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Home My WebLink About2013-04-17 PACKET 03.D.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 4/17/2013 D • PREPARED BY: City Clerk Caron Stransky ORIGINATING DEPARTMENT DEPARTMENT HEAD ******�*********�****�***�************�********* COUNCIL. ACTION REQUEST Consider approving the March 20, 2013 City Council Regular Meeting Minutes. STAFF RECOMMENDATION: Approve minutes. SUPPORTING DOCUMENTS ❑ MEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Draft minutes. ADMINISTRATORS COMMENTS '� ld City Administrator Date ************************************************ COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER V:lnbelscamper\TemplateslCity Council�Action Form.doc l w # �r � .: i` � � �; ��. , i ►' �_ a OPEN FORUM Mayor Myron Bailey opened Open Forum at 7:15 p.m. and stafied that during Open Forum a person may address the City Council on subjects not a park of'the regular meeting agenda, but must limit their remarks to three (3) minutes per person. purpose of Open Forum is to give the public an opportunity to present informa�ion o`r��o�"i�eaquest 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 p�u'Fposes. Open';Fbrum will adjourn to the regular meeting at 7:30 p.m. �,�� : The following were present: Mayor Myron Bail Member.Justin Olsen, Council Mem�.�rJen PE COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Regular Meeting March 20, 2013 ncil Member Derrick L.�hrke, Council and`Council Member D`aVe Thiede. The following were absent: None. Also present were: Ryan Roland, Finance Direcfio City Engineer; Craig Woc D i rector. . Mayor Bailey�•op�n,ed 0 to address the Cit�:Cou �cr��oeaer, �ity�Hammisi , Corrine Heine,`CityAtto iery, Public Safety Direcfi = , �; ;T� 6 a en `��o�t�irtl ja� 7�15, p.m., � cil on any topic not on„th r;,Caron S;��ansky, City Clerk; Robin Ken�edy�& �raven; Jennifer Levitt, nd Les B Public Works asked if anyone in the audience wished �enda. Tessa A�derson, 8230 Ivywood Avenu,e South, Cottage Grove, appeared before the City Council to� request that she��be�� maintain a pot belly pig in her home to be used as a therapeutic ��t, } s �� -�.� 5 x City Engineer Levitfi stated that �i'ty Staff and the City Attorney have been investigating this request and stated that it is�nofi;;�s easy as you would think and so they are going through due diligence in reviewin� t,ii;e,�ADA requirements associated with it. She stated that she anticipates having this on tiie April 3, 2013 regular meeting agenda. Mayor Bailey closed Open Forum to the Regular Meeting. REGULAR MEETING CALL TO ORDER CITY OF COTTAGE GROVE • 12800 Ravine Parkway • Cottage Grove, Minnesota 55016 www.cottage-grove.org • 651-458-2800 • Fax 651-458-2897 • Equal Opportunity Employer Cottage Grove City Council I 2 March 20, 2013 Regular Meeting The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular meeting on March 20, 2013 at the Cottage Grove City Hall, 12800 Ravine Parkway. 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. 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 D i rector. Mayor Bailey presided over the meeting. 1. 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. South Washington Watershed District Matt Moore, Administrator of the South Washington Watershed District, appeared before the City Council and introduced Jack Lavold, Dennis Hanna, and Brian Johnson. Mr. Moore highlighted the projects that they worked on in 2012 and the upcoming projects for 2013. 3. APPROVAL OF MINUTES A. January 16, 2013 Special Meetin� Mayor Bailey declared the minutes of the January 16, 2013 Special Meeting to stand approved as presented. Cottage Grove City Council ( 3 March 20, 2013 Regular Meeting B. January 16, 2013 Regular Meeting Mayor Bailey declared the minutes of the January 13, 2013 Regular Meeting to stand approved as presented. C. Februarv 6, 2013 Special Meetin� Mayor Bailey declared the minutes of the February 6, 2013 Special Meeting to stand approved as presented. D. February 6, 2013 Regular Meeting Mayor Bailey declared the minutes of the February 6, 2013 Regular Meeting to stand approved as presented. 4. CONSENT CALENDAR , The Council pulled items L and N from the consent calendar for discussion purposes. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, T0: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: i. ENVIRONMENTAL COMMISSION MEETING OF DECEMBER 12, 2012 AND JANUARY 12, 2013. B. ADOPT RESOLUTION N0. 2013-024, A RESOLUTION APPROVING FINAL PAYMENT IN THE AMOUNT OF $166,578.25 TO EUREKA CONSTRUCTION, INC., FOR THE RAVINE PARKWAYAND 85T" STREET PROJECT. C. AUTHORIZE STAFF TO ADVERTISE AND SELL SURPLUS PROPERTY ON EBAY. D. AUTHORIZE THE SALE OF THREE MODEL THERMAL IMAGERS ON EBAY. E. APPROVE THE APPOINTMENT OF CHARLIE LENTZ TO THE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION FOR A TERM TO EXPIRE FEBRUARY 28, 2015. F. ADOPT RESOLUTION N0. 2013-025, A RESOLUTION AUTHORIZING THE WRITE OFF OF THE COTTAGE GROVE AMBULANCE ACCOUNTS RECEIVABLES TOTALING $1,715,348. G. ADOPT RESOLUTION N0. 2013-026, A RESOLUTION APPROVING AN AMENDMENT TO THE CURRENT CONDITIONAL USE PERMIT TO ALLOW AN ADDITION TO THE EXISTING RELIGIOUS INSTITUTION STRUCTURE AT 8944 INDAHL AVENUE SOUTH, COTTAGE GROVE; A VARIANCE TO ALLOW THE Cottage Grove City Council I 4 March 20, 2013 Regular Meeting ADDITION TO BE SETBACK 40 FEET FROM THE FRONT PROPERTY LINE INSTEAD OF THE REQUIRED 50 FEET; AND A VARIANCE TO ALLOW FOR OFF- SITE PARKING. H. ADOPT RESOLUTION N0. 2013-027, A RESOLUTION AWARDING THE 2013 JOINT CITY WIDE STREET STRIPING PROJECT TO AAA STRIPING SERVICE CO., IN THE AMOUNT OF $35,649.00. APPROVE THE APPOINTMENT OF TONY JURGENS TO THE PUBLIC WORKS COMMISSION FOR A TERM TO EXPIRE FEBRUARY 28, 2015. J. APPROVE THE APOINTMENT OF RICHARD JOHNSON AS CHAIR OF THE HUMAN SERVICES/HUMAN RIGHTS COMMISSION K. APPROVE THE APPOINTMENT OF SHAUNA KLUG TO THE ENVIRONMENTAL COMMISSION FOR A TERM TO EXPIRE FEBRUARY 28, 2015. L. APPROVE THE PERMIT FOR UNDERGROUND UTILITIES IN CITY PARK PROPERTY WITH CENTURYLINK TO ALLOW THEIR UNDERGROUND UTILITIES TO REMAIN WITHIN A 20-FOOT CORRIDOR THROUGH SUNNY HILL PARK. M. ADOPT RESOLUTION N0. 2013-028, A RESOLUTION RESTRICTING PARKING ALONG INDIAN BOULEVARD (SAP 108-125-001) FROM JAMAICA AVENUE SOUTH TO COUNTY ROAD 19 ON BOTH SIDES OF THE STREET FROM 7:00 A.M. TO 9:00 A.M. AND FROM 2:00 P.M. TO 5:00 P.M., MONDAY THROUGH FR I DAY. N. RECEIVE THE REPORT ON THE 70T" STREET AND IDSEN AVENUE PEDESTRIAN CROSSING STUDY. 0. AUTHORIZE STAFF TO IMPLEMENT THE EMERALD ASH BORER VOLUNTARY TREE REMOVAL PROGRAM. P. RECEIVE INFORMATION ON THE 2012 GENERAL FUND ACTIVITY, TRANSFERS, AND FUND BALANCE AT YEAR-END, PURSUANT TO RESOLUTION N0. 2011- 165. Q. ADOPT RESOLUTION N0. 2013-029, A RESOLUTION APPROVING BUDGET ADJUSTMENTS TO THE 2012 BUDGET. R. AUTHORIZE SENDING A COMMENT LETTER TO THE MINNESOTA POLLUTION CONTROL AGENCY REGARDING THE DRAFT AIR PERMIT FOR NORTHERN TIER ENERGY, DRAFT PERMIT NUMBER 16300003-020. S. ADOPT RESOLUTION N0. 2013-030, A RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS FOR THE 2013 PAVEMENT MANAGEMENT PROJECT, DISTRICT C1 AND C2, AND SETTING A BID DATE FOR APRIL 18, 2013. Cottage Grove City Council I 5 March 20, 2013 Regular Meeting T. TO NOT WAIVE THE STATUTORY TORT LIMITS WHERE AN INDIVIDUAL CLAIMANT WOULD BE ABLE TO RECOVER NO MORE THAN $500,000 ON ANY ONE CLAIM TO WHICH THE STATUTORY TORT LIMITS APPLY. THE TOTAL WHICH ALL CLAIMANTS WOULD BE ABLE TO RECOVER FOR A SINGLE OCCURRENCE TO WHICH THE STATUTORY TORT LIMITS APPLY WOULD BE LIMITED TO $1.5 MILLION. MOTION CARRIED. 5-0. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES - None. 6. PUBLIC HEARINGS - None. 7. BID AWARDS A. Consider Awarding the Bid for The Preserve at Cottage Grove Project. The City Council briefly discussed the width of the streets (28-feet) within this development, which are narrower than streets in other developments. MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER LEHRKE, TO ADOPT RESOLUTION N0. 2013-031, A RESOLUTION AWARDING THE BID FOR THE PRESERVE AT COTTAGE GROVE PROJECT TO HARDRIVES, INC., IN THE AMOUNT OF $227,748.65. MOTION CARRIED. 5-0. 8. UNFINISHED AND NEW BUSINESS A. Consider A�proving Parks and Recreation Volunteer Ranger and Legac,�ving Programs Parks and Recreation Director pockter highlighted the proposed Volunteer Ranger and Legacy Giving Programs. He stated that the Volunteer Park Ranger Program is designed to enhance the customer experience for all park users by having volunteers monitor City parks throughout the year. The volunteer's primary responsibility would be to monitor park districts particularly those that need to be addressed to assure patrons of the parks and trails are having safe and enjoyable experiences. Park rangers may also be asked to gather statistical data, document park/equipment usage patterns and survey park users to gain insightful information for help in future decision making. The Legacy Program currently exists but has received very little attention in recent years. In an effort to promote giving to the community's parks and recreation system, Staff is suggesting that the promotional material be revised. The revised format opens the door to almost any type of giving request. Those wishing to donate are given the opportunity to be as specific or as broad in dedicating funds. Donations may be specific to a project or piece of equipment, but can also be applied to a general category of operations Cottage Grove City Council ( 6 March 20, 2013 Regular Meeting such as environmental education programs, trees, or river conservation. Parks and Recreation Director pockter recommended that the Council approve the 2013 Parks and Recreation Volunteer Park Ranger and Legacy Giving programs. The Council discussed the proposed programs, specifically who would be monitoring the programs, are we going to create a schedule for the ranger program, how will they dress, will they wear a name badge, etc. For the Legacy Program, the Director was asked to include larger donations, i.e. a community center, park project, purchase of land, or for the construction of some type of facility or equipment. Parks and Recreation Director pockter advised the City Council that the Parks, Recreation, and Natural Resources Commission and Parks and Recreation Director pockter have received presentation on both programs. Council Member Lehrke asked whether there would be any value in getting some of the Parks, Recreation, and Natural Resources Commission Members involved in the Ranger Program. Parks and Recreation Director pockter stated that that is a good point and he would involve the Commission. Council Member Thiede asked if there were any costs foreseen operating the two programs. Parks and Recreation Director pockter stated that the only funding he would foresee is for the purchase of t-shirts for the volunteers to wear and that cost would be absorbed by their operating budget. Council Member Lehrke suggested that the City look into what it would cost to furnish each Commission Member with a polo shirt or something to say thank you for serving on a Commission. MOTION BY COUNCIL MEMBER LEHRKE, SECONDED BY COUNCIL MEMBER LEHRKE, TO APPROVE THE 2013 PARKS AND RECREATION VOLUNTEER PARK RANGER AND LEGACY GIVING MARKETING PROGRAMS. MOTION CARRIED. 5- 0. B. Consider Authorizing Staff to Partner with the Cottage Grove Bike Park Task Force and MORC/IMBA to Construct the West Draw Bike Park as Proposed. Parks and Recreation Director pockter stated that the Cottage Grove Bike Park Task Force is a group of volunteers and citizens who have spent several months developing a proposal to build a Bike park at West Draw Park. The proposal was reviewed by the Parks, Recreation, and Natural Resources Cottage Grove City Council I 7 March 20, 2013 Regular Meeting Commission and on March 11, they recommended that the City Council authorize the Parks and Recreation Department to work with the Task Force to construct the West Draw Bike Park. Chance Glasford, a local resident, gave a presentation on the proposal and stated that bike parks are the wave of the future. His presentation covered: o What is a Bike Park o A Video o IMBA (International Mountain Bike Association) and MORK (Minnesota Off-Road Cyclist) o Photos of Other Bike Parks o Who Would Use It o Why Should the City Consider this Bike Park o How would it benefit the City o Why West Draw Park o Proposed Design o Construction, Tools, Maintenance o Fixed Water Source and Aesthetic Features Provided by City o Task Force and MORK would provide volunteer labor, provide training, raise money to purchase hand tools, a storage area, small bicycle repair stand and bi-weekly maintenance o Who are the volunteers o Risks o Costto City- $18,800 includes prairie restoration with minimum of $300 for water source The Council discussed hosting tournaments, whether lighting and an additional parking lot were needed, the water source, monument landscaping or sponsorship boards, split rail fence, restoration work, insurance premium, marketing, a drinking fountain, and restroom facilities. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO AUTHORIZE STAFF TO PARTNER WITH THE COTTAGE GROVE BIKE PARK TASK FORCE AND MORC/IMBA TO CONSTRUCT THE WEST DRAW BIKE PARK. MOTION CARRIED. 5-0. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS - None. 10. COUNCIL COMMENTS AND REQUESTS Council Member Olsen stated that the Fourth of July is approaching and one of the things that they have done as the Council is to partner with the Cottage Grove Area Lions Club on funding the fireworks. He asked staff to place this donation on the next meeting agenda. Cottage Grove City Council I 8 March 20, 2013 Regular Meeting Council Member Olsen stated that he is the new liaison to the Advisory Committee on Historic Preservation Committee and he asked the public to send in your recipes. The Committee is working on putting together a community cook book to be sold at the Strawberry Fest. The proceeds would go to the Inclusive Park Task Force. Contact John Burbank atjburbank@cottage-grove.org or call 651-458-2800. Council Member Olsen stated that he was the new liaison to the Public Works Commission and the Commission has talked about consolidating the Public Works Commission with the Public Safety, Health, and Welfare Commission but it doesn't sound like there is a great deal of interest doing that, so with that understanding that we are going to keep the two Commissions separate, he would request that the Public Works Commission meetings be moved to the new City Hall and have them televised on cable. He asked if there were any scheduling conflicts. Council Member Lehrke stated that the Parks, Recreation, and Natural Resources Commission meet at the same time as the Public Works Commission. If both meetings are held at the new City Hall, the Public Works Commission meetings would have to be held on a different date/time. MOTION BY COUNCIL MEMBER LEHRKE, SECONDED BY COUNCIL MEMBER OLSEN, TO PLACE ON THE NEXT REGULAR CITY COUNCIL AGENDA, THE CONTRIBUTION OF $5,000 TO THE COTTAGE GROVE LIONS CLUB FOR THE FOURTH OF JULY FIREWORKS DISPLAY. MOTION CARRIED. 5-0. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO HAVE STAFF LOOK INTO MOVING THE PUBLIC WORKS COMMISSION MEETINGS TO THE NEW CITY HALL AND HAVING THE MEETINGS TELEVISED WHICH COULD INCLUDE A SCHEDULE CHANGE. MOTION CARRIED. 5-0. MOTION BY COUNCIL MEMBER LEHRKE, SECONDED BY COUNCIL MEMBER OLSEN, TO REFER THE 70TH STREET/IDSEN AVENUE TRAFFIC SIGNAL TO THE PUBLIC SAFETY, HEALTH AND WELFARE COMMISSION. MOTION CARRIED. 5-0. Council Member Lehrke announced that the Youth Expo would be held on March 21 at the River Oaks Golf Course. Council Member Peterson announced that the Habitat for Humanity groundbreaking is on March 21 and they are looking for volunteers and donations; the Human Services/Human Rights Commission is hosting a fundraiser at Culver's on March 25; the next Fare for All is April 11 at All Saints Church; the next Beyond the Yellow Ribbon is April 16 at City Hall; another Human Services/Human Rights Commission fundraiser is on April 22 at the Cottage Grove Carbone's; April 27 is the Stone Soup- er Bowl at Park Grove Bowl; the next Red Rock Corridor Commission meeting is April 25; keep your fire hydrants clear of snow; and she thanked the community for attending the Conversation on Domestic Violence. Cottage Grove City Council I g March 20, 2013 Regular Meeting Mayor Bailey stated the final two weeks of the fish fry would be held at River Oaks Golf Course; the City is taking nominations for volunteer of the year; and the open book meetings will be held throughout the County for property owners to discuss their property's assessed market values; and the decision is pending on what to do with the Cottage View Drive-In sign. City Administrator Schroeder stated that they are working with an individual that would allow him to take the sign, projector, and screen, to update them and should the City want them back, they would be returned. 11. PAY BILLS MOTION BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER THIEDE, TO APPROVE PAYMENT OF CHECK NUMBERS 180566 THROUGH 180753 IN THE AMOUNT OF $578,829.48 AND EFT PAYMENT OF $141,290.36 (CHECK NUMBERS 180566 - 180603 IN THE AMOUNT OF $122,353.27 AND EFT PAYMENT OF $15,982.49. MOTION CARRIED. 5-0. 12. WORKSHOP SESSION - OPEN TO PUBLIC - None. 13. WORKSHOP SESSION - CLOSED TO PUBLIC - None. ADJOURNMENT MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER LEHRKE, TO ADJOURN THE REGULAR MEETING AT 9:18 P.M. MOTION CARRIED. 5-0. Prepared by, Caron M. Stransky City Clerk