Loading...
HomeMy WebLinkAbout2012-10-03 PACKET 03.B.COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Special Meeting August 1, 2012 CALL TO ORDER — Special Meeting The City Council of the City of Cottage Grove, Washington County, Minnesota, held a Special Meeting on August 1, 2012 at the Cottage Grove City Hall, 7516 80' Street South, Cottage Grove. Mayor Bailey called the meeting to order at 6:00 p.m. ROLL CALL The following were present: Mayor Myron Bailey, Council Member Derrick Lehrke, Council Member Justin Olsen, Council Member Jeri Peterson, and Council Member Dave Thiede. The following were absent: None. Also present were: Ryan Schroeder, Roland, Finance Dir Safety Director; Pete Safety Director; Da 'p Les Burshten, Public Mayor BY COUIS THIEDE, N Ouality Improvements Project in Stransky, City Clerk; Robin irector; Craig Woolery, Public ; Greg Rinzel, Deputy Public tor; Bob Byerly, Fire Chief; and OLSEN, SECONDED BY COUNCIL THE AGENDA AS PRESENTED. MOTION City Administrator Schroeder highlighted the request to approve the plans and specifications for the 80 " Street Box Culvert and Pond ED -P5 Water Quality Improvements Project and to set a bid date for August 30, 2012 at 10:00 a.m. Cottage Grove City Council August 1, 2012 Regular Meeting He noted that the City Engineer's estimate for the improvement project was $1,664,570 and funding for the project was proposed through the South Washington Watershed District, Municipal State Aid, Water Utility Fund, and Storm Water Utility Fund. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO ADOPT RESOLUTION NO. 2012 - 083.1 A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND ESTABLISHING A BID DATE FOR THE 80 STREET BOX CULVERT AND POND ED -P5 WATER QUALITY IMPROVEMENTS. MOTION CARRIED. Council Member Lehrke stated that he would not be supporting the project due to the cost. UPON VOTE BEING TAKEN, MOTION CARRIED. 4 -1 WITH COUNCIL MEMBER LEHRKE VOTING NAY. 2013/2014 BUDGET Finance Director Roland reviewed the 2013/2014 City Council budget direction which was to keep the 2013 Budget levy relatively flat, keep the tax rate comparable to the "mean" tax rate of the 36 peer cities for 2013. She noted that in 2012, Cottage Grove's rate was 41.45% and the mean was 42.14 %. Finance Director Roland reviewed taxing and spending; historical patterns; spending in the last 10 years; a comparison of the levy amounts; the levy percent history; the Fund Balance Policy and the amounts transferred since 2002; the tax extension rates; the 2012 tax rate comparison of Cottage Grove and other cities; a comparison of our 2012 tax rate with our peer communities; the City's tax rate; taxes paid each year; trends in tax base growth; percent change in taxable tax capacity; 2013 Debt Levies proposed and Debt Service Levies proposed for the Public Safety/City Hall facility, Ice Arena, and Pavement Management Projects; a summary of the General Fund revenues by type; and a summary of the expenditures under major Department categories. Council Member Peterson asked if she could get a copy of the Finance Director's power point presentation. Finance Director Roland then turned it over to Public Safety Director Woolery to talk about the Public Safety Budgets. Cottage Grove City Council August 1, 2012 Regular Meeting Fire and Emergency Mana eg ment Public Safety Director Woolery reviewed the Fire and Emergency Management budgets and noted improvements in communication within the Department; restructuring of staffing for better management and leadership; staff primary ambulance with Fire personnel 24 hours a day, 7 days a week, and to continue awareness of the Code Red Notification System. He then highlighted the objectives, new initiatives, and cost or saving implications. Council Member Lehrke asked if there was any value to initiating a Fire District. Public Safety Director Woolery stated that this was an item before the State Legislature next year noting that there are templates of shared service fire districts. Deputy Chief /EMS Coordinator Halvorson described a program in northern Minnesota which took three (3) years to establish and they were able to establish taxing districts similar to the old SOWASHCO Ambulance Service. Public Safety Director Woolery stated that their Communications Group has met with the City of Woodbury and found that they are having some of the same problems that we were having and that the Group would meet again in two (2) weeks. Mayor Bailey stated that with the old SOWASHCO ambulance service, there were communities that would not pay their fair share and if we were a taxing district, would those communities be forced to participate. Public Safety Director Woolery stated that he did not think they would be opposed and would like to be involved. Public Safety Director Woolery then reviewed the Budget Additions which includes $2,400 for two (2) Tiburon Records Management Operating Licenses for the command vehicle, and $2,000 for software upgrades for five (5) computers in the command vehicle. Council Member Thiede expressed concern about the cost to purchase five (5) Panasonic Toughbooks. He asked where he could find the entire list of budget additions for the Public Safety Department and Finance Director Roland referred him to Section 5 of the Budget. Public Safety Director Woolery continued to highlight the budget additions recommended for Fire. Mayor Bailey stated that he does not want to put a lot of money into the Fire Stations, such as irrigation systems, but was not opposed to funding maintenance expenses. Cottage Grove City Council August 1, 2012 Regular Meeting 114 Police. Animal Control, and Forfeiture Public Safety Director Woolery stated that the increase in the Animal Control budget is for equipment for the police squads and the City Council briefly discussed the new vehicles being purchased this year. Public Safety Director Woolery stated that the new Duty Crew Program on the Fire Department's side would affect the police work proactively. Captain Rinzel discussed the round table committee, public education (social media), the camera system, and the Minnesota Historical Society in Woodbury providing impound services. Public Safety Director Woolery then reviewed the police and animal control budget additions. Public Safety Director Woolery reviewed the Forfeiture and Seizure Fund and noted that they would utilize DWI forfeiture funds to support DWI enforcement projects authorized by State Statute. EMS Fund Public Safety Director Woolery highlighted the objectives, new initiatives, and cost of saving implications. Deputy Director /EMS Coordinator Halvorsen stated that their average response time is five (5) minutes. This response time increases as multiple calls come in at the same time. Mayor Bailey noted that the budget additions include the purchase of Physio Control Lucas Devices, cots, and suction cups for CPR. There was discussion about the replacement of an existing ambulance included in the Equipment Replacement Fund. Council Member Thiede stated he would like to be able to tell the public what was cut from the requested budget, how much was coming out of funds, and how much was in the levy. He stated he would like a written paragraph on what we tell citizens when they ask how the actual budget reflected what was initially proposed. Mayor Bailey stated that Staff would be doing this at the upcoming Open House Cottage Grove City Council August 1, 2012 Regular Meeting Council Member Thiede asked if we have established goals for all of our Funds and City Administrator Schroeder advised that we do for the General Fund but not for the other Funds. Council Member Olsen stated that he would like to receive a historical chart of the Fund Balance Fund showing the balance year by year so the City Council can see how it fluctuates and why. Public Safety Director Woolery continued to review the EMS budget additions and capital outlay items. Council Member Olsen asked if the City Council could see a reporting on the City's share of the narcotics seized through Washington County. Public Safety Director Woolery then reviewed the list of vehicles earmarked for replacement in 2013 and 2014. At 8:07 p.m. the City Council took a break and reconvened the Special Meeting at 8:26 p.m. Council Member Lehrke left the meeting. General Government Finance Director Roland noted that the General Government cost centers include the Mayor & Council, Professional Services, City Hall, Administration, City Clerk, Elections, Finance, and Community and Employee Programs in the General Fund as well as the Gambling Fund, Equipment Replacement Fund, Self- Insurance Fund, and the IT Fund. Mavor /City Council Finance Director Roland noted that the Mayor /Council Budget includes $60,000 in 2012 and 2013 for air monitoring costs and all but $18,000 is reimbursed by 3M. The budget also includes $30,000 in 2012 and 2013 for the Good to Great organizational project. Administration /Personnel /Professional Services/ Community Programs and Finance Finance Director Roland noted that transfers in 2012 and 2013 include $64,700 to the Park Trust Fund for the future "aquatic" solution. Council Member Olsen commented that we should consider purchasing land for the facility. Cottage Grove City Council G August 1, 2012 Regular Meeting V City Hall Finance Director Roland noted that the City Hall budget includes the costs for three (3) months at the new Public Safety/City Hall facility and 2013 includes a full year as well as costs of maintaining the existing facility until a repurpose or building sale occurs. Self- Insurance Fund Council Member Olsen asked why we left the LOGIS Insurance Group and City Administrator Schroeder explained that we left because we were a younger group at the time and thought we could do better in the open market and now we are older and they will not take us. Information Technoloav (IT) Fund Finance Director Roland stated that the IT Fund is an internal service fund created in 2012 to improve accounting costs of MIS. Costs are allocated back to departments using a formula which includes the number of computers, number of phones, and amount of server space utilized. Finance Director Roland advised the City Council that four (4) individuals would be working at the front desk of the new Public Safety/City Hall working in shifts of about 2.5 hours for each individual. Council Member Olsen asked if we have talked about offering extended office hours to serve residents. He stated that he would be in favor of keeping the offices open until 6:00 p.m. He commented that he wants to make sure that we are focusing on customer service. Mayor Bailey stated that he read in the newspaper about the trend of not having a receptionist. Finance Director Roland stated that there would be cross training of the four (4) employees who would be working at the front desk. Assistant Finance Director Peper distributed a handout on the use of cash in the budget dating back to 2009. Cottage Grove City Council August 1, 2012 Regular Meeting The City Council briefly discussed the Fund Balance Policy.City Administrator Schroeder stated that the next tour of the Public Safety/City Hall facility will be held on August 21" at 3:30 p.m. and 4:30 p.m. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO ADJOURN THE SPECIAL MEETING AT 9:47 P.M. MOTION CARRIED. 4 -0. Prepared by, Caron M. Stransky City Clerk