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Home My WebLink About2013-01-02 PACKET 03.B.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM #3 DATE 1/2/2013 PREPARED BY City Clerk Caron Stransky ORIGINATING DEPARTMENT DEPARTMENT HEAD COUNCIL ACTION REQUEST City Council Minutes Approval: October 20, 2012 Special Meeting. STAFF RECOMMENDATION: Approve draft minutes. u- _ _ 1 I Lei 0 BUDGETED AMOUNT ACTUAL AMOUNT ADVISORY COMMISSION ACTION DATE REVIEWED APPROVED DENIED ❑ PLANNING ❑ ❑ ❑ ❑ PUBLIC SAFETY ❑ ❑ ❑ ❑ PUBLIC WORKS ❑ ❑ ❑ ❑ PARKS AND RECREATION ❑ ❑ ❑ ❑ HUMAN SERVICES /RIGHTS ❑ ❑ ❑ ❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: October 20, 2012 Special City Council Meeting Minutes. ADMINISTRATORS COMMENTS 2 City A inistrator Kate http : / /intranet/city - council /cou ncil- action.doc COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Special Meeting October 20, 2012 CALL TO ORDER — Joint Special Meeting with City Commissioners The City Council of the City of Cottage Grove, Wash ington,county, Minnesota, held a Special Meeting on October 20, 2012 at the Cottage Grove City Hall, 12800 Ravine Parkway South, Cottage Grove. Mayor Bailey called the ; s,pecial meeting to order at 8:00 a.m. . ROLL CALL The following were present: Mayor Myron Council Member Justin Olsen, Council ME Dave Thiede. The following were absent: None. Also present were: Ryan Schroeder," City Admit Robin Roland, Finance Director; Craig`woolery Public Works Directot, Zac DoCkter, Parks Tand Public Safety Director Mayor Bailey presided over..: Mayor Bliley preside Aver meeting wh was to proud occurred'sinee the last me Commissions, we took a poI' outcome of a r f6rendum to banquet/meeting fa the been updated, and '`fle FDA: 1. 2013 Budaet Uadate'` Council Memb&.aDerrick Lehrke, en Peterson, and�Cbgrrcil Member r; Car9, Stransky, City Clerk; Safetyirector; Les Burshten, tton. Craig Woolery, Special Me'etmg and highlighted the purpose of the ie Commission "members with an update on what has In the when the City Council met with the City re use the Thompson Grove Community Building and the ude the remodeling of the building for a birthday and y updated its marketing on a new slogan; the website has revamped its marketing material. The City Council kept the levy at the same amount in 2013 as it was for 2012; the taxable market value will decline for the fourth year in a row; 2013 projected decline is 8.1 %; and the average tax rate is comparable to other cities. The General Fund budget stayed within the same $1.5 million range, averaging less than a 1 % increase each year across the 2005 - proposed 2013 period; the levy has not increased in the last three (3) years; over the last 9 year period, the City's Cottage Grove City Council October 20, 2012 Special Meeting levy has increased by an average of 2.63% per year. The total tax levy covers not only the General Fund, but the EDA, Ice Arena, and other debt issued by the City. Public Safety Director Woolery reviewed duty crews /paramedic responses; he highlighted the major objective to staff the primary ambulance with fire personnel 24/7. Police /Paramedic would serve as secondary responders keeping officers in the City as much as possible. Continue to augment and refine the duty crew response for smooth operations for ambulance responses. Less reliance on EMT - only members and moving them to firefighter positions so first out fire calls can be staffed by firefighter /EMTs. 2. Development and Infrastructure Update: Administrator Ryan Schroeder City Administrator Schroeder recapped what has occurred this past year and recent and future business development — retail, industrial business park; development; gateway pond improvements; Highland Park splash pad; and Sunny Hill Park. City Administrator Schroeder then highlighted future improvements: Woodridge Pond; 2013 Pavement Management Program; East Ravine Parkway; Ravine Parkway Extension (Bridge); 70 Street proposed improvements by Washington County; Keats Pavement Project from north of Military to Bailey Road in Woodbury; Belden Quiet Zone; Central Draw SWWD Improvements; 80 Street Box Culvert; East Point Douglas Road Improvements; and West Point Douglas Road from Lofton to Highway 95. Economic Development Director Danette Parr explained the BEC Business Accelerator Program at City Hall focusing on IT types of businesses or those businesses that support IT. 3. Referendum Presentation: Parks & Recreation Director Zac Dockter Parks and Recreation Director Dockter highlighted the proposed Parks and Recreation Referendum and explained why, the two (2) questions — finance aquatics center and the cost to finance an indoor /outdoor youth play center and Hamlet Park improvements. Phase II of the Hamlet Park improvements would include remodeling the existing building, remove older storage building, and enhance the entrance with new landscaping /monument, and more. Phase III would be to improve the recreational access from 80 Street. He then highlighted the play center improvements which includes the creation of an indoor /outdoor play center. Cottage Grove City Council 1 3 October 20, 2012 Special Meeting Question on the City Council's rationale on combining the Hamlet Park improvements with the play center. Parks and Recreation Director Dockter provided a breakdown on the cost of the second question - $6.2 million for the Hamlet Park improvements and $800,000 for the play center. Mayor Bailey explained why the City Council decided to close the municipal pool noting that the major reason was due to the amount that the City was subsidizing the operation and because it was underutilized. A member of the audience stated that if the City does not expect to breakeven then you should tell the residents. Parks and Recreation Director Dockter stated that if the question passes, a Committee would get together the discuss whether they want to charge whatever it takes to breakeven and that we should also tell the residents whether or not the project would be successful. Parks and Recreation Director Dockter then reviewed the financing plans. Question from audience regarding pavement management projects and the amount levied. Parks and Recreation Director Dockter then reviewed the operating costs, education efforts, number of jobs that would be created by the facility (40 seasonal, 6 -10 part -time positions). Parks and Recreation Director Dockter stated that if the referendum does not pass, they would go back to the drawing board. He encouraged people to vote. 4. City Hall Project Status / Budget — Administrator Ryan Schroeder City Administrator Schroeder stated that there are maps available that points out where the various departments are located within the new building including the public safety garage. City Administrator Schroeder then reviewed the budget and the projected net cost. The $15.1 million cost would come in below budget. The project was financed and results in a zero impact to the project due to money that has been saved over the years. We also had existing debt that we paid off and we used that amount to fund the project. City Administrator Schroeder then reviewed the outcome of the project that included space needs, sustainability features including rooftop irrigation, high Cottage Grove City Council October 20, 2012 Special Meeting 1 1 4 efficiency lighting; day lighting throughout the building, and operational features which includes single level, shared office support spaces, public safety management in adjoining space, collaborative office design, shared storage and messaging, call answering from computers, logs for incoming /outgoing calls, IT redundancy and disaster recovery in virtual environment. The bid award was in September 2011 and construction bids ranged from $13 million to $14.2 million. City Administrator Schroeder then highlighted the budget breakdown and the estimated final costs. 5. General Q & A and Suggestions: Mayor Myron Bailey There were questions from the audience on the windows, awnings, etc. Mayor Bailey thanked everyone who served on the various committees. He stated that the council chamber would be about the same size. The City Clerk, City Administrator, and City Attorney would continue to sit at the dais adjacent to the window. Mayor Bailey thanked everyone for their service to the community. Adjourned at 11:15 p.m. for self - guided tours of the new Public Safety /City Hall facility. Prepared by, Caron Stransky City Clerk