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HomeMy WebLinkAbout2015-11-18 PACKET 03.A. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM #� � DATE 11/18/2015 . � PREPARED BY: Community Development Jennifer Levitt ORIGINATING DEPARTMENT DEPARTMENT HEAD * * * * * * � * * * * � * * * * * * * * * � * * * * * * * * * * * * * * * * * � * * * * * * * * COUNCIL ACTION REQUEST: City Council Meeting Minutes Approval—November 4, 2015 Regular Meeting. STAFF RECOMMENDATION: Approve the request. BUDGET IMPLICATION: BUDGETED AMOUNT ACTUAL AMOUNT SUPPORTING DOCUMENTS: ❑ MEMO/LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: Draft Minutes. ADMINISTRATORS COMMENTS: , ;a t 1 �� �5 ' City Administrator ate � * * * * * * * * * * � * * * * * * � * * * * * :� :� � * * � * * � * * * * * * :� * * * * * * * * Cottage � Grove �her� Pride and�rOSPerity Mee$ MINUTES COTTAGE GROVE CITY COUNCIL COUNCIL CHAMBER 12800 RAVINE PARKWAY SOUTH November 4, 2015 CALL TO ORDER — Mayor The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular meeting on November 4, 2015, at Cottage Grove City Hall, 12800 Ravine Parkway South. Mayor Bailey called the meeting to order at 7:00 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. Also present were: Charlene Stevens, City Administrator; Korine Land, City Attorney- LeVander, Gillen & Miller, PA; Les Burshten, Public Works Director; Zac Dockter, Parks and Recreation Director; Joe Fischbach, HR Manager/City Clerk; Jennifer Levitt, Community Development Director/City Engineer; Sharon Madsen, Communications Coordinator; Molly Pietruszewski, Recreation Supervisor; Robin Roland, Finance Director; Craig Woolery, Public Safety Director. OPEN FORUM Mayor Bailey asked if anyone in the audience wished to address the Council on any item that was not on the agenda; as no one wished to speak, Mayor Bailey closed the Open Forum. Mayor Bailey presided over the meeting. 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 Nouember 4, 2015 Page 2 1. ADOPTION OF AGENDA Motion by Council Member Olsen, second by Council Member Thiede, to adopt the agenda as presented with the stipulation that tonight's Public Hearings be held no sooner than 7:30 p.m. and allowing for other items to advance in the order of business if necessary. Motion carried: 5-0. 2. PRESENTATIONS A. City-wide Holiday Events- Molly Pietruszewski and Sharon Madsen advised of the following upcoming events: • November 11: A Veterans Day program put on by the Junior ROTC Minnesota 871 Wolfpack Cadet Group, will take place at Park High School; it will include a performance of"Flags of Our Fathers" to honor all veterans. • November 15: A free program at the Washington County Environmental Center in Woodbury where citizens can drop off any non-working holiday lights. • November 16: City holiday banners, including the tree and snowflake designs chosen by citizens, will be displayed this week. • November 22: City dignitaries will be bagging groceries for donations at Cub Foods. • November 23: The City holiday tree will be put up this week and will be lit on Thanksgiving evening. • November 26: The annual Hale to the Bird 5K on Thanksgiving Day; proceeds benefit the Friends in Need Food Shelf. • November 29: Nominations are due for the City's annual Holiday Lights Contest, which is also sponsored by the South Washington County Bulletin. A committee goes to the nominated houses and judges them. Winners will be acknowledged at the first Council Meeting in December. • November 29: Nominations are due from citizens who wish to nominate an organization or business that really gives back to the community during the holiday season; the winners will be recognized at a future Council meeting. • December 2: City tree lighting ceremony at City Hall, 6:00 p.m. Santa and Mrs. Claus will be present; cookies and cider will be served. • December 2: City Council Meeting where the winners of the Holiday Lights contest and Giving Back to the Community will be announced. • December 6: The Cottage Grove Lions will host their traditional Breakfast with Santa at the VFW Red Barn. • December 6: Annual pancake breakfast at St. Rita's Church. • December 10: The ending date for the "10 Days of Giving" project with the children of the School District, sponsored by Merchants Bank. • December 10: The Holiday Train will arrive in Cottage Grove at 5:45 p.m. Cash donations or heart-healthy food is being requested by the CP Rail Holiday Train ;Cottage Groue City Council Nouember 4, 2015 - Page 3 Committee and by the Friends in Need Food Shelf. There will be cookies available as well as shopping opportunities. There will also be a warming tent this year, which is new, sponsored by REMAX. Parking is available at the Park & Ride; enter via the Jamaica Avenue entrance. • December 13: Annual Santa breakfast will be held at the River Oaks Golf Course. There will be horse-drawn sleigh rides around the golf course, and photos with Santa will also be available. • December 26: Outdoor rink warming houses will open; there are 13 outdoor rinks and they are usually open through the end of February, as long as weather permits. • December 27: Skate with the Wolfpack male and female hockey players at the Cottage Grove Ice Arena; it is a free event during the children's winter break. • Skate Night at Highlands Park pond; there will be a bonfire and cider provided. Date and details will be the City's website. There are a lot of Holiday Train fundraising events between now and December 10; the goal is to raise $90,000. 3. APPROVAL OF MINUTES A. October 7, 2015 Regular Meeting B. October 20, 2015 Special Meeting C. October 21, 2015 Special and Regular Meetings Mayor Bailey and the Council Members approved the minutes as presented. 4. CONSENT CALENDAR Council Member Olsen asked to speak on Item F because he wanted to inform the public that the Emerald Ash Borer has already found its way into Washington County. Because of that, Washington County will be under Federal and State quarantine, which prohibits the transportation of wood or woodchips. A. Accept and Place on File the Following Minutes: None Submitted. B. Adopt Resolution 2015-109 authorizing deferral of 2015 Pavement Management Special Assessment on property ID 30.027.21.42.0004 in accordance with Ordinance 844. C. Adopt Resolution 2015-110 supporting the Dominium affordable senior housing project. D. Authorize Public Works to sell a 2004 Ford Crown Victoria, 2004 Chevy Silverado, and two golf carts on eBay or Cranky Ape. E. Adopt Resolution 2015-111 prohibiting parking on both sides of 90th Street from Jamaica Avenue to Islay Avenue, on both sides of 90th Street from ;Cottage Grove City Council 3 November 4, 2015', Page 4 Janero Avenue to County Road 19, and on the south side of 90th Street from Islay Avenue to Janero Avenue (State Aid Project No. 180-124-001). F. Authorize the service agreement with S&S Tree Services to remove 110 ash trees for $25,570.00 under the City's Emerald Ash Borer Management Plan. Motion by Council Member Thiede, second by Council Member Peterson, to approve the Consent Calendar. Motion carried: 5-0. 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES — None. 6. PUBLIC HEARINGS A. 1. Hold the public hearing on the Jamaica Avenue Street & Utility Improvements Project. 2. Adopt Resolution 2015-112 ordering the Jamaica Avenue Street & Utility Improvements and authorize preparation of plans and specifications for the project. 3. Approve the Assessment Waivers with Rose of Sharon Lutheran Church, Light the Way Church, and Dodge Nature Center. City Engineer Levitt stated there will be a roundabout placed at 70th Street and Jamaica Avenue. There will be turn lanes into the Dodge Nature Center, as well as pavement preservation on Jamaica Avenue down to Indian Boulevard. During construction, there will be a bypass lane, which will be in place for approximately 10-to-12 weeks. There's a partnership with Washington County on this project so the City is required to provide the necessary right of way; easements are necessary to facilitate the project. The City will pay the assessments due from Rose of Sharon as well as provide tree replacement on that property. The City will also replace trees on Light the Way Church property. The Dodge Nature Center has requested the City extend water service across 70th Street to facilitate further development of their site. The total project cost is approximately $3.8 million; Washington County will be funding approximately $1.6 million of the project, and the City is responsible for approximately $2.1 million, which will be MSA funding. The Dodge Nature Center will pay the City $41,000 for the water main extension. The construction of the project is expected to begin in the spring of 2016 and will conclude in the fall. An assessment hearing would be in October, if necessary. Engineer Levitt requested that the Council also allow Attorney Land to make any necessary adjustments to the agreements. Mayor Bailey asked questions regarding the road closures and emergency vehicles' ability to readily access that portion of the City. Engineer Levitt advised ;Cottage Groue City Council Nouernber 4, 2015 Page 5 there would be a bypass lane and the actual closure of the roundabout area to the south would not take place until after school was out. Engineer Levitt stated Washington County Dispatch would be aware of where the road closures would be and they would work directly with Public Safety to ensure there was good communication regarding road closures that take place during construction. Mayor Bailey asked about landscaping issues; Engineer Levitt stated she was currently working with Washington County on the selection of the plant materials and any hardscapes that would be permitted and it would be brought before the Council at a later date. Council Member Peterson asked if the construction would be taking place during Strawberry Fest; she was advised it would be and they would then need to provide appropriate signage. Council Member Dennis asked Engineer Levitt what kind of time frame they were looking at for the project; she advised there would be a full closure of the affected area for approximately 10-to- 14 days due to the water main having to be inserted. The actual roundabout construction would take approximately 10-to-12 weeks to complete. Mayor Bailey opened the Public Hearing and invited anyone who wished to address the Council to do so; as no one wished to speak, Mayor Bailey closed the Public Hearing. Council Member Dennis made a motion to adopt a resolution ordering the Jamaica Avenue Street & Utility Improvements and authorizing preparations of plans and specifications for the project, second by Council Member Olsen. Motion carried: 5-0. Council Member Olsen made a motion to consider approving the Assessment Waivers with Rose of Sharon Lutheran Church, Light the Way Church, and Dodge Nature Center with the caveat that the City Attorney has all the rights and privileges needed to make any adjustments to the verbiage in partnership with the other stakeholders as she sees fit, second by Council Member Peterson. Motion carried: 5-0. 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 spoke about the Shop Local Business Summit, which will be held on November 12th in the City Council chambers. The public, City ;Cottage Grove City Council, Novernber 4, 2015 Page 6 staff members, Chamber of Commerce members, and local business owners are all invited to discuss ways to make a difference and reinvest in local businesses. Council Member Olsen added there is also an article in the current South Washington County Bulletin that provides more information. Council Member Dennis announced there is a brand-new business at The Shoppes at Almar Village, Lisa's Fabulous Paws Pet Grooming, which will hopefully be open by November 15th. The three owners together have 40 years of experience working with all types and breeds of dogs, and will be offering puppy and pet training. Council Member Olsen thanked retiring City Clerk, Caron Stransky, for her 34 years of service to the City of Cottage Grove. Council Member Peterson advised November 5th was the November distribution date for Fare For All at All Saints Lutheran Church. In December, it will be the same night as the Holiday Train, December 10th, but will be from 3:00 to 5:00 p.m. Cottage Grove Beyond the Yellow Ribbon will have its next monthly Burger and Brat Bash on November 19th, at the VFW Red Barn. Council Member Thiede encouraged citizens to get their logo/theme entries for the 2016 Strawberry Fest in by December 7th. Also, November 22th is Princess for a Day so entries for that need to be turned in. Council Member Thiede said the Strawberry Fest Committee was looking for input from citizens on new activities they could have for 2016 and said they were going to have an art fair and more emphasis on people who make and sell their own crafts, similar to a flea market, and encouraged Cottage Grove businesses to participate in the Strawberry Festival. Mayor Bailey encouraged the public to attend the Veterans Day ceremony at Park High School. Mayor Bailey stated today, November 4th, the Economic Development Authority purchased the former Home Depot property, and the City Council is committed to growing the local economy, including development and redevelopment of the Gateway North Shopping District . He encouraged citizens to support the businesses in that area during the reconstruction. 11. PAY BILLS ;Cottage Groue City Council, November 4, 2015 Page 7 Motion by Council Member Thiede , second by Council Member Olsen, to approve payment of check numbers 193555 to 193807 in the amount of $1,229.067.45 and EFT Payment of$153,193.17. Motion carried: 5-0. 12. WORKSHOP SESSION — OPEN TO PUBLIC — None. 13. WORKSHOP SESSION — CLOSED TO PUBLIC — None. ADJOURNMENT Motion by Council Member Olsen, second by Council Member Thiede, to adjourn the regular meeting at 7:58 p.m. Motion carried: 5-0. Minutes prepared by Judy Graf and reviewed by Human Resources Manager/City Clerk Joe Fischbach.