Loading...
HomeMy WebLinkAbout2001-08-01 MINUTES M . AGENDA COTTAGE GROVE CITY COUNCIL AUGUST 1, 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. WORKSHOP — 6:30 P.M.: Ice Arena/Recreation Manager Position 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 Regu/ar Meeting are televised L/VE, airing on Government Channe116. REGULAR MEETING — 7:30 P.M. CALL TO ORDER— Mayor ROLL CALL— City Clerk 1. ADOPTION OF AGENDA 2. PRESENTATIONS A. Presentation and adoption of resolution accepting donation from Xcel Energy. Staff Recommendation:Adopt a resolution accepting the donation of$2,000 from Xcel Energy to be used toward the City's marketing costs. Colette Jurek from Xcel Energy will present the donation. **B. Photo Contest. 3. APPROVAL OF MINUTES 4. CONSENT CALENDAR A. Accept and Place on File the Following Minutes: i. Economic Development Authority Minutes of June 12, 2001. **ii. Planning Commission of June 25, 2001. B. Consider authorizing a contribution of$1,000.00 to the Cottage Grove Area Crime Prevention and Apprehension Fund, Inc. from the Gambling Contribution Fund. Staff Recommendation:Authorize the contribution. The 2001 gambling Contribution Budget includes a $1,000.00 contribution to the organizafion. C. Consider renewal of the City's Insurance Package Policy from 4/3/01 to 4/3/02. Staff Recommendation:Aufhorize renewal of fhe City's insurance coverage for$195,343. This represenfs a premium increase of approximately 1.01%from the previous year. D. Consider approving Change Order#7 for the 80th Street South Improvements Project. Staff Recommendation:Approve Change Order#7 for the 80th Street South Improvements Project. � c .r . AUGUST 1, 2001 AGENDA Cottage Grove City Council **E. Consider accepting the feasibility report, approving the construction plans and specifications for the 97th Street extension and public utilities project, and setting a bid date of August 30, 2001. Staff Recommendation:Adopt the resolufion accepting the feasibility report, approving the construcfion plans and speci�cations, and setting a bid date for the 97th Street exfension and utilifies project. "`*�`F. Consider adoption of resolution approving final payment in the amount of$1,386.00 to Lametti & Sons Inc. for the Hillside Elementary School Storm Sewer Rehabilitation Project. Staff Recommendation:Adopt the resolufion approving final payment in the amount of$1,386.00 to Lametti&Sons Inc. for the Hillside Elementary School Storm Sewer Rehabilitation Project. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES A. Response to Open Forum request from Lowell Torseth. 6. PUBLIC HEARINGS 7. BID AWARDS 8. UNFINISHED AND NEW BUSINESS A. Consider approval of the revised fee resolution for stormwater area charges. Staff Recommendation:Adopt the revised fee resolution for stormwater area charges. ***B. Consider amending the Resolution Establishing Fees, Resolution No. 01-053, for Right-of-Way Ordinance permit&fee schedule. Staff Recommendation:Consider amending the Resolution Establishing Fees, Resolution No. 01-053, for Right-of-Way Ordinance permif&fee schedule. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS **A. Review of past actions on hunting ordinance. 10. COUNCIL COMMENTS AND REQUESTS 11. PAY BILLS A. Approve payment of check numbers 119808 to 119970 in the amount of$710,892.63. 12. WORKSHOP SESSION – OPEN TO PUBLIC A. Flood Damage—Grey Cloud Island Trail and Road. 13. WORKSHOP SESSION – CLOSED TO PUBLIC ADJOURNMENT * Contains Supplemental Information ** Packet Item Submitted 7/30/01 *** Packet Item Submitted 7/31/01 REGULAR MEETING COTTAGE GROVE CITY COUNCIL August 1, 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 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 No one appeared to address Open Forum. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, August 1, 2001, at the Cottage Grove City Hall, 7516 80th Street South. Mayor Shiely called the meeting to order at 7:32 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 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 Regular Meeting—August 1, 2001 , Cottage Grove City Council Page 2 Corrine Thomson, City Attorney, Kennedy and Graven Mayor Shiely presided over the meeting. ADOPTION OF AGENDA Mayor Shiely stated that there are two additions to the agenda. She stated that the staff and City Council just received information on Item 8.B., the proposed resolution establishing right-of-way ordinance permit and fee schedule, and requested that it be removed from the agenda to allow the Public Works Director and Council more time to review the information. She stated that Item 12.B., a Workshop Session, open to the public, has been added to continue discussion on the ice arena management. MOTION BY WOLCOTT, SECONDED BY KOHLS, TO APPROVE THE FINAL AGENDA AS AMENDED. MOTION CARRIED 5-0. PRESENTATIONS A. Presentation —Xcel Enerav Assistant City Administrator Wolfe stated that they had intended to have a representative from Xcel Energy present this evening, but due to scheduling conflicts, it was not possible. She explained that this is a grant from Xcel Energy for the Economic Development Authority's 2001 advertising campaign. She stated that the donation will be used to upgrade the marketing efforts and cover the cost for additional mailing. She thanked Xcel Energy for their donation and stated that they appreciate their support. MOTION BY WOLCOTT, SECONDED BY KOHLS, TO ADOPT RESOLUTION NO. 01-103, A RESOLUTION ACCEPTING A DONATION OF $2,000.00 FROM XCEL ENERGY FOR THE COTTAGE GROVE ECONOMIC DEVELOPMENT AUTHORITY'S 2001 AD CAMPAIGN. MOTION CARRIED 5-0. B. Photo Contest Mayor Shiely stated that this is the First Annual Cottage Grove Photo Contest. She stated that this contest gives the residents of Cottage Grove an opportunity to show their pride and artistic ability in how they view their City. She stated that Dave Heng, Marketing Intern, will be coordinating the project and is present to further explain the contest. Dave Heng introduced himself and the contest to the Council and community. He explained that he is the project coordinator for the First Annual City of Cottage Grove Photo Contest and invited the community to p�rticipate. He stated that all residents or employees of a business in Cottage Grove are eligible to enter. He stated that there would be two cash prizes, $75.00 for first prize and $50.00 for second prize. He suggested subjects such as the parks, people, and nature in Cottage Grove, adding that this is an opportunity for residents to show their pride in their community. He stated that they would be publishing a City calendar with the winning photos and they will also be displayed on the City website�. He stated that entry forms are available at City Hall and the deadline to submit photos is October 15, 2001. Mayor Shiely stated that the Council would like to encourage everyone to enter the contest. She stated that this is a part of an ongoing marketing effort in Cottage Grove. She referenced the Cottage Regular Meeting—August 1, 2001 , Cottage Grove City Council Page 3 Grove Company Store stating that caps, sweatshirts, and children's clothing with the City logo are available at the City Hall. She stated that this would be a great way to show pride in the community. APPROVAL OF MINUTES NONE. CONSENT CALENDAR MOTION BY HALE, SECONDED BY WOLCOTT, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MEETING MINUTES: i. ECONOMIC DEVELOPMENT AUTHORITY MINUTES OF JUNE 12, 2001. ii. PLANNING COMMISSION MINUTES OF JUNE 25, 2001. B. AUTHORIZE A CONTRIBUTION OF $1,000 TO THE COTTAGE GROVE AREA CRIME PREVENTION AND APPREHENSION FUND, INC. FROM THE GAMBLING CONTRIBUTION FUND. C. AUTHORIZE RENEWAL OF THE CITY'S INSURANCE COVERAGE FOR $195,343.00 FOR THE PERIOD FROM 4/3/01 TO 4/3/02. D. APPROVE CHANGE ORDER#7 TO THE 80T" STREET SOUTH IMPROVEMENT PROJECT CONTRACT WITH TOWER ASPHALT, INC., FOR THE RELOCATON OF LIGHT POLES NECESSARY FOR THE PLACEMENT OF SIDEWALK OR PATHS, THE INSTALLATION OF FLAG POLES AT CITY HALL, THE REMOVAL OF EXISTING LIGHT POLES AND SERIVCE CONNECTION AT CITY HALL, AND THE CONNECTION TO THE EXISTING LIGHTING SYSTEM ON THE HIGHWAY 61 BRIDGE, IN THE ADDITIONAL AMOUNT OF $5,500.92. E. ADOPT RESOLUTION NO. 01-104, A RESOLUTION ACCEPTING THE FEASIBILITY REPORT, APPROVING THE CONSTRUCTION PLANS AND SPECIFICATIONS AND SETTING A BID DATE FOR THE 97TH STREET EXTENSION AND PUBLIC UTILITIES PROJECT. F. ADOPT RESOLUTION NO. 01-105, A RESOLUTION APPROVING FINAL PAYMENT IN THE AMOUNT OF $1,386.00 TO LAMETTI & SONS, INC. FOR THE HILLSIDE ELEMENTARY SCHOOL STORM SEWER REHABILITATION PROJECT. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES A. Response to Open Forum Request— Lowell Torseth Mayor Shiely acknowledge a letter in response to Lowell Torseth regarding the district watershed meeting, and thanked staff for sending it. PUBLIC HEARINGS NONE. Regular Meeting—August 1, 2001 _ Cottage Grove City Council Page 4 BID AWARDS NONE. UNFINISHED AND NEW BUSINESS A. Consider Approval of the Revised Fee Resolution for Storm Water Area Charges. Community Development Director Lindquist stated that on June 20, 2001, the City Council held a workshop to discuss the rates proposed for the stormwater utility. She stated that an ordinance allowing the implementation of a storm water utility was approved at the Council meeting on June 6, 2001 and that the primary discussion during the workshop was the fee schedule for agricultural land. She stated that the Council directed staff to modify the proposed fee consistent with other residential uses in the community. Community Development Director Lindquist stated that the fee resolution has been modified to require a $20 fee for agricultural land having a structure. She stated that all agricultural land without structures would not contribute to the stormwater utility fund. She noted the proposal does vary slightly from the Council's discussion adding that Council's direction was to require residences on an agricultural parcel to pay the same rate as the less than 1.5-acre sites. She reviewed the process staff took for the proposal stating that there have been no other modifications to the proposed resolution. She stated that at the workshop other fees were not discussed and staff has not received any additional comments from the public regarding the proposed fees. She stated that staff recommends adoption of the revised fee resolution for storm water area charges. Eugene Smallidge, 10992 Point Douglas Road South, thanked the Council and staff for listening to the comments and feedback from the agricultural community. He stated they were able to accomplish an equitable agreement between the agricultural community and the City. He suggested that special problem areas should be looked at on an individual basis and addressed as such. He stated that the majority of the agricultural community was not in attendance this evening adding that it is not due to a lack of interest but that most are involved in the Washington County Fair. He thanked the Council for their time and consideration in reaching an equitable compromise. Mayor Shiely thanked Mr. Smallidge for his comments and stated she looks forward to continued support of the agricultural community. Council Member Hale stated that the more he sees of this ordinance, the less he likes it. He stated that he has some problems with it, acknowledging that early on he agreed with the philosophy. The City has a sophisticated water system and he is open to charging the utility fee in those areas where we have something in place. He stated that in much of the City we are not doing anything adding that he does not know the full City obligation based on the legislation. He stated that it seems we are assessing for something that is already in the budget and if the City needs money to continue the service or expand, maybe the levy should be increased. He referenced 3M stating that if there is a problem on this property then it should be determined and repaired. He referenced an ag-related industry adding that they are paying less than other industrial sites and the charges should be the same as any other industrial site. Council Member Hale acknowledged that he should have raised these concerns earlier and suggested getting technical advice on this issue. He stated that he believes it needs more time, study, and technical assistance. Council Member Kohls expressed her agreement with Council Member Hale and with Mr. Smallidge regarding the assessments. She stated that she reviewed the fees and does not believe they are right. She stated that they have come a long way and in 2003 they will be required to do specific Regular Meefing—August 1, 2001 , Cottage Grove City Council Page 5 things. She noted this utility is to fund additional mandates and it does offer a compromise. However, she agrees they should get technical advice. Council Member Wolcott expressed his agreement adding that they need to move forward and get this established. He stated that he understands the concerns of Council Member Hale and does not disagree, acknowledging that he has good, valid points. He stated that he believes they should continue to study and work with it but they need to move forward. Mayor Shiely stated that she understands the concerns adding that they do need to move forward. She stated they would be downsizing the utility on a case-by-case basis. She stated that this is a fluid fund because of the water quality issues they are facing at the present. She stated that it is a good idea to have a fund like this available and the City would continue to work on it and improve it as they move forward. She explained that in the past, this money came from the General Fund and this change would allow better management and control of spending. She stated that she knows and understands the concerns but would be voting in favor of the rates. Council Member Kohls asked for clarification on flexibility and additional fees, and provided an example to the Council. She stated that when we know that we have a parcel or particular business that is causing more concern and requiring more funds, is there a way, using a storm water utility fee, to revise the fee schedule to allow flexibility for additional fees. City Attorney Thomson clarified that however the ordinance or fee is established, it needs to be uniformly applied. She stated if there is a particular problem, the Council may be able to restructure the rates. She provided an example where it generated a higher rate of storm water runoff than other properties stating that you would then look at the average and include all other properties. MOTION BY WOLCOTT, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 01-106, A RESOLUTION ESTABLISHING RATES FOR THE OPERATION OF THE STORM WATER UTILITY. MOTION CARRIED 4-1 (HALE NAY). B. Consider amending the Resolution Establishinq Fees, Resolution No. 01-053, for Right-of- Way Ordinance permit &fee schedule ITEM PULLED. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND QUESTIONS A. Review of Past Actions on Hunting Ordinance Mayor Shiely suggested opening this discussion at a later date in order to give the property owners an opportunity to bring their concerns to the Council. She asked if the Council would like to consider this option. Matt Francis stated that he originally thought that he would be on the agenda this evening to discuss the issues. He stated that it is apparent to him that he has to justify his need to speak to the Council and that from his perspective there is a large communication gap between the City and residents. He reviewed his understanding of the right to bow hunt stating that it is not a given but a privilege that is managed and overseen by the Council. He reviewed the areas open for bow hunting with the Council. He stated that he has attended finro Public Safety, Health and Welfare Commission meetings to discuss the issue and provided the documentation they have requested. Several Public Safety Commission officials and police officers toured the area before considering his request. Regular Meeting—August 1, 2001 _ Cottage Grove City Council Page 6 Francis stated that he had been told it would be forwarded to the City Council for final review, but five days after the Council vote, he had received notice from the City denying his request. He stated that he received a letter from Michael Zurbey who reviewed his reasons for recommending denial. Mr. Francis reviewed the content of the letter with the Council and expressed his disagreement with Michael Zurbey stating that he was never given the opportunity to speak. He stated that he was involved in writing the current hunting ordinances for the City of Cottage Grove, as a citizen. Mr. Francis explained that the requirements put in place stated that it had to be 40 contiguous acres, permission of the land owner, and the landowner must be present at all times. He stated that the land in question was removed from a hunting zone 10 years ago due to the development timeframe. He stated that now, 10 years later, there is still no development on this site. He stated that he is asking the Council to hear him since he does not feel he has had the opportunity to speak on this issue. Mr. Francis stated that 70 percent of the parcel he owns would never be developed. He asked if it is true that the housing permits have been half of what they were year to date from last year. He stated that all he is asking is to be allowed to speak, as an agenda item, in order to talk specifically about the hunting issues. A MOTION WAS MADE BY HALE TO RECONSIDER THE APPLICATION FOR MATT FRANCIS TO HUNT ON HIS PROPERTY. After further discussion, Council Member Hale removed the motion and clarified that he believes Mr. Francis has valid points and is open to hearing his arguments. City Administrator Schroeder explained the intent and process staff took to gather information and present to the Council for discussion and a decision. Council Member Rice stated he had no interest in hearing it again. Council Member Wolcott stated he has mixed feelings on the issue. He stated that he does not appreciate hearing such an attack on Michael Zurbey adding that he doesn't have a problem listening to the request, however, he does not want it to be personal. Police Captain Mickelson clarified that Mr. Zurbey was not conspiring against Mr. Francis. He stated that they had been given Mr. Francis' cell phone number and did try to contact Mr. Francis to notify him of the meeting. He explained that they made several attempts to contact him and each time received the message that his message center was full. Mayor Shiely stated that the Council is indicating it would be willing to listen to arguments from Mr. Francis and suggested the August 15th Council Meeting. Council Member Kohls stated that a resident who wants to be heard by the Council and is unable to attend should be given the opportunity to be heard at a later date. Mayor Shiely stated they would schedule and hear Mr. Francis comments on bow hunting at the August 15, 2001 Council meeting. COUNCIL COMMENTS AND REQUESTS Council Member Kohls announced that on August 7, 2001, between 3:30 p.m. and 6:30 p.m., residents with private wells are welcome to bring in a water sample to the Public Works Department for testing. Regular Meeting—August 1, 2001 _ Cottage Grove City Council Page 7 Mayor Shiely reminded the community that next Tuesday, August 7, 2001 is National Night Out. She stated that this year it would be sponsored by the Public Safety Department and will be held at 5:00 p.m. at Woodbridge Park. She invited everyone to come, show their support, and enjoy an evening at the park. PAY BILLS MOTION BY WOLCOTT, SECONDED BY KOHLS, TO APPROVE PAYMENT OF CHECK NUMBERS 119808 TO 119970 TOTALING $710,892.63. MOTION CARRIED 5-0. Mayor Shiely called a break at 8:15 p.m. Mayor Shiely called the meeting back to order at 8:22 p.m. WORKSHOP SESSION —OPEN A. Flood Damage— Grey Cloud Island Trail and Road Mayor Shiely stated that they have four options to review that relate to the flood damage. She stated that there is still a section of road that is closed and the discussion is to determine the best way to handle the situation. She asked for further clarification on Option 4 regarding FEMA and if they would be willing to fund any of the four options. City Engineer Bourdon reviewed the options with the Council. He stated that the purpose was to inform Council and anything that results in significant improvements would involve a formal process adding that in this case the situation is unique in that they are responding to an emergency situation. He stated that they need to establish a project and process to manage this situation. He stated that there are four options, first is to return it to its original condition; second, add improvements; third, deal with the horizontal lines of the road; and fourth, enhancements. He stated that if this area is prone to future flooding, they want the City to look at ways to mitigate future costs. He reviewed the cost estimates with the Council. He stated that minimum improvement would be to widen the roads. He stated that existing side slopes are steep and they would like to consider improving the alignment as it approaches the Grey Cloud area. He stated that they need to look at hazard mitigation. Relative to cost participation, he advised that he met with FEMA and explained that 90% would be federal funding, 10% local funding. He stated that staff is recommending they pursue Option 4. Mayor Shiely asked if FEMA would be willing to change the funding to 100%. City Engineer Bourdon referenced a table at the end of the report stating that FEMA will substantially participate in every option. Council Member Kohls asked for clarification on legal issues and why they wouldn't be willing to pay 100%. City Engineer Bourdon clarified the funding issues adding that the damage is substantial. Council Member Hale stated we are not only saving FEMA dollars but Option 4 will also save local dollars. He stated he does not have a problem with the program or funding. City Engineer Bourdon agreed that it is a good program. Regular Meeting—August 1, 2001 � Cottage Grove City Council Page 8 Council Member Hale asked for clarification regarding the realignment on the approach to the bridge on Grey Cloud trail as to who was suggesting the realignment, FEMA or Cottage Grove. He also asked if it would be done by fill. City Engineer Bourdon clarified that Cottage Grove suggested the realignment. He explained that they would take the fill from the existing location. Council Member Hale stated that there is a culvert on Grey Cloud Drive and asked if the water level of the lake would change. City Engineer Bourdon stated that if it justifies another culvert, they will put it in. He stated that a study suggested that it did affect the water level adding it would be reasonable as long as it doesn't affect the residents. Council Member Hale expressed concerns and asked if it has been considered as to whether there would be damage if they raise the level of the lake during a flood period. He asked if there would be liability by the City if there was damage due to raising the levels of the lake. City Engineer Bourdon explained that this is a draft report adding that they would like to include all options discussed in the final report to FEMA. He reviewed all options with the Council. Council Member Hale asked for clarification on the percentage the City would be responsible for and donations of funding from businesses in the area, such as the mining company. City Engineer Bourdon stated this was discussed but nothing has been decided at this time. Council Member Hale stated that County Road 75 dead ends halfway through the Township adding that most understand why the County put this road in, to serve the mining company. He suggested that if this becomes the major road that will serve the residents and the mining company, they could ask the County to extend Highway 75. He added that at the time there was mining only on the upper island but there is now mining on the lower island which should be considered. He asked if the DNR would be interested in contributing for parking adding that they are presently having difficulty opening the boat launch. Council Member Hale stated this site is perfect to provide water access to the public and explained that the launch on the lower island was to serve small watercraft and would be consistent with this goal. He stated that the visibility in this area is good and provides for off street parking. He stated that there are a significant number of people in this area and the City has some obligation to provide access to the water. He referenced St. Paul Park and the provisions they have made for their citizens to access the water. He stated that this provides Cottage Grove with the same opportunity and suggested working with the DNR to incorporate some form of public access to the water. Mayor Shiely asked City Engineer Bourdon what direction he is looking for from the Council. She stated that rather than a motion, the Council would give direction. Council Member Wolcott asked if they would be able to work with any of the regulatory issues with Option 4. City Engineer Bourdon stated FEMA is very particular about it. He stated that they would need to get all the permits and explained this is a very complicated process adding that they could have a permit in six weeks. F�e stated that they could have some fairly significant environmental issues that will need to be worked through. Regular Meeting—August 1, 2001 , Cottage Grove City Council Page 9 Council Member Rice stated he has reviewed the roadwork and asked if the redesign could be better done. He referenced Culvert Road and asked if it was actually needed. He reviewed the area with the Council and asked if this had been considered. City Engineer Bourdon explained that they had not yet taken a hard look and it is his understanding that the island will stay as it is for a long time. He stated that if the island would add a park or change the infrastructure, the City would take a step back and review the work that needs to be done. Council Member Wolcott stated that the critical issue is to get the causeway fixed. Council Member Kohls stated that she is leaning towards Option 4 and asked where the $100,000 contribution would come from. She stated that at some point before they get too far into this, she would like to see a memo with an update on where they are in the process. City Administrator Schroeder clarified some of the areas the funding would come from. He stated that if the City does this as a simple road improvement project without FEMA, it wou�d make sense to run this as a form line project and invite the Residents to have the discussion as to whether this would be a benefit to their properties. He stated this can also be seen as a maintenance/insurance cost. He stated the way the report is presented, this is the amount Cottage Grove would spend to repair the damage. He stated Options 2, 3, and 4 are enhancements. He suggested that before this is done, the City approach the mining company and ask them what suggestions they might have. City Engineer Bourdon stated that what they are doing now is to notify that they still have the problem and it needs to be dealt with. Mayor Shiely referenced Council Member Wolcott's suggestion to tap into the County for the gravel tax. B. Continuation of Discussion - Ice Arena Mayor Shiely asked Council to consider rescheduling this discussion to allow staff more time to work on this issue. She suggested continuing this discussion at the August 8, 2001 budget meeting or the next Council Meeting on August 15, 2001 Consensus was reached to give staff the time they need. WORKSHOP SESSION — CLOSED NONE. ADJOURNMENT MOTION BY HALE, SECONDED BY KOHLS, TO ADJOURN THE MEETING AT 8:50 P.M. MOTION CARRIED 5-0. Respectfully submitted, Bonita Sullivan TimeSaver Off Site Secretarial, Inc. SPECIAL MEETING COTTAGE GROVE CITY COUNCIL August 8, 2001 CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a special meeting on Wednesday, August 8, 2001, at the Cottage Grove City Hall, 7516 80�' Street South. Mayor Shiely called the meeting to order at 6:30 p.m. ROLL CALL Present: Mayor Sandy Shiely Council Member Pat Rice Council Member Jim Wolcott Not Present: Council Member Rod Hale Council Member Cheryl Kohls Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance Director Caron Stransky, City Clerk Michelle Wolfe, Assistant City Administrator Mayor Shiely presided over the meeting. Finance Director Ron Hedberg reviewed the format of the preliminary budget for 2002. He noted the budget additions section of the book includes all the department requests. The equipment section includes all equipment requests for the following year (both replacement and new equipment purchases). The Council unanimously agreed that they would like to discuss budget additions with each budget and that they would like to,reserve enough time at the end of the August 22 budget workshop to discuss the entire 2002 Budget, including budget additions. Finance Director Hedberg highlighted the significant changes made by State Legislature to the property tax system, including levy limits. Mayor Shiely indicated she was opposed to levying the maximum amount with all department requests which equates to an approximately 57°/a net increase in the budget. Hedberg commented that under the new property tax system, Cottage Grove's portion of the entire tax bill would be approximately 40%. Wolcott stated he would like to see property owners in Cottage Grove see an overall 10% reduction in their property tax bill. The Council proceeded to review individual budgets. r . Special Meefing—August 8, 2001 Cottage Grove City Council Page 2 Bruce Anderson, Chad Snuggerud, and Suzanne O'Connell representing the River Oaks Golf Course were in attendance to highlight their proposed budgets for 2002. The Council reviewed the Golf Course Administration, Maintenance and Clubhouse budgets, including budget addition requests. Anderson recommended that the Council approve the budget addition request for$8,000 after the trade in of approximately 50 carts for$1,000 per cart, and to lease 75 golf carts for eight months. He noted the lease agreement includes cart maintenance. The Council suggested that staff look into entering into a longer leasing period, i.e. three years. Anderson then reviewed the 2001 and 2002 projected rounds indicating the revenue for rounds to date were slightly lower than projections. The cart revenue, however, was right on pace. O'Connell reported the food and beverage operations at the clubhouse were exceeding projections. Mayor Shiely asked whether the clubhouse has budgeted sufficient funds for marketing and advertising. O'Connell responded the 2002 clubhouse budget includes additional funds for this purpose. Anderson reviewed the budget addition requests totaling $12,000 to purchase a mixer and stainless steel shelving/counter and refrigerators required by the Health Department due to the expanded food service operation at the clubhouse. The Council authorized staff to continue providing its own food service and encouraged staff to try new things to promote the course and clubhouse. Council reviewed the City Clerk and Elections budgets proposed for 2002 and the budget addition for $1,500 to preserve and protect historical records by retaining the services of a qualified specialist to work approximately 40 hours. Council reviewed the Charitable Gambling Special Revenue Fund and revenues collected from organizations licensed to conduct lawful purpose gambling. Staff recommended the lawful purpose expenditures: ■ Cottage Grove Jaycees Fireworks Display $4,000 match ■ Great Grove Get Together Festival 9,000 ■ Crime Prevention Fund 2,000 ■ Parks Match 1,000 ■ Other Lawful Purposes 1,000 Council unanimously agreed to increase the contribution to the Cottage Grove Jaycees for the fireworks display by $2,000 from the $4,000 match to a $6,000 match. Hedberg explained that the Self-Insurance Fund in 2002 does not include a transfer to the Fire Station Debt Service Fund to provide for the repayment for construction of Fire Stations#1, #3 and #4. Specia/Meeting—August 8, 2001 Cottage Grove Cify Council Page 3 Wolcott suggested that next year staff look into the workers' compensation insurance carrier's deductible options for medical claims, and was in favor of re-bidding the risk management and insurance agent contracts in 2002. Closed Session The Council temporarily adjourned the Workshop Session to hold a Closed Session, to meet in closed session, pursuant to the open meeting law, to discuss a personnel matter with the City Administrator. The following were present: Mayor Shiely and Council Members Jim Wolcott and Pat Rice. Also present were City Administrator Ryan Schroeder, Assistant Administrator Michelle Wolf, Acting Public Safety Director Mike Zurbey, and Police Captain John Mickelson. The Council adjourned the closed session and reconvened the workshop session. Acting Director Mike Zurbey, Police Captain John Mickelson, and Niki Getschel representing the public safety operations were in attendance. Council reviewed the emergency management, animal control, police protection, and fire protection 2002 budgets. Acting Director Zurbey indicated the budgets maintain a 3% increase or less over the 2001 budgets. He commented the fire protection budget does not include funds to hire a full-time firefighter/paramedic, nor are there funds included to move the existing part-time lead secretary to full-time status. Zurbey indicated that numbers 1 and 3 under the major objectives for 2002 are to be removed. The Ciry Administrator does not recommend approval of the finro budget addition requests. Wolcott questioned whether the fire department had sufficient daytime firefighter coverage and whether the Fire Chief has contacted local businesses requesting that firefighters be allowed to respond to daytime calls. Acting Director Zurbey indicated he would have the Fire Chief prepare a follow-up report. Wolcott indicated that the City's ISO rating would be re-evaluated in 2004 and commented that the City needs to plan ahead to maintain or drop the rating from 4 to 3. Council reviewed a request from the Firefighters Relief Association to contribute funds to cover a deficit in benefits. There was unanimous opposition to the request. Council reviewed the Forfeiture Special Revenue Fund, Community Watch Special Revenue and SOWASHCO Enterprise Fund budgets. The 2002 SOWASHCO budget reflects a five-percent (5%) increase in ambulance revenues. Acting Director Zurbey amended the equipment replacement budget for the purchase of a new ambulance from the year 2002 to 2003. The reviewed the budget additions requested to cover the annual costs to maintain the mobile data computers recently purchased. The Council asked why this expense was not included in the police protection budget. Finance Director Hedberg indicated this is a new expense for the budget. . - Special Meeting—August 8, 2001 Cottage Grove City Council Page 4 Zurbey requested that the Council consider funding $40,000 to enable the department to remodel the investigations office area. Administrator Schroeder noted he was not recommending that this item be added to the budget because he did not feel there was sufficient room to remodel the investigation area within their existing space. Schroeder commented he could not relinquish the Administrative Conference Room unless there was space to relocate it. He suggested moving the Recreation personnel to the Ice Arena. The Council unanimously agreed with the concept and directed staff to prepare preliminary cost estimates to add office space in the mezzanine area above the studio rink. It was their consensus that moving the recreation division to the Ice Arena would improve coverage at the Arena and would open up space in City Hall. Council briefly discussed the budget addition requests to provide matching funds towards the purchase of body armor for reserve officers and the request to expand the hours of the Community Service Officers. Finance Director Hedberg highlighted a budget addition request to upgrade the ambulance billing accounting clerk to full time share. There was discussion of contracting for ambulance billing services. The Council reviewed the Mayor/Council, Economic Development, Administration, and Finance/MIS proposed budgets. Council deleted the $60,000 from the professional services line item in the Mayor/Council budget to conduct a community-wide citizen satisfaction survey. Administrator Schroeder noted that EDA's request to increase the EDA levy by the maximum amount allowed or an additional $104,400. Council indicated a desire to discuss the existing janitorial service contract at a later date. _ Council briefly discussed the finance and MIS budgets and the request to continue to hire interns to assist the MIS Coordinator. The special meeting adjourned at 10:45 p.m. Respectfully submitted, Caron M. Stransky City Clerk