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Home My WebLink About2014-04-02 PACKET 03.B.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 4/2/2014 . PREPARED BY: City Clerk Caron Stransky ORIGINATING DEPARTMENT DEPARTMENT HEAD ***************�******************************** COUNCIL ACTION REQUEST City Council Meeting Minutes Approval—March 5, 2014 Regular Meeting. STAFF RECOMMENDATION Approve draft minutes. SUPPORTING DOCUME ❑ MEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Draft minutes. ADMINISTRATORS COMMENTS � �7 ity Administrator Date ***�***********************�******************** � ��i�y ��t �� r� � �� COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Regular Meeting March 5, 2014 OPEN FORUM At 7:15 p.m., Mayor Myron Bailey convened Open Forum and stated that during Open Forum a person may address the City Council on any 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 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: Council Member Justin Olsen, Council Member )en Peterson, Council Member Dave Thiede, and Mayor Myron Bailey. The following were absent: Council Member Derrick Lehrke. 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; 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 March 5, 2014 at the Cottage Grove City Hall, 12800 Ravine Parkway, Cottage Grove. Mayor Bailey called the meeting to order at 7:30 p.m. PLEDGE OF ALLEGIANCE The audience, staff, and the Mayor and City Council Members pledged allegiance to the flag of the United States of America. ROLL CALL The following were present: Council Member Justin Olsen, Council Member Jen Peterson, Council Member Dave Thiede, and Mayor Myron Bailey. The following were absent: Council Member Derrick Lehrke. 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� March 5, 2014 Regular Meeting 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; and Les Burshten, Public Works Director. Mayor Bailey presided over the meeting. 1. ADOPTION OF AGENDA MOTION BY COUNCIL MEMBER THIEDE, SECONDED BY COUNCIL MEMBER PETERSON, TO APPROVE THE AGENDA AS PRESENTED. MOTION CARRIED. 4-0. 2. PRESENTATIONS A. Eagle Scout Award - Richard N. Marsh, Troop 9005 The Mayor and Council presented a plaque to Richard N. Marsh for attaining the rank of Eagle Scout through Boy Scout Troop 9005, Cottage Grove. B. Criminal Interdiction and Traffic Enforcement (CITE) Unit Police Captain Greg Rinzel introduced members of the Public Safety/Criminal Interdiction and Traffic Enforcement (CITE) unit and highlighted their mission, focus, composition/schedule, tactics, traffic enforcement, and statistics. Their mission was designed by the unit through meetings and implementation of teams. He stated that they have one Sergeant that oversees the assignment. The unit members are scheduled on a shift as a patrol officer and one of the officers on each schedule is able to respond to any incident that may arise. The CITE unit started last year with traffic enforcement and it gave everyone an opportunity to do some proactive policing. Patrol Officer Peterson stated that this is something that they have been working on for a number of years, it just didn't happen overnight. It is something that became official in January 2014. It started informally as staffing allowed. As the Sergeant felt it was necessary, they would let the unit members go out in plain clothes and in unmarked vehicles to focus on certain areas of the City. It progressed over the years until it reached the point where we could show that we were making a definite and positive impact in the community. Patrol Officer Foucault commented that he was before the Council about a year ago to discuss traffic enforcement which is where we are heading. Traffic enforcement has not changed since we discussed this last year. This time of year they are not receiving as many complaints due to icy roads and slick road conditions and people are not driving as fast. Last summer, that made a difference. Cottage Grove City Council I� March 5, 2014 Regular Meeting Mayor Bailey commented that now we can have more officers consistently on the street. He asked whether that is part of the reason we are able to give this level of commitment to these programs. Police Captain Rinzel stated that they receive dual training so the patrol officers will be able to do all the functions and still be out on patrol as a patrol officer and be able to address those issues from 6:00 a.m. Council Member Olsen commented that we would still have a patrol officer on so when you look at your shift minimum, let's say it is four or five in town, one or two of those might be members of the CITE unit. If they have a CITE specific duty that they need to do during the course of that shift, how do we address that with respect to the rest of the patrol officers on duty. He asked if the other officers are made aware that you are out for the next couple of hours because you have to serve a warrant so you are not going to be able to answer calls. How do you manage that? Captain Rinzel stated that right now it is managed through the patrol Sergeant on duty so if they have a specific incident that they need to address, they would get approval through their supervisor that is on duty. Essentially we do not allow calls to hold, to stack, or to wait to respond to people that are calling in complaints. They immediately address those calls so if they are working CITE and three calls come in at once, they would have to take those calls. They are still patrol officers assigned to the CITE unit. Their main function is patrol officer assigned to proactive policing. 3. APPROVAL OF MINUTES A. January 6, 2014 Special Meeting Mayor Bailey accepted the minutes of the January 6, 2014 Special Meeting as prepared. B. January 15, 2014 Regular Meetinq Mayor Bailey accepted the minutes of the January 15, 2014 Regular Meeting as prepared. C. February 5, 2014 Regular Meeting Mayor Bailey accepted the minutes of the February 5, 2014 Regular Meeting as prepared. D. February 22, 2014 Special Meeting with Economic Development AuthoritX Mayor Bailey accepted the minutes of the February 22, 2014 Special Meeting with the Economic Development Authority as prepared. 4. CONSENT CALENDAR Cottage Grove City Council I^ March 5, 2014 Regular Meeting `'t The Council pulled item C for discussion and D for a separate vote. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: PLANNING COMMISSION MEETING FROM JANUARY 27, 2014. B. AUTHORIZE ISSUANCE OF LICENSES TO THE CHURCH OF ST. RITA LOCATED AT 8694 80 STREET SOUTH, COTTAGE GROVE, FOR THE FOLLOWING 2014 EVENTS: APRIL 30, 2014 CALENDAR RAFFLE (SINGLE OCCASION GAMBLING); AUGUST 9, 2014 PIG ROAST (TEMPORARY'�ON SALE" INTOXICATING LIQUOR); SEPTEMBER 20 AND 21, 2014 FAL� FESTIVAL (SINGLE OCCASION GAMBLING PERMIT AND TEMPORARY °ON SALE" INTOXICATING LIQUOR). C. AUTHORIZE ISSUANCE OF A TOBACCO RETAIL SALES LICENSE TO GROVE TOBACCO, INC, 8461 EAST POINT DOUGLAS ROAD, COTTAGE GROVE. D. REMOVED FROM CONSENT CALENDAR FOR A SEPARATE VOTE. E. TO NOT WAIVE THE STATUTORY TORT LIMITS WHERE AN INDIVIDUAL CLAIMANT WOULD BE ABLE TO RECOVER NO MORE THAN $500,000 ON ANY CLAIM TO WHICH THE STATUTORY TORT LIMITS APPLY. THE TOTAL 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. F. APPROVE THE APPOINTMENT OF MARK NELSON AS CHAIR OF THE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION. G. APPROVE THE REAPPOINTMENT OF RICK JOHNSON AS CHAIR OF THE HUMAN RIGHTS/HUMAN SERVICES COMMISSION. H. APPROVE THE APPOINTMENT OF THADDEUS OWEN AS CHAIR OF THE ENVIRONMENTAL COMMISSION. I. APPROVE THE APPOINTMENT OF JIM ROSTAD AS CHAIR OF THE PLANNING COMMISSION. PASS ORDINANCE NO. 926, AN ORDINANCE FOR THE CITY OF COlTAGE GROVE, MINNESOTA, AMENDING CITY FEES TO CHANGE FIRE SUPPRESSION SYSTEM PERMIT FEES. K. CHANGE THE DATE FOR THE PUBLIC SAFETY, HEALTH, AND WELFARE COMMISSION MEETINGS TO THE FOURTH TUESDAY OF THE MONTH AT THE COTTAGE GROVE CITY HALL COMMENCING AT 7;00 P.M. Cottage Grove City Council I G March 5, 2014 Regular Meeting � L. APPROVE THE APPOINTMENT OF )ODI LEWIS AS CHAIR OF THE PUBLIC SAFETY, HEALTH, AND WELFARE COMMISSION. MOTION CARRIED. 4-0. Council Member Thiede recommended that the Vision Statement be amended by deleting the second bullet and adding the following two bullets: a. A good place to raise a family through its lifecycle who are proud of their community with well maintained neighborhoods and property. b. To create and maintain a base of strong businesses that compliments and engages with the community and provides jobs for the City and surrounding area. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, TO AMEND THE COTTAGE GROVE VISIONS AS OUTLINED ABOVE. MOTION CARRIED. 4-0. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES - None. 6. PUBLIC HEARINGS A. Hold Public Hearing and Consider Amending the City Code to Change the Number of Members on the Environmenta) Commission from nine to seven and adding two youth members. Mayor Bailey opened the public hearing to receive comments and/or objections from those in the audience. There being none, Mayor Bailey closed the public hearing. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO PASS ORDINANCE NO. 927, AN ORDINANCE FOR THE CITY OF COTfAGE GROVE, MINNESOTA, AMENDING TITLE 2, CHAPTER 1, OF THE COTfAGE GROVE CITY CODE RELATING TO COMPOSITION OF BOARDS AND COMMISSIONS. MOTION CARRIED. 4-0. 7. BID AWARDS - None. 8. UNFINISHED AND NEW BUSINESS A. Consider Acceptance of the Proposal from Stevens Engineering to Perform an Ice System Evaluation Study for the Cottage Grove Ice Arena Ryan Schroeder summarized the proposals to perform an ice system evaluation study for the Cottage Grove Ice Arena and recommended that the City Council accept the proposal from Stevens Engineering for $4,900.00. MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER THIEDE, TO APPROVE THE PROPOSAL FROM STEVENS ENGINEERING TO PERFORM AN ICE SYSTEM EVALUATION STUDY FOR THE COTTAGE GROVE ICE AREA IN THE AMOUNT $4,900.00. MOTION CARRIED. 4-0. Cottage Grove City Council I G March 5, 2014 Regular Meeting V 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS - None. 10. COUNCIL COMMENTS AND REQUESTS Council Member Peterson asked about the Arts Commission and City Administrator Schroeder stated that the next step is to work with the Council Liaison, go through the interview process, and draft an ordinance defining the responsibilities of the Commission. Council Member Peterson stated that the volunteer banquet nomination forms need to be posted on the City's web site; March 13 is the next Fare for All; the next Beyond the Yellow Ribbon Committee meeting is on the first Monday of each month at various locations throughout the City; March 20 is the Youth Expo; and April 22 is the Volunteer Banquet. Mayor Bailey announced that Walmart would be opening on March 12 and a big family welcome would be held on March 15. He stated that in July 2013, the Council asked Washington County for data on spending in Cottage Grove compared to other areas of the County and that the City is still waiting to receive that information. He stated that he wants to make sure that Cottage Grove residents are getting their fair share. Mayor Bailey introduced the new site director for 3M, who was in attendance. Council Member Peterson announced that the Stone Soup Souper Bowl is May 18. Council Member Olsen stated that there was a special meeting tonight on the Emerald Ash Borer and it sounds like Cottage Grove is far ahead of where other communities are. He complimented City Forester Steve Bowe and Public Works Director Les Burshten for all the work they have put in on our Program. 11. PAY BILLS MOTION BY PETERSON, SECONDED BY THIEDE, TO APPROVE PAYMENT OF CHECK NUMBERS 185016 THROUGH 185180 TOTALING $425,576.53 AND EFf PAYMENT OF $6,109.00 (CHECKS 185016 THROUGH 185047 IN THE AMOUNT OF $154,875.32 AND EFT PAYMENT OF $6,109.00 WERE ISSUED PRIOR TO COUNCIL APPROVAL). MOTION CARRIED. 4-0. 12. WORKSHOP SESSION - OPEN TO PUBLIC - 8:32 P.M. A. Review and Discuss Changes to Pavement Specifications Made by MnDOT Over the Years and Changes to the 2014 Pavement Management Project �ecifications. Engineer Burfeid gave presentation on bituminous pavement specification history and specification changes for the 2014 Pavement Management Project. A detailed description of the information is in the report included Cottage Grove City Council ( � March 5, 2014 Regular Meeting in the agenda packet. The stripping problem should not be a problem in the future. There was discussion about air voids, rolling patterns, the useful life of pavement, whether we should discontinue mill and overlay projects, and that the industry is recommending that you seal coat one year after pavement is installed, whether we should speed up our cycling of pavement management projects to catch up, density testing, utilities, trail construction, and using hay or other material to maintain erosion control. 13. WORKSHOP SESSION - CLOSED TO PUBLIC - None. ADJOURNMENT MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER PETERSON, TO ADJOURN THE REGULAR MEETING AT 9:12 P.M. MOTION CARRIED. 4-0. Prepared by, Caron M. Stransky City Clerk