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HomeMy WebLinkAbout2001-11-07 MINUTES M, r y AGENDA COTTAGE GROVE CITY COUNCIL NOVEMBER 7, 2001 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 Regular 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 Regular Meeting are televised 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. Photo Contest Winners. 3. APPROVAL OF MINUTES **A. October 3, 2001 Special Meeting. **B. October 3, 2001 Regular Meeting. 4. CONSENT CALENDAR A. Accept and Place on File the Following Minutes: i. Planning Commission of September 24, 2001. B. Consider approval of Change Order No. 2 for the 2001 Street & Trail Improvement Project. Staff Recommendation:Approve Change Order#2 for the construction of interim road improvements to East Point Douglas Road, which is known as Grove Plaza Utility Improvements, Phase 2. C. Consider adopting a resolution authorizing execution of a grant agreement between the City of Cottage Grove Department of Public Safety and the Minnesota Department of Public Safety for Weed and Seed Funding and authorize Chief John Mickelson to execute such agreements and amendments as are necessary to implement the project on behalf of the Cottage Grove Police Department. - PJOVEMBER 7, 2001 AGENDA Cottage Grove City Council Staff Recommendation:Adopt the resolution and authorize Chief John Mickelson to execufe such agreements and amendments as are necessary to imp/ement the project on behalf of the Cottage Grove Police Department. D. Consider adopting a resolution approving final payment in the amount of $39,052.77 to Danner, Inc. for the Kingsborough Woods 1 st Addition Project. Staff Recommendation:Adopt the resolution. The contractor, Danner Inc., in accordance with the contract p/ans and specifications, has satisfactorily completed the work. E. Consider adopting a resolution electing to continue participation in the local housing incentives account program under the Metropolitan Livable Communities Act for calendar year 2002. Staff Recommendation:Adopt the resolution continuing the City's participation in the Metropolitan Livable Communities Act for calendar year 2002. F. Consider approving firm to provide auditing services for the 2001 audit for HLB Tautges Redpath, Ltd. Staff Recommendation:Approve HLB Tautges Redpath for the completion of the 2001 audit. G. Consider adopting a resolution abating levied special assessments for tax forfeit property currently held by the State of Minnesota. Staff Recommendation:Adopt the resolution abating the specia/assessments and add the abated amounfs to pending assessment records for levying in the future. H. Consider approving the appointment of Craig Woolery to the position of Police Captain/Deputy Director of Public Safety. Staff Recommendation:Approve the appointment. I. Consider approving the purchase of planned upgrade to the Minolta document imaging system (MIMS). Staff Recommendation:Authorize the purchase of planned upgrade to fhe Minolfa document imaging system (MIMS). J. Consider approving the connection of 7489 — 65th Street South to the City's public water utility system. Staff Recommendation:Adopt the resolution approving the connection of 7489—65th Street South to the City's public water ufility system. K. Consider vacating the public trailway easement located on the Rose of Sharon Church property along the west side of East Point Douglas Road. Staff Recommendation:Adopt the resolution vacating the public trailway easement located on the Rose of Sharon Church property along the west side of East Point Douglas Road. L. Consider reviewing and aCcepting the job description for Deputy Director of Public Safety/Fire Services Manager; and consider adopting a resolution amending the pay plan to provide for a position of Deputy Director of Public Safety/Fire Services Manager. Sfaff Recommendation: Consider reviewing and accepting the job description for Deputy Direcfor of Public Safefy/Fire Services Manager,•and consider adopting a resolution amending the pay plan to provide for a position of Deputy Director of Public Safety/Fire Services Manager. M. Consider approving the purchase of a new Fleet Maintenance Program with funds allocated in the Capital Outlay portion of the 2002 budget. Staff Recommendation:Approve the purchase of the "F/eet Controller"program as soon as possib/e to enable the program to be fully operational by January 1, 2002. N. Consider authorizing standard procedure for the use of interfund loans for the City's TIF Districts. Staff Recommendation:Adopt the resolution to provide an automatic way to address cashflow needs of the City's TIF districts by the use of interfund/oans. O. Consider accepting a donation from Cogentrix/LSP-Cottage Grove, Inc. for the Economic Development Trust Fund. , , . � tSbVEMBER 7, 2001 AGENDA Cottage Grove City Council Staff Recommendation:Adopt a resolution accepting fhe donation. Under Minnesota Statute 465.03—Gifts To Municipalities—such donations must be accepted by a resolution of the governing body by a two-thirds majority of its members. P. Consider approving the Multi-Agency Law Enforcement Agreement for Minnesota Internet Crimes Against Children Task Force and authorize execution of the agreement between the City of Cottage Grove Department of Public Safety and the Woodbury Police Department and authorize Chief John Mickelson to execute such an agreement and amendments as are necessary to implement the project on behalf of the Cottage Grove Police Department. Staff Recommendation:Approve the agreement and authorize Chief John Mickelson to execute such an agreement and amendments as are necessary to implement the project on behalf of the Cottage Grove Police Departmenf. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES 6. PUBLIC HEARINGS A. Hold a public hearing, and consider adopting a fee resolution for the City of Cottage Grove amending liquor license fees for 2002. Staff Recommendation:Hold the public hearing, and adopt fhe resolution. The license fees addressed are for On Sale Intoxicating Liquor, Temporary On Sa/e Intoxicating Liquor, On Sale and Off Sa/e 3.2 Percent Malt Liquor, and Temporary On Sa/e 3.2 Percent Malt Liquor. 7. BID AWARDS 8. UNFINISHED AND NEW BUSINESS A. Consider contracting with a third-party administrator for the administration of the Healthcare Spending Plan and COBRA continuation service. Staff Recommendation:Direct staff to contract with Administration Resources and Consulting Corporation beginning with the 2002 plan year for administrafion of the Healthcare Spending Plan and COBRA continuation services. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS 10. COUNCIL COMMENTS AND REQUESTS 11. PAY BILLS A. Approve payment of check numbers 121052 to 121333 in the amount of $1,625,282.24. 12. WORKSHOP SESSION — OPEN TO PUBLIC A. MUSA expansion in the East Ravine Area. 13. WORKSHOP SESSION — CLOSED TO PUBLIC ADJOURNMENT * Contains Supplemental Information ** Packet Item Submitted 11/5/01 REGULAR MEETING COTTAGE GROVE CITY COUNCIL November 7, 2001 OPEN FORUM — 7:15 p.m. Open forum provides an opportunity for a person to inform the Council of a problem or to request information related to City business not scheduled for Council action and on the Agenda. Mayor Shiely encouraged persons to limit their remarks to two (2) minutes per issue. Present: Mayor Sandy Shiely Council Member Cheryl Kohls Council Member Pat Rice Council Member Jim Wolcott Council Member Rod Hale Also Present: Ryan Schroeder, City Administrator Caron Stransky, City Clerk Ron Hedberg, Finance Director John Mickelson, Director Public Safety Kim Lindquist, Community Development Director Les Burshten, Public Works Director Jerry Bourdon, City Engineer, BRAA Michelle Wolfe, Assistant City Administrator Corrine Thomson, City Attorney, Kennedy and Graven No one addressed the Council. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, November 7, 2001, at the Cottage Grove City Hall, 7516 80th Street South. Mayor Shiely called the meeting to order at 7:30 p.m. ROLL CALL Present: Mayor Sandy Shiely Council Member Cheryl Kohls Council Member Pat Rice Council Member Jim Wolcott Council Member Rod Hale Also Present: Ryan Schroeder, City Administrator Caron Stransky, City Clerk Ron Hedberg, Finance Director John Mickelson, Director Public Safety Jerry Bourdon, City Engineer, BRAA Les Burshten, Public Works Director Kim Lindquist, Community Development Director Michelle Wolfe, Assistant City Administrator Corrine Thomson, City Attorney, Kennedy and Graven Regular Meeting—November 7, 2001 Cottage Grove City Council Page 2 Mayor Shiely presided over the meeting. Mayor Shiely stated that they are very privileged to have members of Cub Scout Troop 777 present this evening to lead the Pledge of Allegiance. She asked the Cub Scout Troop if they came prepared with questions for the Council. A member of Troop 777 asked if they were looking into building a second sheet of ice at the Cottage Grove Ice Arena. Mayor Shiely stated that this is something they discuss a lot and referenced Council Member Rice as an authority. She said they are aware of the issue and thanked him for asking. A member of Troop 777 asked if the City was putting gold fish in the Hamlet Park pond. Mayor Shiely asked if the goldfish were getting very big. He stated that he just caught one that was really big. Mayor Shiely explained that someone must be stocking the pond, but the City isn't doing it. A member of Troop 777 asked if they are going to build a movie theater in Cottage Grove. Mayor Shiely stated that they had a company interested but they went out of business. She said that the Council would like to see a theatre built in Cottage Grove. ADOPTION OF AGENDA Mayor Shiely suggested moving Item 2A, the Photo Contest presentation to Item 2B under Presentations and replace Item 2A with the appointment and swearing in of Craig Woolery as Police Captain. MOTION BY WOLCOTT, SECONDED BY KOHLS, TO APPROVE THE AGENDA AS AMENDED. MOTION CARRIED 5-0. PRESENTATIONS A. Appointment and Swearing in of Craig Woolery as Police Captain Mayor Shiely stated that the viewing public has the distinct honor of being present for the swearing in of Sergeant Craig Woolery, an 18-year veteran of the Cottage Grove Police Department. She reviewed his work history with the department. MOTION BY KOHLS, SECONDED BY WOLCOTT, TO APPROVE THE APPOINTMENT OF CRAIG WOOLERY TO THE POSITION OF POLICE CAPTAIN/DEPUTY DIRECTOR OF PUBLIC SAFETY EFFECTIVE THURSDAY, NOVEMBER 8, 2001. MOTION CARRIED 5-0. The City Council, City Administrator Schroeder and Public Safety Director Mickelson came forward for the swearing in of Sergeant Craig Woolery. City Administrator Schroeder administered the oath of office. Public Safety Director Mickelson referenced the Captain bars that Captain Woolery is wearing noting that they had belonged to him. He explained the history and honor behind the bars and how he had been presented with them. He expressed his hope that the honor passed to him when he received them would carry on through Captain Woolery. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 3 Captain Woolery stated that 18 years go by quickly. He stated that he would do his best and thanked the Council for this opportunity. B. Presentation of Winners of the 2001 Cottage Grove Photo Contest Mayor Shiely stated that the City of Cottage Grove is proud to announce the winners of the first Citywide Cottage Grove photography contest. Assistant City Administrator Wolfe stated that the City received an overwhelming response from the citizens of Cottage Grove and would like to thank everyone for their participation. She introduced the judges of the contest to the Council and explained the awards -first place in each category receives a $75.00 certificate and second place in each category receives a $50.00 certificate. She displayed each winning photograph as she introduced each winner. She stated that the Cottage Grove Company Store sponsored the contest this year and said that all pictures are posted on the City website. She thanked the judges for their assistance, announcing the winners. Mayor Shiely and the Council presented the winners with their awards. People 1 st Place Amy Krussow 2nd Place Thomas Demma Nature 1 st Place Barbara Parmenter 2nd Place Connie Hoffman Landmarks 1 st Place Cliff Beard 2nd Place Cliff Beard Mayor Shiely stated that she truly enjoyed this years contest adding that it was very difficult to decide the winners due to the great shots submitted. She congratulated the winners on a wonderful job and thanked everyone for their participation. APPROVAL OF MINUTES A. October 3, 2001 Special Meeting B. October 3, 2001 Regular Meeting Mayor Shiely stated that the minutes stand approved as submitted. CONSENT CALENDAR Council Member Kohls asked that Item 4L &4N be pulled from the Consent Calendar for further discussion. She stated that Item 4L has to do with accepting and approving the job description and requirements for the Fire Chief position. She explained that she has several questions and items that she would like to discuss and asked if any members of the Council had any questions or concerns regarding the content. Council Member Hale expressed his concerns regarding the title and minimum requirements and stated that he would like to discuss the topic further. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 4 Mayor Shiely explained that the Council could discuss the matter now, move the discussion to later in the agenda, or reschedule the matter for a future meeting. Council Member Kohls suggested rescheduling or moving the discussion to later in the agenda or rescheduling it for a future meeting. Assistant City Administrator Wolfe stated that they need the minimum requirements in place before advertising for the position. Council Member Kohls stated that if they were to put it to a workshop it would have to be scheduled three weeks out. Council amended the agenda and moved Item 4L to Item 8B on the agenda. Council Member Kohls referencing Item 4N, asked Finance Director Hedberg to explain what this item pertains to. Finance Director Hedberg explained that it would allow the City to automatically use interfund loans for Tax Increment Financing (TIF) funds. He stated that the City Council has to adopt a resolution authorizing them to do this. He further explained that this would alleviate the need to come back for a motion every time they need to do an interFund loan. He explained the process of the interfund loan to the Council. Council Member Kohls clarified that if this item were not approved, they would still be able to do interfund loans and either way it would require City Council approval. Finance Director Hedberg agreed adding that requiring each loan to be presented individually for Council approval could delay payments. Council Member Kohls clarified that none of the interFund loans would be a surprise to the Council and they would know the request was coming. Finance Director Hedberg acknowledged that they do know ahead of time adding that the resolution is written with limits to follow the current TIF plans. He stated that they could pass an additional resolution for a TIF loan up to a certain limit based on the TIF process. He stated that it would be used similar to a line of credit. Council Member Kohls again clarified that they would know ahead of time noting that they should have enough time to get it onto the agenda for Council consideration. Finance Director Hedberg acknowledged this stating that they could end up seeing requests at every Council meeting. Council Member Kohls stated that she does not recall seeing interFund transfers at each meeting. Finance Director Hedberg agreed that up to this point they haven't and explained that due to changes by the State Legislature this process has changed and they would see more requests on the agenda. City Administrator Schroeder explained that they go through audits noting that the Auditors office was finding fault in operating TIF funds and plans because loans were occurring without specific approval. He explained that this would resolve the administrative issues and alleviate the gaps. Council Member Kohls stated that this is not explained in the resolution request. She referenced the check register noting that each month they are required to review and approve all expenditures noting that the difference here is that Council has to approve the checks and expenditures and this appears to be giving Staff a blanket approval. Finance Director Hedberg clarified that nothing changes with the check register process and Council would still approve each check prior to release. MOTION BY WOLCOTT, SECONDED BY RICE, TO: Regular Meeting—November 7, 2001 Cottage Grove City Council Page 5 A. ACCEPT AND PLACE ON FILE THE FOLLOWING MEETING MINUTES: i. PLANNING COMMISSION MEETING OF SEPTEMBER 24, 2001. B. APPROVE CHANGE ORDER NO. 2 TO THE 2001 STREET AND TRAIL IMPROVEMENT PROJECT FOR THE CONSTRUCTION OF THE INTERIM ROAD IMPROVEMENTS TO EAST POINT DOUGLAS ROAD, WHICH IS KNOWN AS GROVE PLAZA UTILITY IMPROVEMENTS PHASE 2 FOR $30,592.00. C. ADOPT RESOLUTION NO. 01-170, A RESOLUTION AUTHORIZING EXECUTION OF A GRANT AGREEMENT BETWEEN THE CITY OF COTTAGE GROVE - DEPARTMENT OF PUBLIC SAFETY AND THE MINNESOTA DEPARTMENT OF PUBLIC SAFETY FOR WEED AND SEED FUNDING FOR 2002. D. ADOPT RESOLUT/ON NO. 01-171, A RESOLUTION APPROVING FINAL PAYMENT IN THE AMOUNT OF $39,052.77 TO DANNER, INC. ON THE KINGSBOROUGH WOODS 1sT ADDITION PROJECT. E. ADOPT RESOLUT/ON NO. 01-172, A RESOLUTION ELECTING TO CONTINUE PARTICIPATION IN THE LOCAL HOUSING INCENTIVES ACCOUNT PROGRAM UNDER THE METROPOLITAN LIVABLE COMMUNITIES ACT FOR CALENDAR YEAR 2002. F. APPROVE THE CONTRACT FOR AUDITING SERVICES WITH HLB TAUTGES REDPATH, LTD., FOR THE COMPLETION OF THE 2001 AUDIT, AND AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE THE CONTRACT DOCUMENT ON BEHALF OF THE CITY. G. ADOPT RESOLUTION NO. 01-173, A RESOLUTION AUTHORIZING THE ABATEMENT OF SPECIAL ASSESSMENT ON TAX FORFIETED PROPERTY LOCATED AT 8943 80T" STREET SOUTH, COTTAGE GROVE. i. APPROVE THE PURCHASE OF PLANNED UPGRADE TO THE MINOLTA DOCUMENT IMAGING SYSTEM (MIMS) FOR AN AMOUNT NOT TO EXCEED $14,000. J. ADOPT RESOLUTION NO. 01-174, A RESOLUTION ALLOWING THE CONNECTION OF 7489 - 65T" STREET SOUTH TO THE CITY'S PUBLIC SANITARY SEWER AND WATER SYSTEM. K. ADOPT RESOLUT/ON NO. 01-175, A RESOLUTION VACATING CERTAIN SIDEWALK EASEMENTS LOCATED ON THE ROSE OF SHARON CHURCH PROPERT ALONG THE WEST SIDE OF EAST POINT DOUGLAS ROAD. L. ITEM MOVED TO 8B ON THE AGENDA FOR FURTHER DISCUSSION. M. APPROVE THE PURCHASE OF A NEW FLEET MAINTENANCE PROGRAM WITH FUNDS ALLOCATED IN THE CAPITAL OUTLAY PORTION OF THE 2002 BUDGET FOR $6,600. N. ADOPT RESOLUT/ON NO. 01-177, A RESOLUTION AUTHORIZING INTERFUND LOANS TO TIF DISTRICT FUNDS. O. ADOPT RESOLUTION NO. 01-178, A RESOLUTION ACCEPTING A DONATION FROM COGENTRIX/LSP-COTTAGE GROVE, INC. FOR THE ECONOMIC DEVELOPMENT TRUST FUND. P. APPROVE THE MULTI-AGENCY LAW ENFORCEMENT AGREEMENT FOR MINNESOTA INTERNET CRIMES AGAINST CHILDREN TASK FORCE AND AUTHORIZE EXECUTION OF THE AGREEMENT BETWEEN THE CITY OF COTTAGE GROVE DEPARTMENT OF PUBLIC SAFETY AND THE WOODBURY POLICE DEPARTMENT AND AUTHORIZE CHIEF JOHN A. MICKELSON TO EXECUTE SUCH AND AMENDMENTS AS ARE NECESSARY TO IMPLEMENT THE PROJECT ON BEHALF OF THE COTTAGE GROVE POLICE DEPARTMENT. MOTION CARRIED 5-0. Mayor Shiely stated that if anyone is present for issues on the consent calendar all have been acted on. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 6 RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES NONE. PUBLIC HEARINGS A. Consider Adopting a Fee Resolution for the City of Cottage Grove Amending the Liquor License Fees for 2002. Mayor Shiely stated that Minnesota Statues sets the limits on what fees may be charged for certain types of liquor licenses. Mayor Shiely opened the Public Hearing at 8:06 p.m. Mayor Shiely closed the Public Hearing at 8:07 p.m. Mayor Shiely asked if, in situations that are fee based is it common to absorb that amount of money into the general fund. City Clerk Stransky stated that it is common. Council Member Wolcott stated that if we had continued in the way it began that the City would have been at this level by now and this is good proposal. MOTION BY WOLCOTT, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 01-179, A RESOLUTION ESTABLISHING NEW LIQUOR LICENSE FEES. MOTION CARRIED 5-0. BID AWARDS NONE. UNFINISHED AND NEW BUSINESS A. Consider the Contractinq with a Third Party Administrator for the Administration of the Health Care Spending Plan and COBRA Continuation Service. Finance Director Hedberg stated that they are requesting Council approval for the use of a third-party administrator for the administration of the Health Care Spending Plan and COBRA Continuation Service. He explained that the plan is presently being administered by City Staff and the current plan has been in use for several years without being updated for law changes. He explained that by using a third-party administrator it would be possible to reduce the amount of time spent by Staff and would increase confidentiality and the speed of processing. He stated that Staff has interviewed representatives from two firms selected from references from other cities. He reviewed the process of administering the plan with the Council noting that it presents challenges and potential legal problems that City staff may not be trained to deal with. He stated that Staff would like to have the plan updated with the current requirements and would like to recommend that a third-party administrator be named for the administration of the Health Care Spending Plan. He reviewed the benefits that would be contracted and the associated costs with the Council. Mayor Shiely asked Finance Director Hedberg if he could determine the amount of time staff is spending administering this plan. Finance Director Hedberg explained that Staff is spending Regu/ar Meeting—November 7, 2001 Cottage Grove City Council Page 7 approximately five to six hours per pay period to disperse the plan and employees are paid on a monthly basis. Assistant City Administrator Wolfe explained the support process and reviewed the types of questions Staff has to field during the course of administering the plan noting that none of the staff is trained to handle many of the questions presented. She noted that the total amount of time spent might not be significant but it would provide additional confidentiality. Council Member Wolcott stated the proposal has merits and staff makes good points noting the confidentiality issues. He asked if this would be a wash or cost the City more money. Finance Director Hedberg explained that this would be dispersed through the internal fund noting that it would be more than sufficient to administer the plan and it would be less than $5,000 a year. Council Member Hale asked if the contacts made by employees would be by phone. Finance Director Hedberg explained that the contacts would be made by mail and response would be by mail. He further explained that any questions generated by the contacts received by mail would be made by phone. Council Member Hale asked if the feedback on this process has been positive. Finance Director Hedberg stated that those presently participating see this as a positive change. Council Member Wolcott referenced the COBRA expenses noting this is not used much and asked for clarification on the $640 charge. Finance Director Hedberg explained that the $640 charge is the State requirement. MOTION BY KOHLS, SECONDED BY RICE, TO APPROVE CONTRACTING WITH ADMINISTRATION RESOURCES & CONSULTING CORPORATION (ARC), A THIRD PARTY ADMINISTRATOR FOR THE ADMINISTRATION OF THE HEALTH CARE SPENDING PLAN AND COBRA CONTINUATION SERVICE, BEGINNING WITH THE 2002 PLAN YEAR. MOTION CARRIED 5-0. B. Job Description for Deputy Director of Public Safety/Fire Services Manager. Council Member Koh�s acknowledged that Public Safety Director Mickelson and Assistant City Administrator Wolfe have done the work jointly and asked them to briefly review the job description and relevant discussions. Public Safety Director Mickelson asked Council Member Kohls to clarify her concerns. Council Member Kohls explained that she has concerns regarding the job description minimum requirements and essential job functions. She referenced the title and asked what it means and why they chose that title. Assistant City Administrator Wolfe explained that a few years ago they did a reorganization of the Public Safety Department noting that it was requested that the two Captains, Fire and Police, act at the same basic level. She further explained that when they advertise they would put the Fire Department requirements first in order to get qualified candidates. She stated that the proposed title is in place and used in another local area City. She stated that in looking at the Fire Chief position many make assumptions as to what the functions of that position should be. Public Safety Director Mickelson clarified that it truly is a Deputy Director position and by saying Fire Chief it places too much focus on the Fire Department. He explained that structure fires in the area Regular Meeting—November 7, 2001 Cottage Grove City Council Page 8 were only 1.3 percent of the job duties and felt that they should focus on 98 percent of a position not on 1.3 percent of the function. He explained the direct report structure for this position, noting that the direct reports total 44 employees and 34 are not directly related to the fire aspect of this position. He provided several examples including hospitals that are run by Administrators noting that this position would encompass EMS, Communications, Disaster and Fire. He stated his concern that by going back to only a Fire Chief the Council may be limiting themselves considerably in the qualifications and the potential training could be considerable and expensive. He clarified that the intent is to expand the role beyond the basics of the Fire Chief. He reviewed the requirements for the comparable position within the Police Department noting that both positions are on the same pay scale. Council Member Hale agreed with Public Safety Director Mickelson and asked if the Police Employees refer to him as Public Safety Director or Chief. Public Safety Director Mickelson replied that they call him Chief. Council Member Hale stated that he would prefer a more street level title and asked if this would be comparable to Captain. Public Safety Director Mickelson stated that it would be comparable. Council Member Hale suggested that the title should carry Captain within the title and stated that he is concerned about the way it would be perceived. He referenced the first line of the minimum requirements suggesting that it must say five years in both the EMS and Fire Services and to skip the "or" part. He stated that more emphasis should be placed on the Fire Service. Council Member Kohls expressed her agreement with Council Member Hale. She provided an example of a medical call and asked if the paramedics have the authority to make all the calls on a medical issue. Public Safety Director Mickelson confirmed that the senior paramedic has the authority. Council Member Kohls acknowledge that the City of Cottage Grove is presently hurting for Fire Fighter staffing during the day noting that the majority of volunteers work day jobs. She stated that having years of experience in fire fighting and commanding a fire unit accounts for a lot adding that her concern is that they are making this too much of a management position. She stated that many depend upon the Chief moving in and taking over when necessary. She stated that she is very uncomfortable with approving minimum requirements that do not list fire service as a minimum requirement. Council Member Wolcott referenced the title Deputy Public Safety Director and acknowledged that they do not want this position to be called Captain because there are already several Captains and finro Deputy Fire Chiefs. He stated that it appears there is more responsibility to this position besides fire service but it is necessary to have someone in place that understands all aspects of this position. He stated that finding someone with this much experience is going to be di�cult adding that the person they are looking would be more than just a Fire Chief. He stated that since they have decided to keep the departments together as a Public Safety Department, that Public Safety Director Mickelson is the Director of this department noting they need someone who understands they are more than just the Fire Chief. Assistant City Administrator Wolfe explained the minimum requirements process in reviewing candidates noting that they are trying to accomplish not closing the door to qualified candidates that would be able to move to step finro in the process. She referenced the State laws and requirements and reviewed the points and weights applied to the skills and qualifications. She stated that limiting it to EMS and Fire would limit the candidate pool considerably. She stated that their main goal was to Regular Meeting—November 7, 2001 Cottage Grove City Council Page 9 not preclude someone who brings a good background and at the same time internally make sure that this is somewhat equitable with the Deputy Director position. Council Member Kohls stated that another concern is the level of trust that the fire fighters would have in their Commander. She stated that morale, respect, and trust are key to the position. She clarified the reporting structure for the position and asked if there are State regulations that identify what is necessary for experience. Public Safety Director Mickelson stated that he does not have an answer to that question noting that this individual could be trained within a 12-week period. He addressed the morale issue noting that the Police Officers expressed the same concerns and stepped forward to provide their support and assistance in accomplishing the goals of the department. Assistant City Administrator Wolfe noted a previous question and clarified the State requirements. She explained that they have to have a designated Police Chief and the same situation does not apply for the Fire Service. She stated that they do have a Fire Marshal position and the inspection issue does fall under the responsibility of that position. Council Member Kohls clarified that she had been told that Police O�cers have to be supervised by a Police Officer. Public Safety Director Mickelson clarified the State statute requirements to the Council. Council Member Kohls referenced the various levels within the department and the training requirements and asked if an individual, without full experience, would be able to pass the 12-week training and all the required tests to qualify for the position. Public Safety Director Mickelson stated that he was confident they would be able to pass. He further stated that if the individual could not meet the requirements he would not hesitate to come back to the Council to request a change. Mayor Shiely asked for clarification of the current requirements. Public Safety Director Mickelson clarified the present structure of the department and the current requirements for the Councit. Council Member Kohls referenced tiability noting that she feels a strong liability to the employees and residents of the City of Cottage Grove. She stated that she is very uncomfortable with lowering the requirements in order to gain a larger pool of candidates. She stated that she could not go along with this recommendation. Mayor Shiely stated that her level of comfort with this is good. She acknowledged the work that both Public Safety Director Mickelson and Staff have placed on the requirement process. She stated that the fire requirements should be included but she is very comfortable with the proposal. She stated that she has no problem with finreaking the title nor does she have problems with the minimum requirements. Council Member Wolcott stated that his concerns were not with the minimum requirements or the title. He clarified that his concerns are with respect to the skills and abilities. He acknowledged the good work Assistant City Administrator Wolfe and Public Safety Director Mickelson have done on the proposal. He stated that it is important that the fire fighters understand who the Chief is and they have done a good job and complimented them on their work. Mayor Shiely acknowledged that the last individual hired in this position was skilled only in fire service and they did not have the other two requirements. She stated that he did a great job through the training provided and also with on-the-job training. She clarified that she understands that they want someone with all three requirements. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 10 Council Member Hale referenced paragraph "A" noting the requirements and stated that a lot of Fire Departments handle the EMS services and this is not a difficult recruitment or requirement. He reviewed his concerns with the Council. Assistant City Administrator Wolfe clarified that what Council Member Hale is asking for is five years experience and some experience in the other areas required. Council Member Wolcott asked for clarification of the various levels within the Paramedic and EMS positions noting that it would be difficult to find someone with all skills. He stated that they do not want someone who only meets the minimum requirements. City Administrator Schroeder clarified that many Fire departments have all first responders with a few EMT positions and no Paramedics. Council Member Wolcott suggested leaving it as is. Council Member Rice and Mayor Shiely agreed. Council Member Hale asked if they were suggesting a change in the title. Council agreed that they would like to see Fire or Chief included in the title. Council Member Kohls stated that with all due respect, in discussing this position, it appears that they are leaning more towards the managerial experience and the feeling is that if the candidate has fire service skills that they would not make good managers. She stated that it appears the focus is more in finding a good manager versus someone with fire service skills. She stated that they owe it to the employees and the residents to find a candidate that has fire service skills. Assistant City Administrator Wolfe acknowledged Council Member Kohls concerns and stated that she should have included the previous minimum requirements to provide a comparison. She referenced the "lowering of requirements," noting that in comparison the requirements and standards have been increased under the current draft job description as compared to the previous job description. Mayor Shiely stated that she does not want the public to think that the fire service skills are not important to the Council. She clarified that the fire service skills are in addition to someone who can lead, manage and take over the Police Communications System and EMS System. She expressed her agreement with Assistant City Administrator Wolfe in that they have increased their standards not lessened them. Council Member Hale clarified Council Member Kohls concerns regarding the requirements for fire service and asked the Staff to keep in mind that the candidate must have fire service experience. City Administrator Schroeder expressed concerns for the listening audience that the Council is watering down this position. He clarified that the individual would be a Fire Director. He expressed his agreement with Assistant City Administrator Wolfe in that the job and recruitment process is important. He stated that they do want to emphasis that this position is important not only in the Fire Department but in a broader sense within the Public Safety Division. He stated the position has gotten broader within the organization and this needs to be reflected within the title. Council Member Wolcott stated that his concern is to find someone who meets the qualifications and requirements that woutd benefit the City. Council Member Kohls stated that presently they do not have the opportunity to review resumes or interview and asked that she be involved in the review of the resumes and the interviewing process. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 11 Council Member Wolcott clarified that this is a position the Council would be involved with and would have the final approval as to who would be hired. City Administrator Schroeder acknowledged Council Member Kohl's request and stated that this is a good suggestion. Assistant City Administrator Wolfe asked that they clarify in the motion the title. Council Member Wolcott suggested "Fire Services Chief' as a title. MOTION BY WOLCOTT, SECONDED BY HALE, TO APPROVE THE JOB DESCRIPTION FOR THE DEPUTY DIRECTOR/FIRE SERVICES MANAGER, AND ADOPT RESOLUTION NO. 01-176, 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 AND REPEALING RESOLUTION NO. 01-084. MOTION CARRIED 4-1 (KOHLS). It was agreed by consensus that Council Members Rice and Kohls would be involved in the hiring process. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND QUESTIONS NONE. COUNCIL COMMENTS AND REQUESTS Mayor Shiely suggested rescheduling the November 21, 2001 Regular meeting to November 20, 2001 due to the Thanksgiving holiday. Council agreed by consensus to reschedule the Regular meeting to November 20, 2001. MOTION BY WOLCOTT, SECONED BY RICE. TO RESCHEDULE THE REGULAR COUNCIL MEETING FOR THE CITY OF COTTAGE GROVE FROM NOVEMBER 21, 2001 TO NOVEMBER 20, 2001 DUE TO THE THANKSGIVING HOLIDAY. MOTION CARRIED 5-0. Council Member Hale suggested funding some of the economic development expenses from the EDA account. He asked Staff to review the EDA budget and identify the activities and amounts to charge back to the Economic Development Trust Fund and report back to Council with their recommendations. Mayor Shiely stated that timing is an issue and asked what impact it would have on the final levy in December 2001. City Administrator Schroeder clarified that this process could be very simple and it would be a line item built into the budget PAY BILLS MOTION BY WOLCOTT, SECONDED BY KOHLS, TO APPROVE PAYMENT OF CHECK NUMBERS 121052 TO 121333 TOTALING $1,625,282.24. MOTION CARRIED 5-0. Mayor Shiely called a 7-minute break at 9:19 p.m. Mayor Shiely called the meeting back to order at 9:30 p.m. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 12 WORKSHOP SESSION —OPEN A. MUSA Expansion in the East Ravine Area Mayor Shiely explained the MUSA expansion stating that the sewer would be brought into this area in the near future. She stated that Staff and Council have been working for several months to come up with a plan and asked Community Development Director Lindquist to provide an overview to the Council. Community Development Director Lindquist stated that some time ago the City initiated a planning study of the East Ravine area of the community. She explained that the study was to serve as a concept for future development of the area using the future land use plan found within the Comprehensive Plan as its base. She stated that the study was a joint project with the watershed and was to address land use patterns in relationship to the natural resources of the area. She stated that the Planning Staff has had two community meetings on the planning process, the first an introductory meeting and the second discussed three different development scenarios. She said that these three concepts were also brought to the EDA, Planning Commission, Parks Commission and the City Council for discussion and comment. She further stated that to date, Staff has received very little feedback regarding any of the development concepts. Community Development Director Lindquist explained that the discussion about development in the East Ravine was prompted by the installation of the Metropolitan Council interceptor along County Road 19. She stated that the Metropolitan Council continues to state that the interceptor and expanded plant would be on-line by January 1, 2003. She said that Staff has talked with several developers who have been reviewing the property along the Highway 61 Frontage Road, near County Road 19. She added that before the City could approve any development a MUSA expansion/Comprehensive Plan amendment would have to be completed and approved by the City and the Metropolitan Council. She explained that in order to provide the amount of information necessary for a major comprehensive plan amendment and to satisfy regulatory concerns, a variety of planning studies would have to be conducted. She reviewed discussions regarding the rezoning of the West Draw to bring properties into the MUSA and stated that this has led Staff to ask what the Council's expectation is for the East Ravine area. She reviewed the costs associated to the items in need of revision and the three concept plans for future development of the East Ravine Area with the Council. Council Member Kohls joined the Council Workshop at 9:34 p.m. Community Development Director Lindquist stated that they would begin to develop a phasing plan based on the Metropolitan Council process of a five-year span for each phase of the project. She stated that they would also like to get feedback from the residents. Council Member Hale asked if the area along east Highway 61 would be included in the East Ravine. Community Development Director Lindquist stated that it would be brought into the plan noting that the sewer ties them in. Council Member Hale stated that this area may be more marketable than the East Ravine and suggested that they get that ready as well. Community Development Director Lindquist stated that it appears it is only a matter of time and suggested getting it all planned and bringing each into the MUSA in stages. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 13 Council Member Hale clarified that the water distribution and sanitary sewer would be part of the area west of County Road 19 but the surface water is not connected to the East Ravine area. Community Development Director Lindquist clarified with City Engineer Bourdon that the surface water distribution is not included. Council Member Kohls asked how much of the land is in ag-preserve noting that they are looking at a year. Community Development Director Lindquist confirmed Council Member Kohls understanding of the ag-preserve. Community Development Director Lindquist stated that they are looking at five-year increments noting that this would take it out almost 40 years. Council Member Kohls noted that the ag-preserve is scattered throughout the area. Council Member Wolcott stated that it would be interesting to see what areas are identified as ag- preserve. Council Member Kohls asked Community Development Director Lindquist if anyone has asked about the Tank property. Community Development Director Lindquist stated the Tanks indicated they may entertain development later, around 2010, although they have not committed to anything yet, as they want to retain flexibility. She stated that she wants to work with scheduling based on the residents needs also. Council Member Kohls asked for clarification as to how much land is currently slated for development and if it is identified on the Comprehensive Plan. She also asked if it is necessary to review before the two years. She stated that finro years is pushing it adding that it is her understanding that when the inceptor goes in the development begins immediately and she cannot support two years out. Community Development Director Lindquist stated that they would do the Comprehensive Plan for this entire area but the areas would not be brought into the MUSA immediately. She explained that it would be phased in using five-year increments. She stated that some of it is related to the infrastructure needs which would dictate the phasing. Council Member Hale asked why they would propose it to be in the MUSA if they have not reviewed a proposal. He expressed interest in bringing sites into the MUSA as specific projects are proposed and approved. Community Development Director Lindquist stated that the Metropolitan Council is willing to consider some amendments but they prefer that the City present a cohesive plan. Council Member Hale stated that this does not identify a need to expand the MUSA noting that the land values are extremely significant to the cost of the project. He stated that he would like to see the City open more land for development but would like to see a larger diversity of proposals. He stated that he would like to see the plan get done before making any decisions and open as much land as possible as it is in the best interest overall in development of the City. Mayor Shiely asked what the Metropolitan Council reaction was when they passed their Comprehensive Plan and applied for the Southwest Comprehensive Plan amendment. She stated that it is unusual for cities to do an about face on a Comprehensive Plan of this size. She stated that she has met with Residents and this whole situation affects their Comprehensive Plan. She stated that they realized that when the interceptor is installed the pressure would be placed on development. She stated that she is concerned about opening everything up. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 14 Community Development Director Lindquist stated that the Metropolitan Council approved the plan knowing that they would come back with the East Ravine. She stated that they want this expansion and they almost didn't take action on their plan because of this. She stated that part of the Comprehensive Plan is fulfilling the Metropolitan Council's expectation. She explained that they had included future land use of this area in the plan noting the timing and City's approach would come back as a Plan amendment. Mayor Shiely asked what impact the Watershed issue has on this. Community Development Director Lindquist stated that they were trying to dovetail and create a greenway with the water system at the same time. She stated that the issue with the Watershed is timing and noted that the Watershed had approached property owners in purchasing the land but they were not successful. She stated that in order to facilitate the overflow they would construct their central overflow as development occurs. Mayor Shiely stated that she accepts the fact that there would be a major MUSA expansion in this area but does not feel the pressure to do it immediately as there are too many unknowns at this point. Council Member Wolcott stated that the land costs in the Metropolitan area has been driven up due to the lack of land being serviced. He stated that the problem in Cottage Grove is the lack of builders but this could help keep the costs down. He expressed his agreement with Council Member Hale in that they should keep costs reasonable but do not approve until we get the design we want. Mayor Shiely asked if they could move ahead with the planning without doing the MUSA expansion right now. Community Development Director Lindquist stated that they would do the planning before the MUSA adding that the Comprehensive Plan portion of the MUSA expansion would be the last piece of the plan. Council Member Kohls asked if anything would change over the next five years. Community Development Director Lindquist stated that it would not. Council Member Hale expressed his concerns and noted that they are running out of retail space. He stated that he would like to see some reserved for a retail mall or shopping center and suggested the area along Highway 19. He asked that they consider one of the major corners to decide a major retail area and begin to promote. Mayor Shiely asked Community Development Director Lindquist if she was aware of whether a Wal- Mart is actually going in at Highway 19. She clarified that she is not saying this is happening, but just clarifying a rumor. Council Member Kohls noted the need for land adding that the Council cannot regulate it. She stated that it would be nice to see other builders adding that opening up more land would not guarantee they would see a variety of builders. She expressed her agreement with Council Member Hale with respect to a major retail area and suggested considering it adding that she does not want to see another strip mall. Council Member Wolcott reviewed the areas that have been identified as commercial noting that there was some thought to go as far as 90th Street and decided against it. He stated that they were not only considering retail but office space or a medical center. He stated that if they want to expand this area it would be worth discussing. Council Member Kohls noted that the topography in the area along 90th Street would not be conducive to anything major and would not be easy to access. Council Member Wolcott agreed with Regular Meeting—November 7, 2001 Cottage Grove City Council Page 15 Council Member Kohls that access and topography were two of the main reasons they decided not to extend out to 90th Street. Mayor Shiely stated that her problem is that they seem to be spending a lot of time discussing the expansions and developments. She stated that she is not happy about this due to the need to infill adding that if they had a thriving active central district it would not be an issue to add the smaller businesses or mall areas. Council Member Wolcott clarified that when they discussed this before it was decided that they would not go out and market but to hold for future use. He stated that the key item to remember is that the discussion involved the last piece of land with highway visibility. He clarified that he does not want the listening audience to believe that they are out marketing this area. Mayor Shiely clarified that they agreed on the County Road 19 west area and the Jensen property. Community Development Director Lindquist clarified that she has heard the need to start updating the plans and discussion of the MUSA expansion would come later. Council Member Kohls stated that in regards to the Comprehensive Plan that the Metropolitan Council wanted them to sign a document agreeing to their requirements. She noted that there is a lot of green space and asked for clarification on the calculation for acreage. Community Development Director Lindquist explained the calculation process to the Council. Council Member Kohls asked how they base the density of the area and land. Community Development Director Lindquist stated that they would calculate off the net so that the density would increase for them. Community Development Director Lindquist stated that they discussed this during the West Draw expansion. She stated that she is not concerned about meeting the densities, noting that they are not off from what the Metropolitan Council is asking. She further explained that they have not committed yet because things can change. Mayor Shiely stated that what would be ideal is if they could get a creative, mixed density design. She stated that this would help the density situation. Council Member Wolcott referenced the senior housing and asked Mayor Shiely to clarify. Mayor Shiely stated that she is referencing several different types of senior housing and clarified for the Council. Council Member Kohls noted her agreement with Mayor Shiely regarding the variety of senior housing offered. Council Member Rice asked Council Member Kohls if there was an area that she had in mind for the senior housing. Council Member Kohls stated that this is being reviewed and suggested that this be discussed with the Human Services Commission. She asked Council Member Hale if this has been discussed. Council Member Hale stated that this has been discussed at several meetings noting that EDA would be of assistance if they get to this point. He explained that they are trying to determine what they want with respect to affordable housing and subsidized housing in addition to discussing what determines senior housing. He stated that City Administrator Schroeder has offered suggestions with respect to available areas and possible designs. He stated that they are working with the South Washington County Housing Coalition to develop a reasonable proposal that includes all perceptions. Regular Meeting—November 7, 2001 Cottage Grove City Council Page 16 City Administrator Schroeder stated that he received a report that would be presented to the Commission and Council. He stated that their first piece of the recommendation has been established, noting several pieces are still missing and they may be presenting their first phase that identifies the needs and demands and would then be looking for direction from the Council. Council Member Wolcott asked how this could be done with the zoning. He referenced the outside maintenance and suggested thinking outside the box. He asked if a gated community has been considered. Council Member Kohls stated that she receives calls from Residents asking about senior housing in the $300,000 range and asked if this has been discussed. She noted that the City could designate the areas and let people know what they want but cannot regulate. City Administrator Schroeder stated that if it is a market-rate senior housing development that they would not have much influence and they would have control of anything that is not market-rate. Council Member Hale clarified the type of control and contribution the City could make for senior housing under market rate. He referenced the Tschida proposal noting that it does address some of the issues identified such as security. He stated that the Human Rights Commission did not see it as fulfilling all the need within Cottage Grove and they are looking for something more modern. Mayor Shiely referenced an area in the City, created by a first rate developer, that has the upscale type of housing they are looking for that is combined with senior housing and suggested that the Council tour a couple of areas like this. WORKSHOP SESSION —CLOSED NONE. ADJOURNMENT MOTION BY WOLCOTT, SECONDED BY KOHLS, TO ADJOURN THE MEETING AT 10:30 P.M. MOTION CARRIED 5-0. RespectFully submitted, Bonita Sullivan TimeSaver Off Site Secretarial, Inc.