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Home My WebLink About2011-08-17 MINUTES (SPECIAL MEETING) COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Special Meeting August 17, 2011 CALL TO ORDER – Regular Meeting The City Council of the City of Cottage Grove, Washington County, Minnesota, held a th special meeting on August 17, 2011 at the Cottage Grove City Hall, 7516 80 Street South. Mayor Bailey called the meeting to order at 6:05 p.m. ROLL CALL The following were present: Mayor Myron Bailey, Council Member Derrick Lehrke, Council Member Justin Olsen, Council Member Jen Peterson, and Council Member Dave Thiede. The following were absent: None. Also present were: Ryan Schroeder, City Administrator; Caron Stransky, City Clerk; Robin Roland, Finance Director; and Les Burshten, Public Works Director. Mayor Bailey presided over the meeting. 1. CONSENT CALENDAR MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER OLSEN, TO AUTHORIZE THE PURCHASE OF A STEEL PICNIC SHELTER FOR WOODRIDGE PARK FROM ST. CROIX RECREATION TOTALING $42,754.75. MOTION CARRIED. 5-0. 2. BUDGET WORKSHOP SESSION – OPEN TO PUBLIC A. Property Tax Levy & Rate Finance Director Roland highlighted the power point presentation she prepared to guide her through the discussion on taxing and spending, changes to MVHC program, historical patterns, historical spending the last 10 years, levy amount comparisons, history of levy percent increases, the fund balance policy, tax extension rates, 2011 property tax extension rate comparison, trends in tax base growth, percent change in taxable tax capacity, debt levies, debt service levies, general fund revenues by type, and general fund major department categories. Cottage Grove City Council 2 August 17, 2011 Special Meeting C. Personnel /Staffing Human Resources Coordinator Fischbach reviewed his report on wages and noted that the AFSCME Clerical and 49’ers received a 1% COLA on January 1, 2011. By and large, staff is recommending that the health insurance program remain unchanged in 2012. We believe the changes made for 2011 have been effective in keeping costs down for both the City and the majority of employees. Staff believes that the increase in premiums over 2011 would be at or near market trend. Fischbach noted that he is working with our benefits consultant, FCI, to get this information as soon as possible. Staffing Comparisons. Human Resources Coordinator Fischbach reviewed the staffing comparisons noting that the City has been maintaining staffing comparison numbers with comparable cities for the past several years. There has been a general decline in staffing per capita in both the general marketplace and at the City of Cottage Grove. In 2007 Cottage Grove staffing was 89% of the market mean. By 2010 Cottage Grove had moved up to 94% of the market mean with a slight drop in 2011. City Administrator Schroeder recommended that the City Council consider hiring an Economic Development Specialist for the Economic Development Department and there was City Council consensus to proceed with the recruitment of the new position. Council Member Olsen asked about utilizing the police transcriptionist to type fire reports and suggested looking into shifting assignments in General Government. D. Parks & Recreation i. Parks & Recreation Parks and Recreation Director Dockter stated that there are no significant operational changes in the Parks and Recreation Department for 2012 or 2013. ii. Ice Arena Parks and Recreation Director Dockter stated that the Ice Arena Budget includes Budget Additions in 2012 for $100,000 to purchase an ice resurfacer and $10,000 for the equipment replacement program. Cottage Grove City Council 3 August 17, 2011 Special Meeting Budget Additions for 2013 include $30,000 for a boiler replacement and $10,000 for the equipment replacement program. Council Member Olsen asked about park programming, dry floor events at the Ice Arena and if we continue to sell space on our ice resurfacing machines. iii. Park Maintenance Parks and Recreation Director Dockter reviewed the Park Maintenance budget noting that for 2012 they are requesting $12,000 for fencing at Hamlet Park. For 2013, they are requesting budget additions of $8,000 for bleacher pad installations, $17,000 for property management, $30,000 for Skate park improvements, and $20,000 for North Ideal boardwalk replacement. iv. Forestry Parks and Recreation Director Dockter stated that the Forestry budget for 2012 and 2013 they will continue with the Emerald Ash Borer prevention/response program and in 2012 they would like to remove and replace 400 ash trees and in 2013 inject ash trees. Parks and Recreation Director Dockter noted that the Public Works budget includes $31,250 in 2012 and 2013 for landscape interns. v. Pool Parks and Recreation Director Dockter asked the City Council whether or not they want to run the outdoor municipal pool in 2012 taking into consideration that the City subsidizes it with $45,000 in funding. The City would still be required to provide personnel, supplies and repairs. There was discussion by the City Council on whether the City should continue to operate the pool given the amount of subsidy involved even with the YMCA managing it. City Council consensus was to close the pool and not operate it for another year. Council took a brief break from 8:21 p.m. to 8:27 p.m. Cottage Grove City Council 4 August 17, 2011 Special Meeting E. Public Works i. Water Utility City Engineer Levitt highlighted the objectives for the Water Utility Fund, which includes focusing on high quality customer service; meter replacement project, radio read service, reading and repairs, and to continue to upgrade the water distribution system. She then reviewed the capital outlay requests. ii. Sewer Utility Public Works Director Burshten reviewed the major objectives for 2012 to inspect sanitary sewer line easements; continue the 3-5 year plan to clean sanitary sewer lines; televise large diameter pipes for I/I; pave trails for improved access to trunk lines; and proactively rehabilitate M.H. and lines. Finance Director Roland stated that she was proposing a 3% rate increase to offset the increase in MCES costs noting that they conducted a rate study. She also reviewed the 2012 and 2013 capital outlay requests. iii. Street light Utility Public Works Director Burshten reviewed the major objectives to maintain lights in good working order; recondition and install 50 residential lights per year; repair underground problems; repair and replace ground mounted feed points; and replace the bucket truck. Council Member Olsen stated that the 2012 and 2013 budgets includes funding for 24 banners in the amount of $2,600 each year. He asked why the banners were not being purchased by the EDA versus the Street light budget. iv. Public Works General Fund Public Works Director Burshten noted that the 2012 budget decreased 4% over 2011 and increased 3% over 2012. Cottage Grove City Council 5 August 17, 2011 Special Meeting v. Street Maintenance Public Works Director Burshten highlighted the objectives for 2012 which are to improve ride quality on roads with thin overlay; patch and fill potholes; seal stamped and exposed concrete; assist other divisions and departments for asphalt and concrete repairs; mow right-of-way and ponds; street sweep annually and business area monthly. The 2013 Capital Outlay budget includes 1/3 cost of air compressor or $1,500. vi. Signs & Striping Public Works Director Burshten reviewed the objectives for 2012 to provide prompt attention to sign repairs; prepare for new Federal regulations on sign retroflectivity standards; conduct bi-annual traffic counts for MSA; provide striping for Newport and St. Paul Park; make new signs for other cities. The capital outlay budget addition includes $12,000 for a vinyl cutter and in 2013 an air compressor for $1,500 (1/3 cost). vii. Snow/Ice Control Public Works Director Burshten reviewed the objectives to review plow routes for mileage and time for improved service; analyze and monitor salt applications for improved efficiencies; calibration of salt spreaders on plow trucks; budget additions for 2012 include a calibrator scale for $3,300 and a snow blower broom v-plow and salt spreader for $17,000 and budget additions for 2013 include a new plow for unit 1402 for $5,000 and a plow for unit 1508 for $5,300. viii. Sealcoating Public Works Director Burshten highlighted the objectives for 2011 and 2012 to increase oil and fuel costs; continue the 7-year City-wide maintenance cycle for sealcoating; and in 2011 to sealcoat 650,000 syds, the largest in 5 years. ix. Storm Water Utilities Public Works Director Burshten highlighted the objectives to meet compliance requirements for MS4 permit and proposed changes in permit; continue a balanced approach to in-house and outsource repair Cottage Grove City Council 6 August 17, 2011 Special Meeting projects; cooperative opportunities with STS and MCC; aggressively th pursue grants; 80 Street underpass with SWWD and research salt reduction project with SWWD. Council Member Olsen stated that pavement management is having an impact/awareness and he suggested that the Environmental Commission increase awareness through grants. x. Engineering Services Public Works Director Burshten stated that the objectives include implementing and refining the infrastructure management system; continue in-house inspections on development projects; provide for engineering services for joint projects with Afton, Denmark, St. Paul Park, and Newport; and infrastructure (plan, design, and construction development). xi. Public Works Administration Public Works Director Burshten highlighted the objectives to provide excellent customer service; CRM work order tracking system; ensure employee safety training and development programs; assist with right- of-way permits, over-weight road permits; coordinate and monitor cleaning and service contracts for other divisions. The 2013 capital outlay budget addition includes $13,000 for a walk behind scrubber. xii. Recycling Public Works Director Burshten noted that the objectives are to work cooperatively with the Environmental Commission in improving education and outreach events and improve recycling in the parks. The recycling capital outlay budget for 2012 includes compost bins for the Arbor Day event totaling $5,000 and a recycling program in the parks totaling $12,000. xiii. Fleet Maintenance Public Works Director Burshten noted that the fleet maintenance objectives are to schedule preventative maintenance servicing for City fleet; improve life expectancy and operational efficiencies of fleet; prepare specifications for purchasing of PW vehicles and equipment; and maintain fueling system for City. Capital Outlay budget additions for 2012 include a fuel master system upgrade for $5,500. For 2013, Cottage Grove City Council 7 August 17, 2011 Special Meeting budget additions include a fuel master system upgrade for $5,500; air condition re-charge recycling system for $4,800; and a welder capable of welding steel and aluminum for $5,200. xiv. Equipment Replacement The 2012 equipment replacement capital outlay budget funds $381,000 or $26,000 for a police unmarked vehicle; $233,000 for a fire pumper (50% of cost); $39,000 for a ‘patcher’ chassis for streets $22,000 for a 6’ mower for streets; $16,000 for a 5’ mower for parks; $17,000 for a 5’ mower for parks; and $28,000 for a van for recreation. The 2013 equipment replacement capital outlay budget funds $969,200 or $200 for 2 investigator vehicles in police; $39,000 for a grass/brush fire vehicle; $200,000 for a fire tanker (50% of cost); $32,000 for a 4WD Pick-Up for Streets; $340,000 for (2) Dump Trucks for streets; $50,000 for a one-ton dump body for streets; $85,000 for a loader snow blower for snow; $32,000 for a 4WD pick up for Parks; $95,000 for a trash truck for parks; and $96,000 for a 16’ rotary mower for parks. ADJOURNMENT MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO ADJOURN THE SPECIAL MEETING AT 9:40 P.M. MOTION CARRIED. 5-0. Prepared by, Caron M. Stransky City Clerk