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HomeMy WebLinkAbout2001-03-07 MINUTES AGENDA COTTAGE GROVE CITY COUNCIL MARCH 7, 2001 Persons wishing to address the Council during this meeting are asked to fill ouf a "Speaker Signup Form"and return the form to any Staff Member prior to the start of fhe meeting. Speaker Signup Forms are located on each audience chair in fhe 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 fo 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 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. Swearing In Ceremony—Police Officer Gwen Martin 3. APPROVAL OF MINUTES **A. February 21 Regular Meeting. 4. CONSENT CALENDAR A. Accept and Place on File the Following Minutes: i. Parks, Recreation and Natural Resources Commission of January 8, 2001. ii. Planning Commission of January 22, 2001. **iii. Economic Development Authority of January 9, 2001. B. Consider adopting a resolution accepting the donation of one ALCO Sensor 4 breath testing device from Safe and Sober, valued at approximately $400.00 for use to assist the patrol division in detecting intoxicated drivers. Staff Recommendation:Adopt a resolution accepting the donation of one ALCO Sensor 4 breath tesfing device from Safe and Sober for use to assist the patrol division in detecting intoxicated drivers. C. Consider adopting a resolution abating special assessment of parcel 04.027.21.31.0092. Staff Recommendation:Adopt the resolution. The assessments on this parcel were certi�ed in error. MARCH 7, 2001 AGENDA Cottage Grove City Council D. Consider approving the Labor Agreement Re-opener between the City of Cottage Grove and Minnesota Teamsters Public and Law Enforcement Employees, Union Local No. 320, representing Public Safety Dispatchers. Staff Recommendation:Approve the Labor Agreement Re-opener. The agreement involves approving the same insurance language that was awarded in the police o�cers'contract for 2001. E. Consider amending section 7.4 of the Flexible Compensation Benefit Plan to extend the deadline for submitting reimbursement requests for the Health Care Spending Plan to March 15, 2001. The deadline will be in effect for the 2000 plan year and subsequent plan years. Staff Recommendation:Adopt a resolution amending section 7.4 of the Flexible Compensation Bene�f Plan extending the deadline for reimbursements under the Healfh Care Spending Plan. F. Consider authorizing issuance of a single-occasion gambling permit and waiver of the permit fee to Grey Cloud Elementary PTA for a raffle to be held at Grey Cloud Elementary School, 9525 Indian Boulevard South, on April 27, 2001. Sfaff Recommendation:Authorize issuance of the permit and waive the permit fee. During the required background investigation of the applicants, no facts were found which would constitute denial of the application. G. Sign certificates of recognition for outgoing commissioners from the Planning Commission (Jon Auge, Carah Koch, and Jeff Podoll), the Parks Commission (C. Randall Briese), the Public Safety Commission (Dennis Ackerman), and the Human Services Commission (Barbara Taylor) to recognize their years of volunteer service to the City of Cottage Grove. Staff Recommendation:Sign certi�cates of recognition for outgoing Commission members. *H. 1. Consider approval of the subdivision agreement with 5th Street Ventures and D.R. Horton for the Pine Grove of Cottage Grove project. 2. Consider adoption of a resolution authorizing the preparation of plans and specifications for all public improvements. 3. Consider adoption of a resolution approving the plans and specifications and establishing a bid date of March 29, 2001. Staff Recommendation: 1.Approve the subdivision agreement for Pine Grove of Cottage Grove. 2. Adopt the resolution authorizing the preparation of plans and speci�cations for all public improvements for the Pine Grove of Cottage Grove project. 3. Adopt the resolution approving the plans and specifications and establishing a bid date of March 29, 2001. I. Consider authorizing issuance of a single-occasion gambling permit to the Cottage Grove Crime Prevention Advisory Board to conduct raffles at Kingston Park on June 10, 2001 and Woodridge Park on August 7, 2001. Staff Recommendation:Authorize issuance of the permit. During the required background investigation, no facts were found which would constitute denial of the application. J. Consider approving the construction plans and specifications for the 2001 street improvement project and setting a bid date of March 29, 2001. Staff Recommendation:Adopt the resolution approving the construction plans and speci�cations and sefting a bid date for the 2001 street improvement project. **K. Consider appointing Bradley Martinson as Arena/Recreation Manager. Staff Recommendation:Approve the appointment. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES 6. PUBLIC HEARINGS MARCH 7, 2001 AGENDA Cottage Grove City Council 7. BID AWARDS A. Consider capital purchases for the River Oaks Golf Course. Staff Recommendation:Authorize the purchases of a John Deere 2653A Trim Mower, Smithco Super Rake, and John Deere Model 2030 Progator Diesel Utility Vehicle in the amount of $49,785.00 plus sa/es tax. 8. UNFINISHED AND NEW BUSINESS A. Consider approval of the acquisition of the Camel's Hump property for a price not to exceed $175,000. Staff Recommendation:Approve acquisition of the Camel's Hump property not fo exceed $175,000. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS 10. COUNCIL COMMENTS AND REQUESTS 11. PAY BILLS A. Approve payment of check numbers 117481 to 117807 in the amount of $578.823.79. 12. WORKSHOP SESSION — OPEN TO PUBLIC A. Recruitment—Public Safety Director. 13. WORKSHOP SESSION — CLOSED TO PUBLIC A. Closed Workshop—City Administrator Evaluation. ADJOURNMENT * Contains Supplemental Information. ** Packet Items Submitted 3/5/01. REGULAR MEETING COTTAGE GROVE CITY COUNCIL March 7, 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 two (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 Michelle Wolfe, Assistant City Administrator Rod Hedberg, Director of Finance Jim Kinsey, Public Safety Director Jerry Bourdon, City Engineer, BRAA Les Burshten, Public Works Director Kim Lindquist, Community Development Director Karen Cole, City Attorney, Kennedy and Graven No one appeared under Open Forum. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, March 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 Rod Hale Council Member Cheryl Kohls Council Member Pat Rice Council Member Jim Wolcott Also Present: Ryan Schroeder, City Administrator Michelle Wolfe, Assistant City Administrator Rod Hedberg, Director of Finance Jim Kinsey, Public Safety Director Jerry Bourdon, City Engineer, BRAA Les Burshten, Public Works Director Kim Lindquist, Community Development Director Karen Cole, City Attorney, Kennedy and Graven Regular Meeting—March 7, 2001 Cottage Grove City Council Page 2 Mayor Shiely presided over the meeting. ADOPTION OF AGENDA Mayor Shiely stated one item is to be added to the agenda for the March 7, 2001 meeting. Police Officer Gwen Martin is to be sworn in as a Police Officer/Paramedic for the City of Cottage Grove. MOTION BY WOLCOTT, SECONDED BY RICE, TO APPROVE THE FINAL AGENDA, AS AMENDED. MOTION CARRIED 5-0. PRESENTATIONS Mayor Shiely stated that Gwen Martin was hired as a Paramedic on September 25, 2000 and placed into the Police Department's accelerated recruitment program. Ms. Martin completed her law enforcement schooling on March 2, 2001 and will be appointed as a Police Officer/Paramedic. Mayor Shiely stated they are excited to have Ms. Martin as the most recent Police Officer/Paramedic and look forward to several years of dedicated service for the City. Mayor Shiely administered the Oath of Office to Gwendolyn L. Martin as a Police Officer/Paramedic for the City of Cottage Grove. Mayor Shiely and members of the Council stepped forward to congratulate and welcome Officer Martin. Chief Jim Kinsey welcomed Officer Martin as the newest member of the Cottage Grove Police Department. He acknowledged Officer Martin's efforts as outstanding during her internship for the accelerated recruitment period. He presented Officer Martin with badge #4339 stating it is a proud number and welcomed her to the Department. APPROVAL OF MINUTES The minutes of the February 21, 2001 Regular Council Meeting were approved as presented. CONSENT CALENDAR Council Member Hale requested Item K be removed. He stated he is not disagreeing with the proposed action, the hiring of Bradley Martinson as the new Ice Arena Manager. He stated that he and Council Member Rice interviewed the applicant noting his strong experience and qualifications. He acknowledged that he did not participate with the Council in creating this position or with the reorganization of the Parks and Recreation Department. He stated his concerns were whether this would work satisfactorily for the City. He gave his pledge to City Administrator Schroeder that he would support the appointment and give it the necessary time to work with the understanding that if it did not work satisfactorily other adjustments would be made. He restated his belief that the Parks and Recreation Department should be coordinated in unison and to remove programming could create problems. Council Member Hale stated his willingness to work with the administration for the common good of the City. He requested an advocate for the park systems. He stated Cottage Grove is a growing City with a great deal of opportunity to build a strong park system and the Council has an obligation to help maintain that system. MOTION BY WOLCOTT, SECONDED BY RICE, TO: Regular Meeting—March 7, 2001 Cottage Grove City Council Page 3 A. ACCEPT AND PLACE ON FILE THE FOLLOWING MEETING MINUTES: i. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION OF JANUARY 8, 2001. ii. PLANNING COMMISSION OF JANUARY 22, 2001. iii. ECONOMIC DEVELOPMENT AUTHORITY MINUTES FOR JANUARY 9, 2001. B. ADOPT RESOLUTIONNO. 01-017ACCEPTING DONATION OF BREATH TESTING DEVICE FROM SAFE AND SOBER FOR THE DEPARTMENT OF PUBLIC SAFETY. C. ADOPT RESOLUTION NO. 01-018 AUTHORIZING ABATEMENT OF SPECIAL ASSESSMENTS FOR PARCEL 04.027.21.31.0092. D. APPROVE THE 2001 LABOR AGREEMENT RE-OPENER BETWEEN THE CITY OF COTTAGE GROVE AND MINNESOTA TEAMSTERS PUBLIC AND LAW ENFORCEMENT EMPLOYEES, UNION LOCAL 320, REPRESENTING THE PUBLIC SAFETY DISPATCHERS. E. ADOPT RESOLUTION NO. 01-019 AMENDING SECTION 7.4 THE CITY OF COTTAGE GROVE FLEXIBLE COMPENSATION BENEFIT PLAN (AMENDING RESOLUTION NO. 96- 200). F. AUTHORIZE ISSUANCE OF A SINGLE-OCCASION GAMBLING PERMIT AND WAIVER OF THE PERMIT FEE TO GREY CLOUD ELEMENTARY PTA FOR A RAFFLE TO BE HELD AT GREY CLOUD ELEMENTARY SCHOOL, 9525 INDIAN BOULEVARD SOUTH, ON APRIL 27, 2001. G. SIGN CERTIFICATES OF RECOGNITION FOR OUTGOING COMMISSIONERS FROM THE PLANNING COMMISSION (JON AUGE, CARAH KOCH, JEFF PODOLL), THE PARKS COMMISSION (C. RANDALL BRIESE), THE PUBLIC SAFETY COMMISSION (DENNIS ACKERMAN), AND THE HUMAN SERVICES COMMISSION (BARBARA TAYLOR), TO RECOGNIZE THEIR YEARS OF VOLUNTEER SERVICE TO THE CITY OF COTTAGE GROVE. H. 1. APPROVE THE SUBDIVISION AGREEMENT WITH 5T" STREET VENTURES AND D. R. HORTON FOR THE PINE GROVE OF COTTAGE GROVE PROJECT. 2. ADOPT RESOULUTION NO. 01-020 ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS FOR PINE GROVE OF COTTAGE GROVE. 3. ADOPT RESOLUTION NO. 01-021 APPROVING CONSTRUCTION PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE PINE GROVE OF COTTAGE GROVE PROJECT. I. AUTHORIZE ISSUANCE OF A SINGLE-OCCASION GAMBLING PERMIT TO THE COTTAGE GROVE CRIME PREVENTION ADVISORY BOARD TO CONDUCT RAFFLES AT KINGSTON PARK ON JUNE 10, 2001 AND WOODBRIDGE PARK ON AUGUST 7, 2001, SETTING A BID DATE OF MARCH 29, 2001 AT 11:00 AM. J. ADOPT RESOLUTION NO. 01-022 APPROVING CONSTRUCTION PLANS AND SPECIFICATIONS AND SETTING A BID DATE FOR THE 2001 STREET IMPROVEMENT PROJ ECT. K. APPOINT BRADLEY MARTINSON AS ARENA/RECREATION MANAGER. MOTION CARRIED 5-0. Mayor Shiely clarified that all items on the Consent Calendar have been approved as written. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES Regular Meeting—March 7, 2001 Cottage Grove City Council Page 4 NONE PUBLIC HEARINGS NONE BID AWARDS A. Consider Capital Purchases for the River Oaks Golf Course. City Administrator Ryan Schroeder stated that Ben Ratzlaff, Maintenance Supervisor for the River Oaks Golf Course, was present to answer questions. He stated this is within the budget and recommends Council award the bid. Council Member Hale asked if the bids were separate items or combined. Mr. Ratzlaff noted each item was a separate price quote and presented together as one bid. MOTION BY WOLCOTT, SECONDED BY HALE, TO AUTHORIZE THE PURCHASE OF A JOHN DEER 2653A TRIM MOWER, SMITHCO SUPER RAKE, AND JOHN DEER MODEL 2030 PROGATOR DIESEL UTILITY VEHICLE IN THE AMOUNT OF $49,785 PLUS SALES TAX. MOTION CARRIED 5-0. UNFINISHED AND NEW BUSINESS A. Consider Approval of the Acquisition of the Camel's Hump Property for a Price not to Exceed $175,000.00. Council Member Hale asked Community Development Director Kim Lindquist what is being done with Mr. Gonyea in terms of park dedication, land and money. He asked if the park dedication fee would be a part of the 10% or in addition to what is being asked. He stated his point is in determining the terms used for establishing the price, noting that it is the same price levied against Mr. Gonyea in determining the cost of what is owed. He asked if the lots that abut this property are premium lots and if this was one of Mr. Gonyea's concerns. Community Development Director Kim Lindquist stated for the portion of the parcel they are acquiring there would be a park dedication fee paid from Mr. Gonyea at the time of development. She stated Mr. Gonyea owns two parcels, the pipeline, which is what this portion is from and he will get the fee when he develops. She stated the ordinance allows the City to get 10% park dedication as part of Mr. Gonyea's development. She also noted that Mr. Gonyea owns property to the north and this parcel was part of the dedication agreement that was related to the Centex parcel. She stated there has been discussion around the allocations and how much would allocate out of that amount of land. She stated this is greater than the 10%. She reviewed the perspectives of each party with regard to the negotiations and explained that a historical review was done with other acquisitions the City did with the Hardwood Corridor. She stated this criterion is what determined this to be a reasonable value. Council Member Hale stated two concerns. He asked if based on the property line, does the property line to the south extend into the City's right of way. He stated this area has been accessible to the public due to the easement to the pipeline. He asked if an opportunity to develop an offstreet lot and a trail to the easement would be possible. He asked if there was an opportunity to extend trails as the area is developed so that it is all connected. Regular Meeting—March 7, 2001 Cottage Grove City Council Page 5 Community Development Director Lindquist stated she was not sure but this would be looked into. She presented a drawing of the land for review stating this property is part of an acquisition that the City had designated in its comprehensive plan in 1982. The City owns a portion of the property that connects with the Hidden Oaks project. She stated this property would provide main access to the Camel's Hump vicinity. In terms of the negotiation, one deciding issue was the need for a flat surface for access and parking. She stated this is consistent with ideas discussed by the Park Commission in previous plan processes. She stated this is very integral in maintaining the area and allowing for public activity and benefit. She noted there could be room to consider parking and access. She stated the City would like the ability to bring it through the neighborhood and connect it to the larger park on the south side of 70'h. The Park Commissions' goal is to begin a trail planning process shortly, stating a timeframe to begin has not been determined. Mayor Shiely asked for clarification to the community as to why this property is being purchased. Council Member Kohls stated she is excited to see this happening since it will be a very nice addition for the community. She stated it's a great acquisition for our park system Council Member Wolcott asked if the access easements have been agreed upon yet and verified that money is in the Park Trust Fund to purchase the property. He also verified the process for repayment. Community Development Director Lindquist stated the payment plan presently being considered is to pay $75,000 down and finance the remainder over a ten-year period through the Park Trust Fund. MOTION BY WOLCOTT, SECONDED BY KOHLS, TO APPROVE OF THE ACQUISITION OF THE CAMEL'S HUMP PROPERTY FOR A PRICE NOT TO EXCEED $175,000. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS NONE COUNCIL COMMENTS AND REQUESTS Council Member Hale commented on Item 12a and asked if it is necessary to go into a Workshop session to discuss. He referenced the Uniform Rate Workshop stating it was a good discussion, in reality no decisions were made yet it shows up on the next Consent Calendar. He stated he understands the need for workshop sessions to discuss budget issues but in the area of issues that should include public involvement, he believed it should be an agenda item. He stated his objection to workshop sessions where it prohibits open public involvement. Mayor Shiely clarified her understanding of the meaning of a workshop. She stated it is to help determine the method for a decision process. She suggested keeping the workshop as planned but to televise the workshop. Mayor Shiely asked the Council for their input. Council Member Kohls stated her agreement with Council Member Hale. She stated too much business is done in the workshop format. She acknowledged the need for closed workshops to discuss employee-related issues but noted the public has a right to be able to participate and view the process. She stated she would like to see more items included in the agenda for discussion as it provides a more open process. Regular Meeting—March 7, 2001 Coftage Grove City Council Page 6 Mayor Shiely stated the agenda has been approved and requested clarification from City Attorney Karen Coles with respect to a change in the agenda and need for a motion. She asked the television crew to remain and televise the workshop. City Attorney Karen Coles stated there would not be any major issues with respect to a change or an adjustment to an already approved agenda and a motion was not necessary. City Administrator Ryan Schroeder clarified all that is being requested is that this workshop be discussed publicly. Mayor Shiely stated the Council had their goal setting session. An item of discussion included meeting with the various City Commissions to discuss their concerns and goals and to discuss Council goals. She recommended the first meeting should be a joint meeting with the Park Commission. Mayor Shiely requested that Community Development Director Lindquist add an agenda item at the next scheduled meeting for the Park Commission, which is March 12tn City Administrator Schroeder stated the agenda for the next meeting, March 12th, is a very lengthy agenda. He suggested the Council request a meeting to be scheduled for their next regular meeting scheduled for April g`n PAY BILLS MOTION BY WOLCOTT, SECONDED BY RICE, TO APPROVE PAYMENT OF CHECK NUMBERS 117481 TO 117807 TOTALING $578,823.79. MOTION CARRIED 5-0. WORKSHOP SESSION — OPEN A. Recruitment— Public Safety Director Mayor Shiely opened the discussion for the recruitment process for the Public Safety Director. She stated Chief Jim Kinsey will be retiring in May 2001. Assistant City Administrator Michelle Wolfe stated the need to clarify what was being accomplished. She stated her reasons for including this information was due to the discussion around the job description and requirements and to show the thought process. She referenced a memo written by Kelly Frawley in 1994 that outlines the process used and explained the changes and job requirements. The background provided was from previous discussions in addition to new requirements as it fits the management recruitment process for today. City Administrator Ryan Schroeder stated four items to address in deciding the direction. He suggested first for either Council ratification that they are going to continue with a Public Safety Department or the alternative would be a separate Police or Fire Department. Second, would be if there is an interest to pursue an internal process or external and internal process. Third, any changes to job description. Fourth, the process beyond an internal and external process. Mayor Shiely called for Council discussion on the Police Chief versus Fire Chief issues. Council Member Kohls stated she did considerable thinking regarding the structure as it is today. She stated her efforts to consider the pros and cons, noting she did not see them in the packet. She stated she tried to understand how it relates to the City of Cottage Grove relating her own experiences with a recent medical emergency. She stated what a wonderful system the City has in Regular Meeting—March 7, 2001 Cottage Grove City Council Page 7 place. Council Member Kohls stated that unless issues can be raised as to why it should be split she does not support dividing the departments. She expressed her concerns that they will not function as well if divided. She noted it would be good to know how the police officers and fire fighters feel about splitting the departments. Council Member Kohls referenced a background paper from 1998 that discussed a survey. She asked if the survey was an equal split between fire fighters and police officers and asked about the possibilities of doing the survey again, including all employees. She stated she would like to see an operation survey done and asked that someone be assigned to work with Chief Dally to choose the participants. She noted this request is not related to the current issues being discussed. City Administrator Schroeder stated the 1998 survey involved only full time personnel. He stated they did receive input regarding how they compiled the information, noting they should have included the part time staff. He stated they could do a sample size survey that would include all personnel noting that the questions would be reformatted to fit the changes that have occurred since the last survey. Chief Kinsey stated they are one of three Police/Paramedic units in the state of Minnesota. He acknowledged their unique system and noted what makes it work so well is that they work very closely with the Fire Department. The system is non-competitive and is functioning well. He stated he has full confidence in Chief Dally stating he would run the department just as well if it were split. He stated he believes as long as the Emergency Medical Service is out of both divisions that it is beneficial to the City to have one person responsible to the City and have total control of both. Fire Chief Dally noted the Fire Department would not have a problem with the split stating he agrees with Chief Kinsey regarding the present system that is in place. He noted it is extremely effective and they work well together. He acknowledged Chief Kinsey as a major reason for its success. Council Member Hale expressed his agreement that things are going well. He acknowledged the fact that Cottage Grove is unique noting the good relationships within both departments stating the budgets are coordinated and suggested it continue as is. Mayor Shiely reiterated Chief Dally's statement that the individual chosen would be critical and key to the continued success of both departments working under one. She also restated her understanding that the Council is comfortable with following the process as it is. She stated the next item to discuss is how to go about the process; internal versus external or both. Council Member Wolcott stated the last time the Council went through this process was when Chief Kinsey was hired, noting it was an external search. He stated the department is running as well as the Police Department has ever been run. He stated presently there are three people internally qualified and suggested they review the internal candidates first. If they do not find a suitable candidate through the internal process, then the City should begin an external search. He stated he does not want it to go nationwide, noting the need for someone who understands Minnesota, Minnesota laws, and their communities. City Administrator Schroeder expressed his concerns regarding the process suggested by Council Member Wolcott. He suggested advertising internally and externally with a review of all candidates best suited for the position. Assistant City Administrator Wolfe referenced a pension situation that is driving many of the State chiefs to decide to retire. This situation is creating difficulty in being able to recruit qualified candidates. She stated there is no need to expend large amounts of dollars to go outside of Minnesota but it will limit the pool if the search is not extended beyond Minnesota. Regular Meeting—March 7, 2001 Cottage Grove City Council Page 8 Council Member Hale stated he agrees with Council Member Wolcott's interests in finding an internal candidate. He stated City Administrator Schroeder raises a good issue with respect to the internal/external process. He stated the Council needs to provide assurances to the candidates and suggested advertising as broadly as possible while still giving precedence to a local candidate. He agrees the City needs to advertise and look at all qualified candidates. Council Member Hale acknowledged Chief Kinsey's fine service and thanked him for his years of dedication and leadership. Council Member Rice stated his support for both internal and external searches. He noted there is a potential for good candidates from both searches. Mayor Shiely restated the consensus for an external and internal candidate search process. She acknowledged that at the time they hired Chief Kinsey he was the best from a large group of people and thanked him for his dedication and service. Chief Kinsey restated his belief that the department is running the best it ever has and that things are moving in the right direction. He expressed his pride in everyone noting they are all proud of what they do and he is proud of all employees from the clerical staff to the police offices and fire fighters. Mayor Shiely stated next item to discuss is any possible changes in the job description. Assistant City Administrator Wolfe stated the actual job description was not included in the packet and she clarified this discussion was only to determine requirements. Council Member Kohls referenced the last sentence of the second paragraph ending with "community services groups..." and requested to add "and citizens". She noted the minimum requirements stated a requirement for a Bachelor's degree in law enforcement pointing out the City has a Fire Department that is also a part of public safety. She asked for clarification as to what they mean by related field and if five to seven years would be enough experience. Chief Kinsey stated the problem with having a non-police officer as a Public Safety Director is that it would create a need for a separate Police Chief. The City needs a sworn Peace Officer as the Chief Law Enforcement Officer. Assistant City Administrator Wolfe stated the candidate needs a 2-year Associates degree unless they come from another state. The candidates can have a Bachelor's degree in a related field as long as they have 2 years in law enforcement or obtained their license through another process. She clarified that these are just minimum requirements and from there further testing is done to continue the qualification process. Council Member Wolcott stated that in a supervisory position five to seven years experience would be enough. Mayor Shiely stated citizens of the community should be extremely proud of the entire Public Safety Department. She restated the consensus from the Council and clarified City Administrator Schroeder has his direction. Mayor Shiely opened the floor for discussion of the process to be followed. City Administrator Schroeder stated at this point, the process is the same as last time and recommended following the same process. He stated from recollection, the screening was done from Regular Meeting—March 7, 2001 Cottage Grove City Council Page 9 internal interviews, the Council held reception and was given comments back from discussions held during the interview process. Council Member Wolcott stated he would like to retain the option to participate in the final interview process. He recommended keeping the same process and suggested the interview panel include more than one law enforcement individual. He stressed the importance of a combination of corporate business individuals but also to include more than one individual on the panel that has a law enforcement background. Council Member Hale stated there were several individuals on the last panel that had a law enforcement background. Assistant City Administrator Wolfe reviewed the previous panel members and their background with the Council. She stated the process they took was to place ads, send mailings out to the State Chiefs, and place an ad nationwide in a Women's/Minority news to maintain diversity. Ads were included in the St. Paul and Minneapolis newspapers, some involvement with a consulting firm, Personnel Decisions, Inc. who assisted in the development of an oral exam and assisted in the review of candidates' resumes. She reviewed the screening and interview process with the Council stating it involved several interviews and an evening reception for candidates and the panel. The interview panel chose 2-3 candidates and moved to a final process. She explained the training and experience rating. She suggested an oral exam process with the Council, stating it is a structured interview referred to as the "inbaskeY' process that measures the candidates' ability to make decisions. She stated they have not used the "inbaskeY' process as it involves role-play done with police officer candidates. Scenarios are created and the candidate reacts to the situation. She reviewed the list of processes used in the selection clarifying which exercises are done and which ones have not been used. She stated that for outside the department or externally, the City does a routine psychological, drug and alcohol testing. She referenced utilizing leadership and assessment tools and the last time the process included the training and experience rating and a structured panel interview. She offered to put together a memo clarifying the processes taken and suggested they begin tomorrow. She noted they would not be able to give a timeframe at this time due to the unknowns around any possible process changes. Mayor Shiely asked Assistant City Administrator Wolfe to briefly explain, to the viewers, the process they will be following for the hiring of the Public Safety Director. Council Member Hale asked if a timeframe had been established and suggested setting a timeframe before Chief Kinsey retires. Council Member Wolcott asked if the process would begin soon and agreed with the need to have a decision made before Chief Kinsey retires. Chief Kinsey stated his support to have the selection process completed before he leaves. He explained this would be very beneficial in maintaining continuity in the department. Council Member Kohls suggested May 31st as the goal for having a candidate in place. B. Fire Department Ladder Truck This item was not addressed. Regular Meeting—March 7, 2001 Cottage Grove City Council Page 10 Mayor Shiely thanked the television crew for remaining. She explained the closed workshop session would be to evaluate the City Administrator. Results will be summarized and eventually opened to the public. Mayor Shiely called a ten-minute break. WORKSHOP SESSION — CLOSED A. Closed Workshop—City Administrator Evaluation MAYOR SHIELY ADJOURNED THE REGULAR MEETING AT 8:47 P.M. TO MOVE TO THE CLOSED WORKSHOP SESSION. 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 Corrine Thomson, City Attorney, Kennedy and Graven The Council met in closed session, pursuant to the open meeting law, to evaluate the City Administrator. MOTION BY WOLCOTT, SECONDED BY RICE, TO ADJOURN THE CLOSED SESSION AND RECONVENE THE REGULAR MEETING. MOTION CARRIED 5-0. ADJOURNMENT MOTION BY WOLCOTT, SECONDED BY RICE, TO ADJOURN THE MEETING AT 11:30 P. M. MOTION CARRIED 5-0. Respectfully submitted, Caron M. Stransky Cit . ��� Bonita ullivan TimeSaver Off Site Secretarial, Inc.