HomeMy WebLinkAbout2006-04-19 MINUTESREGULAR MEETING
COTTAGE GROVE CITY COUNCIL
April 19, 2006
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.
Ron Reiman, 6120 Hadley Avenue, stated that he, along with ten of the twelve families living
along Hadley Avenue, are present tonight with the hopes to have a voice in certain aspects of
the development. He referenced a letter sent to Council stating that none of the families
oppose the development but they do believe that their suggestions, as laid out by the task
force, could be applied. He noted that the Mayor had acknowledged that the residents'
recommendations and suggestions to the task force have not been followed as it was
expected. He indicated that the letter presented to council reviews five major points: sewer
and water, zoning, appropriate buffering for the area behind the homes on the east side of
Hadley Avenue, and that Hadley Avenue not be upgraded. He explained that the residents
believe that their suggestions would help to preserve the semi-rural character of the area. He
stated that they also want to shield families from the imposition of costly and unnecessary
upgrades. He stated that they are disappointed as they have come to realize, while working
through this process, that they really don't have an influence on the process, that it is actually
guided by the developers. He stated that they have worked closely with Staff throughout the
process and assured Council that they would continue to offer their services as a part of the
development process. He stated that they would appreciate Councit's assistance in keeping
this as a model for future neighborhoods.
Mayor Shiely acknowledged the Hadley Avenue residents' concerns adding that Council has
a copy of the letter referenced that includes their signatures. She thanked them for work and
presence at the meeting and for sharing their concerns with Council.
Eric Nelson, 9396 Indian Boulevard Court South, stated that his concern is with an item on
the agenda. He stated that it is his hope that the Council would consider all facts as it deals
with the 103� Street Bridge. He noted that moving gravel from a mile away and making the
bridge an overpass versus an underpass could save the City a tremendous amount of
money. He indicated that this would be a more logical solution for the intersection.
Mayor Shiely stated that this is on the agenda and asked residents to wait until that time to
make their comments.
CALL TO ORDER
Regular Meeting — April 19 2006
Cottage Grove City Council
The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular
meeting on Wednesday, April 19, 2006, at the Cottage Grove City Hall, 7516 80 Street
South. Mayor Sandy Shiely called the meeting to order at 7:30 p.m.
ROLL CALL
Present: Mayor Sandy Shiely
Council Member Myron Bailey
Council Member Karla Bigham
Council Member Mark Grossklaus
Council Member Pat Rice
Also Present: Ryan Schroeder, City Administrator
Ron Hedberg, Finance and Administrative Services Director
Howard Blin, Community Development Director
Michael Zurbey, Interim Public Safety Director
Les Burshten, Public Works Director
Corrine Thomson, City Attorney
ADOPTION OF AGENDA
MOTION BY BAILEY, SECONDED BY BIGHAM, TO APPROVE THE AGENDA AS
PRESENTED. MOTION CARRIED 5-0.
PRESENTATIONS
A. Arbor Dav Presentation
Brian Voelker, Public Works, stated that the citywide Arbor Day event is scheduled for
Saturday, April 29, 2006 from 9:00 a.m. to 11:00 a.m. at Oakwood Park, located north of 8p
Street off Hardwood and Harkness Avenue. He stated that parking would be provided in the
Kohls parking lot and the empty lot west of Oakwood Park. He provided Council with an
overview of the planned events noting that a tent would be setup at the park that would
provide areas for ten environmental groups and landscaping companies. He reviewed the list
of organizations involved with the Council. He stated that the events would include a chain
saw artist, Peaceful Methodist would be giving away flower seeds, four trees that had been
donated by Bailey's Nursery would be given away through the course of the event, Public
Works Department plans to have a recycling and stormwater information table, and Freckles
the Frog would also be in attendance. He stated that the plan is to promote the parks and
provide information regarding the work that is planned for the season.
APPROVAL OF MINUTES
A. March 1, 2006 Regular Meeting
Mayor Shiely stated that the minutes stand approved as presented.
Regular Meeting — April 19 2006
Cottage Grove City Council
CONSENT CALENDAR
Council Member Bailey pulled Item's 4J and 4K for discussion.
Council Member Bailey referenced Item 4J and explained that this is a resolution accepting a
donation of trees from Bailey Nurseries for the Arbor Day event. He stated that on behalf of
the Council he would like to thank Bailey Nurseries for their donation of trees for the Arbor
Day event.
Council Member Bailey referenced Item 4K, a resolution to write-off Cottage Grove EMS
accounts receivable, and clarified that Staff is asking Council to authorize a write-off for
unpaid ambulance fees. He asked Staff to provide the Council with a complete list of all
companies that are a part of the proposed write-off.
City Administrator Schroeder confirmed that Staff is asking for Council's approval and
assured Council that Staff would provide them with a list that includes all companies involved
in the write-off.
MOTION BY RICE, SECONDED BY BAILEY, TO:
A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES:
i. PUBLIC WORKS COMMISSION OF MARCH 15, 2006.
B. AUTHORIZE ISSUANCE OF A SINGLE-OCCASION GAMBLING PERMIT TO
SOUTH WASHINGTON COUNTY SCHOOL DISTRICT 833/DBA SOUTH
WASHINGTON SENIOR CENTER, 8400 EAST POINT DOUGLAS ROAD, TO
CONDUCT A RAFFLE ON OCTOBER 20, 2006.
C. ACCEPT AND APPROVE AGREEMENT FOR THE GREATER YMCA OF ST. PAUL
TO OPERATE THE COTTAGE GROVE OUTDOOR MUNICIPAL POOL IN THE
SUMMER OF 2006.
D. RATIFY THE APPOINTMENT OF ROBERT DAVY AS CHAIR OF THE PARKS,
RECREATION, AND NATURAL RESOURCES COMMISSION.
E. CLARIFY MICHAEL ZURBEY'S SERVICE AS INTERIM PUBLIC SAFETY DIRECTOR
FROM MAY 10, 2005 UNTIL THE APPOINTMENT OF A NEW DIRECTOR.
F. ADOPT RESOLUT/ON NO. 06-071 APPROVING INTERFUND TRANSFERS
BETWEEN FUNDS. ADOPT RESOLUT/ON NO. 06-072 AUTHORIZING CLOSING
CERTAIN FUNDS. ADOPT RESOLUTION NO. 06-073 AUTHORIZING INTERFUND
LOANS IN THE AMOUNT OF $2,40,000 TO THE 2005 IMPROVEMENT FUND (564)
AND $1,000,000 TO THE 2006 IMPROVEMENT FUND (565).
G. ADOPT RESOLUT/ON NO. 06-074 APPROVING BUDGET ADJUSTMENTS TO THE
2005 BUDGET.
H. ADOPT RESOLUTION NO. 06-075 ESTABLISHING A POLICY FOR DESIGNATING
THE GENERAL FUND BALANCE AND REPEALING RESOLUTION NO. 99-122.
ADOPT RESOLUT/ON NO. 06-075.1 ADOPTING 2005 GENERAL FUND BALANCE
DESIGNATIONS AND AUTHORIZING TRANSFERS FROM THE GENERAL FUND.
I. APPOINT WILLIAM ROYCE TO SERVE ON THE PUBLIC WORKS COMMISSION
Regular Meeting — April 19 2006
Cottage Grove City Council
COMMENCING WITH THE MAY 8, 2006 MEETING.
J. ADOPT RESOLUT/ON NO. 06-076 ACCEPTING A DONATION FOR THE CITY OF
COTTAGE GROVE 2006 ARBOR DAY EVENT.
K. ADOPT RESOLUTION NO. 06-077 AUTHORIZING WRITE-OFFS OF THE
COTTAGE GROVE EMS ACCOUNTS RECEIVABLE IN THE AMOUNT OF $524,467.
L. AUTHORIZE THE APPOINTMENTS OF PAUL NARPAUL AND PAUL PONCIN TO
THE ECONOMIC DEVELOPMENT AUTHORITY.
M. ADOPT RESOLUT/ON NO. 06-078 APPROVING THE SUBDIVISION AGREEMENT
FOR SILVERWOOD 2 ADDITION.
N. RECEIVE UPDATE ON THE STORM DAMAGE CLEAN UP POLICY.
MOTION CARRIED 5-0.
RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES
NONE
PUBLIC HEARING
A. Hold a Public Hearing on an Ordinance Amendment to Increase Park Dedication Fees
to $4,000 per Unit.
Community Development Director Blin explained that Park Dedication fees are reviewed and
updated on an annual basis. He further explained that the fees are paid in lieu of land
dedication and are based on land values. He reviewed the recommended changes with
Council noting that Staff does expect to be back before Council again next year for another
update. He stated that the $4,000 per unit fee best represents the data that is available.
Mayor Shiely opened the public hearing at 7:40 p.m.
Mayor Shiely closed the public hearing at 7:41 p.m.
MOTION BY BAILEY, SECOND BY GROSSKLAUS, TO ADOPT ORDINANCE ND. 790 FOR
THE CITY OF COTTAGE GROVE, MINNESOTA, AMENDING CHAPTER 10-4-3C,
SCHEDULE OF PARK DEDICATION REQUIREMENTS, OF THE COTTAGE GROVE CITY
CODE RELATING TO INCREASING THE PARK DEDICATION FEES. MOTION CARRIED
5-0.
BID AWARDS
A. Consider Awardinq the Contract for the 2006 Sealcoating Project to Pearson Brothers,
Inc. in the Amount of $163,583.55.
MOTION BY GROSSKLAUS, SECOND BY BIGHAM, TO ADOPT RESOLUT/ON NO. 06-078
AWARDING BID FOR THE 2006 SEAL COAT PROJECT TO PEARSON BROTHERS, INC.
IN THE AMOUNT OF $163,583.55. MOTION CARRIED 5-0.
Regular Meeting — Apri119 2006
Cottage Grove City Council
B. Consider Awardinq the Contract for the 97 Street Extension Project to Ryan
Contractinq, Inc. in the Amount of $895,890.14.
City Attorney Thomson stated that she would like to recommend an addition of verbiage to
the last paragraph of the proposed resolution. She reviewed the recommended changes and
suggested that the final paragraph read as follows: `NOW THEREFORE BE IT RESOLVED,
by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota,
that the bid submitted by Northwest Asphalt is rejected for failure to acknowledge receipt of
the bid addendum; and that the bid for the 97 Street Extension Project be awarded to Ryan
Contracting Company in the amount of $895,890.14.'
Council agreed and Mayor Shiely asked that the changes be included in the motion.
MOTION BY RICE, SECOND BY BAILEY, TO ADOPT RESOLUTION NO. 06-079
REJECTING THE BID SUBMITTED BY NORTHWEST ASPHALT FOR FAILURE TO
ACKNOWLEDGE RECEIPT OF THE BID ADDENDUM AND AWARDING THE BID FOR
THE 97 STREET EXTENSION PROJECT TO RYAN CONTRACTING CO. IN THE
AMOUNT OF $895,890.14. MOTION CARRIED 5-0.
UNFINISHED AND NEW BUSINESS
A. Consider Passinq a Motion Approving Chanqes to the Fire Division Compensation and
Orqanization Plan.
City Administrator Schroeder provided Council with a brief overview noting that budget dollars
were allocated in the 2006 budget for an increase in compensation for firefighters. He stated
that Staff discussed the goals of the Fire Division as they relate to compensating firefighters
and explained that they want to provide for a system that would encourage people to be
available for response during daytime hours. He stated that Staff believes they have put
together a proposal that does provide the appropriate recognition and compensation and
provided Council with a brief overview of the four goals and recommended increments.
City Administrator Schroeder referenced the organization chart included for the Fire
Department noting that Council has not yet adopted a formal organization chart. He stated
that this was also part of their discussion and Staff is recommending an authorized
organizational structure.
Mayor Shiely asked if the problem is monetary or availability of firefighters during daytime
hours. She asked if the recommended increments would make a difference with the
availability of firefighters. City Administrator Schroeder clarified that the problem is both
monetary and availability. He stated that Staff does believe that the recruitment efforts would
be more favorable with the recommended pay system. He stated that Staff is not anticipating
an immediate increase in responders but they do believe that there would be some impact.
Council Member Bigham asked Chief Byerly to provide Council, at some point, with an
Regular Meeting — April 19 2006
Cottage Grove City Council
update on the EMT quarters.
MOTION BY BIGHAM, SECOND BY RICE, TO APPROVE CHANGES TO THE FIRE
DIVISION COMPENSATION. MOTION CARRIED 5-0.
MOTION BY RICE, SECOND BY BIGHAM, TO APPROVE FIRE DIVISION ORGANIZATION
STRUCTURE AND PLAN. MOTION CARRIED 5-0.
MOTION BY RICE, SECOND BY BIGHAM, TO APPROVE SHIFT DIFFERENTIALS
EFFECTIVE MAY 15, 2006. MOTION CARRIED 5-0.
B. Consider Options for the Replacement of the BNSF Bridqe over 103� Street
Public Works Director Burshten stated that this item was first brought before the Council on
March 15 He explained that Council tabled the item and asked for additional information,
which was presented on April 5, 2006. He further explained that Staff reviewed the new
information and notified Council that the issue would be brought before the Public Safety and
Public Works Commissions for their review. He stated that two options have been provided
for Council's review. He referenced Option 1 stating that it would allow a 28-foot wide road in
an S-curve configuration that would go under the center span. He stated that the bridge
would be built in the same location as the existing bridge. He reviewed the spans, materials
and costs with Council noting that the costs would be incurred by BNSF Railroad and that the
City would incur no cost for the bridge replacement, but that the City would incur costs to
conduct street improvements once the bridge replacement is complete. He referenced
Option 2 stating that this option would expand the overpass and would accommodate a 34-
foot wide road with the ability to construct a sidewalk adjacent to the curb. He explained that
the S-curve would be removed, because with this option it would be straight through the
center span. He indicated that the location of the bridge would have to be shifted to the south
to get the piers in the desired location noting that this option increases the costs substantially.
He reviewed the span and layout with Council noting that the estimated costs for this option
would be $2,220,000. He indicated that BNSF Railroad would be looking to the City of
Cottage Grove to pick up the incremental costs of $1,250,000. He stated that the City would
also be responsible for another $250,000 that would be used for road improvements. He
stated that the issue at hand is to decide whether or not the City is interested in spending
$1.5 million dollars on this project.
Public Works Director Burshten stated that both the Public Works Commission and the Public
Safety Commission have reviewed the options. He indicated that the Public Works
Commission's main topic of discussion was how the project would be funded. He stated that
there are three potential funding sources, MSA, Federal Funding or property assessment, in
addition to possible General Fund sources. He stated that both the Public Works
Commission and the Public Safety Commission voted unanimously for Option 2. He stated
that the Public Works Commission also recommended property assessment for much of the
funding. He stated that Staff agrees and also recommends Option 2. He acknowledged that
Option 2 is very expensive and indicated that funding would be the biggest obstacle. He
noted that Burlington Northern is not interested in shutting this bridge down.
Regular Meeting — Apri119 2006
Cottage Grove City Council
Mayor Shiely referenced the funding and clarified that the City would be considering an area
wide assessment. She asked who would be assessed, how many would be involved and
how would they rationalize the assessment to a few people that this would be to their benefit.
She expressed concerns stating that it would not be realistic to rely on assessments in this
area. She stated that she is concerned as to how the City would come up with the required
funds.
Public Works Director Burshten stated that the figures Staff received from Burlington
Northern are entirely estimated costs. He stated that the actual bid package has not been
prepared yet noting that Burlington Northern would not give the City a guarantee at this time.
He stated that bid packages would have to be put together and the project would then go out
for bids. He noted that there would be some land acquisitions on the Bailey side in order to
straighten out the road.
Mayor Shiely stated that Council would like to know how Staff would identify the appropriate
properties to assess for a project like this and asked that Staff develop a list of the properties
for Council's review.
Public Works Director Burshten stated that the current recommendation is to assess through
homestead development and assess as the property is developed.
City Administrator Schroeder stated that Staff would work to refine the assessment process
and determine the impacted properties. He indicated that the assessment would probably
include all properties down stream, which would include the southern portion of Cottage
Grove and Grey Cloud Island. He clarified that Council has recommended pursuing an
agreement with Burlington Northern and as part of the agreement the City would be seeking
funding assistance.
Council Member Rice stated that he too is concerned with the funding. He stated that he
does not anticipate any real development in this area any time soon and the only thing this
would benefit are residents from neighboring Cities and Townships that travel through
Cottage Grove. He stated that even with property assessments the City would still be looking
to fund approximately $1 million. He stated that he would vote for Option 1.
Council Member Bailey stated that he has always supported the widening of this bridge. He
noted that this would be a 75-year bridge and any decision made tonight would be in effect
for the next 75 years. He expressed concerns stating that the chances to be able to go back
to make changes when future developments come in would be slim to none. He stated that if
this were a new project Council would never allow an S-curve, that they would always go with
widening a road. He stated that in considering the 75-year impact the City should do it right.
He stated that he would vote for Option 2.
Council Member Bigham expressed her agreement with Council Member Bailey. She stated
that the City should do it the right way now. She stated that she would vote for Option 2.
Regular Meeting — April 19 2006
Cottage Grove City Council
Council Member Grossklaus stated that they should exhaust all options. He noted that this
would be for 75 years and the decision made has to look to the future. He stated that he is
not happy about the cost but does not see anything wrong with pursuing this the right way.
Mayor Shiely asked if Council would have the ability to come back at some point in the
negotiations to ask for Option 1. City Administrator Schroeder assured Council that Staff
would negotiate in good faith with Burlington Northern. He explained that Staff is asking
Council for their direction to go forward with the option that allows the widening of the road.
He noted that property on both sides of the road would have to be purchased.
Public Works Director Burshten stated that once the project starts the major expense would
be the expansion of the bridge itself. He reviewed costs with Council noting that Burlington
Northern is anxious to get the project started.
Mayor Shiely expressed concerns about the costs stating that she would be more willing to
vote in favor of this if the area was closer to development, as it would help to expand the tax
base. She stated that at this point she does not believe that the City should be spending this
amount of money.
MOTION BY BIGHAM, SECOND BY BAILEY, TO AUTHORIZE STAFF TO PURSUE AN
AGREEMENT WITH BNSF RAILROAD FOR OPTION 2 AND THE WIDENING OF THE
103 STREET BRIDGE. MOTION CARRIED 3-2 (AYE-BAILEY/BIGHAM/GROSSKLAUS;
NAY-RICE/SHIELY).
Council Member Rice stated that the bridge would be closed for approximately three months
with this option and asked that the residents on the island be notified about the closure.
C. Review 800 MHz Radio/Dispatch Update Information and Provide Direction to Staff.
Mayor Shiely clarified that the discussion tonight is not about doing away with the ambulance
service or 911 services to the residents. She stated that it is about moving the radio system
to the system used by County and about closing the local communication center and going
with the County Service Center. She assured the residents that the City would still have the
area emergency support and that residents would still be able to use 911 for emergencies.
Captain Craig Woolery provided Council with a brief overview of the 800 MHz Radio
Dispatch. He explained the differences between the VHF bandwidth and 800 MHz. He noted
that the number one failure during the September 11 attack was communications adding
that Minnesota implemented an anti-terrorism bill in 2002. He explained that it would be a six
phase plan beginning in the metro area and eventually expanding to the outstate regions. He
stated that Phase One and Two for the seven-county metro area is basically done except for
Washington County. He explained that Washington County has a lot of rural and urban areas
and does not have a lot of the infrastructure available that is necessary for this system. He
reviewed the objectives with Council and assured Council that the intent is to improve the
safety of the emergency responders, to ensure standardization and interoperability, and to
develop partnerships and to encourage shared use of the resources.
Regular Meeting — April 19 2006
Cottage Grove City Council
Captain Woolery stated that the City of Cottage Grove has had a dispatch center for over 30
years noting that the City began to provide a dispatch service in the 1970's. He provided a
brief history and explained that the communications equipment is old and difficult to support.
He stated that the City can no longer afford to be an island they must be efficient in the
service provided to the residents. He explained the process and how Cottage Grove dispatch
is done today befinreen police� fire and public works noting that the current dispatch center is
understaffed and there is a need to be able to provide the proper coverage.
Captain Woolery reviewed costs with Council noting that the County Board passed their 800
Mhz system on April 18, 2006. He stated that implementation could begin in late 2007. He
provided Council with examples of the percentages the City of Cottage Grove would pay for
the Communications Center and reviewed Metro Area PSAP Survey results. He assured
Council that all Counties view this as a proactive means of delivering an efficient model for
public safety. He explained that a single service dispatch center would have a deeper pool
for an employee base adding that emergency training would be provided to all dispatchers.
He indicated that Directors are in place and user group meetings have started. He stated
that surveys were sent to all Washington County users asking for feedback on the services
provided noting that all of the responses received indicated that users are satisfied with the
services provided. He stated that there is a need to find a better way to handle emergency
situations due to all of the changes over the last ten years. He explained that the system is
capable of providing GPS, sharing information between Cities, pre-fire plans would be
available, it would provide in-car field reporting, and electronic citation and incident reporting.
He acknowledged that it is hard to make changes noting that it is a different time with a
different technology and the City should provide their officers with the right tools that allow
them to do their jobs the right way. He assured Council that this is a consolidation and an
effort to bring two systems together. He stated that employees would not be laid-off noting
that the current dispatch center has finro vacancies. He assured Council that all employees
who want a job would have a job with Washington County.
Mayor Shiely expressed concerns stating that she does not want to give residents the
impression that the only way the City could get this new technology is by physically closing
the local communications center. She asked if it would be impossible or too expensive to
upgrade the local communications center noting that the City of Edina has elected to maintain
a local communication center. She stated that she does not believe that the City has to be
compatible with Washington County and the State with 800 Mhz in order to provide efficient
emergency services. She referenced the costs and reviewed with Council noting that she is
not clear on what the City's costs would be. She referenced the annual costs for the
communication center stating that she did not see, anywhere in the report, what the costs
would look like twenty years from now. She stated that she would have felt better had this
information been included. She stated that she does not feel that there was adequate
information provided on the costs between a local communication center and migrating to a
centralized dispatch center. She clarified that the City is actually paying Washington County
for the County Communication Center even though the City is not using it. Captain Woolery
confirmed that the City is making payments to Washington County for the Communication
Center.
Regular Meeting — Apri119 2006
Cottage Grove City Council
Acting Public Safety Director Zurbey noted that the cost for CSO officers was not built in and
suggested including this if the Council wants to extend coverage to evening hours.
Jack Nicolay, 9144 91 Street, stated that he has been a resident of Cottage Grove for 28
years, and as a member of the East Suburban Chaplains has supported many local police
departments. He discussed the value of a local dispatch center to the City with Council
noting that it is important and valuable because they have a focus on this city only. He stated
that a local focus is important because the men and women, who have dispatched here for so
long, have a familiarity with the area and past incidents, which is something that cannot be
developed in a centralized center. He stated that this knowledge and familiarity provides
safety to both the citizens and officers in Cottage Grove. He stated that familiarity of the area
and past incidents is a service to City of Cottage Grove and definitely relates to safety issues,
as it is not available through a centralized communication center. He urged Council to take
these concerns into consideration when weighing the value of this service.
Kathy Buss, resident of St. Paul Park, supervisor for Cottage Grove Communication Center,
stated she would like to clarify three items: first, the equipment located in the main room of
the dispatch center was purchased brand new, not used, in 1982; second, Cottage Grove
worked as backup for the City of Newport through the 1990's until Newport built their
communication center; third, while it would be nice to have finro dispatchers on night shift, the
call load does not justify two. She provided Council with a review of the history and services
provided to the citizens noting that the local communications center does provides a valuable
service to citizens of Cottage Grove. She noted that the citizens of Cottage Grove voted, by
a 73-percent margin, to retain the communications center in Cottage Grove. She stated that
the center provides citizens with a level of personalized service that is unmatched and could
not be matched or maintained if provided through the Washington County Communications
Center. She asked Council if they want to sacrifice local autonomy and service. She
provided Council with an overview of the Cities who opted not to participate noting that their
decision was based on the fact that the Cities did not believe that the level of service would
continue as it does today.
Lyle Puppy, 3525 Nokomis Avenue, St. Paul, stated that he was a resident of Cottage Grove
for 18 years and during those years he served the City as a member of the Planning
Commission, a member of City Council and as a Reserve Officer. He stated that he also
perFormed voluntary dispatch services during emergency situations and asked how many of
the Council Members have sat in and observed the workings of the dispatch center during the
time of an emergency. He stated that a Council Member should not be able to vote on this
issue unless they can answer yes to that question and show that there is an understanding of
what a dispatcher is responsible for. He acknowledged the expenses to maintain a local
dispatch center noting that funds should be made available to the cities if the Federal
government is requiring that all cities convert to the 800 Mhz System. He asked if the
Cottage Grove dispatch is being farmed out to the County in order for the City to be able to
fund a new City Hall. He reviewed the survey results referenced by Captain Woolery with
Council and expressed concerns regarding the potential loss of familiarity with the area if the
City converts to the County operated communications center.
Regular Meeting — April 19 2006
Cotfage Grove City Council
Paul Dier, 170 Valley Side Drive, St. Paul, Dispatcher for the City of Cottage Grove, stated
that Council is faced with making a big decision about the future of its communications center
noting that the radio center system has not been upgraded for a long time. He agreed that
the cost to upgrade would be high noting this is not what is in dispute. He explained that the
decision should be based on the quality of customer service noting that the communications
center services hundreds of customers every month. He expressed concerns regarding the
possibility of job cuts noting that the center currently has five full time dispatchers that have a
combined 67 years of experience with the City of Cottage Grove. He stated that while on
vacation this past week he asked Washington County for an opportunity to sit in and observe
and was told that it was not a good time due to the fact that they were in the process of
training at the time. He provided Council with several examples of the work done by the local
dispatchers and urged Council to carefully consider all the facts and options. He stated that
most of the dispatchers are members of the community and expressed concerns about the
potential loss of knowledge and familiarity if the Council decides to merge with the County
Communications Center. He asked Council to consider carefully and urged them to do the
right thing.
Sami Gabriel, Teamsters Representative for the Dispatchers, asked Council to take
everything into consideration before making a decision. She stated that the Communications
Center needs new equipment to provide better service for public safety and reviewed the
choices Council has before them. She stated that this should be an easy choice to make
noting that the dispatch center has been part of the City of Cottage Grove's public safety for
over 30 years and the dispatchers have a strong dedication to the City. She expressed
concerns stated that the citizens have not been given enough time to consider the impact and
asked that Council provide them with the time to think through all of the options. She asked
Council to base their choice on continuity and service. She stated that Council has two
options, they could put their decision on hold and to allow the citizens time to consider the
impacts or Council could make the decision to upgrade the equipment that is needed to
maintain public safety.
Greg Rinzel, Cottage Grove Police Sergeant, stated that the current system is inefficient and
ineffective and something should be done. He expressed concerns stating that nothing has
been done over the last ten years to ensure that the service is done properly. He stated that
if Council decides to go with the County it should be due to the efficiency of system. He
suggested investing money in the organization by adding officers, CSO's and staff. He stated
that service for walk-ins is important and they deserve the attention that is needed. He
expressed concerns stating that he does not want to see anyone lose their job noting that it
would be fiscally irresponsible to spend money on a system when there is no money in the
bank. He stated that Council is now in the position where they have to make a decision as to
what is best for public safety noting that fiscally, the only way to do this would be to go to the
County. He acknowledged that this is an unpopular stance but it is something that has to be
considered. He stated that as an administrator, Captain Woolery has been put under the gun
and he expressed concerns that this situation shows that dispatchers are also under the gun.
Council Member Bailey stated that a question was raised earlier regarding the availability of
Regular Meeting — April 19 2006
Coftage Grove City Council
grant funds and asked staff to research and provide Council with an update.
Interim Public Safety Director Zurbey stated that Captain Woolery covered the grant
availability noting that grant monies are pretty much gone. He indicated that asking for grant
money at this point is not an option.
Council Member Bailey asked if their intent all along has been to consolidate the dispatch
services throughout the county. Interim Public Safety Director Zurbey stated that this
appears to be the history adding that cost is one of the factors.
Council Member Grossklaus acknowledged that the dispatcher center is a great public
service noting that every year it is a part of the budget discussion. He stated that his concern
has always been for the employees noting that part of his decision tonight would be based on
protection of the employees. He stated that he believes the City could help the employees
remain employees noting that down the road Washington County would not have to take
Cottage Grove employees. He stated that he would agree with moving the dispatch function
to Washington County.
Mayor Shiely stated that her number one concern is not the job of the dispatchers but is the
service available to the citizens of Cottage Grove. She referenced a survey that was done in
1993 for the communications center noting that it has been a value that the community has
consistently identified that they are willing to pay for. She acknowledged the expenses and
agreed with Captain Woolery that the City has to invest money for the new technology. She
stated that the City has spent too much time ignoring this and it has to change noting that the
bottom line here is that she is concerned about the service provided to the citizens of Cottage
Grove. She stated that she could not vote to close the communication center in Cottage
Grove, as she does not feel that closing it would be the right thing to do for the citizens. She
stated that the City is currently spending approximately $50 more a year per household to
keep the communications center and most citizens have said they are willing to spend this
money to keep it open. She urged the Council to consider upgrading the technology and
keeping the communications center open.
Council Member Bailey stated that he has had the opportunity to observe the dispatchers at
work and wants to make sure that the dispatchers are given every opportunity to have a job
with the County. He noted that there has been talk to delay this decision stating that to delay
the decision could cause a situation where none of dispatchers would be given jobs. He
stated that Staff has indicated that anyone, at this time, that wants to move to the County
would have the opportunity to do so, but this might not be the case if the decision is delayed.
He stated that he believes that Council should consider moving to the County system. He
stated that he would also like to be sure that if the City decides to go forward with the County
System that any monies saved would be used to upgrade technology and the canine
vehicles. He stated that at this point he would support moving the dispatch to the County.
Council Member Bigham stated there is no doubt that the City needs the 800 MHz and
agrees, to a point, adding that she is concerned about the kind of service that would be
offered. She stated that she is also concerned about availability noting that her first priority is
Regular Meeting — Apri119 2006
Cottage Grove City Council
the safety of residents. She stated that she does feel that keeping the dispatch center here is
important and agreed that the City does need the technology but should try to keep it in
Cottage Grove. She stated that she would vote against the move to the County.
Council Member Rice reviewed the history and growth of the dispatch center with Council
stating that the need for the dispatchers and for public safety dictates that the employees are
first and foremost to consider during this process. He stated that the system is old and would
be expensive to upgrade noting that Washington County has the ability to take over the
Cottage Grove communications center now, which would provide the City with the opportunity
to place a very fine group of dispatchers and ensure their jobs with Washington County. He
stated that the first priority is to take care of the employees first adding that he would vote to
move the dispatchers to Washington County.
Council Member Bigham stated that currently the cost to citizens is $21 and asked if this
would change with the move to the County system. She stated that she would like this
clarified further and would also like to know the intent of Staff as to what the savings would be
used for and how it would be incorporated into the department.
City Administrator Schroeder stated that Staff could come back with a plan and proposal from
Interim Public Safety Director Zurbey that would address their issues and concerns.
Interim Public Safety Director Zurbey stated that it would be difficult to say how they would
spend the money without knowing what they would get. He stated that Cottage Grove was
the last City in the metro area to receive computers for the squads. He stated that there is a
need for a new philosophy adding that this move would free up some funds that would allow
the City to move forward into the new technology.
MOTION BY GROSSKLAUS, SECOND BY RICE, TO AUTHORIZE OPTION 3, MIGRATION
OF DISPATCH OPERATIONS TO WASHINGTON COUNTY SHERIFF'S OFFICE AND TO
DIRECT STAFF TO PREPARE A TRANSITION PLAN. MOTION CARRIED 3-2 (AYE-
BAILEY/GROSSKLAUS/RICE; NAY-BIGHAM/SHIELY).
RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS
NONE
COUNCIL COMMENTS AND REQUESTS
Council Member Bigham thanked Police Departments for the City of Cottage Grove and St.
Paul Park with their help at the Park and Ride.
Mayor Shiely reminded everyone that the Citywide Arbor Day event is scheduled for April 29,
2006 from 9:00 a.m. to 1:00 p.m. at Oakwood Park. She urged everyone to come out and
help celebrate the day.
Council Member Bailey stated that the Business Showcase is scheduled for April 20, 2006,
Regular Meeting — Apri119 2006
Cottage Grove City Council
from 4:00 p.m. to 7:00 p.m. at the Armory. He stated that admission to the event is free and
urged everyone to come out and attend. He stated that the Strawberry Festival Committee is
wrapping up with a meeting scheduled for April 24, 2006 at 6:00 p.m. at City Hall. He stated
that Caron Stransky could be contacted at City Hall with any questions.
Council Member Grossklaus stated that City Clean Up Day is scheduled for May 6, 2006 from
7:00 a.m. to 4:30 p.m. at the Public Works building.
PAY BILLS
MOTION BY BIGHAM, SECONDED BY BAILEY, TO APPROVE PAYMENT OF CHECK
NUMBERS 144468 THROUGH 144735 TOTALING $607,096.26 (CHECKS 144468 —
144522 IN THE AMOUNT OF $287,980.83 ISSUED PRIOR TO COUNCIL APPROVAL.)
MOTION CARRIED 5-0.
Mayor Shiely called a break at 9:51 p.m.
Mayor Shiely called the meeting back to order at 10:03 p.m.
WORKSHOP SESSION — OPEN
A. East Ravine Desian Standards
Community Development Director Blin provided Council with an update on the proposed
design standards for the East Ravine. He stated that the Planning Commission has been
working on these standards for the past several months and plans to hear the proposed
standards at their next meeting on April 24, 2006. He stated that Council would hear any
actions from this hearing in May. He explained that the proposed design standards would
amend many parts of the zoning ordinance and would be recommended for adoption as
amendments to the sub division and zoning codes. He further explained that all of the
proposed standards are related to the basic house and lot size issues adding that a series of
the standards would be incorporated into private protective covenants that would be enforced
by privately owned associations. He reviewed the proposed standards with Council noting
that the Planning Commission would also review the optional guidelines, which are items that
cannot be put into the ordinance but could be strongly suggested for incorporation in
protective covenants for enforcement. He indicated that a new series of districts would be
created that would encompass single-family homes and townhomes adding that it would also
provide a means for developers to apply design standards that include detailed statements of
what Cities would get for additional amenities.
Council Member Bailey referenced the proposed fencing guidelines and asked if the final
draft would be more specific in outlining the requirements. Community Development Director
Blin agreed stating that the proposed guidelines should include two to three clear options or
set forth a detailed standard that is clearly defined and documented.
Council Member Bigham asked if the standard lot size would continue to be 85 feet.
Regular Meeting — April 19 2006
Cottage Grove City Council
Community Development Director Blin confirmed that the plan is to continue with 85 feet as
the standard lot size for single-family homes built in the East Ravine. He stated that the plan
is to present the proposal to Council at the second City Council meeting in May 2006.
WORKSHOP SESSION — CLOSED
NONE
ADJOURNMENT
MOTION BY BIGHAM, SECONDED BY BAILEY, TO ADJOURN THE MEETING AT 10:15
P.M. MOTION CARRIED 5-0.
RespectFully submitted,
Bonita Sullivan
Timesavers Off Site Secretarial, lnc.