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HomeMy WebLinkAbout2007-09-19 MINUTESREGULAR MEETING COTTAGE GROVE CITY COUNCIL September 19, 2007 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. Present: Mayor Sandy Shiely Council Member Mark Grossklaus Council Member Fred Luden Council Member Pat Rice Also Present: Ryan Schroeder, City Administrator Howard Blin, Community Development Director Les Burshten, Public Works Director Ron Hedberg, Finance Director Jennifer Levitt, City Engineer Mike Norton, City Attorney Craig Woolery, Public Safety Director Not Present: Council Member Myron Bailey Mayor Shiely opened the Open Forum at 7:15 p.m. There being no speakers, Mayor Shiely closed the Open Forum at 7:15 p.m. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular meeting on Wednesday, September 19, 2007, at the Cottage Grove City Hall, 7516 gptn Street South. Mayor Shiely called the meeting to order at 7:30 p.m. ROLL CALL Present: Mayor Sandy Shiely Council Member Mark Grossklaus Council Member Fred Luden Council Member Pat Rice Regular Meeting — September 19, 2007 Cottage Grove City Council Page 2 Also Present: Ryan Schroeder, City Administrator Howard Blin, Community Development Director Les Burshten, Public Works Director Ron Hedberg, Finance Director Jennifer Levitt, City Engineer Mike Norton, City Attorney Craig Woolery, Public Safety Director Not Present: Council Member Myron Bailey ADOPTION OF AGENDA MOTION BY RICE, SECONDED BY LUDEN, TO APPROVE THE AGENDA AS SUBMITTED. MOTION CARRIED 4-0. PRESENTATION None. APPROVAL OF MINUTES A. August 15, 2007, Special Meetinq B. September 5, 2007, Regular Meetinq Mayor Shiely stated that the minutes stood approved as submitted. CONSENT CALENDAR Mayor Shiely pulled Item E, Adopt the Early Retirement Incentive Program, to allow for comment from a resident in the audience. Gary Kjellberg, 7389 Inman Avenue S, expressed displeasure regarding the proposal and said tax money should not be used for employee buyout. He stated that criteria was that these jobs would not be replaced and the City would be throwing money away (that is could be 1-1/2 years before any return) and risk that existing staff would assume the burden of being short staffed for such things as for snowplowing. Mr. Kjellberg said he believes it is the wrong approach, buyouts belong in the private sector and not in government, and the only ones to benefit are the employees who retire early. The City Administrator stated that relevant figures were analyzed and save money, by way of either vacating positions or hiring for different doesn't know who will take the opportunity to retire early but that will option taken. Mayor Shiely reassured Mr. Kjellberg that the City emphasized that the program does not apply to Public Safety. there is opportunity to positions. He said he determine the type of will be careful and 2 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 3 Council Member Grossklaus pulled Item 4C, Approving the 2007 Emergency Medical Services Contract between the City of Cottage Grove and Grey Cloud Island Township and Authorize the Mayor and City Administrator to Execute the Contract. He expressed appreciation to the Grey Cloud Island Township board and commented that it's coming forward with a good effort. Council Member Rice pulled Item F, Adopting a Resolution Accepting Donations Totaling $700 for the Ice Arena Expansion Project, to acknowledge the donors: J& J Floor Covering, Jeremy Scollick, Jordan Scollick, Lois Lind, and Terri Erickson of TAE Consulting. Council Member Rice also pulled Item G, Adopting a Resolution to Accept Donation from SuperMom's Inc. for the 2007 Public Works Open House on September 20, 2007. The Public Works Director added that the open house is held every other year and will be held this year 3-7 p.m. on September 20, 2007. MOTION BY RICE, SECONDED BY GROSSKLAUS, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: I. HUMAN SERVICES/HUMAN RIGHTS COMMISSION MEETING MINUTES FROM FEBRUARY THROUGH JULY 2007. II. PUBLIC WORKS COMMISSION MEETING MINUTES FROM JULY 9, 2007. B. AUTHORIZE A PRORATED REFUND OF 2007 LIQUOR LICENSE FEES IN THE AMOUNT OF $816.67 TO WS ENTERPRISES/DBA CARBONE'S PIZZERIA. C. APPROVE THE 2007 EMERGENCY MEDICAL SERVICES CONTRACT BETWEEN THE CITY OF COTTAGE GROVE AND GREY CLOUD ISLAND TOWNSHIP AND AUTHORIZE THE MAYOR AND CITY ADMINISTRATOR TO EXECUTE THE CONTRACT. D. 1) ADOPT RESOLUTION NO. 07-161 DECLARING COSTS TO BE ASSESSED AND ORDERING THE PREPARATION OF THE PROPOSED ASSESSMENT ROLL FOR THE REMOVAL OF NOXIOUS WEEDS AND PLANTS FROM PRIVATE PROPERTY; 2) ADOPT RESOLUTION NO. 07-162 CALLING A HEARING FOR OCTOBER 17, 2007, ON THE PROPOSED ASSESSMENT FOR THE REMOVAL OF NOXIOUS WEEDS AND PLANTS FROM PRIVATE PROPERTY. E. ADOPT RESOLUTION NO. 07-163 ADOPTING THE EARLY RETIREMENT PLAN AS PRESENTED. F. ADOPT RESOLUTION NO. 07-164 ACCEPTING DONATIONS TOTALING $700 FOR THE ICE ARENA EXPANSION PROJECT. G. ADOPT RESOLUTION NO. 07-165 ACCEPTING THE DONATION FROM SUPERMOM'S INC. FOR THE 2007 PUBLIC WORKS OPEN HOUSE ON SEPTEMBER 20, 2007. H. ADOPT RESOLUTION NO. 07-166 APPROVING THE FINAL PAYMENT IN THE AMOUNT OF $34,018.40 TO VALLEY PAVING, INC. FOR THE 2006A STREET IMPROVEMENT PROJECT. I. AUTHORIZE THE PRUCHASE OF A 2008 DODGE DAKOTA PICKUP TRUCK FROM ELK RIVER FORD DODGE JEEP IN THE AMOUNT OF $18,540.00 PLUS TAX. J K L. Regular Meeting — September 19, 2007 Cottage Grove City Council Page 4 ACCEPT THE RESIGNATION OF DANISA FARLEY FROM THE HUMAN SERVICES/HUMAN RIGHTS COMMISSION AND DECLARE A VACANT SEAT. ADOPT RESOLUTION NO. 07-167 TO CERTIFY ONE DELINQUENT UTILITY BILL TO THE PROPERTY TAX ROLLS FOR PAY 2008. ADOPT RESOLUTION NO. 07-168 DECLARING COSTS AND ADOPT RESOLUTION NO. 07-169 CALLING FOR A PUBLIC HEARING ON ASSESSMENTS FOR THE PINECLIFF 1 ST $522,542.47; ADOPT RESOLUTION NO. 07-170 DECLARING COSTS AND RESOLUTION NO. 07-171 CALLING FOR A PUBLIC HEARING ON ASSESSMENTS FOR THE VFW UTILITY $31,272.47. MOTION CARRIED 4-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES A. Response reqardinq potentiallv danqerous and dangerous doq ordinance. Jesse Umbreit, 9621 Hallmark, stated his continued concern that no one from the City will show up if called regarding a dangerous dog next door. Mr. Umbreit said police should accept the belief that there is a dangerous dog present, when called for assistance, and noted that children are at risk of fatality with just one bite from a dangerous dog. Mayor Shiely said she hoped that Mr. Umbreit would continue to be involved regarding resolution of the problem and informed him that she had been told the issue is scheduled for the next legislative session and would appreciate his involvement. The Public Safety Director reported that there will be opportunity for public comment, if interested, in a Public Safety Commission meeting at 7 p.m. on October 16, 2007, in the Council Chamber. He stated that public comment will be appreciated. Mayor Shiely thanked the Public Service Director for his report and the work of his department, adding that the issue needs to be resolved through the correct public safety procedures. Council Member Grossklaus asked what the procedure is if someone calls the police regarding a dangerous dog. The Public Safety Director stated that the response is based on the act, a dog aggressively charging with no bite (potentially dangerous) and a dog who demonstrates aggression again or bites (dangerous). He said the goal is to place the burden on the owner, as there can be numerous perceptions of all dogs and enhancements can be made to secure dogs who are identified as potentially dangerous. 4 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 5 B. Langdon neighborhood request to discuss water qualitv. Mayor Shiely reported that the Minnesota Department of Health, Minnesota Pollution Control Agency, and City of Cottage Grove officials will meet with residents of the Langdon neighborhood on September 20, 2007, at 6:30 p.m. in Council Chambers to discuss well water PFC levels and possible mitigation. The City Administrator added that Langdon will be present to also consider a change to the municipal system but others may have similar concerns about their private wells. C. Temporarv siqnaqe for businesses during roundabout construction. Mayor Shiely reported on installation of detour signage for affected businesses during the roundabout construction. PUBLIC HEARINGS A. 1) Conduct public hearinqs considering the assessment of the public improvements; 2) Consider adoptinq resolutions adoptinq assessments for the followinq projects: CP Rail $1,837,108.71; Pinecliff 2" $64,432.50; Silverwood 1 and 2" $363,393.78; Mississippi .... ..n ...... ..... .... �. . .... . ..4h .�..... ...... _.. Mayor Shiely opened the public hearing at 7:50 p.m. regarding the proposed assessment for CP Rail in the amount of $1,835,108.71. There being no speakers, Mayor Shiely closed the public hearing at 7:50 p.m. MOTION BY RICE, SECONDED BY GROSSKLAUS, TO ADOPT RESOLUTION NO. 07-172 ADOPTING THE ASSESSMENT FOR CP RAIL IN THE AMOUNT OF $1,835,108.71. MOTION CARRIED 4-0. Mayor Shiely opened the public hearing at 7:51 p.m. regarding the proposed assessment for Pinecliff 2" in the amount of $64,432.50. There being no speakers, Mayor Shiely closed the public hearing at 7:52 p.m. MOTION BY LUDEN, SECONDED BY GROSSKLAUS, TO ADOPT RESOLUTION NO. 07-173 ADOPTING THE ASSESSMENT FOR PINECLIFF 2 IN THE AMOUNT OF $64,432.50. MOTION CARRIED 4-0. Mayor Shiely opened the public hearing at 7:52 p.m. regarding the proposed assessment for Silverwood 1S and 2" in the amount of $363,393.78. There being no speakers, Mayor Shiely closed the public hearing at 7:53 p.m. 5 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 6 MOTION BY RICE, SECONDED BY LUDEN, TO ADOPT RESOLUTION NO. 07-174 ADOPTING THE ASSESSMENT FOR SILVERWOOD 1 AND 2 IN THE AMOUNT OF $1,363,393.78. MOTION CARRIED 4-0. Mayor Shiely opened the public hearing at 7:53 p.m. regarding the proposed assessment for Mississippi Dunes 2" in the amount of $32,126.09. There being no speakers, Mayor Shiely closed the public hearing at 7:54 p.m. MOTION BY GROSSKLAUS, SECONDED BY RICE, TO ADOPT RESOLUTION NO. 07-175 ADOPTING THE ASSESSMENT FOR MISSISSIPPI DUNES 2 IN THE AMOUNT OF $32,126.09. MOTION CARRIED 4-0. Mayor Shiely opened the public hearing at 7:54 p.m. regarding.the proposed assessment for Timber Ridge 6 in the amount of $181,683.71. There being no speakers, Mayor Shiely closed the public hearing at 7:55 p.m. MOTION BY LUDEN, SECONDED BY GROSSKLAUS, TO ADOPT RESOLUTION NO. 07-176 ADOPTING THE ASSESSMENT FOR TIMBER RIDGE 6 IN THE AMOUNT OF $181,683.71. MOTION CARRIED 4-0. � ����� . _ A. Consider awarding the contract for The Preserve at Cottage Grove Project to S.J. Louis Construction, Inc. in the amount of $545,141.03 Mayor Shiely reported that the S.J. Louis Construction, Inc. bid was the lowest of 14 submitted. Council Member Rice commented that it was nice to see that amount of favorable bids. MOTION BY RICE, SECONDED BY MAYOR SHIELY, TO ADOPT RESOLUTION NO. 07-177 AWARDING THE CONTRACT FOR THE PRESERVE AT COTTAGE GROVE PROJECT TO S.J. LOUIS CONSTRUCTION, INC. IN THE AMOUNT OF $545,141.03. MOTION CARRIED 4-0. [:� Regular Meeting — September 19, 2007 Cottage Grove City Council Page 7 UNFINISHED AND NEW BUSINESS A. Consider adopting the resolution declarinq costs to be assessed and orderinq preparation of proposed assessment roll for the Hiqhway 61/Jamaica Avenue Roundabout Proiect, and consider adoptinq the resolution calling for a hearing on the proposed assessments. The Finance Director reported that actual costs for projects are typically used but, because of this project's timing, actual final costs won't be available until a few months after the public hearing. He said assessed costs need to be declared and he anticipates engineering costs to be $90,000 higher than the estimated portion ($941,650) when determining the $4,080,000 project total. Proposed funding source breakdown: MNDOT/MSA TIF Completed construction Street light fund Stormwater area/utility Subtotal Assessments 1,929,361 He reported that assessments are based on tiers, reflecting proximity to the project and benefitted trip generation of parcels, and stated that no residential properties are being assessed. Acreage assessment amounts: Oriqinal assessment/acre Tier 1 $1,299 Tier 2 $1,299 Tier 3 $ 974 Tier 4 $ 650 Tier 5 $ 325 Proposed assessmenUacre $3,980 $1,300 (formerly zone 1) $ 770 $ 500 $ 130 The Finance Director reported that the appraiser provided feedback that properties farthest away from the project would receive less benefit and so the formula has been adjusted to coincide with this direction. He then displayed a recap of the assessed amounts by tier and a map of the assessment areas and stated that assessments were determined by multiplying the acreage rate per tier by the number of acres. The Finance Director noted that terms of the assessment are 15 years at a 7% interest rate. 1,094,000 240,728 433,401 199, 000 183,510 2,150,648 A member of the audience asked to address Council regarding the assessment. Regular Meeting — September 19, 2007 Cottage Grove City Council Page 8 John Schmit, 7319 Innsdale Avenue South, expressed concern that small businesses, such as those on West Point Douglas Road and the north side, might not benefit from the project nearly as much as those industries whose trucks move in and out of the area. He said they may be assessed for something that they won't get a return on, also noting that Council has worked hard for years to attract industry and business on that side of the railroad tracks and is now putting pressure on them to stay in business. Mayor Shiely said the request this evening is for Council to declare what needs to be assessed and call for a public hearing, at which time Council will take testimony. She said that would be scheduled for October 17 and all recipients of an assessment would have opportunity to come forward and testify before Council. Council Member Luden asked on what basis the value was determined for the new formula, such as new value, improved property value, or resale value. The Finance Director responded that all of those factors were used as well as better access for business. He stated that the need for the project was improved traffic and all will benefit from that. Council Member Luden asked who the appraiser was, and the City Administrator stated that it was Paul Gleason of BRKW, who has been used for a number of previous projects. Council Member Grossklaus stated his wished that the appraisal would have been completed before to get up-front costs. The City Administrator agreed and said it has been discussed, though noting staff didn't know what the improvement would be until later. MOTION BY RICE, SECONDED BY MAYOR SHIELY, TO ADOPT RESOLUTION NO. 07-178 DECLARING COSTS, AND RESOLUTION NO. 07-179 ORDERING PREPARATION OF THE PROPOSED ASSESSMENT ROLL, AND CALLING FOR A HEARING ON THE PROPOSED ASSESSMENTS FOR THE HIGHWAY 61/JAMAICA AVENUE ROUNDABOUT PROJECT. MOTION CARRIED 4-0. The City Administrator reported that there will be a Washington County education event at the Cottage Grove Cub Foods from 10 a.m. to 1 p.m. on September 29, providing an opportunity for residents to obtain more information about the roundabout project. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS None. 0 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 9 COUNCIL COMMENTS AND REQUESTS Mayor Shiely reported that the Canadian Pacific holiday train will be in Cottage Grove on December 11, 2007, at 5:30 p.m. PAY BILLS MOTION BY GROSSKLAUS, SECONDED BY LUDEN, TO APPROVE PAYMENT OF CHECK NUMBERS 151917 TO 152095 IN THE AMOUNT OF $2,726.702.82. MOTION CARRIED 4-0. The Council adjourned to the Open Workshop Session at 8:20 p.m. following a ten-minute break. The Council reconvened at 8:30 p.m. WORKSHOP SESSION — OPEN A. 2008 Pavement Management. The City Engineer reported that data had been analyzed to develop a system to increase the life expectancy of streets and create a systematic way to rehabilitate them. She previewed the agenda and cited improvements identified for the 2008 Pavement Management Area (District B): streets, storm sewer, sanitary sewer, waterline replacement, trunk water main installation, street lights, park and trail improvements, and discussion about the Inwood Avenue abandonment. The City Engineer stated that the analysis was determined using PCI analysis of age and the condition of streets and that the proposal is to eliminate those streets with good PCIs including Hinton, and cited a phase 1 cost of $3,359,094 and phase 2 of $2,254,000. She then requested Council feedback. Council Member Rice stated that he is fine with the phases but asked about streets in phase 1 from 1971 to 1974. The City Engineer responded that smaller dollars spent on streets such as Hinton would allow them to go the distance, extending them to another cycle. She noted that phases 1 and 2 would occur in different years. Eyebrows Discussion ensued about the challenge of eyebrows, which utilizes a lot of pavement. Landscape urban designer Kris Barringer described finro eyebrow scenario options in detail, one providing more opportunity for parking and the second creating a more island effect with less parking. She also said ways were being evaluated to use an infiltration basin and treat stormwater within an island itself using natural plant material. 0 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 10 Council Member Rice asked what the percentage of pavement reduction was befinreen scenarios one and two, and Ms. Barringer quoted 50% and 35%, though noting that eyebrows are different and not all the same size. Council Member Grossklaus inquired about irrigation, and the City Engineer responded that it would be natural rain water. Council Member Luden asked if infiltration was at a fairly rapid rate. Ms. Barringer described the plant material and said determination would be based on soil types, adding that salt does not affect perennials. The City Engineer stated that options could be revisited when a full reconstruction is done 20 years from now and funds could be sought from the Watershed District. She quoted a construction cost of $65,000 per eyebrow. Mayor Shiely asked what the thinking is behind phasing in the work, besides creating less of a burden on the budget, and what the effect there will be looking at pavement management down the line. The City Administrator said the work could be done in one year whether or not it was phased, and there is need to push work out because there is more expansion than originally thought. The Finance Director added that each pavement project (three in CIP) would all out in one year to provide for capacity. The City Administrator also stated that he had proposed to staff to look at everything that needs to be done. Mayor Shiely stated that she is not opposed to phasing and asked if phase 1, which is higher than anticipated, includes projected costs for street lights and trails. The City Engineer responded that those were not included and would be added. The City Administrator added that stormwater is always a concern and the City Engineer described it as the wild card, with staff being able to have a good handle on it. Council Member Grossklaus asked why staff believes this estimate will be higher than others. The City Engineering stated that this one has a lot of utility work and installation, driven by the higher price of oil base and crude for the bituminous work. The question was raised about a potential problem for emergency vehicles and snowplows to maneuver the pavement area of an eyebrow, and Ms. Barringer offered reassurance that fire trucks, etc., could move easily. The Public Service Director noted, however, that an eyebrow requires more maintenance, perhaps doubling or tripling the time needed. Another question was raised about the probability that rain gardens would survive without more than once-a-week watering. Ms. Barringer said there is no garden that doesn't need maintenance but hopefully homeowners in the area would care about the green space in their areas to help the survival. The Community Development Director added that another option could be to mound the area, rather than have a rain garden. 10 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 11 Mayor Shiely said she envisions that eyebrows have become a part of neighborhoods, providing an area for games, kids, and parties. Though hard to retrofit, she said that she anticipates there would be a good share of opposition if residents had to pay for eyebrows and she has concerns about adding costs at this time. Council Member Grossklaus said he is totally against eyebrows, and said his neighbors would not be for this. Council Member Luden commented that he is "not jumping up and down" for eyebrows. Council Member Rice stated that staff would have a headache keeping the areas green and there would be additional costs associated with that. He said he can't accept them as an extra. Mayor Shiely said she wouldn't be opposed to throwing the idea of an eyebrow out to a large cul-de-sac and asking if those residents would be willing to pay for it, though making it clear to them that it is only an option. Council Member Luden commented that he didn't think it would be readily accepted. The City Administrator reiterated Council's concern about eyebrow maintenance. Street Liqhts There are 286 residential street lights within the City that are owned and operated by Xcel, with the remaining owned and maintained by the City. Xcel has indicated that lights in this area have met their life expectancy and are in need of replacement. Xcel has agreed to replace the lights at the cost of $2,100-2,400 per light. There are 197 residential lights in the PM area. The total replacement cost to the City would be $472,800 for the standard Xcel fixture with the City then resuming responsibility for the system. The City has long contemplated replacing or taking over the residential street lights from Xcel. The City's residential fixture has a much longer life expectancy of 50-plus years and the aesthetic look of the City's standard fixture and pole is better. The estimated cost replacement of 197 light poles in the PM area, plus an approximate 20 additional lights to meet the City's standard light spacing, is $1.1-1.3 million, or $80,000-100,000 of debt for 15 years. Per the IMTF policy, 45% of the total street light work would be assessed and the remaining 55% paid from the Street Light Utility Fund. Mayor Shiely commented that it is a"no brainer" (not to proceed, due to cost). The City Engineer stated that staff is pursuing another option, that is, when Xcel changes their light poles that they install them to City lighting standards. Mayor Shiely suggested that staff find out if Xcel has conformed to community standards in other areas. The Public Works Director stated that a problem would arise if Xcel pulled their lights out and noted that an issue is that they meet standard wiring codes, as some were grandfathered in. The City Engineer also commented that Xcel's response times are oftentimes not as quick as the City's. The Public Service Director said more information is needed from the Legal 11 Department. The Finance Director cited the comparison of for Xcel and $12.50 for the City. Regular Meeting — September 19, 2007 Cottage Grove City Council Page 12 quarteriy service rates as $18.50 It was Council consensus that the cost is too high, so the project is not feasible, but staff will continue negotiations with Xcel and keep Council apprised. Sanitary Sewer Sanitary sewer televising revealed a number of problem areas that can be repaired by spot replacement (problem pipe excavated and replaced). There may be other cases in which slip lining or other methods may be used to make repairs. Per the IMTF policy, 45% of the total sanitary sewer work would be assessed and the remaining 55% paid from the Sanitary Sewer Utility Fund. Council Member Luden commented that there is a significant difference in replacing pipe. Storm Sewer Storm sewer televising revealed them to be in fairly decent shape with only minimal areas of problems of minor obstructions. Per the IMTF policy, 45% of the total storm sewer work would be assessed and the remaining 55% paid from the Storm Water Utility Fund. The estimated cost is $140,000 and under the budgeted $220,000. Water Main Repair is much more expensive than others and many breaks are due to "hot soils" (corrosion and movement causing breaks). Water mains were not originally wrapped but the process is done now. Many breaks on the streets are due to older cast iron pipes snapping and repeated repairs are shortening the normal life expectancy of streets. It is staff's recommendation to replace the unknown water main areas during the construction project. Mayor Shiely inquired as to whether history is such that affected neighbors would understand the need for proposed repairs. The response was that they would and that those repairs should last 150 years by utilizing wraps that would prevent corrosion. The Public Service Director added that high sand soif could also be problematic and there is no guarantee to prevent water main breaks unless every area is examined. Council Member Luden inquired if the breaks were straight only. The response was that all kinds of breaks have occurred, including straight and curve. Mayor Shiely asked if 80 Street is part of the assessment, and the Finance Director stated that staff didn't phase assessments on project costs. The City Engineer noted that it is difficult, comparing assessments, to put into a different formula. Mayor Shiely said it is Council's job to ensure fair treatment. The City Engineer asked if it would help to inform residents of construction being done, and Mayor Shiely responded 12 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 13 affirmatively and suggested that a letter be distributed prior to project onset. Council Member Grossklaus asked if assessments are made for pipe breaks. The City Administrator responded no, but it seems Council is in agreement that now seems the time to do the work since we're in there and he doesn't want to repair a new street that will have a water main break. Council Member Luden asked if there is a system in place that tracks breaks. The response was that there are leak tests performed but no tests for pipe integrity, noting, however, that several areas are known because sections have had several breaks. The City Engineer stated that staff can obtain more statistics to provide answers for Council and the public, who would be evenly assessed for 45% ($300 each, $790,000 across district). Mayor Shiely said some residents in the district might feel cheated (being assessed for other areas receiving the improvements). It was also noted that these areas might get hit time and again without benefit. The City Administrator said the comments raised an interesting point to be discussed. The City Engineer asked the Council if a 25% projected cost value would be more palatable. Mayor Shiely said the goal is to provide value to properties and she doesn't see how a water main on one street can be of benefit to other homes or understand how to assess for that. The City Administrator reiterated that the plan was to include in the project whatever needed to be done and assess everyone for the entire cost ($4 million but capped at 1.5% of taxable market value depending on type of project). He said the assessment now is at 45% of projected costs regardless of what it is, so long as there would be assessable costs and no cap, and now pipes have to be considered. Council Member Luden asked what the driver for the change is. The City Administrator stated Counsel advised that the way of assessing with a cap on market value was questionable, as people weren't treated equally. The City Engineer stated that the water main acts as a system and there is some benefit to the whole area, a critical part of the system that supplies water to homes. Council Member Rice commented that it is critical to the system but not to residents. Mayor Shiely suggested checking areas that have similar problems, and the City Administrator said staff will come back with options. Trunk Water Main Installation There is need to get more supply to the intermediate zone, now supplemented by the high zone. Pipe installation is estimated at $800,000, which the Water Area Fund would assume. Staff have talked with the school district, as it goes across their property, and they are willing to continue discussions. 13 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 14 Trails The City Engineer requested Council feedback as to how they envisioned neighborhoods being connected to the trail corridor, adding that development plans retained outlots for future connection but it didn't happen when the developments came through. She quoted a phase 1 estimate of $50,000. Council Member Grossklaus inquired about possible grants, and the City Engineer stated that the City had been denied as the trails can't connect regionally. Mayor Shiely asked if staff is proposing that parks improvement be rolled into assessments, and the City Engineer responded that it could be assessed if there is a transportation component but not if a recreational trail. Mayor Shiely asked why these things were being evaluated now. The City Administrator stated that his direction to staff was, when looking at the infrastructure, to look at everything that potentially needed to be done in the neighborhood and reported that the trail system needs to be completed for both Highland Trail and Pine Tree Valley. He also discussed removing the sales trailer at Pine Tree Valley and perhaps building a simple shelter or new building to serve as a warming house, as there is a nice outdoor hockey rink there. It was noted by an audience member that the current building at the site smells like mold. Council Member Luden asked about the costs for options 1 and 2 eyebrows, and the City Engineer responded that she would clarify that. Mayor Shiely asked if the park trail improvement and park buildings were included in the project costs, and the City Engineer stated that the trails were. Mayor Shiely said she would like to know what the cost will be for each residence. Council Member Luden asked if a second workshop is needed to continue discussion, and the City Administrator stated that staff would like another because it is a fairly large project. The City Engineer added that the difficult part is guessing what Council wants and so direction is very helpful. Mayor Shiely stated her support for park improvements and finishing the Pine Tree Valley building. The City Administrator stated that staff is not proposing to assess any park improvements. Council Member Grossklaus requested seeing two columns — total projects and assessments. The City Engineer stated that consensus seems to be that Council does not favor eyebrows but does favor phasing. The City Administrator stated that it would require sufficient funds and determining what the individual assessments will be and how they will impact homeowners (estimating $3,000-3,500 over 15 years). The Finance Director estimated a first payment as $422. 14 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 15 The City Engineer asked Council, when laying out the options to see the effect it will have on phase finro, if they want her to show it as all one (assuming the whole thing will be done) or split (noting a different formula for water). Mayor Shiely stated her preference for a split of the phase that has watermain problems. An audience member said the major issue is the watermain and he asked why it can't be spread over the whole City. The City Administrator said it is due to following IMTF policy but he said staff will go back and revisit the issue. Council Member Luden asked about breaking out the required work in phases. The City Engineer stated that there is an elevated construction cost as time progresses and noted that the phase 2 contractor would have to make a lot of assumptions and the City could risk that estimates would be padded to accommodate unexpected increases. An audience member asked if the cost would come down if phases 1 and 2 were done at the same time, and the City Engineer stated that it would help lower the assessment. The Finance Director said the impact will be the same if one or finro projects are done in both years, as there is capacity now and it would be factored in the target debt levy, and other projects will have to be postponed to stay under the target levy. He said that is something that will need to be discussed. The City Engineer stated that she would lay out the options and suboptions but needs direction whether to put the trails in or lease out and phase accordingly. Mayor Shiely said she didn't see this as being controversial and expressed no objection to it not being included in the assessment. The City Administrator stated that the City would want to do the work anyway from a recreational and transportation standpoint and residents would perceive a higher benefit by having the work done as part of the project. Mayor Shiely recommended that future trails have signs installed indicating that. She also said she'd appreciate feedback from the Parks Commission. The City Engineer said staff wants to gauge public reaction to the Inwood abandonment area, which has no lots facing off it, and the possible concepts if the road is terminated. Council Member Grossklaus added impact on traffic and changing patterns. Mayor Shiely said she couldn't see abandoning the area. The City Administrator stated that Inwood would be redundant if Ravine Parkway goes across and options to ponder would be either reconstructing as MSA or abandoning. He said it will be a topic for another day, perhaps five years out or longer. Pine Tree Valley Park The City Engineer asked if Council preferred a picnic shelter with one restroom or a warming house for the park. Council Member Rice stated his preference for a warming house with restrooms and picnic shelter. The City Administrator stated that financing would come out of the Building Replacement Fund and also noted that Donnay had been the previous donor of the building on the site. Mayor Shiely about the usage rate of Pine Tree. The City Administrator stated it is used for the summer recreation program and is evaluated annually. It was Council consensus that the subject would be discussed at a future workshop. 15 Regular Meeting — September 19, 2007 Cottage Grove City Council Page 16 WORKSHOP SESSION — CLOSED None. ADJOURNMENT MOTION BY RICE, SECONDED BY GROSSKLAUS, TO ADJOURN THE MEETING AT10:15 P.M. MOTION CARRIED 5-0. RespectFully submitted, Mary Heintz TimeSaver Off Site Secretarial, Inc. 16