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Home My WebLink About2014-07-30 MINUTES COTTAGE GROVE CITY COUNCIL City of Cottage Grove, Minnesota Special Meeting July 30, 2014 CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota, held a special meeting on July 30, 2014 at the Cottage Grove City Hall, 12800 Ravine Parkway, Cottage Grove. Mayor Bailey called the meeting to order at 6:00 p.m. ROLL CALL The following were present: Council Member Derrick Lehrke, Council Member Justin Olsen, Council Member Jen Peterson, Council Member Dave Thiede, and Mayor Myron Bailey. The following were absent: None. Also present were: Ryan Schroeder, City Administrator; Caron Stransky, City Clerk; Les Burshten, Public Works Director; Craig Woolery, Public Works Director; Jennifer Levitt, City Engineer; Robin Roland, Finance Director; Zac Dockter, Parks & Recreation Director; and Brenda Malinowski, Assistant Finance Director. CIP PRESENTATION City Engineer Levitt gave a presentation on the proposed Capital Improvements Program and covered road repairs versus cost; road deterioration; road maintenance; future pavement project funds, sanitary sewer area funds, storm water area funds, and the sealcoating-special revenue fund. th There was discussion on LED lighting; the condition of 80 Street and East Point Douglas Road from Taco Bell towards Menards; traffic studies; when Innovation Road at Keats is slated for improvement; the Home Depot/Rainbow Foods area; how we fund the pavement management projects; improving the left-hand turn into Cub Foods as well as reshaping the roadway into and out of the townhouse area; traffic and life expectancy of roads in residential neighborhoods th versus collector/arterial roads such as 80 Street South; the sound wall along East Point Douglas Road in 2027; West Point Douglas Road; Grey Cloud Trail; and East Point Douglas Road off of Jamaica at Target. Cottage Grove City Council 2 July 30, 2014 Special Meeting BUDGET GENERAL GOALS Finance Director Roland reviewed the tax levy; an analysis of the proposed increases for 2015; what the recommended budget means to the taxpayer, revenues, expenditures, a household budget scenario; and if we changed our fund balance policy to 50/50, how would it affect our policy long-term. GENERAL GOVERNMENT The Mayor and Council 2015 budget reflects discontinuation of costs for the 3M air monitoring system and $25,000 for a community survey. There were no budget highlights for the Administration, Professional Services, City Clerk, Elections, Personnel, and Finance budgets. The City Hall and Special Programs budget includes an increase in personal services due to the allocation of funds for a front desk staff position previously accounted for in the Administration and Finance Departments. The Community Development budget includes programming for Permit Works to support other communities; contractual services expenses offset by revenues (such as electrical permits/inspections) and revenues received for services provided to Newport, St. Paul Park, and Denmark Township. The Engineering budget includes a change in personal services due to a change in accounting for salary and benefits attributable to public projects and developer-paid engineering services. Historically, the amount shows a net of charge outs to these projects. Charges are now reflected in revenues. A transfer out will need to be considered to support golf course operations. There was discussion on hiring a facility maintenance position and the cost of living rate. PUBLIC WORKS Recycling includes funding for the rain barrel program, the Storm Water budget includes a budget addition request to purchase a trailer for $6,078, and the Equipment Replacement budget includes continued funding for the K9 program. In the Fleet budget, new software is needed. It also includes budget additions for a portable evaporative cooling unit, transmission fluid exchange machine, and to upgrade lighting in the shop. Public Works Director Burshten noted that he submitted a budget addition for $80,000 for a part- time seasonal position for the Shop. budget i The Street Maintenance ncreased slightly. Commodities increased in 2015 and 2016 for increased asphalt quantities for street repairs. There is a budget addition to purchase a paver. In the Signage budget, a budget addition is included for a shared air conditioner unit in the street Cottage Grove City Council 3 July 30, 2014 Special Meeting light shop. There was discussion on whether it would be beneficial for the City to continue to prepare signs for the City of St. Paul Park and receive six percent revenue. Snowplowing budget includes funding for regular and specially treated road salt. Staff explained that Cargill did not submit a bid for Cottage Grove and this accounted for the increase. The budget includes a budget addition to sandblast and paint two dump trucks. The Public Works Administration budget includes funding for a full-time Public Works project and safety coordinator and a Budget Addition for $22,000 for the Department of Corrections work crew. There was a request to have staff put together a list of what the work crew would be doing. The Sealcoating budget includes a reduction in franchise fees for 2015. The Water Operations Fund includes funding the meter replacement project, capital outlay includes funding for the pavement management program, to pull a well, and to paint a water tower. Staff proposes a rate increase in 2015 as follows:  Base 2014 = $1.50; 2015 = 1.55  0-15,000 gallons 2014 = 1.30; 2015 = 1.50  – 15,001 30,000 gallons 2014 = 1.90; no increase in 2015  30,001 and up 2014 = 2.15; 2015 = 2.25 Public Works Director Burshten noted that he would like to hire additional part time help in 2015 to work in water, sewer, and street lights. Finance Director Roland highlighted the proposed rate increases in the sewer fund:  Base $1.65; 2015 base $1.75  0-30,000 gallons $3.00; 2015 = $3,15  Over 30,000 gallons $3.60; 2015 = $3.70. th The Street Lights budget includes funding for pavement management, a signal at 70 and Meadow Grass; a budget addition for a shared air conditioner with the Signs budget, th lights/electrical at Jamaica (70 to Military), revenue proceeds from the sale of street lights to developers and an increase in street light fees as follows:  City owned residential = 2014 $2.45 plus $.85 per month; 2015=$2.57 plus $.89. 2016 = $2.70 plus $.94 per month. There was discussion on whether we should outsource any other Public Works activities / responsibilities. Public Works Director Burshten noted that we will need to purchase new holiday decorations and fund for a maintenance worker who would be responsible for our buildings. ADJOURNMENT Cottage Grove City Council 4 July 30, 2014 Special Meeting MOTION BY COUNCIL MEMBER OLSEN, SECONDED BY COUNCIL MEMBER LEHRKE, TO ADJOURN THE SPECIAL MEETING AT 10:31 PM. MOTION CARRIED. 5-0. Prepared by, Caron M. Stransky City Clerk