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Home My WebLink About2015-10-07 PACKET 03.B. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM #� � DATE 10/7/2015 _��. PREPARED BY: City Clerk Joe Fischbach ORIGINATING DEPARTMENT DEPARTMENT HEAD � � * * � * � * * * * * * � * * * * * � * * * � * * * * * * * * * * * * * * * * * * * * * * * * COUNCIL ACTION REQUEST: City Council Meeting Minutes Approval—September 16, 2015 Regular Meeting. SUPPORTING DOCUMENTS: ❑ MEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Draft minutes. ADMINISTRATORS COMMENTS: � � �''� ��"5 City Administrat Date * * * * * * * * * * * * * � * * * * * * * * * * * * * * � * * * * � * * * * � * * * � * � * * Cottage Grove �here Pride ard P�osperity Meet MINUTES COTTAGE GROVE CITY COUNCIL COUNCIL CHAMBER 12800 RAVINE PARKWAY SOUTH SEPTEMBER 16, 2015 OPEN FORUM - 7:15 P.M. The following were present: Mayor Myron Bailey, Council Member Steve Dennis, Council Member Justin Olsen, Council Member Jen Peterson, Council Member Dave Thiede. Also present were: Craig Woolery, Interim City Administrator; Korine Land, City Attorney-LeVander, Gillen & Miller, PA; Les Burshten, Public Works Director; Joe Fischbach, HR Manager/City Clerk; Jennifer Levitt, Community Development Director/City Engineer; Robin Roland, Finance Director. Mayor Bailey asked if anyone wished to address the Council on a topic that wasn't on the agenda; as no one wished to speak, Mayor Bailey closed the Open Forum. REGULAR MEETING - 7:30 P.M. CALL TO ORDER — Mayor The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular meeting on September 16, 2015, at Cottage Grove City Hall, 12800 Ravine Parkway South. Mayor Bailey called the meeting to order,at 7:30 p.m. PLEDGE OF ALLEGIANCE The audience, staff, and Mayor and City Council Members recited the Pledge of Allegiance. ROLL CALL — City Clerk The following were present: Mayor Myron Bailey, Council Member Steve Dennis, Council Member Justin Olsen, Council Member Jen Peterson, Council Member Dave Thiede. 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 September 16,2015 Page 2 Also present were: Craig Woolery, Interim City Administrator; Korine Land, City Attorney-LeVander, Gillen & Miller, PA; Les Burshten, Public Works Director; Joe Fischbach, HR Manager/City Clerk; Jennifer Levitt, Community Development Director/City Engineer; Robin Roland, Finance Director. Mayor Bailey presided over the meeting. 1. ADOPTION OF AGENDA Motion by Council Member Olsen, second by Council Member Thiede, to approve the agenda as presented. Motion carried 5-0. 2. PRESENTATIONS A. Presentation by South Washington County Schools Superintendent Keith Jacobus. Superintendent Jacobus presented information to the Council on the three South Washington County Schools referendum questions that would be on the November 3, 2015 ballot. 3. APPROVAL OF MINUTES A. September 2, 2015 Regular Meeting. Mayor Bailey and the City Council members approved the minutes as presented. 4. CONSENT CALENDAR Motion by Council Member Olsen, second by Council Member Thiede, to approve the Consent Calendar. Motion carried 5-0. A. Accept and Place on File the Following Minutes: None Submitted. B. 1. Adopt Resolution 2015-094 declaring costs to be assessed and ordering the preparation of the proposed assessment roll for the removal of noxious weeds and plants from private property. 2. Adopt Resolution 2015-095 calling a public hearing for October 7, 2015 on the proposed assessments. C. 1. Adopt Resolution 2015-096 declaring costs to be assessed and ordering the preparation of the proposed assessment roll for the removal of hazardous conditions from private property. 2. Adopt Resolution 2015- 097 calling a public hearing for October 7, 2015 on the proposed assessments. Cottage Grove City Council September 16, 2015 Page 3 D. Authorize issuance of a temporary 3.2% Liquor License to the Cottage Grove Lions for events at Zywiec's Landscape and Garden Center, 10900 East Point Douglas Road, for October 2, 3, 9, 10, 23, 24, 30, 31. E. Approve the sale of a 1997 250-gallon steel water tank with an 11-hp pump to the City of Richfield Fire Department. F. Adopt Resolution 2015-098 granting approval of a variance to allow a 1,400 square-foot detached accessory structure to be constructed in front of the principal structure at 9263 Military Road South. G. Approve the Stormwater Management Agreement with Cottage Grove Properties, LLC. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES A. Receive response regarding plumbing contractor concerns. Mayor Bailey stated a letter had been sent regarding the expressed concerns. 6. PUBLIC HEARINGS — None. 7. BID AWARDS — None. 8. UNFINISHED AND NEW BUSINESS — None. 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS — None. 10. COUNCIL COMMENTS AND REQUESTS Council Member Dennis asked the public to continue to support Cottage Grove businesses. Council Member Olsen reminded everyone about the upcoming Public Works open house event on September 22. Council Member Olsen encouraged everyone to use local parks, respect the space, and clean up after themselves and their pets by using the trash and recycle containers provided. Council Member Olsen stated that the Newport Police Department is facing some challenges and as we share services with the City of Newport, perhaps this is another opportunity for the City of Cottage Grove to offer assistance. Council Member Peterson thanked two Girl Scouts from Troop 52797 as they had recently installed four Little Free Libraries in Cottage Grove. Cottage Grove City Council September 16,2015 Page 4 Council Member Peterson stated there will be a grand opening and ribbon cutting at Cedarhurst Meadows Park on October 1. Council Member Peterson announced the annual Fire Department open house will take place on October 10 at Fire Station #2 on 80th Street. Mayor Bailey stated that the Christmas decorations used on 80th Street will be replaced and a website link to vote on different designs for 80th Street and East Point Douglas Road will be available through October 1. Mayor Bailey said Cottage Grove Bulletin Reporter Emily Buss will be taking a new job and he thanked her on behalf of the Council for the work she had done. 11. PAY BILLS A. Motion by Council Member Thiede, second by Council Member Peterson, to approve payment of check numbers 192866 to 193027 in the amount of $1,348,836.42 and EFT Payment of$43,198.55. Motion carried 5-0. 12. WORKSHOP SESSION — OPEN TO PUBLIC A. Economic Development Authority, River Oaks Golf Course, and Capital Improvement Program. Economic Development Authoritv (EDA) Director Roland reviewed EDA revenues and expenditures. She stated that Business Enterprise Center (BEC) revenues are not currently supporting expenditures and that when the original plan was put in place it was for a five-year commitment. She said the EDA needs to determine their tolerance for financial loss in comparison to their mission of growing businesses. Director Levitt discussed the BEC's future direction. She outlined improvements to the building and said there had been a lot of outreach and marketing efforts. She asked the Mayor and Council about the future direction and options for the building and land, or possibly to develop an exit strategy, so she could bring their ideas back to the EDA. Mayor Bailey and the Council Members discussed various options. They agreed that the EDA should determine if they wanted to continue with the BEC and felt the BEC Board should meet to review current status, and that no leases should extend past 2016. The EDA would need to make their decision and then bring their recommendations before the Council. Mayor Bailey also felt they should look at what it would cost to bring in a management company. Cottage Grove City Council September 16,2015 Page 5 River Oaks Golf Course Director Roland summarized revenues and expenditures for 2013 to 2015 and what is anticipated for 2016 and 2017, and asked for input on what level the Council is willing to subsidize operations. Golf Course Manager Bruce Anderson attributed reduced expenses to the elimination of various sales merchandise, and the increase in revenue to additional rounds played, higher greens fees, and an increase in league attendance, while drops to revenue and expenses for food and beverage sales roughly equaled out. Food and Beverage Manager Sue O'Connell explained that they had previously been directed to reduce hours in order to cut expenses and had been closed on Mondays, but now they are operating seven days a week. Manager Anderson said the full capacity of the golf course is about 65,000 rounds and they are currently at about 31,000 rounds, adding that the average municipal golf course does about 29,000 - 32,000 rounds. Council Members and Manager Anderson discussed various marketing efforts to attract younger patrons and seniors, the use of social media, and alternative attractions such as foot golf or fling golf. They also discussed bringing cigar sales back, and Council Member Dennis suggested offering more contemporary liquor selections, including craft and local beers, whiskeys, and holding beer-tasting events. Manager Anderson said they would like to have more shotgun tournaments as each can bring in anywhere from $5,000 to $10,000. He added that they host comedy shows and are looking at having a car show next year. Manager O'Connell said they typically host 23 weddings a year, while previously they had hosted 32, noting that the current trend is outdoor weddings. She felt that better outdoor features for photographs might be helpful. Council Member Dennis offered his business expertise to help work on the golf course issues. Council Member Olsen suggested that Mayor Bailey and Council Member Dennis, along with the EDA, work with the golf course on goals and objectives. Mayor Bailey agreed that would be a good short-term solution, but he was in favor of a request-for-proposal (RFP) process to hire a consultant to review overall business operations. He also suggested that the organizational and reporting structure of the golf course be brought back to the Council in October for review and possible changes. Consensus was to bring the organizational structure and RFP process back to Council for formal review and approvals. Cottage Grove City Council September 16, 2015 Page 6 Capital Improvement Proqram (CIP� Director Roland gave a general overview of projects in the CIP. In 2016, the projects total approximately $21.3 million; in 2017, approximately $21.5 million; and in 2018, approximately $23 million. Director Levitt outlined pavement management projects, the Keats Avenue project, parks projects, the expected replacement of Fire Station 2 and construction of the proposed Hero Center, and the Oakwood Park and hotel site. She cautioned against moving projects ahead of where they are scheduled in the CIP due to pending development projects. 13. WORKSHOP SESSION — CLOSED TO PUBLIC — None. ADJOURNMENT Motion by Council Member Olsen, second by Council Member Dennis, to adjourn the regular meeting at 10:36 p.m. Motion carried: 5-0. Minutes prepared by Judy Graf and reviewed by Deputy City Clerk Neil Belscamper.