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HomeMy WebLinkAbout2005-11-02 MINUTES REGULAR MEETING COTTAGE GROVE CITY COUNCIL November 2, 2005 OPEN FORUM – 7:15 p.m. Open forum provides a person an opportunity to inform the Council of a problem or to request information related to City business not scheduled for Council action and on the Agenda. Mayor Shiely encouraged persons to limit their remarks to two (2) minutes per issue. Present: Mayor Sandy Shiely Council Member Myron Bailey Council Member Karla Bigham Council Member Mark Grossklaus Also Present: Ryan Schroeder, City Administrator Ron Hedberg, Finance and Administrative Services Director Howard Blin, Community Development Director Jennifer Levitt, City Engineer Michael Zurbey, Acting Public Safety Director Harry Taylor, Public Works Supervisor Corrine Thomson, City Attorney Not Present: Council Member Pat Rice No one stepped forward to speak during Open Forum. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular th meeting on Wednesday, November 2, 2005, at the Cottage Grove City Hall, 7516 80 Street South. Mayor Sandy Shiely called the meeting to order at 7:30 p.m. ROLL CALL Present: Mayor Sandy Shiely Council Member Myron Bailey Council Member Karla Bigham Council Member Mark Grossklaus Also Present:Ryan Schroeder, City Administrator Ron Hedberg, Finance and Administrative Services Director Howard Blin, Community Development Director Regular Meeting – November 2, 2005 Cottage Grove City Council Jennifer Levitt, City Engineer Michael Zurbey, Acting Public Safety Director Harry Taylor, Public Works Director Corrine Thomson, City Attorney Not Present: Council Member Pat Rice ADOPTION OF AGENDA MOTION BY BAILEY, SECONDED BY BIGHAM, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED 4-0. PRESENTATIONS A. Presentation on Snowmobile and On Street Parking Regulations by Officer Dan Schoen Officer Dan Schoen provided the Council with an update on the Snowmobile and On Street Parking regulations. He stated that the Snowmobile Statute, DNR Title 6 and Chapter 6 are available for viewing on the City website. He reviewed the speed limits noting that the maximum speed limit in Minnesota is 55 miles per hour, adding that snowmobiles have to be licensed the same as an automobile and have defined areas where they can be driven. He stated that all snowmobile drivers would be required to attend training; become certified to drive a snowmobile; and be able to show that they know about the vehicle and how to handle it. He provided Council with an overview of the Star Trail system and the areas that snowmobiles are not allowed to use. He stated that they want the community to wait until the trails are ready and snow is plentiful before using snowmobiles in these areas. He urged users to gain permission from landowners before entering onto private property. He stated that if a snowmobiler does not have permission from the landowner they must stay off the private property. He reviewed the hours noting that snowmobiling would be allowed from 7:00 a.m. to 10:00 p.m., Sunday through Thursday and 7:00 a.m. Friday to 1:00 a.m. Saturday and 7:00 a.m. Saturday to 1:00 a.m. Sunday. He provided Council with an overview of the pre-enforcement and education process; Enforcement process; and complaints received during the 2004-2005 season. He stated that many Cities in the State have banned snowmobiling in the City altogether noting that it is a privilege and urged residents to respect the regulations. Council Member Bigham asked if this information would also be included in the most current Cottage Grove Reports. Officer Schoen stated that he was not sure if the information would be included in the Cottage Grove Reports noting that the information could be included in the Bulletin. He provided Council with a brief overview of the winter ‘on-street’ parking rules noting that they th are in affect from October 1 through April 30 each year. He explained that all vehicles must be off the street until the streets have been cleared. He stated that owners must move their vehicle within 15 minutes of the request adding that if the vehicle is not moved action would Regular Meeting – November 2, 2005 Cottage Grove City Council be taken to remove the vehicle. He stated that the winter parking education pre-enforcement includes the Cottage Grove Reports; local newspapers; local media; Public Safety Department and the City website. He stated that signs are posted at the majority of entrances to the City year round adding that informational flyers are also placed on vehicles throughout the City. Officer Schoen stated that it is their intent to provide a safe travel environment for the citizens and visitors of Cottage Grove and also allows for a safer environment for Public Works vehicles. He reviewed the ordinance tag fee amounts and towing process with Council noting that the costs would also include a daily storage; an administrative ordinance tag fee; and administrative late fees if the tag goes beyond 21 days. He reviewed the number of ordinance tags written for the 2003-2004 season with Council noting that compliance has improved considerably since the beginning of the year. APPROVAL OF MINUTES A. October 5, 2005 Regular Meeting Mayor Shiely stated that the minutes stand approved as presented. CONSENT CALENDAR Council Member Bigham asked to pull Item 4F for discussion. She stated that she would like to acknowledge and thank 3M for their generous donation of one Rice Hydro FH series, gas- powered Host Testing Machine for the Public Safety Department. She stated that this is a very generous donation noting that it was something that was definitely needed. MOTION BY GROSSKLAUS, SECONDED BY BAILEY, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: i. PLANNING COMMISSION OF SEPTEMBER 26, 2005. B. ACCEPT MODIFICATIONS TO EXISTING CONTRACT AND EXTEND AGREEMENT FOR THREE YEARS WITH BIFF’S, INC. TO SUPPLY PORTABLE RESTROOMS FOR THE CITY OF COTTAGE GROVE. C. APPROVE CHANGE ORDER #1 FOR THE EAST POINT DOUGLAS SIDEWALK PROJECT. D. ADOPT RESOLUTION NO. 05-185 APPROVING FINAL PAYMENT IN THE AMOUNT TH OF $31,414.90 TO DANNER, INC. FOR THE PINE SUMMIT 6 ADDITION STREET AND UTILITY IMPROVEMENTS PROJECT. E. ADOPT RESOLUTION NO. 05-186 AUTHORIZING THE PREPARATION OF A TH FEASIBILITY REPORT FOR THE 97 STREET EXTENSION PROJECT. F. ADOPT RESOLUTION NO. 05-187 ACCEPTING DONATION OF A HOSE TESTING MACHINE TO THE CITY OF COTTAGE GROVE FIRE DIVISION. G. ADOPT RESOLUTION NO. 05-188 ADOPTING ASSESSMENT OF STORM WATER AREA CHARGES FOR PRAIRIE OAKS ADDITON (RON REIMANN). Regular Meeting – November 2, 2005 Cottage Grove City Council H. AWARD THE DEEP WELL NO. 2 MAINTENANCE PROJECT TO E. H. RENNER AND SONS, INC. IN THE AMOUNT OF $31,513.00. I. ADOPT RESOLUTION NO. 05-189 AUTHORIZING THE PREPARATION OF THE FEASIBILITY REPORT FOR THE SILVERWOOD ADDITION PROJECT. J. AUTHORIZE THE EXECUTION OF A FOUR-YEAR LEASE AND MAINTENANCE AGREEMENT WITH KONICA-MINOLTA. K. AUTHORIZE THE PURCHASE OF A POSTAGE MACHINE FROM NEO POST IN THE AMOUNT OF $10,355.85 PLUS TAX AND THE EXECUTION OF A 5-YEAR LEASE AGREEMENT FOR THE POSTAGE METER AND THE MAINTENANCE AGREEMENT WITH THE RATE CHANGE PROTECTION. MOTION CARRIED 4-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES NONE PUBLIC HEARINGS A. Conduct the Public Hearing and Consider Adopting a Resolution Ordering Phase One, Part One of the Ravine Parkway Project. City Engineer Levitt stated that this subject was discussed extensively on September 21, 2005 noting that she would like to provide Council with a brief overview of the area. She provided Council with an overview of the map outlining Phase One, Part One of the Ravine Parkway project. She stated that the actual feasibility report that was prepared for Council on September 21, 2005 was for Phase One and Part One. She explained that Phase One, Part One would include the location right in front of the Washington County South Service Center noting that Phase Two would involve the remaining parkway that would service a campus area. She provided Council with a pictorial overview of the cross-section of the parkway stating that she is available to answer any questions. Mayor Shiely opened the public hearing at 7:49 p.m. Rick Werth, member of the Tank family, owners of the property adjacent to the parkway, th asked if there are any plans to do anything with 90 Street, west of Keats. th City Engineer Levitt stated that in this phase 90 Street would be reconstructed so that they have the proper lane configuration so that it matches up with the new proposed alignment. She explained that they are transitioning within approximately 1500 feet and coming back in th to the existing 90 Street. She stated that it would also have additional turn lanes and a raised median. Mr. Werth stated that at the end of the church property line is the Tank’s field and asked what would be taken from that field. Regular Meeting – November 2, 2005 Cottage Grove City Council City Engineer Levitt stated that the City would not take anything from that area noting that the City would stay within the existing right-of-way in order to make that transition from that intersection. Mayor Shiely closed the public hearing at 7:51 p.m. Council Member Bigham referenced the letter received from S.E.H. stating that the letter indicates that the irrigation budget was eliminated, obviously for cost savings, and that in the same paragraph it also discusses downsizing some of the landscaping in the area. She expressed concerns stating that it is her hope that they keep in mind the aesthetics and maintenance of the area and that these concerns would be addressed. st City Engineer Levitt acknowledged that Staff did indicate at the September 21 meeting that they would be looking at some value engineering principles and continue to discuss with the County various options. She stated that the original feasibility report did have relatively conservative numbers because they did not know what the landscaping requirements would look like at that time. She stated that they did have a budgeted amount of $20,000.00 included, which has now been removed, because in the next presentation landscaping would be discussed, then the median treatments and landscaping would be matched in with that. She noted that the landscaping features aren’t going to need as much maintenance. She stated that what Staff has done in working with the County on the boulevard areas was decide to enable the County to participate in planting the trees and vegetation. She stated that the medians would remain basically the same, as was outlined in the original feasibility report. She stated that the County, with respect to the storm water ponds located in the boulevard areas, has been very proactive and helpful in finding new techniques in treating storm water noting that the City is very happy to be able to work with the County on a maintenance agreement. Council Member Grossklaus noted that $1 million was eliminated from the street costs and asked for clarification on how this occurred. City Engineer Levitt referenced Keats Avenue and reviewed the raised median locations stating that they had considered reconstructing this entire segment of Keats Avenue, but after working with the County and reviewing the traffic volumes, the County decided that, at this time, they would prefer to proceed with the addition of turn lanes versus a full reconstruction at this intersection, which is where the majority of the savings is coming from. Council Member Grossklaus asked if both the City and the County have agreed to the totals for the project. City Administrator Schroeder explained that they are still working to refine the numbers. He stated that they expect to have all of the numbers worked out prior to the project being put out for bid. He assured the Council that Staff and the County would be working together to address all of the issues. He provided the Council with a brief overview of the planning process. He stated that the expectations are two-fold, the first being that the Ravine Parkway would be constructed as an MSA street so that it is MSA eligible; secondly, what Regular Meeting – November 2, 2005 Cottage Grove City Council Council has been very clear about throughout the entire planning process of the East Ravine is that the infrastructure of the East Ravine would be covered by the property in the East Ravine. He explained that what Council could expect to see would include an infrastructure funding scenario that includes things such as road connection fees that would be born by property in the East Ravine and as part of those road construction fees there would be a cost sharing of not only abutting properties, but also non-abutting properties. Council Member Grossklaus referenced the cost sharing for non-abutting properties and asked for an example as to why someone would have to pay for a road that is not abutting their property. th City Administrator Schroeder explained that it is not just for this road, it also includes 70 th Street, Jamaica, 65, and the Ravine Parkway noting that they are all trunk portions of the roadway infrastructure that are all necessary to be improved in order to provide for the build- out of the East Ravine. He stated that the City has 35 developable acres in the East Ravine and believe that all developable acres should share in the cost for the trunk infrastructure. Council Member Grossklaus referenced the map and asked if the Church has agreed to giving the City right-of-way and in their cost participation. Community Development Director Blin stated that the City is currently in discussion with the Church in acquiring the right-of-way and an easement for ponding. He indicated that they are receptive to the City’s need for the right-of-way and easement. He stated that Staff is currently working on the numbers. He indicated that they are aware that they would have an assessment for this portion of their property and thus far they have not objected. Council Member Bigham asked if there are any further discussions between the City and County to firm up the numbers. City Administrator Schroeder assured Council that they are currently in discussion noting that they do not have a scheduled date but it would occur shortly. City Attorney Thomsen suggested additional paragraph changes to the resolution as follows: As additional paragraphs, Paragraph Three would read as follows: A finding that the proposed improvements for Phase One, Part One of the Ravine Parkway Project are physically and economically feasible; and that there is a public need for the improvements; Paragraph Four would be: Phase One, Part One of the Ravine Project is hereby ordered. MOTION BY BAILEY, SECOND BY BIGHAM, TO ADOPT RESOLUTION NO. 05-190 ORDERING PHASE ONE, PART ONE OF THE RAVINE PARKWAY PROJECT AS AMENDED. MOTION CARRIED 4-0. BID AWARDS NONE Regular Meeting – November 2, 2005 Cottage Grove City Council UNFINISHED AND NEW BUSINESS A. Presentation of Preliminary Plans for the South Service Center by Washington County and Ankeny Kell Architects. Community Development Director Blin stated that Mark Wenzel, Pam Anderson and Stephanie Ahlstead are here this evening to provide Council with a preview of the proposed design and plans for the South Washington County Service Center. He stated that County Commissioner Peterson is also present, in addition to Don Tyson, Director of Transportation and Physical Development for the County. He stated that everyone has been involved in the planning process and are present to answer any questions the Council might have. Mark Wenzel, Ankeny Kell Architects, provided the Council with a project overview, how structure is to be designed and how it would function. He explained that there were three guiding principles to choosing this location and design: first, to provide good, efficient County services; second, they were very impressed by the site and its historical feel; and third, is a respectfulness as to how government services are provided today. He stated that the County has been working very hard to develop sustainability guidelines and design a building that is environmentally sound. He explained that the site itself spoke to them like a traditional and historical homestead adding that they want to be respectful of the land in that way. Mr. Wenzel provided the Council with an overview that included the Site Development Plan; the building location with the parking area being integrated into the parkway design; landscaping design is based on the idea that this area could have been an old homestead noting that they worked to keep it as a natural landscape that works and integrates into the ravine area; reviewed the purpose of the rainwater gardens noting that it would used as a means to treat the storm water on the site. He reviewed the building floor plan noting that the building is in two parts, a public wing and an interior staff wing. He reviewed the meeting room setup noting that most rooms would have great views out to the ravine. He provided Council with a brief overview of the County office and department locations within the building noting that the building would be used at various hours including both daytime and nighttime availability for the meeting rooms. Mr. Wenzel stated that it is very important for the architecture of the building to fit into the area adding that they have worked to reinforce that this building and its surrounding area would be very green and include trellises and natural stone that represents the ravine and geology of the area. He provided the Council with an overview of the proposed materials for the structure noting that the public side of the building would be an orange bricking that would provide a warm, natural coloring that fits into the landscape. He explained that metal shingles would be used noting that it would be a way to introduce contrast to the bricking and stone and would also be less expensive. Mr. Wenzel reviewed the elevations with Council and provided examples of the materials that would be used noting that the majority of the materials would be very natural in their appearance. He stated that they are currently working with the County on the design Regular Meeting – November 2, 2005 Cottage Grove City Council changes noting that it is the County’s goal to make this building as environmentally sensitive as is possible. He indicated that they plan to utilize recycled materials, motion-sensor lighting within the meeting rooms and possibly photocells on the roof of the building. He stated that they are also considering the possibility of including a legend or display at the entrance of the building that would explain how the building was constructed using an environmentally sensitive design. He stated that they are also looking at geo-thermal as a potential for heating the building noting that there has been a concentrated effort to create a building that is environmentally sensitive. Mayor Shiely stated that she has questions on the metal shingles. She asked if they are talking about the entire back of the building that would face the ravine and would the City allow this in other areas of the City. Community Development Director Blin stated that currently the City does not have a provision to allow metal, however, there has been discussion to possibly incorporate a provision for architectural metal panels, which these are. He explained that it differentiates from what is typically referred to as pole barn-type metal, from what is an architectural product. Mayor Shiely explained that her concern is the back is what faces the ravine park noting that they are trying to blend in with the ravine park. She stated that the more brick they include, the better. Mr. Wenzel indicated that portions of the building would be stucco and reviewed with Council. He stated that there are two reasons for this, it is less expensive than brick and they have additions planned to the building, which stucco would eventually cover up the brick if it were located in that area. He stated that the back of the building would be closely tucked with the trees and vegetation in the area. He stated that they are not trying to treat it as a front or back noting that the building does have a very strong front. He stated that it is a bit difficult to explain the metal panel noting that this is done in a neat, crisp way, not like you would do with corrugated tin to cover a shed. He stated that this is a much more sophisticated product adding that they plan to show the Commissioners some of the buildings in the area that have used this product. He stated that if they can get a good ratio of metal to stone to brick would provide better proportion. Council Member Bailey referenced the expansions and asked if they would be used for public service. Mr. Wenzel stated that there would be several phases to the potential expansion noting that the largest would involve the potential for courts expansion. He provided Council with an overview of the proposed building; the extra service area additions; and the potential future court facility. He stated that a parking lot would also be included with this expansion noting that there is also the potential for including a licensing center. Council Member Bailey stated that it is their hope that this project happens sooner versus later. He stated that another of his concerns is the trail connectivity to the park. He Regular Meeting – November 2, 2005 Cottage Grove City Council explained that they had heard, in the original plan that there was some thought to a new entrance into the park and asked how this would play in with the proposed diagram. Don Theisen provided the Council with an overview of potential trail connections going into the ravine noting that a new entrance would require further study and would not happen until they cross the ravine area. He indicated that a new entrance would be Part Two of Phase One. Council Member Grossklaus thanked Commissioner Peterson for her help in keeping the new Service Center in this area. He stated that this would be a huge amenity for the residents of Cottage Grove and our neighboring communities. He stated that he wants to thank her for the work she has done in support of this project and urged her to continue working on the court system addition. Commissioner Myra Peterson stated that they had a very interesting discussion about building exteriors noting that she plans to tour the western suburbs to explore the use of some of these materials. She invited the Mayor to join them on the tour. She stated that the Board, in general, had some concerns noting that they also want to maximize the square footages. She stated that they are comfortable with the basic overall use of the brick, kasota stone and stucco, but they want to see how the metal shingles are used and if they feel comfortable with the use. She stated that there is a greater comfort with the use of the stucco on the back but they do not want to see any use of white, they want the building to blend in with the natural environment. She stated that they want the building to be an amenity to the area, with a Frank Lloyd Wright kind of feel. Council Member Bailey asked what their timeframe is for the project. Commissioner Peterson stated that they would like to be in the building by 2007. She stated that it is their hope to have contracts signed and ready by the beginning of 2006. She stated that the location of the current building has served the community well but it has become very overcrowded adding that the new building would provide a better working environment for the staff and would be a true amenity to the area. B. Consider Approval of the Issuance and Sale of Commercial Development Note and Consider Authorizing the Execution of Documents Relating to the Sale. Finance and Administrative Services Director Hedberg stated that East Suburban Resources has requested that the City authorize an additional development note. He explained that this note would finance the additional leasehold improvements in their office facility located on West Point Douglas Road north of the Jamaica Avenue intersection. He stated that at the April 20, 2005 City Council meeting the Council held a public hearing and authorized ESR to issue commercial development notes up to $1,000,000 in development bonds. He noted that to date ESR has issued $853,000 and is now asking for Council authorization to issue an additional $76,500. He stated that they do not technically have to hold a public hearing but the Bond Counsel has given the opinion that an additional public hearing is not required since the cumulative amount is under the original amount authorized at the original public Regular Meeting – November 2, 2005 Cottage Grove City Council hearing. He noted that the City Council is still required to authorize the additional Development Note. He stated that the maximum amount of the bonds previously authorized is $1,000,000 and assured Council that it would not be a direct obligation of the City of Cottage Grove. He stated that the bonds would be repaid with the revenues of the facility and is not considered a debt of the City of Cottage Grove. Steve Fenland stated that he has been engaged by ESR to represent them in this matter. He explained that ESR has had some cost overruns in their project, which is the reason for this request. He further explained that this is a supplemental note that would accompany the existing bonds. He assured Council that the City would have no legal obligations adding that a commercial bank would hold the note. He stated that they have carefully reviewed and negotiated the document with the bank and explained that the only reason the City participates in the financing process is because of jurisdiction and tax codes. He asked the Council to assist them with this process. MOTION BY GROSSKLAUS, SECOND BY BIGHAM, TO ADOPT RESOLUTION NO. 05-191 APPROVING THE ISSUANCE AND SALE OF A COMMERCIAL DEVELOPMENT REVENUE NOTE AND AUTHORIZING THE EXECUTION OF DOCUMENTS RELATING THERETO (EAST SUBURBAN RESOURCES, INC. PROJECT). MOTION CARRIED 4-0. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS A. Respond to a Request by Council Member Mark Grossklaus for an Update regarding Storm Water Utility Work. Council Member Grossklaus acknowledged receipt and thanked Staff for their response to his request for an update regarding the storm water utility work. COUNCIL COMMENTS AND REQUESTS Council Member Bigham noted that with Newport getting the new overpass and everything th looking so new and pretty, she was wondering when the 80 Street Overpass would be scheduled for a refurbish or repainting. City Administrator Schroeder stated that they have been in contact with representatives of MnDOT about this issue noting that they approached it as part of the Wakota Bridge Project. He stated that they did not achieve an agreement with MnDOT, but they have also been in contact with all three of the Legislative Representatives and asked for their support with MnDOT. He mentioned as an aside, today when they met with the County regarding capital improvements, they mentioned to the County that they should start to consider improvements for the County Road 19 overpass. He stated that they would continue to talk to MnDOT th about potential improvements for the 80 Street overpass, as it was a significant item for the gateway master plan. He stated that MnDOT did mention to them that if the City would want to do something to improve the overpass by installing lights or painting the building they would provide the funds to do that noting that funds have not been received at this time. Regular Meeting – November 2, 2005 Cottage Grove City Council Council Member Bigham noted that both Public Works and Public Safety had to address access options to improve traffic flow off East Point Douglas Road near Cub and Merchants Bank and asked if there was an update or timeframe when Council would receive an update. City Administrator Schroeder stated that there is a meeting scheduled for tomorrow at 7:30 a.m. with the commercial neighborhood. He stated that one of the agenda items is East Point Douglas Road and the road realignment. He stated that the plan is to reintroduce the subject and asked for their feedback. He stated that they would also be discussing streetscaping and roadway improvements for the area including the roundabout. He stated that Staff is in agreement that it makes sense to package road improvements with projects like the roundabout so that the areas are not in construction all of the time. He stated that they would like to view it as one package and see how the neighborhood responds to that idea. PAY BILLS MOTION BY BIGHAM, SECONDED BY BAILEY, TO APPROVE PAYMENT OF CHECK NUMBERS 142341 THROUGH 142526 TOTALING $710,082.33. (CHECKS 142341 – 142364 IN THE AMOUNT OF $64,683.24 ISSUED PRIOR TO COUNCIL APPROVAL.) MOTION CARRIED 4-0. WORKSHOP SESSION – OPEN NONE WORKSHOP SESSION – CLOSED NONE ADJOURNMENT MOTION BY BAILEY, SECONDED BY GROSSKLAUS, TO ADJOURN THE MEETING AT 8:50 P.M. MOTION CARRIED 4-0. Respectfully submitted, Bonita Sullivan TimeSaver Off Site Secretarial, Inc.