the project and it is currently in the CIP. Regular Meeting—June 20, 2001 Cottage Grove City Council Page 13 Council Member Kohls stated that it is a safety hazard, that it needs to be done and should have a timeline. She agreed that it cannot be done until they have some numbers and asked for clarification on what the State will contribute and the assessments. She asked if it was possible to lower the speed limit in this area. Council Member Wolcott stated that he did not think they could do anything about the speed limit. He stated his agreement that it needs to be done, adding that most residents are interested in the project. He stated it is on the CIP for 2004 and this can be worked on throughout. He stated that if they can get more contribution from the State that he is willing to move forward with the project. If the State contribution were not increased, however, he would recommend waiting until 2004. Council Member Hale clarified his understanding of what was discussed at the neighborhood meeting on this issue and reviewed the options that were discussed. He stated that they need more information before they can move forward on this project. Council Member Kohls stated she would like to see staff determine the numbers, contributions from the State, and the assessments adding that she cannot make a decision without more information. She stated and clarified that she and Council Member Hale do believe that the dollar requirements can be lowered. City Administrator Schroeder stated that the dollars discussed were determined to be reasonable. He stated that with a 2004 projection, they would finish the analysis in 2002, begin engineering of the project in 2003, and begin implementation in 2004. Mayor Shiely referenced a note from Mr. David Fuchs, 11575 Layton Avenue South, and asked for clarification regarding the expectations referenced in the memo. She stated that Council Member Wolcott brought up a good point with respect to the assessment management. Council Member Wolcott stated he was not ready to approve the project without further information. City Administrator Schroeder stated that they need to meet with the residents and committed to notifying them of the process they plan to move forward with. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS NONE. COUNCIL COMMENTS AND REQUESTS Council Member Kohls announced that on Saturday, July 14, 2001, from 9:00 a.m. to 3:00 p.m., volunteers would be restoring the historical Old Cottage Grove building located in the Langdon area. She stated that they are asking for volunteers to help. She also stated that monetary contributions would be appreciated by anyone wanting to contribute to the project. Mayor Shiely read the proclamation for National Night Out. She shared an e-mail received by the Council regarding a break-in last Friday, June 15, 2001, at the municipal pool in Cottage Grove. She read the news article to the Council. She asked the public for their support in helping to find the individuals who vandalized the pool. PAY BILLS . � Regular Meeting—June 20, 2001 Cottage Grove City Council Page 14 MOTION BY KOHLS, SECONDED BY RICE, TO APPROVE PAYMENT OF CHECK NUMBERS 119114 TO 119378 TOTALING $444,162.14. MOTION CARRIED 5-0. Mayor Shiely called a break at 9:45 p.m. Mayor Shiely called the meeting back to order at 9:55 p.m. WORKSHOP SESSION — OPEN A. Discussion: Recruitment of Public Safety Director Mayor Shiely explained that five finalists were selected to participate in interviews for the Public Safety Director position. She stated that the interviews were conducted on June 13, 2001. Assistant City Administrator Wolfe reviewed the interview process, the interview scores and comments, assessment scores and summary information from the reception. She stated that staff is requesting direction from the Council for the next step in the recruitment process. She reviewed the ranking system used to determine who would come back for the second interview process. She reviewed the ratings for each candidate interviewed and explained their process for recommendation for the second round of interviews and the candidates. She asked the Council for direction on how they want to proceed and when they would like to conduct the interviews. She reviewed the three options recommended for the second interview process. She discussed possible activities that would include Council members, employees and citizens to allow everyone to meet the three candidates. Council Member Hale asked for the names of the individuals who participated on the panel. Mayor Shiely explained her understanding of the selection process and suggested setting up activities over a two-day period that would allow increased interaction in an informal setting. Council Member Kohls agreed with Mayor Shiely in that she would tike to have the process be informal. She suggested activities such as an officer ride-along and tours of the City. Council Member Wolcott asked about the background packets. He stated he would like to see background packets done on the finalist. The background information would be very helpful in the decision process. Assistant City Administrator Wolfe provided the Council with example situations adding that they ask for the background packets once they are at a point to determine the three final candidates. She stated that they would have a different City do the backgrounds for the candidates. Council Member Kohls asked for clarification on the background process. She asked if they are ready to narrow the candidates down to two finalists. Assistant City Administrator Wolfe explained the background process to the Council and provided a history of the process for both internal and external hires. Council Member Wolcott emphasized the need to be sure they have a well-qualified individual doing the background checks. He stated that this process requires personal contact and that they need someone who is well qualified in the process. He acknowledged the expense adding that he would like to see it done on the final candidates. He stated he does not want to make a conditional offer and then do the background. He stated he would like the background done first. He stated that this Regular Meeting—June 20, 2001 Cottage Grove City Council Page 15 would involve travel and that the Council needs to be committed to spending the money to do this properly. He recommended having the same person do all of the background checks. Assistant City Administrator Wolfe stated that the background checks would be done before an offer is made. She explained that they would notify the candidates that they are final candidates and then begin the process of the background check. Council Member Kohls asked how long it takes to do a background check. Assistant City Administrator Wolfe stated it would take at least three months to do a complete background on each candidate. Council Member Wolcott stated that he would like to see some parameters on the budget allowed for travel while doing the background checks. City Administrator Schroeder stated that they do have travel and expenditure policies that would be shared. Mayor Shiely asked for clarification on the options for selection and if they were ready to narrow it down to finro candidates. She stated her recommendation for candidates would be Mickelson and Elg. Council Member Wolcott stated he would prefer not to include the entire Council or open the process to the public. The Council agreed by consensus to the two final candidates and named Mickelson and Elg. Assistant City Administrator Wolfe referenced the City Administrator's process and a dinner reception for the candidates. She suggested a reception for the final candidates. WORKSHOP SESSION — CLOSED NONE. ADJOURNMENT MOTION BY WOLCOTT, SECONDED BY HALE, TO ADJOURN THE MEETING AT 10:25 P.M. MOTION CARRIED 5-0. Respectfully submitted, Bonita Sullivan TimeSaver Off Site Secretarial, Inc.