HomeMy WebLinkAbout2014-02-19 PACKET 03.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM �
DATE 2/19/2014
•
PREPARED BY: City Clerk Caron Stransky
ORIGINATING DEPARTMENT DEPARTMENT HEAD
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COUNCIL ACTION REQUEST:
City Council Meeting Minutes Approval—November 20, 2013 Regular Meeting.
STAFF RECOMMENDATION
Approve draft minutes.
SUPPORTING DOCUMENTS
❑ MEMO/LETTER:
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
� OTHER: Draft Minutes.
ADMINISTRATORS COMMENTS:
C� l
City Administrator Date
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COTTAGE GROVE CITY COUNCIL
City of Cottage Grove, Minnesota
Regular Meeting
November 20, 2013
OPEN FORUM
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 subjects 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 give the public an opportunity to present 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 Justin Olsen, Council
Member Jen Peterson, and Council Member Dave Thiede.
The following were absent: Council Member Derrick Lehrke.
Also present were: Ryan Schroeder, City Administrator; Robin Roland, Finance Director;
Korine Land, City Attorney-LeVander, Gillen & Miller, PA; 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 November 20, 2013 at the Cottage Grove City Hall, 12800 Ravine
Parkway, Cottage Grove.
Mayor Bailey called the regular 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: Council Member Derrick Lehrke, Counci) Member Justin
Olsen, Council Member Jen Peterson, and Council Member Dave Thiede, and Mayor
Myron Bailey.
CITY OF COTTAGE GROVE • 12800 Ravine Parkway • Cottage Grove, Minnesota 55016
www.cottage-grove.org • 651-458-2800 • Fax 651-458-2897 � Equa) Opportunity Employer
Cottage Grove City Council I�
November 20, 2013 Regular Meeting
The following were absent: None.
Also present were: Ryan Schroeder, City Administrator; Caron Stransky, City Clerk;
Robin Roland, Finance Director; Korine Land, City Attorney-LeVander, Gillen & Miller, PA;
Jennifer Levitt, City Engineer; Craig Woolery, Public Safety Director; and Les Burshten,
Public Works Director.
Mayor Bailey presided over the meeting.
1. ADOPTION OF AGENDA
MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER
THIEDE, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED. 5-0.
2. PRESENTATIONS - None.
3. APPROVAL OF MINUTES
A. September 4, 2013 Special Meetinq
Mayor Bailey accepted the minutes of the September 4, 2013 Special
Meeting as presented.
B. September 4, 2013 Regular Meetinq
Mayor Bailey accepted the minutes of the September 4, 2013 Regular
Meeting as presented.
4. CONSENT CALENDAR
The Council pulled items C, J, and K for discussion purposes and removed item D
from the consent calendar for a separate vote.
Mark Anfinson, attorney representing Hugh Gibson, stated his client had serious
concerns about the plans that call for a network of paved trails throughout the
park. He stated that the official Master Plan for the Gateway North Park and Open
Space Area embodied these principles. The concern is that the Master Plan
discourages paved trails. On page 15 of the Plan, it states, "trails should connect
entry points with destinations such as overlooks with as little impact to the site as
possible. While EDA guidelines should be met, pavement must be used only
where absolutely necessary."
MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCILMEMBER
PETERSON, TO APPROVE THE CONSENT CALENDAR WITH THE EXCEPTION OF
ITEM D, WHICH WILL BE REMOVED FOR A SEPARATE CONVERSATION AND VOTE.
A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES:
Cottage Grove City Council I�
November 20, 2013 Regular Meeting
ENVIRONMENTAL COMMISSION MEETING OF MAY 8, 2013 AND
SEPTEMBER 16, 2013.
B. ADOPT RESOLUTION NO. 2013-119, A RESOLUTION AUTHORIZING FINAL
PAYMENT IN THE AMOUNT OF $15,840.96 TO HARDRIVES, INC., FOR THE
PRESERVE AT COTTAGE GROVE IMPROVEMENT PRO]ECT.
C. ADOPT RESOLUTION NO. 2013-120, A RESOLUTION AUTHORIZING FINAL
PAYMENT IN THE AMOUNT OF $23,249.52 TO HARDRIVES, INC., FOR THE
2011 PAVEMENT MANAGEMENT PROJECT.
D. REMOVED FROM CONSENT CALENDAR.
E. APPROVE THE MUTUAL AID AMBULANCE SERVICE AGREEMENT BETWEEN
THE CITY OF COTTAGE AND THE LOWER ST. CROIX VALLY FIRE
DEPARTMENT COMMENCING JANUARY 1, 2014.
F. ACCEPT THE GRANT IN THE AMOUNT OF $10,107.09 FROM THE U.S.
DEPARTMENT OF JUSTICE BULLETPROOF VEST PARTNERSHIP (BVP)
PROGRAM TO COVER ONE-HALF OF THE COSTS TO PURCHASE 18
BULLETPROOF VESTS.
G. ADOPT RESOLUTION NO. 2013-121, A RESOLUTION AUTHORIZING THE
DEFERRAL OF SPECIAL ASSESSMENTS FOR PROPERTIES LOCATED AT
9493 INDIAN BLVD SOUTH, 7420 JEFFERY LANE SOUTH, 7486 HINTON
PARK SOUTH, AND 7442 HINTON PARK SOUTH.
H. ADOPT RESOLUTION NO. 2013-122, A RESOLUTION ACCEPTING THE
DONATION OF AN 8X24 PACE TRAILER FOR THE FIRE DIVISION VALUED
AT $9,623.00.
I. APPROVE THE AMBULANCE BILLING CONTRACT AND HIPAA BUSINESS
ASSOCIATE ADDENDUM BETWEEN THE CITY OF COTTAGE GROVE AND
EXPERT T. BILLING, INC., FOR 2014-2015.
RECEIVE THE AMBIENT AIR MONITORING REPORT AT THE 3M COTi"AGE
GROVE FACILITY FOR THE FIRST QUARTER SECOND YEAR RESULTS.
K. ADOPT RESOLUTION NO. 2013-123, A RESOLUTION TO WASHINGTON
COUNTY IN SUPPORT OF THE AUTHORIZATION OF THE COMMISSIONER
OF TRANSPORTATION TO PERFORM AN ENGINEERING AND TRAFFIC
INVESTIGATION TO DETERMINE THE REASONABLE AND SAFE SPEED AT
(1) COUNTY STATE AID HIGHWAY 22 (70 STREET SOUTH) BETWEEN
TRUNK HIGHWAY 61 AND TRUNK HIGHWAY 95 (MANNING AVENUE
SOUTH); AND (2) COUNTY STATE AID HIGHWAY 19 (KEATS AVENUE
SOUTH) FROM INDIAN BLVD SOUTH TO A POINT APPROXIMATELY 1,000
FEET NORTH OF COUNTY STATE AID HIGHWAY 20 (MILITARY ROAD
SOUTH).
Cottage Grove City Council I�
November 20, 2013 Regular Meeting
L. ADOPT RESOLUTION NO. 2013-124, A RESOLUTION CERTIFYING
DELINQUENT UTILITY BILLS.
M. ADOPT RESOLUTION NO. 2013-125, A RESOLUTION APPROVING THE
FINAL PLAT NAMED EVERWOOD 4 ADDITION.
ADOPT RESOLUTION NO. 2013-126, A RESOLUTION APPROVING THE
FEASIBILITY REPORT DATED OCTOBER 9, 2013, AND THE CONSTRUCTION
PLANS AND SPECIFICATIONS FOR THE FINAL PLAT NAMED EVERWOOD 4
ADDITION PREPARED BY STANTEC.
ADOPT RESOLUTION NO. 2013-127, A RESOLUTION APPROVING THE
DEVELOPMENT AGREEMENT WITH MJR DEVELOPERS, LLC AND ASPEN
GROVE, LLC, FOR THE DEVELOPMENT OF THE EVERWOOD 4 ADDITION.
N. AUTHORIZE THE ISSUANCE OF A SINGLE-OCCASION GAMBLING PERMIT
TO THE COTTAGE GROVE CRIME PREVENTION BOARD TO CONDUCT A
RAFFLE AND TIPBOARDS AT THE COTfAGE GROVE VFW POST 8752 ON
JANUARY 18, 2014.
MOTION CARRIED. 5-0.
The City Council reviewed the draft letter that staff prepared commenting on
Washington County's 2014-2018 Capital Improvements Plan (CIP).
Ma�ror Bailey stated that the draft letter does not mention the future plans for
65 Street South. He thought we had an agreement with the County that they
would mill and overlay 65 Street South and then in the future they would bring
the road up to City standards; however, 65 Street South is not in the County's
CIP plan.
City Administrator Schroeder stated that on page two of the letter under ]amaica
Avenue, the last sentence addresses 65 Street South. It states that, °As part of
the jurisdictional transfer, the County will need to review the condition of 65
Street South and the safety enhancements that will need to be made in order for
the City to take over ownership". He stated that he could amend the letter to
state that, "the County had previously requested and completed an interim
roadway improvement delaying a full depth reconstruction".
Council Member Peterson expressed concern about 70 Street South and the
projected timing of the project. The plan says that the improvements are
expected or slotted for 2017. She stated that she would like to make sure that we
include a specific year.
City Administrator Schroeder stated that on page one of the letter under road and
bridge improvements, the third line says that, ��the City is requesting safety
enhancements that are programmed for 2017 be moved forward". He stated that
he could amend the letter to move the improvements up to 2015.
Cottage Grove City Council I�
November 20, 2013 Regular Meeting
�
Council Member Thiede stated that he would like to see signals installed at
Meadow Grass to allow people to get across 70 Street South.
Mayor Bailey asked if staff had an understanding of where the Council was going
with this.
City Administrator Schroeder stated that currently we are staging )amaica Avenue
South for 2015.
Council Member Olsen stated that he would recommend widening 70 Street
South in 2016.
Council Member Peterson stated that she would recommend 2015.
Council Member Thiede stated that the signalization at Meadow Grass should be
in 2014 because the bike park is going to open and there is going to be a lot of
people crossing 70 Street South.
MOTION BY COUNCIL MEMBER PETERSON, SECONDED BY COUNCIL MEMBER
THIEDE, TO AUTHORIZE SUBMISSION OF A RESPONSE LETTER TO WASHINGTON
COUNTY TO COMMENT ON THEIR 2014-2018 CAPITAL IMPROVEMENT PLAN AS
DISCUSSED. MOTION CARRIED. 5-0.
RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES
�
L�
response to Adam Graff of 7153 Goodview Avenue
for concerns he raised at the November 6 meeting.
Receive Response Regarding 70 Street Corridor - Kimberly Graff
The Council received a response to Kimberly Graff of 6628 70 Street
South, Cottage Grove, for concerns she raised at the November 6
meeting. No action taken.
Receive Response Regardina 70 Street Corridor - Adam Graf
The Council received a
South, Cottage Grove,
No action taken.
6. PUBLIC HEARINGS
A. Hold the Public Hearing to Consider Adopting a Resolution to Revoke and
Terminate all Previously Approved Conditional Uses and Variances Located
on Lot 2, Block 1, PHS/Cottage Grove, Inc. i Addition for All Uses or
Concerns that No Lonaer Exist at the Site, Effective Upon Recording of the
Property as PHS/Cottaae Grove 2� Addition.
Mayor Bailey opened the public hearing to receive comments and/or
objections. There being none, Mayor Bailey closed the public hearing.
Cottage Grove City Council I G
November 20, 2013 Regular Meeting V
MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMER
PETERSON, TO ADOPT RESOLUTION NO. 2013-128, A RESOLUTION TO
REVOKE AND TERMINATE ALL PREVIOUSLY APPROVED CONDITIONAL
USES AND VARIANCES LOCATED ON LOT 2, BLOCK 2, PHS/COTTAGE
GROVE INC. i ADDITION. MOTION CARRIED. 5-0.
B. (1) Hold the Public Hearina to Consider Adopting a Resolution Placing the
c. 1947 Arch-Roof Dairy Barn located at 7310 Lamar Avenue South�
Cottage Grove, on the City's Local Register of Historic Sites and Landmarks
and to (2) Consider Adopting a Resolution Authorizing Issuance of a
Certificate of Appropriateness and Historic Places Conditional Use Permit
(HPCUP) to Allow for the Operation of a Wedding and Event Venue on
Property Located at 7310 Lamar Avenue South, Cottage Grove.
Senior Planner Burbank summarized the application of Wayne and Angela
Butt for a Historic Places Conditional Use Permit (HPCUP) to allow for
limited commercial ventures to be conducted at 7310 Lamar Avenue
South, Cottage Grove. The Butt's are proposing to:
1. Register their barn on the City's local Register of Historic Places and
Landmarks.
2. Conduct up to 130 outdoor weddings and other special events
(including corporate events, special events, conferences, and
retreats).
3. Utilize their existing 5,500 square foot two-story arch-roof barn to
conduct indoor portions of the proposed uses.
4. Have the ability to utilize a commercial grade event tent of up to
4,000 square feet for use by wedding guests.
5. Construct a phased designated parking area and access drives to
accommodate the proposed uses.
Senior Planner Burbank recommended that the City Council approve the
applications as recommended by the Planning Commission.
The applicant, Wayne Butt stated that he wanted clarification on whether
amplified music would be allowed in the tent. Another item in question was
the phased improvement of the drive and parking areas to meet City
standards and permitted under the direction and discretion of the
Community Development Director. He stated that he would like to be able
to appeal to a committee or the City Council versus a sole person if he was
ordered to do something, such as install asphalt.
The Council discussed the condition in the resolution requiring the
applicant to have insurance coverage in place in association with all the
permitted uses and the condition that says that the use of amplified music
outdoors was prohibited but another condition that would allow amplified
music in the open air event tent.
Cottage Grove City Council I�
November 20, 2013 Regular Meeting
Mayor Bailey stated that on Mr. Butt's concern about the phased
improvement on the drive that it would be permitted under the direction
and discretion of the Community Development Director. He stated that if
this were to happen, it would always come back to the Council. The
impression that he has gotten due to the character of the building, that
there was Council consensus on going with a more natural approach and to
not require the installation of the asphalt right away.
Mayor Bailey opened the public hearing to receive comments and/or
objections from the public and heard from Robert Eddy, 11275 77 Street
South, Michelle and Michael Bruchella, 10276 East Point Douglas Road
South, Andrew Bowe, 7245 Lamar Avenue South, Aaron Rolloff, 7380
Lamar Avenue South, Mark Anderson, 9065 )ergen Avenue South, and an
unidentified male.
There being no further comments and/or objections from the public, Mayor
Bailey closed the public hearing.
MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER
THIEDE, TO ADOPT RESOLUTION NO. 2013-129, A RESOLUTION PLACING
THE C. 1947 ARCH-ROOF DAIRY BARN LOCATED AT 7310 LAMAR AVENUE
SOUTH, COTTAGE GROVE, ON THE CITY'S LOCAL REGISTER OF HISTORIC
SITES AND LANDMARKS. MOTION CARRIED. 5-0.
MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER
PETERSON, TO ADOPT RESOLUTION NO. 2013-130, A RESOLUTION
AUTHORIZING ISSUANCE OF A CERTIFICATE OF APPROPRIATENESS AND
HISTORIC PLACES CONDITIONAL USE PERMIT (HPCUP) TO A�LOW FOR
THE OPERATION OF A WEDDING AND EVENT VENUE ON PROPERTY
LOCATED AT 7310 LAMAR AVENUE SOUTH, COTfAGE GROVE.
Council Member Thiede commented that he would like to add a stipulation
that there be no paving of the parking lot.
UPON VOTE BEING TAKEN, MOTION CARRIED. 5-0.
7. BID AWARDS
A. Consider Awarding the Bid for the Purchase of One 2014 Chevy G4500
Duramax Ambulance
MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER
PETERSON, TO ADOPT RESOLUTION NO. 2013-131, A RESOLUTION
AWARDING BID FOR THE PURCHASE OF ONE 2014 CHEVY G4500
DURAMAX AMBULANCE TO EVEREST EMERGENCY VEHICLES, INC., WITH
UPGRADED RECOMMENDATIONS FROM PUBLIC WORKS IN THE AMOUNT
OF $155,512.00. MOTION CARRIED. 5-0.
Cottage Grove City Council I Q
November 20, 2013 Regular Meeting ��
8. UNFINISHED AND NEW BUSINESS
A. Consider Adoptina a Resolution Establishing the Park Improvement Capital
Project Fund
MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER
PETERSON, TO ADOPT RESOLUTION NO. 2013-132, A RESOLUTION
ESTABLISHING THE PARK IMPROVEMENT CAPITAL PROJECT FUND.
MOTION CARRIED. 5-0.
9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS -
None.
10. COUNCIL COMMENTS AND REOUESTS
Council Member Peterson stated that she was still hearing concerns about the
contractor's workmanship in the 2013 Pavement Management Project, specifically
in the Jocelyn Court neighborhood, as well as others. She noted that a SD833 Job
Fair would be held at the District Service Center; the Cottage Grove Lions Club
Santa Breakfast is on December 1 at the Cottage Grove VFW; December 5 is the
next Fare for All at All Saints Lutheran Church; and January 26 is a fundraiser for
Stone Soup Thrift Shop which includes a fashion and variety show at the Cottage
Grove VFW.
Mayor Bailey requested that Staff give a presentation at the next meeting on the
Holiday Train event; a pancake breakfast is on November 24 at St. Rita's Church
sponsored by the Holiday Train Committee; later that day, the Park Wolf Pack will
be sponsoring a spaghetti dinner at the Cottage Grove VFW; on Thanksgiving Day
the Hale the Bird 5-K run is at Hamlet Park, December 4 is the holiday tree
lighting ceremony at the Cottage Grove City Hall; December 8 is the Breakfast
with Santa at River Oaks Golf Course; and there is a holiday lighting contest and
the City is taking nominations for businesses and organizations that are giving
back to the community.
Council Member Olsen stated that on November 22 River Oaks Golf Course is
sponsoring a comedy show and he thanked the editor of the South Washington
County Bulletin for his editorial regarding the new Arts Commission. He stated
that the editor should have taken some time to interview members of the Council
to get some insight into the reasons behind why the Commission was created.
There were a lot of statements in the editorial that were inaccurate.
11. PAY BILLS
MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER
PETERSON, TO APPROVE PAYMENT OF CHECK NUMBERS 183761 THROUGH
183918 IN THE AMOUNT OF $836,844.40 AND EFT PAYMENT OF $137,094.28
(CHECK NUMBERS 183761 - 183786 IN THE AMOUNT OF $147,606.85 AND EFT
PAYMENT OF $10,376.91 WERE ISSUED PRIOR TO COUNCIL APPROVAL). MOTION
CARRIED. 5-0.
Cottage Grove City Council I�
November 20, 2013 Regular Meeting
12. WORKSHOP SESSION - OPEN TO PUBLIC
A. 2014 Pavement Manaaement Project
At 10:10 p.m., the City Counci) temporarily adjourned to the St. Croix
Room for a workshop session to discuss the 2014 Pavement Management
Project.
City Engineer Levitt reviewed a power point presentation on the 2014
Pavement Management Project. She highlighted the following:
• Districts included in the project - District F1 and District F4
• Scope of improvements - Full Pavement Replacement Program
• Existing street conditions include irregular block cracking with open
cracks, blow patching present along street to patch deteriorating
pavement, etc.
• Concrete curb condition with acceptable cracks and failing joints
• Existing pavement assessment and testing. Several methods were used
to test and assess the existing pavement condition - Pavement
Condition Index (PCI), core samples were taken to determine the
existing pavement thickness and evaluate the condition, falling weight
deflectometer - a non-destructive test used to determine the
pavement's structural condition by characterizing the stiffness, and
then 12 test mill strips were completed at various locations.
Twenty-four core samples taken throughout the project area. The key
in taking the core samples was to take a look at its durability. When
you take a core sample, you can look at it, visually see the strength of
the pavement, and you can see that the lower portion of the core
sample actually has some pits and voids and it is stripping where the oil
has left the aggregate. What holds together the pavement is the
asphalt around the aggregate and if moisture gets in there and it
separates that bond, then you have a less durable pavement.
• Inspections were completed to determine what utility repairs would be
required - visual inspection of all storm/sanitary sewer pipes, televising
of all storm/sanitary sewer pipe, and spot excavation of five water main
valve boxes to inspect the condition of valve bolts.
• Trail improvements. A wood chip trail is proposed in the green space
between the residential neighborhood and Wal-Mart
• Funding breakdown
• Proposed assessment
• 2013 Pavement Management Project cost breakdown and restoration
options
• Contractor performance, roles and responsibilities of the owner,
architect/engineer, and contractor
• Specification development - Workmanship and considerations when
developing specifications
Cottage Grove City Council I� O
November 20, 2013 Regular Meeting
Finish pavement height at front edge of curb
Liquidated damages cover the financial loss when substantial and final
completion dates are not met. For the 2013 Pavement Management
Project, liquidated damages were set at $1,000 per day for each day
after a completion date was not met, which have totaled $26,000 to
date.
Proposed schedule - December 12, 2013 Hold a Neighborhood Meeting;
December 18, 2013 Council receives feasibility study; January 15, 2014
Hold Public Improvement Hearing; and construction in summer
There was discussion on the ongoing communication with our residents,
the EJCDC standard conditions, curb replacements, liquidated damages
assessed against the contactor for the 2013 Pavement Management
Project.
13. WORKSHOP SESSION - CLOSED TO PUBLIC - None
ADJOURNMENT
MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO
ADJOURN THE REGULAR MEETING AT 11:42 P.M. MOTION CARRIED. 5-0.
Prepared by,
Caron M. Stransky
City Clerk