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HomeMy WebLinkAbout2012-11-21 PACKET 03.A.COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Special Meeting August 15, 2012 CALL TO ORDER — Special Meeting The City Council of the City of Cottage Grove, Washington County, Minnesota, held a Special Meeting on August 15, 2012 at the Cottage Grove City Hall, 75 ; 1,.6 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 Member Justin Olsen, Council Member Jen PetO The following were absent: None. Also present were: Ryan Schroeder, Roland, Finance Director; Brenda Mi Works Director; Harry Taylor, Public Director; and Mary Ippel, Briggs and Mayor Bailey presided M MOTION BY CO PETERS:ON::TO Q A. `''"Referendum City gdmini Moraane,';;.. Admini n. OLSE C, O'ncil MembeKDerrick Lehrke, Council son, and Council' ern er Dave Thiede. 'trato, Carona °transky, City Gerk; Robin sistant Finance Director; Les Burshten, Public rvisor, Za bpckter, Parks and Recreation CONDED BY COUNCIL MEMBER z PRESENTED. MOTION CARRIED. der introduced Mary Ippel, Attorney with Briggs and Parks and Recreation Director Dockter highlighted the contents of his report included in the Agenda Packet and the comments from the last meeting from the Cottage Grove Athletic Association (CGAA), who would be happy to share the Hamlet Park facilities for the Softball and Baseball Divisions to meet short -term and long -term needs. Council Member Olsen asked whether or not the City could buy -down the amount of the referendum with cash on hand. Cottage Grove City Council August 15, 2012 Special Meeting Finance Director Roland distributed a spreadsheet highlighting the General Fund, Special Revenue, Debt Service, Capital Project Fund, Enterprise Fund, and the Internal Service Fund. Mayor Bailey stated that he was happy to hear that the CGAA Baseball and Softball Boards were willing to work together. Mary Ippel read aloud the proposed referendum question: "Shall the City of Cottage Grove, Minnesota, be authorized to issue its general obligation bonds in an amount not to exceed $14,200,000 to finance: (a) the acquisition and betterment of an outdoor family aquatic center; (b) the acquisition and betterment of an indoor /outdoor youth play center; (c) the expansion and betterment of Hamlet Park; and (d) the acquisition of land for a future athletic complex." Ms. Ippel stated that City should include the dollar amount and financial impact to voters in its informational brochures. Mayor Bailey stated that he would recommend having two (2) questions on the ballot and not include the acquisition of property. Parks and Recreation Director Dockter commented that the four (4) fields at Hamlet Park could be designed for softball and baseball by utilizing portable mounds at a cost of approximately $3,000 - $7,000 per mound. City Administrator Schroeder stated that without having land acquisition on the referendum, the City would need $6.5 million for the Aquatics Center and $7.0 million for Hamlet Park and the Play Center improvements. The City Council then discussed the option of issuing abatement bonds in lieu of holding an election, the potential location for the aquatic center, the proposed LA Fitness facility, utilizing fund balance to reduce the amount of the referendum, splitting the referendum into two (2) questions, the proposed sites for an aquatic center; and the YMCA community center option. MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER PETERSON, TO AUTHORIZE STAFF TO PLACE THE FOLLOWING TWO (2) REFERENDUM QUESTIONS ON THE NOVEMBER 6, 2012 GENERAL ELECTION BALLOT: "SHALL THE CITY OF COTTAGE GROVE, MINNESOTA, BE AUTHORIZED TO ISSUE ITS GENERAL OBLIGATION BONDS IN AN AMOUNT NOT TO EXCEED $6,500,000 TO FINANCE THE ACQUISITION AND BETTERMENT OF A FAMILY AQUATIC CENTER ?" "SHALL THE CITY OF COTTAGE GROVE, MINNESOTA, BE AUTHORIZED TO ISSUE ITS GENERAL OBLIGATION BONDS IN AN AMOUNT NOT TO EXCEED Cottage Grove City Council August 15, 2012 Special Meeting $7,000,000 TO FINANCE THE ACQUISITION AND BETTERMENT OF AN INDOOR /OUTDOOR PLAY CENTER AND FOR THE EXPANSION AND BETTERMENT OF HAMLET PARK ?" MOTION CARRIED. 4 -1 WITH COUNCIL MEMBER LEHRKE VOTING NAY. B. 800 MHz Booster Discussion MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, TO AUTHORIZE THE PURCHASE OF AN 800 MHz ARMOR RADIO, VERIZON WIRELESS AND SPRINT BI- DIRECTIONAL AMPLIFIER FOR THE COTTAGE GROVE POLICE DEPARTMENT FROM ANCOM COMMUNICATIONS INC., FOR $74,239.00. MOTION CARRIED. 5 -0. C. Consider Awarding the Quote and Authorizing the Abatement of Hazardous Conditions at 8255 Hyde Avenue South, Cottage Grove. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO AWARD THE QUOTE FOR THE ABATEMENT OF HAZARDOUS CONDITIONS AT 8255 HYDE AVENUE SOUTH, COTTAGE GROVE, TO RUMPCA ENTERPRISES FOR $15,000 PLUS ADDITIONAL UNDETERMINED HAZARDOUS MATERIALS EVALUATION AND REMOVAL. MOTION CARRIED. 5 -0. 3. 2013/2014 BUDGET Golf Course Bruce Anderson, Golf Pro /Manager, and Sue O'Connell, Assistant Golf Manager /Food and Beverage Manager, presented the Golf Course budget. Golf Pro /Manager Anderson reviewed the proposed Golf Course budget for personnel, supplies, contractual services, capital outlay, and debt service noting that the proposed 2013 expenditures reflects a 11 % decrease for 2013. He also reviewed the objectives, revenues for rounds, carts, the driving range, and the clubhouse, and expenditures for administration, the pro shop, clubhouse, and maintenance. 2012 is the final year of payments from the 1999 Golf Course Revenue Bonds. Golf Pro /Manager Anderson stated that they are proposing to overlay the parking lot and cart paths and to purchase irrigation controllers. No new mowers will be needed in 2013. He noted that rounds are up about $100,000 this year due to the twilight hours. Sue O'Connell, Assistant Golf Manager /Food & Beverage Manager, stated that in the future they will need to install a larger kitchen. Council Member Olsen stated that River Oaks Golf Course could fill a need for a dinner menu and asked staff to obtain cost estimates to expand the kitchen. Cottage Grove City Council August 15, 2012 Special Meeting 1 1 4 Golf Pro /Manager Anderson noted that when they toured other facilities they did not find anything specific that would make their facility better and stated that they could add more flowers and a berm off the patio, and upgrade the furniture outdoors. The Council suggested arranging to have Von Hanson's Meats or Bonngard's Family Meats and Deli deliver meals, to install a beach volleyball court, and to start selling non - golf products in the pro shop. Golf Pro /Manager Anderson advised the City Council that they will need a new roof on the building in the near future which would cost about $40,000 for an asphalt roof or $100,000 for a steel roof. Parks and Recreation Recreation Parks and Recreation Director Dockter stated that there are no significant operational changes projected for 2013. He noted that the budget includes funding for a part -time Office Clerk II to be shared with the Ice Arena and Parks, and to print a new parks map. Ice Arena Parks and Recreation Director Dockter reviewed the Ice Arena proposed budget and noted that the budget includes $40,120 for budget additions to fund the part -time Office Clerk II, replacement of water heaters, add an employee to the cell phone reimbursement plan, and new POS hardware and software. He stated that 100% of the Ice Arena Manager's salaries is now included in the Ice Arena Budget. Park Maintenance / Landscape Intern Parks and Recreation Director Dockter reviewed the Park Maintenance and Landscape Intern proposed budget and noted that the budget includes funding for a full -time public service worker proposed to begin work on April 1, 2013. The Budget Additions includes funding to replace the boardwalk at North Ideal Nina's Park, demolish /reconstruct the hockey rink boards at Highlands Park, and to purchase turf fertilizer and chemicals. He stated that the budget is proposed to increase 14% in 2013 and 6% for 2014. The Council briefly discussed the standing water at the splash pad and the possibility of adding a pavilion and additional grills at Highlands Park. Forestr The City Council discussed the Emerald Ash Borer Prevention Program and the City's tree trimming contract. Parks and Recreation Director Dockter noted that the budget includes funding to inject ash trees. Cottage Grove City Council ( G August 15, 2012 Special Meeting J Mayor Bailey asked to have the City Forester give a presentation at an upcoming meeting. Public Works Public Works Director Burshten reviewed the Public Works Department cost centers noting that they would include Public Works Administration, Street Maintenance, Sign Maintenance, Snow and Ice Control, Engineering, Sealcoating, Recycling, Water Utility, Sewer Utility, Storm Water Utility, Street Light Utility, and Fleet Maintenance. Water Utility Public Works Director Burshten highlighted the Water Utility objectives and the capital outlay purchases requested noting that their objectives were to focus on high quality customer service, the meter replacement project, radio read service, reading and repairs, and to continue to upgrade the water distribution system. As far as capital outlay, for 2013 they are requesting the purchase of a 4 -wheel drive pickup, a pressure washer, air compressor, and the Pavement Management C2 project. There was brief discussion on the installation of a new water tower and the water meter replacement program. Sewer Utility Public Works Director Burshten highlighted the Sewer Utility budget and the major objective to inspect easement sanitary sewer lines, continue the 3 -5 year plan to clean sanitary sewer lines, televise large diameter pipe for Inflow /Infiltration, pave trails for improved access to trunk lines, and to proactively rehabilitate manholes and lines. He then reviewed the 2013 and 2014 proposed capital outlay expenditures. There was brief discussion on slip lining and issues with manhole covers. Street Liaht Utilitv Public Works Director Burshten reviewed the Street Light Utility budget and the major objective 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 to replace the bucket truck. He then reviewed the 2013 and 2014 capital outlay expenditures highlighting the system improvements. Mayor Bailey suggesting scheduling crews to work in the evening so they can identify lights that are out, noting that there were a number of lights out along 80 Street South Storm Water Utilit Public Works Director Burshten reviewed the Storm Water Utility budget and the major objective were to meet compliance requirements for the MS4 permit; continue a balanced approach to in -house and outsourced repair projects; cooperative opportunities with STS Cottage Grove City Council I G August 15, 2012 Special Meeting V and MCC; aggressively pursue grants, 80 Street underpass with SWWD, and to research salt reduction project with SWWD. Streets /Sians /Snow Public Works Director Burshten highlighted the contents of the Streets, Sign and Snow Removal budgets and the budget additions proposed for 2013 and 2014, such as the 800 MHz radio upgrade and to sand blast and paint the dump trucks and to hire a public service worker for streets. Public Works Administration Public Works Director Burshten highlighted the major objectives to provide excellent customer service through the CRM work order tracking system; ensure employee training and development programs; assist with right of way permits and over - weight road permits; and coordinate and monitor cleaning and service contracts for other divisions. Sealcoating Public Works Director Burshten noted that the increase in this budget in 2011 and 2012 were due to the increase in oil and fuel costs and noted that they would continue the seven -year City -wide maintenance cycle. Recycling Public Works Director Burshten noted that recycling bins would be purchased through Washington County for River Oaks Golf Course and for neighborhood parks. Enaineerina Services Public Works Director Burshten highlighted the Engineering Services major objective to implement and to refine the infrastructure management system; continue in -house inspections on developments; provide for engineering service for joint projects with Afton, Denmark Township, St. Paul Park, and Newport; and to plan, design and manage infrastructure. Fleet Maintenance Public Works Director Burshten noted that the major objectives include scheduling preventative maintenance services for the City fleet; to improve life expectancy and operational efficiencies of fleet; prepare specifications for the purchase of public works vehicles and equipment; and to maintain the fueling system for the City. He stated that the capital outlay budget includes funding to upgrade the Fuel Master system, air condition the re- charge recycling system, and a Welder capable of welding steel and aluminum. Cottage Grove City Council August 15, 2012 Special Meeting Working Foreman Olson was in attendance and highlighted the changeover of the new squads. There was discussion on having collision work completed locally, maintenance issues, and the replacement of fleet. Public Works Director Burshten complimented the fleet staff and with the Good to Great program, communication has increased. Equipment Replacement Fund Public Works Director Burshten reviewed the Equipment Replacement Fund and highlighted the capital outlay expenditures for 2013 and 2014. Community Development Finance Director Roland noted that the Community Development cost centers include planning, inspections and historic preservation. The 2013 budget additions include 25% of an Economic Development Specialist position and the remaining 75% to be funded by Economic Development, and it includes funding for base mapping data /pictometry with the County /GIS support. She then highlighted the budget objectives. There was brief discussion on the City's trash enclosure ordinance. EDA and ED Trust City Administrator Schroeder stated that the budget includes a $400,000 capital outlay expenditure which is a donation from a local business. He stated that the budget includes two (2) full -time staff and 5% of the City Administrator's salary. The business accelerator would be added at a later date. The City Council complimented the Economic Development Staff on the great job they did organizing the golf tournament. Finance Director Roland then highlighted the budget objectives. City Administrator Schroeder noted that Staff would be hosting a Budget Open House on Wednesday, August 22, 2012 at 6:00 p.m. at the Cottage Grove City Hall meeting rooms. The Council discussed the proposed budget, that the preliminary budget could be decreased in the future but not increased, and that the tax levy was earmarked to increase about 2.5% or $266,000. City Administrator Schroeder commented that an option would be to find $266,000 in expenditures to cut from the budget. Cottage Grove City Council ( p August 15, 2012 Special Meeting O Council Member Thiede stated that if there were any items that would be nice to get but were not necessary, we should consider cutting them. Council Member Olsen stated that he was surprised that we did not see a request for additional personnel in the Police Department and commented that he was in support of transferring the medic hours from the Police to the Fire Division. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, TO ADJOURN THE SPECIAL MEETING AT 9:47 P.M. MOTION CARRIED. 5 -0. Pr7ared by, Caron M. Stransky City Clerk