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HomeMy WebLinkAbout2006-06-21 MINUTES REGULAR MEETING COTTAGE GROVE CITY COUNCIL June 21, 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. 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, Acting Public Safety Director Harry Taylor, Public Works Supervisor Corrine Thomson, City Attorney Not Present: th Ken Goeber, 7749 74 Street, stated that he is present to address the proposed speed limit increase for Hinton Avenue. He stated that he attended the Public Safety meeting noting that he was asked to attend the City Council meeting to express his concerns with the proposed speed limit increase. He explained that a group of residents have come together to express their concerns and let the City Council know that they oppose the proposed speed limit increase. He indicated that 250 residents have signed a petition opposing the increase and reviewed the residents concerns with Council. He provided Council with a copy of the petition for their review. th Bill Wyer, 774? 74 Street South, stated that he has lived in the neighborhood for over 16 years and is strongly opposed to raising the speed limit to 40 miles per hour. He explained that he has observed a lot of traffic in the area and is very concerned for the safety of the children in the area. He explained that the roads are very narrow and it would be deadly if the speed limit is increased. thth Kathy Duquesne, 7755 74 Street, stated that she lives on the corner of Hinton and 74 and is very opposed to the proposed speed limit increase. She explained that people drive very fast through this are noting that it is very difficult to cross the street. She stated that she is Regular Meeting – June 21 2006 Cottage Grove City Council also very concerned about the children’s safety and asked the Council not to approve the proposed speed limit increase. Constance Jackson stated that she is opposed to the proposed speed limit increase. She stated that she is very concerned noting that there is low visibility in the area due to inclines and declines in the road. She stated that the 20 mile per hour limit at Crestview is rarely complied with and she is concerned for the safety of students and other pedestrians in the area. She stated that the original design for Hinton called for a two-lane noting that the street is now below specifications with truly no wiggle room. She stated that she is very concerned that the increased traffic speed would create a safety hazard. She stated that the original design of the street never included a path noting that now the plan includes a crosswalk ndnd before 72 and 2 Street. She explained that the residents are concerned that MnDOT did not take this into consideration. She stated that the residents would like an opportunity to present their concerns before final decisions are made. She stated that it is their hope that the Council would reconsider approved the proposed increase. Mayor Shiely reviewed the process with the residents and assured them that the Public Safety Commission would have an opportunity to present all concerns to Council before a final decision is made. th Glenn Jorgenson, 7756 74 Street South, stated that he has lived in the neighborhood since 1978 and has been through all of the changes on Hinton Avenue. He stated that he is opposed to increasing the speed limit on Hinton adding that he too is very concerned about the low visibility and safety. He stated that increasing the speed limit would create a hazard to the residents. He asked for clarification on the proposed plans for the walking paths on each side of Hinton Avenue stating that he is concerned about the amount of land the City would need to create the walking paths. Betty Haug, 8459 Jergen Avenue South noted that she spoke at the first hearing on this issue a few years ago stating that not much has changed except for the intensity. She explained thth that the area is a very busy, active area and is completely residential from 70 Street to 80 Street. She stated that she is very concerned for the safety of the residents in the area. She asked that the City provide better notification to homeowners noting that the announcement on this issue was only one line in the local newspaper. She stated that residents should be properly notified for the next public hearing. Jack Hypier, 8199 Homestead, referenced the Strawberry Festival stating that he would like to thank everyone who was responsible for making the event a success. He thanked Council Member Bailey for his involvement with the Committee and for all of his support and hard work at the Festival. He thanked the Volunteer Firefighters for providing the security and Jim Forman for his hard work as a member of the committee and at the festival. He stated that everyone involved did a fantastic job representing the City of Cottage Grove noting that the dedication of all involved was terrific. CALL TO ORDER Regular Meeting – June 21 2006 Cottage Grove City Council The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular th meeting on Wednesday, June 21, 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, Acting Public Safety Director Harry Taylor, Supervisor Public Works Corrine Thomson, City Attorney Not Present: ADOPTION OF AGENDA MOTION BY RICE, SECONDED BY BIGHAM, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED 5-0. PRESENTATIONS A. Girl Scout Gold Awards – Erin Gottfried and Railyn Zenner Mayor Shiely stated that two girls from the City of Cottage Grove, Erin Gottfried and Railyn Zenner, have earned the highest award in Girl Scouts and would become the newest members on the Wall of Pride at City Hall. She explained that the process each of the girls underwent to achieve this award promotes personal growth, enhances their achievement skills and contributes to the Community. She further explained that each of the girls were involved in a community service project for three months and had to complete extensive pre- requisite activities in leadership and skill development. She asked Council to step forward with her to present the awards. Mayor Shiely congratulated Erin Gottfried stating that the City and Council are very proud of her and the contributions she has made to the Community. She stated that her efforts would have a very positive impact on the Community and congratulated her on her achievement. She presented Erin Gottfried with her award. Ms. Gottfried explained her project to Council stating that last summer she helped to organize a Craft and Games Day at Children’s Hospital. She further explained that she also Regular Meeting – June 21 2006 Cottage Grove City Council coordinated donation boxes at the local churches and was able to collect over $2,000 for Children’s Hospital. Mayor Shiely congratulated Railyn Zenner stating that the City and Council are very proud of her and would like to take this opportunity to recognize her efforts. She stated that the City and the Council appreciate her positive impact on the Community and presented Ms. Zenner with her award. Ms. Zenner explained her project to Council stated that she and another Troop member designed and organized a church daycare. She further explained that together they planned and decorated three rooms, held a shower for the daycare that included monetary donations and items needed for the daycare. APPROVAL OF MINUTES NONE CONSENT CALENDAR Council Member Bailey asked to pull Item 4D for discussion. He stated that he would like to recognize and thank each donor on behalf of the Public Safety Department for the donations th made for the 13 Annual Youth Safety Camp. He reviewed each donor with Council and thanked them for their contributions and support. MOTION BY RICE, SECONDED BY BAILEY, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: i. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MEETING MUNTS FROM MAY 8, 2006. ii. HUMAN SERVICE/HUMAN RIGHTS COMMISSION MEETING MINUTES FROM OCTOBER 2005 THROUGH MAY 2006. B. ADOPT RESOLUTION NO. 06-XXX A RESOLUTION AMENDING THE PERSONNEL POLICY; AMENDING COUNCIL ITEM 4.C ADOPTED 12/21/2006. C. AUTHORIZE ENTRANCE INTO A 2006 LABOR AGREEMENT WITH TEAMSTERS PUBLIC AND LAW ENFORCEMENT EMPLOYEES’ UNION, LOCAL NO. 320 FOR DISPATCHERS. D. ADOPT RESOLUTION NO. 06-XXX A RESOLUTION ACCEPTING DONATIONS FROM 3M COMPANY ($1,800); ANDERSEN CORPORATION ($250); BINDER HEATING & A/C, INC. ($100); J.D. BOBCAT SERVICE, INC. ($25). E. APPROVE CHANGE ORDER #1 FOR THE HIGHLANDS POND GRADING PROJECT. F. ADOPT RESOLUTION NO. 06-XXX A RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE NO. XXX BY TITLE AND SUMMARY. G. ADOPT RESOLUTION NO. 06-XXX A RESOLUTION APPROVING A CONDITIONAL USE PERMIT TO ALLOW HO KING RESTAURANT, 8711 EAST POINT DOUGLAS ROAD SOUTH, TO SERVE LIQUOR. Regular Meeting – June 21 2006 Cottage Grove City Council H. ADOPT RESOLUTION NO. 06-XXX A RESOLUTION AUTHORIZING THE ACCEPTANCE OF GRANT FUNDING FROM CENTERPOINT ENERGY AND AUTHORIZE THE PURCHASE OF TWO STAIR CHAIRS FOR USE IN OUR AMBULANCES. I. RECEIVE INFORMATION REGARDING THE RE-ISSUANCE OF THE NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PERMIT FOR SMALL MUNICIPAL SEPARATE STORM SEWER SYSTEMS (MS4s). J. ADOPT RESOLUTION NO. 06-XXX A RESOLUTION AUTHORIZING THE TH PREPARATION OF A FEASIBILITY REPORT FOR THE 95 STREET PONDING AND UTILITY PROJECT. K. AUTHORIZE ISSUANCE OF A TEMPORARY ON-SALE LIQUOR LICENSE TO COTTAGE GROVE VFW POST 8752 FOR THE CAR SHOW EVENT TO BE HELD ON JULY 23, 2006. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES A. Receive Update on Code Enforcement Efforts. Mayor Shiely acknowledged receipt of the June 15, 2006 update from Community Development Director Blin. She asked if the number of code enforcement complaints is a total based on complaints by citizens or by the city. Community Development Director Blin clarified that the number includes both noting that the majority of complaints are made by citizens. PUBLIC HEARING NONE BID AWARDS A. Consider the Purchase of Six Replacement Vehicles for various Public Works Divisions through the Cooperative Purchasing Agreement with Southeast Service Cooperative. MOTION BY RICE, SECOND BY BIGHAM, TO APPROVE THE PURCHASE OF SIX REPLACEMENT VEHICLES FOR VARIOUS PUBLIC WORKS DIVISIONS THROUGH THE COOPERATIVE PURCHASING AGREEMENT WITH SOUTHEAST SERVICE COOPERATIVE. MOTION CARRIED 5-0. UNFINISHED AND NEW BUSINESS A. Review Concept Plan for South Point Ridge Development and Provide Comments to the Developer prior to work on a Preliminary Plat for the Project. Regular Meeting – June 21 2006 Cottage Grove City Council Community Development Director Blin stated that this proposal is provided by Core Development noting that the project would be located at East Point Douglas and Highway 61. He stated that the site would be tricky due to the combination of senior housing and office space. He explained that the property is currently guided as commercial use and would have to be re-guided to residential use in order to make the distinction between office and residential. He stated that the developer would also be required to provide a preliminary plat and site plan noting that a lot of work is yet to be done. He stated that Staff and the developer would like to present the initial design proposal to Council for feedback. Mayor Shiely stated that Council appreciates the information adding that she would like to clarify that the Council would not be making any final decision on this presentation and that this is for informational purposes only. Matt Frisby, Frisby Architects, stated that he understands that this is not a final presentation to Council. He provided Council with a brief overview of proposed design and site location noting that the 15 acres would include a series of five buildings on the site. He acknowledged the concerns regarding grading for the site and the preservation of trees on the site. He assured Council that the intent is to maintain as much as they can with respect to tree preservation noting that this would be included as a design amenity. He provided Council with an information packet and reviewed the building locations and basic designs. He provided an overview of the parking lot and access points noting that the plan includes a future trail that would connect with City parks in the area. He reviewed the proposed senior apartment/assisted living building layout noting that the exterior elevations are similar to a building currently under construction in White Bear Lake. He assured Council that the plan is to maintain a pleasant, home-like presence. Council Member Rice asked if the assisted living building would have underground parking. Mr. Frisby stated that the assisted living building would not have underground parking but would include approximately 22 above-ground parking spaces. He explained that the majority of parking spaces would be used by residents’ guests and by staff noting that most of the residents would not have vehicles, which is the reason for the low number of spaces. Council Member Rice stated that this area is the most treed area of the site and asked what the plans are for tree removal and preservation. Mr. Frisby stated that the tree count and soil borings have been completed and it is their plan to work closely with Staff on tree replacement and preservation. He indicated that they are looking to preserve the area along the slope and backside of property. Council Member Rice asked if the road leading up to the buildings would include street lighting. Mr. Frisby assured Council that the plan is to include general street lighting and some landscape lighting. He stated that the intent is to work with City Staff to develop an overall lighting scheme that would be reviewed and approved by Council. Council Member Bailey stated that he likes the Comforts of Home design adding that he would also like to review the designs for the other buildings. He stated that he would like to Regular Meeting – June 21 2006 Cottage Grove City Council see as many trees preserved as is possible. Mr. Frisby stated that they have recently completed a full engineering of the site to determine the impact and whether the proposed design would work for the site. He assured Council that they would provide all of the details in the final presentation. Council Member Bigham stated that she likes the design noting that her biggest concern is tree preservation. She stated that she would like to see more on what their plan would be to preserve the trees in the area. Brian Wengess, Representative for Comforts of Home, provided Council with a brief overview. He explained that they have done their own research noting that this would be a smaller, more affordable product. He further explained that their services would provide care for people who may have more needs than those handled in a traditional assisted living center. He stated that the center would employee approximately thirty people and would be a combination of full and part –time employees. Mayor Shiely stated that she would like to see some form of coordination between the office and nursing home portion of the building. She stated that she likes the proposed uses for the area noting that she is concerned about the ease of access as it is not the easiest area to access or maneuver in. Council Member Rice asked for a brief review of the materials they plan to use for the exterior of the senior housing building. Mr. Frisby stated that the materials would consist of a stone base with bricking up to the second level. He stated that they would also be utilizing handy plank and asphalt shingles for the roofing. Council Member Bailey clarified that the developer is aware of the possible expansion of the pipeline in this area. Mr. Frisby confirmed that they are aware of the discussions and reviewed with Council. Council Member Grossklaus asked for further clarification on the zoning changes. Community Development Director Blin explained that the zoning would be a combination of B1 and would include a multi-family district for the senior housing project. B. Consider Adopting an Ordinance providing for the Certification of Unpaid Ambulance Charges and Consider Adopting a Resolution Authorizing the Publication on an Ordinance Summary. Finance and Administrative Services Director Hedberg stated that last month the Council took action to write off some of the uncollectible ambulance charges but the City is still left with approximately $100,000 left to collect. He stated that staff has reviewed several tools available to collect funds noting that one option available would be the certification of unpaid ambulance bills. He explained that it would be similar to the certification process used for unpaid utility bills and reviewed the process with Council. He noted that the process would Regular Meeting – June 21 2006 Cottage Grove City Council tie the person using the service to the property in the service area and could be certified and assessed to the property taxes. He further explained that the Cities of Newport and St. Paul Park would have to adopt a similar ordinance in order to be able to collect funds from users in those areas. MOTION BY BAILEY, SECOND BY GROSSKLAUS, TO ADOPT ORDINANCE NO. XXX AN ORDINANCE RELATING TO CHARGES FOR AMBULANCE SERVICES AND COLLECTION THEREOF; AMENDING TITLE 4; ADDING NEW CHAPTER 7, SECTION 7-1- 1, OF THE COTTAGE GROVE CITY CODE. MOTION CARRIED 5-0. MOTION BY BAILEY, SECOND BY GROSSKLAUS, TO ADOPT RESOLUTION NO. 06-XXX A RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE NO. XXX BY TITLE AND SUMMARY. MOTION CARRIED 5-0. C. Review an Informational Memo on the condition and inventory of City-Owned Welcome to Cottage Grove, Developed Entrance, and Parks Entrance monument Signs. City Administrator Schroeder stated that Staff is looking to Council for direction on this issue. He explained that the City has inherited some of the Subdivision entrance signs noting that the memo acknowledges that five are in need of repair at an approximate cost of $22,000. He indicated that Staff has created a policy statement acknowledging ownership and taking responsibility for the maintenance of the signs. He stated that an alternative action to repairing the signs would be to remove some of the signs that are in a state of disrepair. He explained that Staff wants to be sure that Council is on board with the statement of acknowledgement and responsibility. Council Member Bigham asked if the City could use some of the Park Dedication fund versus the Public Works fund. City Administrator Schroeder stated that this could be reviewed noting that the next big question is where the funds would come from for the repairs. Council Member Bigham referenced the Thompson Grove neighborhood and asked if there is a plan in place to install a sign after Presbyterian Homes. City Administrator Schroeder stated that ET is working on an approval from MnDOT to place a sign just off the roadway in the northwest quadrant. He indicated that the City has already placed a number of entry signs in the park area and reviewed with Council. Mayor Shiely stated that she would like to see more involvement with the homeowners associations and use the associations to help with the maintenance of the entry signs for various developments. Council Member Grossklaus stated that with three of the signs the developer still has a large stake in the City and suggested that Staff contact them to see if they would be willing to help with the costs. Council Member Rice asked what the approximate cost would be for an entrance sign. City Regular Meeting – June 21 2006 Cottage Grove City Council Administrator Schroeder stated that an entrance sign costs approximately $4,500, which includes the slab. Council Member Grossklaus referenced the historic significance of the Thompson Grove area and asked staff to check out the possibilities of including Thompson Grove as part of the verbiage in an effort to identify the area and preserve the historic significance of the area. D. Consider Adopting Bylaws of the Cottage Grove Firefighters Relief Association. City Administrator Schroeder provided Council with a brief history and overview. He stated that the City has a very good relationship and plan to continue to work together. He explained that if the Council approves bylaws it would imply approving the benefit levels included within the bylaws. City Attorney Thomson clarified that the guaranty is increasing from $1,200 to $2,600 noting that currently the members are paid $3,000 per year and that this is not increasing their benefit level by double but it is providing the City with the approval to a lower benefit level. She stated that the City has not approved a benefit increase in several years noting that the net effect is that if the assets of the fund does not perform well in the future and is unable to sustain the $3,000 payment the City would not have any obligation to step in and fund the under balance unless it goes below $2,600 per year. MOTION BY BIGHAM, SECOND BY BAILEY, TO APPROVE AN INCREASE TO FIFTY PERCENT. MOTION CARRIED 5-0. MOTION BY BAILEY, SECOND BY BIGHAM, TO APPROVE THE ANNUAL FUNDING ARRANGEMENT FOR THE ANNUAL LONG TERM DISABILITY COSTS AT AN ANNUAL RATE OF $385.00. MOTION CARRIED 5-0. MOTION BY RICE, SECOND BY BIGHAM, TO ADOPT RESOLUTION NO. 06-XXX A RESOLUTION APPROVING THE COTTAGE GROVE FIREFIGHTER RELIEF ASSOCIATION BYLAWS. MOTION CARRIED 5-0. E. Consider Approving Ordinance Amendments Regarding Design Standards for the East Ravine. Community Development Director Blin explained that this is a set of amendments for subdivision and zoning ordinances along with proposed single-family guidelines. He provided Council with a brief overview of the proposed East Ravine Standards noting that Staff has a series of suggestions for subdivision requirements that includes an average 75-foot road width for roadway green strips that would be maintained by homeowner associations; lot landscaping requirements for single-family properties that would require a minimum of four trees and ten shrubs; streets; and uniform landscaping around the ponds. He stated that Staff has proposed several zoning district changes for new districts and standards and has established the minimum house and garage sizes with standards. Regular Meeting – June 21 2006 Cottage Grove City Council Council Member Bigham stated that one of the positive suggestions is the bigger garage size as it would provide more storage space. She stated that this would be good to include as part of the standard. Community Development Director Blin assured Council that Staff would strongly suggest and encourage the larger garage size. Community Development Director Blin stated that Staff would also include minimum landscape area requirements noting that the garage setback requirement has generated considerable discussion. He stated that the setback would be no more than six-feet in front of house for front loaded garages. Community Development Director Blin stated that Staff would like to recommend that all developers be presented with the standards and require that the developers include the standards as part of the development covenants. Community Development Director Blin noted that the Planning Commission held back two items for further discussion: sidewalk standards and unit style/design limits. He explained that Staff is considering sidewalks on major local streets only, whereas the Planning Commission has suggested that Staff review all local streets for sidewalks. He stated that Staff would review and provide Council with a uniform recommendation based on input from both Staff and the Advisory Commissions. He stated that currently Staff is discussing the unit style design limits with the Planning Commission and would provide Council with their recommendations at a later date. Council Member Rice noted the use of hardy plank and asked if it would be possible to add stone or bricking to the front exterior. Community Development Director Blin confirmed that it would be possible to add the stone or bricking noting that it currently states that the exterior has to be at least 20-percent stone or brick and that hardy plank cannot be used in lieu of stone or brick. Council Member Grossklaus asked where the boulevard trees would be planted and whether the plantings would affect sidewalks. Community Development Director Blin clarified that the trees would be planted in the right-of-way area in front of the sidewalk. He explained that affect or impact to the sidewalks would depend on the type of tree that is planted. He assured Council that Staff would continue to work with Public Works on these concerns. Council Member Grossklaus asked how wide the boulevards would be and how does the City plan to deal with the boulevard and right-of-ways. He asked that this be clarified for ownership and maintenance purposes. Community Development Director Blin stated that the boulevards would be six to eight feet wide and assured Council that ownership and maintenance would be clearly outlined. Mayor Shiely asked if garage setback and 20-percent exterior requirements should go through another round with the Planning Commission. Council Member Bigham stated that she would prefer a 30-percent exterior requirement noting that she likes the variety of design for the building front. She suggested going with the Regular Meeting – June 21 2006 Cottage Grove City Council recommended 30-percent or bring the issue back to the Planning Commission for further discussion. Brad Ryland, Johns Brothers Construction, referenced the standards noting that it all comes down to the personal preferences of the customers. He stated that he is concerned that by setting a minimum requirement people would only try to achieve the minimums in an architectural design. He noted that stone is more expensive than brick and is not sure that it would be prudent to force 30-percent coverage as it does not always work with the design or architecture of the home. He stated that from their standpoint, flexibility is important to the buyers versus setting a forced standard on a specific product for the marketplace. Community Development Director Blin clarified that the standard would only require coverage for the front versus all four sides of the structure. Council Member Rice stated that he would prefer 30-percent with hardy plank included as one of the options with stone or brick. Council Member Bigham asked if other cities require a specific percentage and if it would be possible to eliminate the option of vinyl all together. Community Development Director Blin explained that most cities do not have clarified standards like this noting that specific percentages are rare. Council Member Bailey stated that she would be ok with the 30-percent and asked how Staff would manage the process. Community Development Director Blin reviewed the process noting that Staff would review the proposed design and calculate the percentages based on the established requirements. Council Member Rice stated that he would like further discussion on the roof pitch as he is not comfortable with the current recommendation. He noted that approximately 85-percent of the City of Cottage Grove is at 4/12 pitch right now and variation in roof pitch should be allowed in the construction of the house. Council Member Grossklaus stated that he would prefer to see this come before Council if there is a deviation to the design standard. He stated that he would like the buyer to show and explain their reasons for the changes. He expressed concerns that if they create too many requirements that it would still limit the variety of housing styles. Community Development Director Blin explained that the reason for the minimums is to ensure continued quality. He stated that it is his believe that this would provide the developers and builders with a solid framework to work within. MOTION BY RICE, SECOND BY BAILEY, TO ADOPT ORDINANCE NO. XXX AN ORDINANCE FOR THE CITY OF COTTAGE GROVE, MINNESOTA AMENDING TITLE 9, BUILDING REGULATIONS; TITLE 10, SUBDIVISION REGULATIONS; AND TITLE 11, ZONING REGULATIONS OF THE CITY CODES WITH NUMBER 7 TO INCLUDE CEMETITIOUS INCLUDING STONE AND STUCCO AT 30%; ADOPT RESOLUTION NO. Regular Meeting – June 21 2006 Cottage Grove City Council 06-XXX A RESOLUTION APPROVING GUIDELINES AND POLICIES FOR DETACHED SINGLE FAMILY RESIDENTIAL DEVELOPMENT IN THE EAST RAVINE AREA OF THE CITY OF COTTAGE GROVE. MOTION CARRIED 5-0. F. Consider Receiving and Accepting the 2005 Comprehensive Annual Financial Report. Karl Parsons and Rob Guy provided Council with an overview of the 2005 Comprehensive Annual Financial Report. Mayor Shiely stated that a copy of the report would be available at City Hall for citizens to review. She stated that a copy would also be available from the city website. MOTION BY BIGHAM, SECOND BY RICE, TO APPROVE THE ACCEPTANCE OF THE 2005 COMPREHENSIVE ANNUAL FINANCIAL REPORT. MOTION CARRIED 5-0. G. Consider Adopting Resolution Opposing Expansion of an Eastern Metro Pipeline in the City of Cottage Grove due to Property and Community Impacts. Mayor Shiely stated that this has been discussed locally noting that a pipeline is going in through Rosemount adding that an alternate route is being considered that could impact the City of Cottage Grove. City Administrator Schroeder confirmed stating that the current easement has pipe in it and it would need to expand further. He explained that the recommended easement would impact neighborhoods in several of the developments along the route of the pipeline. He stated that the City expects acquisition costs of the properties along this area could be approximately $6 million. He indicated that the cities of Woodbury, St. Paul Park and Hugo would have similar concerns. He stated that the purpose of the resolution is to be able to provide Council’s response at the PUC hearing scheduled for June 29, 2006. Mayor Shiely stated that she has followed this issue very closely noting that the preferred route has always been in Dakota County, through Rosemount and is concerned about the alternate route that is being considered as it has not given the impacted Cities enough time to review or state their objections. Council Member Bailey agreed and suggested stronger verbiage. He also suggested a press release to ensure that the residents understand that this could take out homes in the area. He noted that it would also be to the City’s advantage to make sure that neighboring Cities are on the same page and feel the same way as Cottage Grove. MOTION BY BAILEY, SECOND BY BIGHAM, TO ADOPT RESOLUTION NO. 06-XXX A RESOLUTION OPPOSED TO USE OF AN EASTERN METRO PIPELINE ROUTE FOR THE MINNCAN PROJECT SITING. MOTION CARRIED 5-0. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS Regular Meeting – June 21 2006 Cottage Grove City Council NONE COUNCIL COMMENTS AND REQUESTS Mayor Shiely stated that for the first time in the history of the Mayor’s Challenge the City of Cottage Grove won the Bocce Ball Tournament during the Strawberry Festival. She stated that this was a very memorable Strawberry Fest noting that the parade was fantastic. She stated that the volunteers did a wonderful job this year and thanked them for their hard work and support with the Festival. She also thanked Council Member Bailey for his hard work and support as Liaison to the Strawberry Festival Committee. Council Member Bailey thanked everyone who helped and donated time and money to the Festival events. He stated that the Committee is already looking ahead and planning for next year’s event. He stated that they have already received several volunteers for next year noting that anyone interested in participating for next year should contact City Clerk Caron Stransky at City Hall or himself. Council Member Bailey stated that as the Liaison for the Public Safety Commission he would like to announce that the Dispatch Center will be transferred to the South Washington County Dispatch Center on June 27, 2006. He stated that residents can call 651-439-9381 for non- safety items; 911 for emergencies; 651-458-2808 for Public Works issues. He stated that this information is also available on the City website. PAY BILLS MOTION BY BIGHAM, SECONDED BY BAILEY, TO APPROVE PAYMENT OF CHECK NUMBERS 145416 THROUGH 145661 TOTALING $1,997,313.65 (CHECKS 145416 – 145455 IN THE AMOUNT OF $141,999.03 ISSUED PRIOR TO COUNCIL APPROVAL.) MOTION CARRIED 5-0. Mayor Shiely called a five-minute break at 9:54 p.m. Mayor Shiely called the meeting back to order at 10:05 p.m. WORKSHOP SESSION – OPEN 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 Les Burshten, Public Works Director Regular Meeting – June 21 2006 Cottage Grove City Council A. Public Facilities City Administrator Schroeder stated that Staff met with the School District two weeks ago to review the ice arena plan, noting that Tom Nelson did not attend. He indicated that the superintendent suggested changes to the plan expanding south into the parking lot area which would make redevelopment of the high school fields easier. He stated that Staff discussed the suggestion with Zak Docktor and it was determined that for it to work they would need 40 additional spaces. He stated that it could be possible to expand the north lot for the additional 40 spaces. He stated that if Mr. Nelson agrees this would work well and the front entry of the building would then remain the same. He suggested that Council keep in mind that the City is going to build an expansion on the ice arena noting that they have budgeted approximately $4 million in the CIP for the expansion. Council Member Bigham expressed concerns stating that if part of the plan for the expansion is to be able to host large tournaments parking could become a big issue. She stated that she would like to compare the number of spots in the current proposal to the number of spots proposed in the first plan. City Administrator Schroeder clarified that the first plan proposed 80 to 100 parking spaces. He stated that Zak Doctor has been working closely with Staff noting that it is his expectation that there could be six conflicts a year with parking due to large events. He stated that it is Mr. Docktor’s belief that the parking would be sufficient if the back parking lot is expanded by the 40 additional spaces. City Administrator Schroeder stated that currently they have just over 38,000 square feet allocated for Fire, Police and City Hall. He explained that the Space Needs Study recommends doubling this to provide for the identified needs. He clarified that Staff is not recommending that a project like this be pursued at this time as it would cost over $18 million and the costs are beyond anything that Staff is comfortable with at this time. Council Member Bigham stated that she would like to see an option that would have the Police and Fire departments housed together at Station 2 with a remodel of Station 2. Mayor Shiely asked if the plan is to phase City Hall into Station 2. Council Member Bigham stated that she would prefer that the Fire and Police departments are kept separate from City Hall in different locations. Mayor Shiely asked for clarification on the land needed by Public Works for the Water Treatment facility. City Administrator Schroeder stated that Staff has received copies of plans from the City of Apple Valley noting that the expectation is that the facility would require five to seven acres of land and reviewed with Council. Council Member Bailey stated that he was considering Options 1, 2, 3a, or 7. He noted that if they were to go with Option 7 it would not be built out to meet 2010 needs. City Administrator Regular Meeting – June 21 2006 Cottage Grove City Council Schroeder stated that the plan would be to build City Hall in the East Ravine area and eventually add Public Safety. He noted that if Public Safety were to stay at the current City Hal location it would work to meet current needs but would not meet the needs for 2010. He indicated that the approximate costs would be $4.5 million. Council Member Bigham expressed concerns regarding Option 7 noting that three separate buildings would generate three separate utility bills, which would mean additional costs for the City. She stated that she would like to know the costs and financing options if the City were to combine the Police and Fire at Station 2 and build City Hal in the East Ravine. Mayor Shiely noted that as a Council, she feels that they are committed to an additional sheet of ice at a cost of $4 million and that Council is also committed to the Grey Cloud Bridge at $1.2 million, in addition to the 2007 Pavement Management Program. She expressed concerns about the number of projects that have been committed to noting that this is not the time to be building a new City Hall, Fire or Police department, even in phases. She stated that it is her hope that within the next few years the City would have the funds to do all of this the right way. She stated that she would be willing to review this again in a year or two, but now is not the right time. She stated that Staff needs to invest funds to have a study done adding that the City has also made a commitment to the County to move to a new location. She suggested postponing this decision. Mayor Shiely asked when they would begin to see the advantages for the citizens from the expanded tax base. She stated that she would also prefer to build City Hall first as a priority to Staff. She stated that she is very concerned about the entire budget process, especially if they are trying to keep the tax rates the same. She stated that she also wants to see the Pavement Management Program kept on course. Mayor Shiely clarified that the timeframe for the project would be approximately two years if Council postpones this or decides to do it in phases. City Administrator Schroeder confirmed stating that if they are looking to complete by 2010 Staff would have to begin the process now. He indicated that initial design could begin in 2007 with the bid process in 2008 and the move in 2009, which would be the first year of paying for it all. Council Member Rice agreed with Mayor Shiely that now is not the time for this project. He stated that he too is very concerned about the numbers and funding. Council Member Grossklaus stated that his concern is with the construction costs noting that costs would continue to increase over time. He agreed that Staff could go beyond Option 4 but would prefer to go with Option 3a. He asked how long it would be bonded out for. Finance and Administrative Services Director Hedberg stated that it is bonded out for twenty years. City Administrator Schroeder stated that Staff would want some remodeling dollars to spend on the current City Hall if this project gets pushed out indefinitely. He stated that they would need approximately $50,000 to $80,000 to remodel. Regular Meeting – June 21 2006 Cottage Grove City Council Council Member Rice asked for clarification on what would need to be remodeled. City Administrator Schroeder explained that they would like to improve the office conditions for the inspectors and reviewed with Council. Mayor Shiely asked if the Comm Center could be remodeled. Acting Public Safety Director Zurbey stated that they are looking at moving the clerical around but that would only be a band-aid to the situation. City Administrator Schroeder clarified that Public Safety use, not governmental use, is what is driving this proposed project. He stated that his preference, if they were to move City Hall to the East Ravine, would be to design the entire building at the same time and do it all right, even it is done in phases. He stated that development in the East Ravine is in the beginning stages and he would prefer to get the infrastructure installed first and have some level of success with the infrastructure before building a new City Hall. Finance and Administrative Services Director Hedberg stated that he likes the concept of phasing and is in favor of postponing the project for a short bit in order to absorb the costs for the Ice Arena and the development in the East Ravine. He agreed that it would be a good idea to make sure that everything is working fine before moving on to the next project. He stated that this would also allow time to determine where the funding would come from. Mayor Shiely asked Finance and Administrative Services Director Hedberg to include remodeling funds at budget time and also include methods for setting funds aside for a future project. Acting Public Safety Director Zurbey stated that operationally speaking the Public Safety department is max’d out and expressed concerns that other delays could come along that would also impact this project. He stated that there is a need to plan for the future and that is should start at some point. He stated that it was his hope that he could walk out with Option 3a and if not, consider Council Member Bigham’s suggestion to explore the option that would recommend moving the Police and Fire departments to Station 2 and keep City Hall at its’ present location. He stated that this option would address their needs for the next ten years noting that eventually all departments would be under the same roof. Council Member Bigham asked Finance and Administrative Services Director Hedberg what it would take to pull together the Fire Station 2 option. Finance and Administrative Services Director Hedberg stated that one of the issues moving to Fire Station 2 would be in how they could make it an efficient building for use by both the Police and Fire departments. City Administrator Schroeder agreed stating that they could end up spending the same amount of money in the end as they would if they built a new building. Council Member Grossklaus asked why the Pavement Management Project couldn’t be delayed. Mayor Shiely explained that the Pavement Management Project has already been delayed once noting that she would like to get the process done at least one time around for everyone. Regular Meeting – June 21 2006 Cottage Grove City Council Council Member Rice agreed noting that homes built in 1975 have not had any repair or upgrade work done on their roads. City Administrator Schroeder clarified that there is an interest with all departments being housed together, but that Council is not comfortable with pursuing the project at this time due to other financial challenges. Dates considered would be between 2009 and 2011. Council Member Bigham stated that she would still like to see the numbers for Fire Station 2. th Council Member Rice stated that he would prefer to see homes built on the other side of 70 before starting a new City Hall. Mayor Shiely stated that she would be ok with remodeling, but does not want to see it done in pieces. She stated that she does believe that having City Hall, the Police and Fire departments under the same roof would help the City operate more efficiently. She stated that she would like to see Staff pursue an option that would allow the City to do all of this in one place. WORKSHOP SESSION – CLOSED NONE ADJOURNMENT MOTION BY GROSSKLAUS, SECONDED BY BIGHAM, TO ADJOURN THE MEETING AT 11:15 P.M. MOTION CARRIED 5-0. Respectfully submitted, Bonita Sullivan Timesavers Off Site Secretarial, Inc.