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HomeMy WebLinkAbout2012-08-08 MINUTESOPEN FORUM COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Regular Meeting August 8, 2012 Mayor Myron Bailey opened Open Forum at 7:15 p.m. and stated that during Open Forum a person may address the City Council on a subject not a part of the regular meeting agenda, but must limit their remarks to three (3) minutes per person. The purpose of Open Forum is to provide the public an opportunity to provide information or to request action by the City Council. It may not be used to make personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Open Forum will adjourn to the regular meeting at 7:30 p.m. 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; Corrine Heine, City Attorney- Kennedy & Graven; Jennifer Levitt, City Engineer; Craig Woolery, Public Safety Director; and Les Burshten, Public Works Director. Mayor Bailey opened Open Forum at 7:15 p.m., and asked if anyone in the audience wished to address the City Council on any topic not on the agenda. There being none, Mayor Bailey closed Open Forum to the Regular Meeting. CALL TO ORDER — Regular Meeting The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular meeting on August 8, 2012 at the Cottage Grove City Hall, 7516 80 Street South, Cottage Grove. Mayor Bailey called the meeting to order at 7:30 p.m. PLEDGE OF ALLEGIANCE The audience, staff and the Mayor and Council Members pledged allegiance to the flag of the United States of America. 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. Cottage Grove City Council August 8, 2012 Regular Meeting The following were absent: None. Also present were: Ryan Schroeder, City Administrator; Caron Stransky, City Clerk; Robin Roland, Finance Director; Danette Parr, Economic Development Director; Corrine Heine, City Attorney- Kennedy & Graven; Craig Woolery, Public Safety Director; and Les Burshten, Public Works Director. Mayor Bailey presided over the meeting. ADOPTION OF AGENDA MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED. 5 -0. 2. PRESENTATIONS A. Green Garden Awards Parks and Recreation Director Dockter introduced Jill Zimmerman and Paul Schreiner, the 2012 Landscape Interns, who presented the Green Garden Awards for the Kingston Park Rain Garden, plantings at the Highlands Park Splash Pad, and landscaping at Fire Station #2 and in front of the Public Works facility. The Mayor and City Council presented the Commercial Green Garden Award to Applebee's Restaurant and the Residential Green Garden Award to Dee Denning and Mark Yzerman. 3. APPROVAL OF MINUTES A. June 6, 2012 Regular Meeting Mayor Bailey declared the minutes of the June 6, 2012 Regular Meeting to stand approved as presented. B. June 20, 2012 Special Meeting Mayor Bailey declared the minutes of the June 20, 2012 Special Meeting to stand approved as presented. C. June 20, 2012 Regular Meeting Mayor Bailey declared the minutes of the June 20, 2012 Regular Meeting to stand approved as presented. Cottage Grove City Council August 8, 2012 Regular Meeting 4. CONSENT CALENDAR The City Council pulled and briefly reviewed items K, N, B, D C, M, and S. Council Member Thiede stated that he pulled item K because he would like a little more time to review the various aspects of the request. Council Member Olsen stated that he would like to remove the five (5) title changes for City Council consideration at a future meeting. Council Member Lehrke asked whether the pay is staying the same for all five (5) positions and Human Resources Coordinator Fischbach stated that the AFSCME union decertified and the recommendation is to change the titles of Office Clerk II to Office Assistant 11 and Office Clerk I to Office Assistant I. Council Member Olsen stated that he would be voting against the consent calendar because in his view we do not do a very good job preparing and updating job descriptions. Council Member Lehrke asked if it would make more sense to pull the item because the consent calendar requires unanimous consent. City Attorney Heine stated that the consent calendar is intended for noncontroversial items and recommended that it be removed from the consent calendar and placed elsewhere on the Agenda. Council Member Olsen pulled item K from the consent calendar and placed it under Unfinished and New Business. MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER PETERSON, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: i. PUBLIC SAFETY, HEALTH AND WELFARE COMMISSION AND ENVIRONMENTAL COMMISSION JOINT COMMISSION MEETING OF JUNE 19, 2012. ii. PLANNING COMMISSION MEETING OF MAY 21, 2012 AND JUNE 25, 2012. B. ADOPT RESOLUTION NO. 2012 -083 A RESOLUTION AUTHORIZING PREPARATION OF A FEASIBILITY REPORT FOR THE 2013 PAVEMENT MANAGEMENT PROJECT FOR AREAS C1 AND C2. Cottage Grove City Council August 8, 2012 Regular Meeting �+ C. ADOPT RESOLUTION NO. 2012 -084 A RESOLUTION ACCEPTING DONATIONS TOTALING $2,100 FOR THE PUBLIC SAFETY, FIRE, AND RECREATION DEPARTMENTS 18 ANNUAL SAFETY CAMP. D. APPROVE THE APPOINTMENT OF ROD HILL TO THE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION FOR THE TERM ENDING FEBRUARY 28, 2013. E. ADOPT RESOLUTION NO. 2012 -085 A RESOLUTION APPROVING ROUTE CHANGES TO THE CITY'S MUNICIPAL STATE AID (MSA) SYSTEM. F. AUTHORIZE STAFF TO REQUEST PROPOSALS TO REMOVE 350 ASH TREES AND REPLANT TREES IN ACCORDANCE TO THE EAB MANAGEMENT PLAN. G. APPROVE THE 2012 -2013 MAPS DESIGNATING APPROVED AREAS TO DISCHARGE ARCHERY AND FIREARMS WITHIN THE CITY. H. ADOPT RESOLUTION NO. 2012 -086 A RESOLUTION AWARDING CONTRACT FOR THE 20 12 SANITARY SEWER JETTING/ CLEANING AND TELEVISING OF SANITARY SEWER IN PAVEMENT MANAGEMENT AREA C2 TO HYDRO VAC, CO., FOR $17,375.85. APPROVE THE PURCHASE OF ONE (1) JOHN DEERE 997 COMMERCIAL L.C. DIESEL MAX -FRAME Z -TRAK MOWER FROM JOHN DEERE COMPANY, FOR THE TOTAL PURCHASE PRICE, INCLUDING SALES TAX, OR $16,775.58 AND ONE (1) JOHN DEERE 14 BUSHEL 3 -BAG MATERIAL COLLECTION SYSTEM FOR 997 WITH 60 -INCH DECK FROM FRONTIER AG AND TURF, FOR THE TOTAL PURCHASE PRICE, INCLUDING SALES TAX, OF $4,488.75. APPROVE THE MEMORANDUM OF UNDERSTANDING WITH THE FRIENDS OF THE MISSISSIPPI RIVER TO RESTORE AND ENHANCE THE NATURAL COMMUNITIES OF THE GATEWAY NORTH OPEN SPACE AREAS WITH A PROJECT EXPENSE OF UP TO $70,000 WITH UP TO A $10,000 CITY MATCH. K. REMOVED FROM THE CONSENT CALENDAR TO UNFINISHED AND NEW BUSINESS. L. AUTHORIZE ISSUANCE OF A SINGLE- OCCASION GAMBLING PERMIT TO COTTAGE GROVE ELEMENTARY SCHOOL PTO INC., TO CONDUCT A RAFFLE AT COTTAGE GROVE ELEMENTARY Cottage Grove City Council August 8, 2012 Regular Meeting SCHOOL, 7447 65 STREET SOUTH, COTTAGE GROVE, ON FRIDAY, OCTOBER 5, 2012. M. PASS ORDINANCE NO. 906 AN ORDINANCE FOR THE CITY OF COTTAGE GROVE, MINNESOTA, DECREASING THE "ON SALE" INTOXICATING LIQUOR LICENSE FEE FROM $9,500 TO $6,000 PER CALENDAR YEAR (INITIAL LICENSE PRORATED MONTHLY). N. ADOPT RESOLUTION NO. 2012 -089 A RESOLUTION ACCEPTING THE DONATION FROM SALON 80 TO THE PUBLIC SAFETY DEPARTMENT'S NIGHT TO UNITE EVENT. O. AUTHORIZE STAFF TO ADVERTISE AND SELL SURPLUS PROPERTY ON E -BAY. P. ITEM REMOVED FROM AGENDA (DUPLICATE OF ITEM 4.N).' Q. ADOPT RESOLUTION NO. 2012 -090 A RESOLUTION GRANTING A VARIANCE TO THE REQUIRED 20 -FOOT SIDE -YARD SETBACK TO ALLOW A DRIVEWAY EXTENSION TO BE CONSTRUCTED 10 FEET FROM THE SIDE PROPERTY LINE AT 11931 LOFTON AVENUE SOUTH, COTTAGE GROVE. R. APPROVE CHANGE ORDER NO. 4 TO THE PUBLIC SAFETY /CITY HALL IMPROVEMENT PROJECT IN THE ADDITIONAL AMOUNT OF $7,479.02. S. APPROVE THE APPOINTMENT OF ELIJAH HARTER TO FILL AN UNEXPIRED TERM ON THE PLANNING COMMISSION ENDING FEBRUARY 28, 2014. T. ACCEPT THE UPPER RAVINE DISTRICT ROADWAY SPECIAL ASSESSMENT STUDY UPDATE. MOTION CARRIED. 5 -0. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES - None. 6. PUBLIC HEARINGS - None. 7. BID AWARDS - None. 8. UNFINISHED AND NEW BUSINESS Cottage Grove City Council G August 8, 2012 Regular Meeting V K. Consider Adopting a Resolution Approving the 2012 -2013 Non - Represented Pay Plan and Adopting a Resolution Amending the Personnel Policy Regarding Annual Leave Language Pulled from Consent Calendar) Council Member Peterson asked for more clarification on this item. Council Member Olsen expressed why he would like to return this item to staff for further review. MOTION BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER OLSEN, TO RETURN THIS ITEM TO STAFF FOR FURTHER REVIEW. The City Council discussed the recommendation to change the job titles for five (5) positions; those being Human Resources Coordinator to Human Resources Manager /Deputy City Clerk; Recreation Coordinator to Recreation Supervisor; Accounting Clerk II to Accounting Specialist; Office Clerk II to Office Assistant 11, and Office Clerk I to Office Assistant I. Council Member Olsen stated that he would like to see the new job descriptions for the positions where additional responsibilities were added to the job. He recommended that the five (5) new titles be removed from the proposal and that staff review the recommendation further for action by the City Council at a future meeting. Council Member Lehrke made a motion to amend Council Member Peterson's motion. He suggested letting the motion die and he would be happy to support a motion to remove the top two (2) job titles; those being Human Resources Coordinator /Deputy City Clerk and Recreation Supervisor. Council Member Olsen stated that he would be comfortable with that motion. Council Member Peterson asked whether she needs to withdraw her motion. Council Member Olsen stated that he would like to vote on the motion. UPON VOTE BEING TAKEN, MOTION FAILED. 0 AYES -5 NAYS. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO ADOPT A RESOLUTION NO. 2012 -088 A RESOLUTION AMENDING THE PERSONNEL POLICY REGARDING ANNUAL LEAVE LANGUAGE AND TO ADOPT RESOLUTION NO. 2012 -087 A RESOLUTION APPROVING THE 2012 -2013 NON - REPRESENTED PAY PLAN, REMOVING THE FOLLOWING TITLE Cottage Grove City Council August 8, 2012 Regular Meeting CHANGES: • HUMAN RESOURCES COORDINATOR TO HUMAN RESOURCES MANAGER /DEPUTY CITY CLERK; • RECREATION COORDINATOR TO RECREATION SUPERVISOR; • ACCOUNTING CLERK II TO ACCOUNTING SPECIALIST; AND • OFFICE CLERK II TO OFFICE ASSISTANT II. CONDITIONED ON THE UNDERSTANDING THAT STAFF WOULD COME BACK WITH A RECOMMENDATION ON TITLE CHANGES, JOB DESCRIPTIONS, AND /OR WAGES. MOTION CARRIED. 5 -0. A. Consider AnnrovinR an Agreement with Solbrekk Business Technolo Solutions for Virtual Server Equipment and Software as proposed and to Consider Approving Agreements with Marco, Inc., for the Upgrade of the City's Phone System for $63,077.00 and for the Purchase of New Data Equipment for $34,857.92 Finance Director Roland provided a brief overview of the recommendation to authorize staff to enter into an agreement with Solbrekk Business Technology Solutions for virtual server equipment and software with Marco Inc., to upgrade the City's phone system and for the purchase of new data equipment. Finance Director Roland then introduced the members of the IT Committee who were in attendance and acknowledged receipt of the letter from Dave Spiess, a member of the Fire Department. Council Member Thiede stated that he met with the MIS Coordinator, Jenny Jennings, and advised the City Council of his concerns which deal with virtualization, VMWare, and the new phone system. MIS Coordinator Jenny Jennings stated that Solbrekk would not leave until everything was working properly. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE THE AGREEMENT WITH SOLBREKK BUSINESS TECHNOLOGY SOLUTIONS FOR VIRTUAL SERVER EQUIPMENT AND SOFTWARE. MOTION CARRIED. 3 -2 WITH COUNCIL MEMBER LEHRKE AND COUNCIL MEMBER THIEDE VOTING NAY. MOTION BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER OLSEN, TO APPROVE THE AGREEMENTS Cottage Grove City Council p August 8, 2012 Regular Meeting O WITH MARCO, INC., FOR THE UPGRADE OF THE CITY'S PHONE SYSTEM FOR $63,077.00 AND THE PURCHASE OF NEW DATA EQUIPMENT FOR $34,857.92. MOTION CARRIED. 5 -0. B. Consider Revisions to the Infrastructure Maintenance Task Force Special Assessment Policy for Public Improvements as Approved by a Consensus of the Public Finance Director Roland reviewed the revisions proposed to the Infrastructure Maintenance Task Force Special Assessment Policy for Public Improvements. She noted that Washington County certifies the current year so if you paid off your assessment, you would have to write two (2) checks — one to the County and one to the City. The City of Woodbury accepts partial payments equal to 20% in the first 30 days, and the minimum amount of payment is $2,000. Mayor Bailey stated that the biggest change to the policy is in the interest rate which would be based on the presumed or actual rate on that date plus 1.5 percent administrative fee. Council Member Olsen thanked the IMTF members, Public Works Commission members, and the City Staff who were involved in reviewing the policy. He recommended that the partial payment issue be tracked through a computerized system. Council Member Lehrke noted that he, Gary Orloff, the City Attorney's name should be added to the list of workgroup members located on the inside cover of the policy. Mayor Bailey stated that he would be abstaining from the motion since his neighborhood is the next area to be improved. MOTION BY COUNCIL MEMBER LEHRKE, SECONDED BY COUNCIL MEMBER OLSEN, TO APPROVE THE INFRASTRUCTURE MAINTENANCE TASK FORCE SPECIAL ASSESSMENT POLICY FOR PUBLIC IMPROVEMENTS AS REVISED. MOTION CARRIED. 4 -0 -1 WITH MAYOR BAILEY ABSTAINING. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS — None. 10. COUNCIL COMMENTS AND REQUESTS Council Member Peterson announced that when the next Fair for All, Beyond the Yellow Ribbon, BEC open house would be held and thanked everyone who participated in the Night to Unite event. Cottage Grove City Council August 8, 2012 Regular Meeting Council Member Olsen echoed thanks for the Night to Unite event noting that it was fabulous. He stated that the City underwent a Decision Resources Survey on the bond referendum. Some of the things that came out of the survey were that 75% were aware of the park system, that the City Council and Staff need to understand that the citizens want information, that the City should put their best foot forward at all times and that the City may want to change the format of the CG Reports and prepare more news releases. Council Member Thiede commented on the BEC open house noting that it would be a great opportunity for businesses. Mayor Bailey stated that at the last Regular meeting, there was a closed session at which time the City Council conducted a performance evaluation on the City Administrator. He stated that City Administrator Schroeder scored very high in financing and noted that there was some discussion specific to where the City Council would like City Administrator Schroeder to perform better in the future. Mayor Bailey stated that a lot of people have asked what was happening at the old Post Office and that we should ask the Post Office to install directional signage to the Annex facility on 95 Street South. He noted that the City Council has been working on the Budget and there is an open house on August 22. Lastly, he and Public Safety Director Woolery would be at Yo Jo's on Sunday to meet with the public. 11. PAY BILLS MOTION BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER OLSEN, TO APPROVE PAYMENT OF CHECK NUMBERS 177738 TO 178060 TOTALING $1,692,497.72 AND EFT PAYMENTS TOTALING $1,050,340.62. MOTION CARRIED. 5 -0. 12. WORKSHOP SESSION — OPEN TO PUBLIC — None. 13. WORKSHOP SESSION — CLOSED TO PUBLIC — None. ADJOURNMENT MOTION BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER THIEDE, TO ADJOURN THE REGULAR MEETING AT 9:10 P.M. MOTION CARRIED. 5 -0. Cottage Grove City Council 0 August 8, 2012 Regular Meeting Prepared by, Caron M. Stransky City Clerk